Confessions of a "Multitasker"

Revelations on Multitasking

As I compose this post, I am watching television, reflecting on my day, thinking about what I will get done tomorrow and thinking about a host of other things. While browsing one of my new favorite personal organization sites just this evening, LifeOrganizers.com, I stumbled across some advice on multitasking. What an epiphany? As much as I've talked on this blog about not taking on too much, and learning how to say no, I didn't realize that even if I have a balanced load, by trying to get too much done at the same time I am slowing down my productivity.

While I am at the office on some of my busiest days, I find myself reading e-mail, answering phone calls and paying attention to what's going on in the office, while thinking about what I'm about to do next. I pride myself on my ability to manage multiple projects at the same time; now some of the missed opportunities, spelling errors and typos on business correspondence and data entry mistakes may all be attributed to doing too much at one time. Sometimes, I work through lunch, focusing on getting my to do list items done more than stopping for some body fuel. My work environment calls for me to work on multiple projects on deadline (some projects develop at the last minute), while trying to manage my day-to-day tasks.

So, I am resolved to making a serious effort to work on one thing at one time so that I can do everything in excellence. It will be a challenge, but I will try to get it done. Guess I'll have to post my progress!

Rewarding Yourself

Being Productive Deserves a Reward

One of the better ways to spur on your productivity is to reward yourself after you've accomplished a task. If I'm working on a larger task, rewarding myself for what I've done on a smaller scale throughout the task becomes an incentive to complete the entire task. Once the large task is done, I reward myself even more.

Rewarding yourself can be in the form of rest, spending time with yourself, going out to dinner with friends, going to a movie, buying something new, taking a trip, and so on. No matter what you choose, enjoy it!

Allowing Time for Flexibility

Structuring Yourself to be Flexible

I'm often criticized because of my "planner" attitude. Sometimes I am heckled because I plan too much. But, under all of my planning, I have become more flexible over time through trial and error. It's funny; now, when I see people who are super organized and serious planners--I smile and remember when I was that tight and rigid. I have certainly progressed, and my progression can be attributed to the realization that there are just certain things I cannot control.

Recently, I scheduled a day to get a specific task complete. I was so excited that I had an entire day to work on this project that I planned my prior and subsequent days accordingly. When the day came, I woke up that morning with a terrible headache. Even my headache medicine didn't work--talk about a hindrance to my productivity. I had to rest until my headache subsided, which was the next day. So, what did I do? Well, although I was momentarily bothered by the fact that I would have to rearrange my schedule; I was relieved, though, that I was actually able to rearrange my schedule. Even though I didn't get the task done on the day I scheduled, after some adjustments, I was able to complete the task.

Practicing flexibility means that if you are forced to divert from your plans, you're still able to regroup and move on with getting things done. I know a lot of organized people who are extremely productive only when things are going their way. However, if something interrupts their plans, oh boy! Here are some ways you can maintain your flexibility, while retaining your productivity:

• Never overbook your schedule. If you're days and nights are packed with so much to do that if you're diverted you can't recover, then you need to scale back. You should be able to be productive, maintain your load and be flexible when needed at the same time.
• Don't be afraid to say no. Sometimes you can't get it all done.
• Recover from distractions quickly. Don't spend too much time deciding how to recover; just recover and move on.

Remember that you can always rework your plan when inevitable distractions are thrown at you. Exercising flexibility is a choice and will also affect your overall attitude! (Be selective with how you choose to be flexible however, you don't want to be labeled as a slacker.)

Changing Your Environment

Moving your workspace may increase your productivity!

I used to have writer's block. I would sit at my computer ready to write and then draw a complete blank about what I wanted to write about. Other times, I wouldn't have a clue before I sat down; I would sit there and stare at the blank screen and wait for words to come to mind. I said 'used to' because I was given some stellar advice that has helped me. One remedy in particular that works is to try to write something else. If my task is to write poetry, then I write non-fiction. Other times, I try to gain a little inspiration from reading poetry or reading books, articles and so on that are similar to what I want to write.

Like my writing, when I am challenged in my productivity, I begin with an environment change. If I have to read, write, conduct research or hold a meeting, and if I am struggling with getting things done (either from a lack of focus or otherwise), I leave my normal workspace, which is usually at the office or at home, and I venture out. I usually try to choose places where I can get a snack or meal; if I get hungry, I don't have to leave my workspace. One of my most frequented places is Panera Bread Company. In addition to the atmosphere, Panera offers free wireless Internet connectivity.

My second favorite place is Barnes and Noble Booksellers. Anyone who has been to B & N should be familiar with the cafe area as well as other areas throughout the store with tables and chairs for reading. Unlike Panera, B & N does offer wireless connectivity, but for a small cost. I can usually work at Panera or B & N (or home or the office) with normal noises, conversations, the television and so on, if the noises don't break my concentration. However, if I really need quiet, I transfer my workspace to the public library. Along with a quiet atmosphere, the public library also offers free wireless connectivity. (At least the ones I've visited. Check out the link to see if your local library is wifi ready.)

Even at home, I move my workspace around from my desk in the office my husband and I share, to the dining room we never eat in, to my favorite chair in the living room. The key to finding the right environment is comfort. If you are comfortable in your workspace, you will more than likely get more accomplished.

Your Productivity is Linked to Your Motivation

Motivation and Productivity

Before you begin to work on a task, always ask yourself, "Am I motivated to do what needs to get done?" If you answer no, then you might as well give up, or find ways to become and stay motivated during a task.

So, what is motivation?
It's determining what is the motive behind you completing a task; in other words, what's causing you to act? If your motives aren't truly inspired by a deep down passion or desire to accomplish a certain task, then you will not be as productive as you could be.

How do I become motivated?
Well, it truly depends on you. Unfortunately, there is no 12-step program to becoming motivated. You either are or you're not. That may be tough to swallow, but companies that spend thousands of dollars on employee retention and motivation training programs (and other incentives) may get their employees excited about the company or the product, but it's still up to their employees to find that inner drive to want to get the job done.

What if I lose my motivation?
The answer, again, depends on you. What were your original motives for starting a task? Were you inspired by a spouse, friend, family, classmate, idea or money? Temporal ways of becoming motivated are the quickest ways to lose your motivation. If it takes outward motivation for me to complete a task, then I always check my motives to make sure that I'm in it for the right reasons. I'm usually more productive if I have an inner passion for what I try to accomplish, and the outward motivation I do receive from others, complements the inner drive. Regardless of how much you're challenged, that inner motivation will keep you going (even if you don't have someone cheering you on every step of the way).

A Lack of Communication can KILL Productivity

Communication and Productivity

A lack of communication in any situation is an instant hindrance to productivity. Pick any group setting and you’ll find that if things aren’t getting done, the problem could be attributed to ineffective communication by either a team leader or team member. In my work setting, good communication means that everyone is informed, knows what needs to be done and there is a consistent exchange of communication among all parties. If a person isn’t informed, isn’t clear on what needs to be done or the team isn’t communicating, then we spend more time working out issues that could be avoided by simple communication. So, how do you increase communication to increase productivity? Here are some things I implement:

• If I am delegating a task, I make sure that I understand what needs to be done before trying to tell someone else. I usually have the person repeat the details of the task verbatim so that he or she can show an understanding of what needs to take place.
• If I am receiving a task, after repeating the details, I ask as many questions as possible to receive clarity.
• If there seems to be a lack of understanding from either myself as a team leader or as a team member, then I ask for clarification immediately. Usually, consistent communication throughout the task will ensure clarity.
• If there is a problem with either the way the task is being done in my eyes as a team leader, then I inform the receiver of the task immediately and we work toward a solution. Likewise, if I encounter a problem as a team member that I can’t solve, I inform the team leader.

The steps above are just a hint of how good communication begins. A good relationship among the team also helps because communication will flow better if team members are comfortable sharing their concerns with the team leader and vise versa. These principles apply beyond the workplace to our personal lives as well. Try to think about how better communication can enhance your productivity in your marriage, with your children, with business relationships and so on.

The following articles provide some interesting perspectives on communication:

• "Effective Communication" by John Clark
• About 101 (Multiple articles on communication)
• Test Yourself - "Building Effective Interpersonal Communication Skills: Self-Assessment Exercise"
• "Effective Communication" by Bojinka Bishop