We’ve all heard that multitasking is a real thing—that we can do multiple tasks simultaneously. However, this common belief often leads to wasted time and energy without us even realizing it. Multitasking can result in completing many tasks but with poor results, causing stress and reducing overall productivity.
In the next five minutes, you’ll understand why our concept of multitasking fails miserably and how to actually manage multiple tasks efficiently, enhancing both productivity and project management skills.
The Reality of Multitasking: It’s Not What You Think
It’s impossible to do real, focused work while simultaneously engaging in other activities. Imagine sitting down to work while watching a series, chatting with a coworker, and drinking coffee. Your mind constantly switches between tasks, leading to subpar performance in all areas. You end up stressed and rushing to meet deadlines.
What If You Have Multiple Real Tasks?
Many users face chaotic situations with multiple big projects and tight deadlines. However, successful project management doesn’t involve juggling all tasks at once. The secret is to tackle one task at a time. Prioritize tasks and tackle the most challenging ones when you’re at your peak energy levels. Want to learn more? Look for our next article.
Effective Multitasking: How to Handle Multiple Tasks
When faced with the necessity to multitask, such as on deployment day or during a website launch, there are strategies to manage this effectively. Here’s how to reduce stress and improve productivity even when multitasking:
Task-Switching Mastery
Our brains, particularly the prefrontal cortex, direct our attention and energy based on the context. Think back to school days when we had to switch between different subjects seamlessly. As adults, the demands are higher, requiring a system to manage multiple tasks efficiently. Here are three tools to build your multitasking system:
1. Smooth Transition Between Tasks
Avoid jumping abruptly between tasks, especially those requiring different types of cognitive efforts. For example, switching from analytical work to creative problem-solving without a transition period can overload your brain and reduce efficiency. Instead, take a few minutes to relax, allowing your brain to cool down from the previous task and warm up for the next. This practice helps you enter a flow state where you can achieve significant progress.
2. Quick Eye Exercises
Our eyes are extensions of our brain, and certain exercises can aid in task switching:
- Close Your Eyes: Focus on bodily sensations for 5-15 seconds.
- Focus on Your Hand: Look at your hand for 5-15 seconds.
- Look at an Intermediate Distance: Focus on something 10-20 feet away for 5-15 seconds.
- Look at the Horizon: Find a distant point and focus for 5-15 seconds.
- Return to Immediate Environment: Close your eyes again and focus on your breathing.
3. Remove Load From Your Brain
Stress from multitasking often comes from trying to remember all your tasks. To combat this, write down all your tasks using a simple project management tool like Astravue. This helps you keep track of what needs to be done and when, allowing you to plan your time effectively and reduce cognitive load. Create a list of all your tasks, including leisure activities, and apply productivity tools to manage each one.
By implementing these strategies, you can develop a robust multitasking system that conserves energy, enhances productivity, and streamlines project management. Ready to get started?
