BIG, BAD Productivity Myths

BIG, BAD Productivity Myth #2: everyone should be good at multi-tasking.

Somehow, in the last few years especially, multi-tasking developed into an esteemed practice. Some even consider it the hallmark of efficiency and practicality. But that is simply not true for everyone. Yes, some people have a talent - and a need - to develop shortcuts and to perform several tasks simultaneously. These people are actually less effective if forced to concentrate on only one thing...they lose interest, become bored, and often quit before finishing. But an equal amount of the population is just the opposite - they are at their best when focusing on one task, working through it completely, and then -- only then -- moving on to the next project. These individuals need accomplishment, an ability to "check it off the list," and the space and time to focus.

I find that administrative staff are particularly wired for this methodical, single-tasking approach. Yet, they are most often expected to work several tasks at once - answering the phones, greeting visitors/clients, responding to the rest of the team...all while completing their normal administrative duties. This expectation runs completely opposite their natural talents, and ultimately negatively impacts both the administrator's and the overall team's productivity. 

So what are some solutions?

If you are a "single-tasker," come into work an hour before or stay an hour later than everyone else. That will give you a quiet, uninterrupted time to focus and get things done. During the day, look for patterns in the occurrence of interruptions (for example, most calls may come in at lunchtime), and plan to work on a low-priority, simple activity at that time. 

If you are a natural multi-tasker, respect that not everyone is wired like you. Just as you need the freedom to jump from task to task, understand that others need the time to focus. Your colleague may not attend to your request until much later in the day, because he first needs to finish the current task at hand. A second pointer is to get into the habit of asking, "Is this a good time?" And finally, be sure to set appropriate deadlines on your requests of others. Rather than expecting everything to be completed right away, clearly communicate those things that are of lower priority, and can be dealt with...in time.