- I'm a huge advocate of focusing on one thing at a time and avoiding switch tasking, what many people call multitasking. Constant switches of your attention are the enemy of productivity, as they cause tasks to take longer, decreases the quality of work done, and increases stress levels. So what if you understand that principle and you want to stay focused and want to avoid switch tasking, but you work in a company culture or have a boss that still actively promotes multitasking as productive, despite all the research to the contrary? What do you do then? The first is to try to help them understand the true cost of switch tasking.
There's an exercise that you can walk them through. Rather than repeating it here, search for a video titled Addressing the Myth of Multitasking here on the library. What do we do with this? I recommend that you show this video to some coworkers or even your boss. If you have a group meeting and are given the opportunity to train, that would be a great way to do it. You can also follow up this with the next video titled Understanding the Consequences of Multitasking.
This exercise helps people experience the true cost of switch tasking for themselves. It helps them see, in roughly five minutes, what switch tasking is costing them every day. Helping people see the truth will change their behavior far faster than talking about changing their behavior. Also, I recommend that you go through my entire Time Management Fundamentals course yourself, even if your workplace is addicted to multitasking.
Why? Because the example that you set for your boss and for your coworkers makes a difference. If you perform well, they will likely want to know why. When I speak to audiences all around the world, I do an informal poll about how many people are completely in control of their time. Would it shock you to know that 2% or less of people feel that they're in control of their time right now? If you can be in that 2%, you stand out, and other people who are feeling the pain and frustration of a lack of time management will want to learn how you got to that spot of focus.
Now, what if, even after following these suggestions, you still have a boss that constantly wants to interrupt you with questions or continually asks you to switch task even in spite of your best effort? We want to build systems to help you stay as focused as possible. One way to do this is by suggesting a recurring meeting schedule. Your biggest problem with a boss who likes to switch task is likely an abundance of quick questions, where they jump in here and there, and they want to ask you what you're work on or need fast answers to projects they're working on.
You want to suggest, in a polite and a professional way, the idea of replacing lots of little interruptions with having a consistent meeting schedule. Allow me to share a suggested script, and then you can make it your own. I recommend that you use this script not right after someone asks you a question, but rather bring it up at another time when they haven't interrupted you. Here's the script. One challenge I'm running into is that we're interrupting each other so much that I'm being less productive for you.
I want to get the work done you're asking me to do and I want to do it on time, yet I feel these little quick questions are getting in the way. I'm wondering if we could set up a consistent one-to-one meeting schedule. That way, we both know we can count on that meeting every single week, and we'll interrupt each other less. Is there a schedule that would work for you? Then let them come up with the pattern and times. The resulting meeting schedule may not be perfect and may not completely alleviate their interruptions, but any improvement will start to have a significant impact on your productivity.
Approach it from the standpoint of what matters to them, how doing this will help you help them be more productive. By having a respectful conversation, I believe that you can find ways to reduce the switches in both of your workdays.
Author
Updated
4/15/2019Released
4/11/2016Productivity expert Dave Crenshaw provides techniques on a wide variety of topics, designed to help people better manage their time and ultimately become more productive. Tune in to learn about everything from managing emails and calendars to setting priorities, collaborating with coworkers, reducing interruptions, crafting a "productivity mindset," and creating a more comfortable and effective work environment.
Have an idea for a future video from Dave? Submit it using our course feedback form. If you want more time management strategies now, we recommend watching Dave's Time Management Fundamentals course.
- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
Skill Level Intermediate
Duration
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Introduction
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Welcome43s
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1. Time Management Tips
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Power tips for sending email3m 14s
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Positive procrastination3m 15s
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Remove the "busy" tag2m 58s
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Manage digital interruptions4m 19s
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Make the most of meetings2m 52s
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Follow up on delegated items2m 58s
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Become tech savvy4m 33s
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Focus on the person2m 37s
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Time management for students2m 59s
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Ending meetings with action1m 44s
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Building a not-to-do list2m 46s
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Avoiding the crowd mindset2m 58s
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Placing a value on your time3m 30s
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How to schedule a meeting3m 35s
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How to develop flexibility4m 19s
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The trouble with texting3m 48s
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Create a perhaps list4m 58s
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Reduce attention switches4m 46s
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Adapt your favorite app4m 33s
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Make time to get more time3m 49s
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Read vs. unread email3m 52s
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Make time to have fun3m 57s
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Create a morning ritual3m 23s
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When to create new homes3m 26s
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How to reduce spam3m 48s
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Why repetition saves time2m 48s
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Productive passwords2m 3s
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Productive web browser tips1m 51s
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Writing a productive email1m 55s
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Commit to your calendar1m 54s
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What to say instead of ASAP1m 46s
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Set voicemail expectations1m 43s
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Set email expectations1m 46s
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How to use an inbox1m 41s
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How to use an outbox1m 53s
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Video: Reduce attention switches