Did you know these facts about the inefficiency of multi-tasking?

By concentrating single-mindedly on your most important task, you can reduce the time required to complete it by 50% or more.

It has been estimated that the tendency to start and stop a task, to pick it up, put it down, and come back to it, can increase the time necessary to complete the task by as much as 500%.

Wow!!! How can that be? I thought multi-tasking helped me get more done!  NOPE!

Every time you delay completing a task and come back to it later you must re-orient yourself, generate interest and build the momentum you had before you stopped… ALL before you’re productive.

It makes sense for you to stay focused and stick with it!  Once you start a task, you are most efficient with your time if you keep going until the task is complete.  You have already generated the motivation to do it, the enthusiasm to finish it, and the energy to keep going. And your mind is working at its best.

But, how do you start and complete your tasks most efficiently?

Begin with a Master List

Brainstorm all your tasks by writing them all down in one place. (I love to brainstorm using sticky notes – One topic/project per note). Once you have a master list – determine which are

“Projects” – Something with a clear start, end goal and completion date.

“Tasks” – Ongoing and/or recurring items requiring maintenance, or those to dos that crop up ongoingly.

“Errands” – These are one and done items that need to be attended to, and may require some running around.

In my world, a project may be a presentation, workshop, or marketing program, while a TASK may be my weekly blog posts, my monthly ezine, billing, expenses or my client follow-up calls.

Project work is distinct from Task work in that each often requires different types of activities, and calls for different levels of concentration. You may know that you’re able to focus better at different times of day, and should plan those times for the tasks requiring ‘deeper’ concentration. Therefore, knowing the difference between what qualifies as “task work” and “project work” for yourself, will help you plan time according to the different levels of effort required to complete each.  All tasks on your list have an end goal or expectation, but some are easier and faster to attain than others.

Getting it All Done

Getting it all done is a mindset that deserves some exploration.  What does that statement mean to you? What would it look like/feel like/be like  for you to be “all done”? Are your expectations realistic?  Is it possible to meet your own expectations?  Do you sabotage yourself by creating endless, unattainable lists of tasks only to check off two or three – and then hold yourself hostage to the feeling of inadequacy and incomplete that invariably come?

If you are only able to do one thing at a time well…. why not begin by asking yourself… What ONE thing can I do today to get me closer to my goal?

When is the best time for you to complete tasks in the least amount of time with everything else that is going on in your work day?

The two indispensable keys to managing the time you have are:

1. the ability to set priorities; and
2. the ability to concentrate single-mindedly on one thing at a time.

If you get in the habit of defining your TOP 3 Results for each week, you can prioritize and decide what to work on first. Then, schedule uninterrupted time to work on your tasks so you can complete your top priority tasks more efficiently.  When you plan and work from a master list, you’re focusing on what is most important. This will help you manage and dissuade those darn interruptions.  While you are working, anything outside of the task that you stop to do, is not worth your time – the task you are focusing on is your top priority. Single focused attention while  tackling your top priority tasks in this manner, every day, will result in completing more of your important work in much less time.

With consistency, you’ll find that when you plan and prioritize your tasks, you are more likely to stay on the proactive side of the equation and will invariably do less fire fighting.  Reacting to fires, breakdowns and everyone else’s problems takes much more reaction/cleanup time than planning your work, and working your plan. When you work your plan, you’ll have the discipline to say ‘no’ to the less important things that crop up, and create a path that allows you to get things done in much less time.