The idea that multitasking is the answer to squeezing more work into the same eight hours is actually creating habits that cause you to mismanage time.
Let’s take a look at how your multitasking as time mismanagement can be remedied!
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Granted, some people can juggle a phone call and typing a report at the same time.
Don’t be fooled into thinking that if you could just do three things at once instead of two, then you would better manage your time.
Actually, you create more potential for making mistakes because your attention is divided in several ways. Nothing muddles time management worse than the time necessary to correct mistakes.
Multitasking as Time Mismanagement
Rather than depend on multi-tasking as your time use strategy, look again at some of the tried and true time management principles:
Keep an updated daily calendar
Whether you buy a sophisticated day planning system, an electronic calendar system, or a small notebook, none of these systems work unless you make daily updates. If you rely on yellow sticky notes or writing on the margin of your checkbook, then you are not using your calendar to your full advantage.
Use only one calendar system
If you have a work calendar and a personal or family calendar, you’ll double the chances of forgetting something important. Take a few minutes to transfer all meeting notes, new items, or added appointments promptly to your calendar so you don’t forget to do it later.
Divide project or jobs into smaller tasks and list each task
You can use an outline format or a tree format; just find a way to separate out each step in a process. That allows you to check off each item when done. You may also discover items that you can delegate to others.
How much time each task requires
The project planning approach also gives you an idea of how much time each task requires so you know what time to estimate for the completion of the project. This is also useful in determining what times and amounts of materials are needed for the project.
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If you have to order any items, move up ordering to the top of the list so that the necessary materials are available when you get to that stage of the project. Having to wait for materials or run around time to find them is a definite time waster.
Work on one project at a time
In the construction or creative process, your attention must be on one thing at a time. Some tasks are less suitable for multitasking than others. Knowing what is needed for that developing stage also helps you choose the best time for this work.
Block off time with fewer interruptions
To get enough uninterrupted time, you may decide to work at home or at another location so minimize those drop-in visitors or ringing phones in the office.
Team Projects
Team projects need a high level of coordination and time management. When you are working with a group, you must divide and assign each task. You also need a mutually agreed-upon timetable for the delivery of each segment. Working in a team can make a project go faster and easier or longer and slower, it all depends on the coordination of the project.
Each team member needs to be accountable for his or her time so that the entire project stays on schedule. Trying to do your work and catch up on the work that another team member didn’t finish on schedule is multitasking that rarely works and leaves frustration as well as bitterness among coworkers.
Give these time management techniques a try and move multitasking out of your workday.
Share in the comments how you use multitasking is sucking time out of your workday!
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you had me at “use one calendar.” That’s where I’ve run into not only time mismanagement but, as you suggest, mistakes that end up wasting even more time. i tell myself that an electronic calendar would work best–it’s always with you–but in fact it helps to see the day and the chores spelled out in pencil in front of me. have not figured that one out yet. But thanks for all the other useful tips.
This is a good post! I always thought multitasking was a good thing, but I am finding out that in regards to my blog, it’s better to focus on one thing at a time.
I have adopted purposefully assigning an amount of time to each task because I consistently underestimate the time a task will take me. This has helped me plan each day with what I realistically have the time for!
I’m a work in progress…I try each night to schedule my next day with not only meetings, but tasks, giving them a time slot. Sometimes I’m good and stick to the ‘schedule’, but sometimes I don’t. Key I have found is to schedule in open time to allow for things that come up!!!