Hello, this is Laura Lee Rose. I am a speaker and author. I am an expert in time and project management.
I help busy professionals and entrepreneurs create effective systems so that they can comfortably delegate to others, be more profitable and have time to enjoy life even if they don’t have time to learn new technology or train their staff. I have a knack for turning big ideas into on time and profitable projects.
At the end of the day, I give people peace of mind.
Today’s question came from a busy professional interested in freeing some time and space to advance in his career.
Multitasking is out, mono-tasking is in. But how do we learn to focus on just one task at a time? Looking for practical workplace tips on mono-tasking and efficiency.
One recommendation is to realize that “multi-tasking” and “mono-tasking” is really the same thing. You can only fully focus on one thing at a time. You can only be effective on one thing at a time. Multi-tasking just means that you are churning from one task to the other – but still you are only focused on one item at a time. It’s just that you are only focused on that one item a very short amount of time. You are only fully engaged in that one task for only a few moments. In my opinion, the false encouragement of multitasking supports attention disorder. We proudly announce that we are an expert in multi-tasking – when you are trying to express that you are very organized and able to project manage various tasks. The skill is not in the switching and churning from task to task. It’s not the ability to do multiple tasks at the same time. The organizational skill is in the efficiency, accuracy and quality in which you complete your tasks on time and within budget.
Mono-tasking is merely extending the length of time that you elect to focus on a task or item. Mono-tasking, like any skill, takes practice. The key to stay focused on a task until its appropriate conclusion is to break the task into manageable mini-tasks.
This is described in more detail in the Sprint and Buffer strategy in the Professional Development Toolkit online course. For more information on this ecourse, follow this link <Professional Development Toolkit>
Once you have your tasks split into mini, self-contained tasks (as described in the Sprint and Buffer method), the next step is to take control of your time and calendar.
Here are some additional suggestions:
1) Make proper use of your “do not disturb” signs on your office door, your instant messages and your phone. Educate people on when they can and can not disturb them.
2) Schedule regular meetings. Take the time to setup quick (regularly scheduled) meetings with your entourage and staff. If people know they will be meeting with you every Tuesday for 10 minutes, they tend to hold all their issues until that date/time – eliminating interruptions.
3) Use Sprint and Buffers: If you are having problem focusing all day on one task, split the task into mini-tasks with breaks or buffers between the mini-tasks. Then you can switch to a different task or area in between those mini-tasks for some variety.
4) Set the timer. If you can’t focus for a long time on something without getting distracted, set your timer for 20 or 30 minutes. Stay focused on that task until the timer goes off. Often times when you know, in advance, how much time you have to work on something – you become more productive and focused. Often times when you set yourself a time limit to get something done, you challenge yourself to get it done before the timer. Make it a game.
5) Use the timer to distract yourself back to work. If you take longer breaks then you intend, use the timer to bring you back to work. For example, if you take a break with social media or internet searching – you can often allow time to get away from you. By setting the timer for 10 or 15 minutes – the alarm will distract you back to reality. This allows you to take those spontaneous side-tracks without getting lost in time.
6) Implement the “parking lot” method (discussed in more detail in the Professional Development Toolkit) to jot down any extraneous and spontaneous ideas that come to you while you are focused on this particular task. This allows you to keep track of your great ideas AND still stay focused on what you need to accomplish “at this moment”. After you have completed your scheduled task, then review your parking lot items to prioritize and schedule quality time for those items.
7) If you feel that you cannot us the “do not disturb” solution because your manager is a micromanage, then you need to proactively ease his/her anxiety over the status of things. If you regularly and frequently provide status reports that anticipate issues and questions – you reduce his/her need to micromanagement, reduce interruptions; and increase the trust between you and your manager.
For more tips to realistic scheduling, check out the article “12 Tips to Realistic Schedule”. Download your copy <HERE>.
I know your situation is different. Why don’t we schedule an appointment, where I get to know more about your unique situation? And then I will be happy to make recommendations on what your best steps are moving forward. To schedule an appointment, book it HERE.
With enough notice, it would be my honor to guest-speak at no cost to your group organization.
I have a monthly presentation on “how to say YES to everything but on your own terms”. To sign up for the complimentary course, go to www.lauraleerose.com/Say-Yes