Multi-tasking

Last week my boss sent this to me and a few other colleagues. Over the weekend I was the oppitamy off NON-multi-tasking unless to consider laying on bed, flipping channels, eating bananas w/pb, catnaps, and flipping through a magazine a mastery of multi-tasking.

15 Principles for Successful Multi-Tasking

1. Different strokes for different folks. There is no right way to multi-task. Play to your strengths and pick the tactic that is best for you. Some people need to block time and work without distractions. Others thrive on interruptions and are more efficient when dealing with them in real time.

2. Get organized and stay organized, both physically and mentally. The more organized we feel, the better we are able to focus and concentrate on the task before us. Get rid of clutter and clear your desk of anything not pertinent to your goals for the day.

3. Think ahead. Plan each day, use a calendar or planner to create a schedule, and publicize your availability. Use timers or alarms to adhere to a schedule as much as possible. Include a daily variety of activities to prevent boredom.

4. First prioritize goals, then compartmentalize. Discriminate by using prime time for prime activities. Block time for urgent tasks and use after hours for non-urgent activities. Alternate between time consuming and smaller projects to gain a sense of accomplishment. Break down large projects into stages by identifying good stopping points to task-switch. Remain vigilant and disciplined to your goals and priorities.

5. Be honest with yourself. Know your limits- when you can and can not task-switch. Give your undivided attention to critical tasks that require full concentration. Have a separate space designated to work on high priority projects, and step away from the phone and computer.

6. Don't over commit. Stay in control of your day and learn to say no diplomatically and tactfully. Use call forwarding and disable the new mail alert on your computer when working on critical projects that demand your full concentration.

7. Keep a positive attitude and remain flexible. Expect the unexpected, stay calm, and exercise patience when things pop up. Rely on your past experiences to deal with the unexpected. If it can not be put on your schedule to deal with later, take note of where you left off, resolve the situation, and return to what you were doing.

8. Use breaks and interruptions to your benefit. Step back, gain perspective, think creatively, and review and reward the progress you have made.

9. Be creative to maximize efficiency. Know when you personally can save time by bundling activities. Optimize your time and maximize productivity by making the most of wait times and delays, and by pairing automatic or routine tasks.

10. Don't waste your brain power. Understand all the capabilities of the technology you use, and use them. Simplify your life and automate tasks as much as possible (i.e. phone speed dial, keyboard shortcuts, etc.). Keep frequently used resources at your fingertips. Invest in time-saving devices at the office and home.

11. Remember your human relations skills and make people your first priority. Be courteous and show respect by giving individuals your undivided attention. The most important thing to know about technology is when to shut it off.

12. Practice. Switching tasks requires resetting our brain each time. If we practice, it can become more automatic and less stressful.

13. Get over yourself. Learn to ask for help, delegate, empower, and let go of tasks that don't have to be done by you. Keep the lines of communication open and be sure that colleagues and team members are in the loop so they are better able to lighten your load.

14. Stay healthy. Let your mind re-boot, slow down, and take a breather to be more efficient and accomplish more in less time. We can channel our energy more effectively when we eat well, stay hydrated, and take a break to stretch and exercise.

15. Review each day and analyze where the time was spent. Note opportunities for improvement in productivity. Take 15 minutes at the end of the day to think about the next day and prepare your plan of attack. (from the Dale Carnegie Training July 2008 Newsletter)