The employees in this decade are going through a phase where they have to manage multiple tasks at the same time due to increased load. Many employees go through depression passively and face health problems due to the ineffective scheduling of such tasks.
Many psychologists consider multitasking at the workplace may negatively impact the working capability. The reason they state is that when someone multitasks, he or she actually switch between tasks quickly and it only seems like doing it at the same time. In certain conditions, this quick switching may impact the on-hand task negatively. If given sub-standard work by multitasking, it is better do not do it at all.
A study conducted by research institute upon 120 men and 120 women showed results that women are better at multitasking in comparison to men. The people were allotted to swing the right hand while jogging on a treadmill. The results also showed that women under 60 performed quite well.
Multitasking sometimes is fast paced and not just ideal. Practice is the only way to master the skill of multitasking. Sometimes, a task is given at the last minute and needs to be done at the moment while you already have multiple tasks with deadlines approaching fast. Managing this situation effectively without sub-standard work and not compromising with quality is important and necessary.
Make a Plan
First and foremost step to effective multitasking is making a plan in advance and setting targets. Casual approach upon getting multiple tasks to complete in a limited period can lead to inefficiency and ultimately chaos at the end. Multitasking is not easy. It requires throughout planning in order to reduce any failure possibilities.
If you do not know where to start, make a to-do list. Enlist all the tasks that you are required to do today. Prioritize the tasks according to their level of urgency. Analyze the time required by each task to get completed and efforts needed. Allotting two or three tasks in an hour can be used as a test if you could complete in that time-frame with giving yourself enough time for each one of them.
Combine Tasks of Similar Nature
Try to complete tasks that are of similar domain-type at the same time. Consider you have been given tasks to write about a few topics and draft it later on. In this scenario, you can multitask by writing the topics in a time-frame and drafting them in another rather than writing and drafting simultaneously.
If your mind is jumping from one task to another, it is necessary that tasks be common or of the same domain. Short-term memory of humans is developed to work faster with more efficiency when tasks are similar. Likewise, you can cluster many tasks together according to clients.
Use Available Tools
Many project management tools are available for effectively managing your tasks. These tools help you get a streamlined flow of work activities. They also provide real-time analysis of co-workers, project progress, task reminders and much more.
Tools such as Trello, Project Manager, Scoro, Asana, Jira and Notion are available with free trials and competitive pricing structures. Try free trials, and will surely get a refreshing experience in multitasking.
Working in an environment with distractions cannot adversely affect multitasking. A work desk from where people pass, a noisy door used innumerable times, cellphone ringing, loud chats, and gossips of colleagues. All these situations exist in real life and even at multinational work-spaces.
Move to a quiet place. Switch off notifications. Wander around for a while. It will help you focus on your work. Listen to soothing music if you want your mind to be at peace. Whichever technique helps you dedicate you entirely towards your task, do it.
Update your Progress and task-list
Take out some time to update your progress on tasks and update the list if allotted any new tasks. Tools like Trello and Asana have integrated facility to allow you to keep accountable as you work with tasks. Tasks that are manipulative and easily accessible make multitasking more effective.
Updating your work list can increase your efficiency in the long run. It is also helpful in maintaining log records of tasks with every minute detail.
Review your Work
When all done with the tasks of the day, take out time to review your work and pay attention to specific vital details. Reviewing is a continuous process to eliminate things that hinder the ability of multitasking and try implementing changes.
The review process is crucial in any environment. It may take more time even, but it is worth it. Only proper practicing and efficient reviewing are the only way you can succeed in multitasking effectively. Researches have also shown that successful multitasking has trained the brain to work more productively in other matters of life.
Multitasking can be an added skill for a person who wants to work in this era of fast life and work-efficient society. It increases the overall productivity of an organization and gives you an edge upon your competitors. It is essential to go through a channeled process and pay attention to all the steps of this process. Plan, collaborate use tools and review your activities by thorough research to increase productivity and maintain focus.
“Fall seven times, stand up eight.” – the proverb fits perfectly in the definition of multitasking where the practice is of utmost importance. Never be afraid of failing at it. As mentioned earlier, multitasking is a continuous process of research and development. If you master this skill, you will undoubtedly prove an important asset to your team.