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It’s a myth that multi-tasking is the answer to getting more done in the same number of hours. And it’s actually creating habits that cause you to mismanage time.

Although, some people can juggle a phone call and typing a report at the same time, don’t think that if you do three things at once, you’re being more productive.

Actually, you create more potential for making mistakes because your attention is divided in several ways. Nothing muddles time management worse than trying to multi-task.

The human body and mind have limits and those limits cannot be extended by multi-tasking. Rather than depend on multi-tasking as your strategy, look again at some of the tried and true time management principles.

Things to try instead of multi-tasking:

• Keep an updated daily calendar. Whether you use a sophisticated day planning system, an electronic calendar system, or a small notebook, none of these systems work unless you use them and make daily updates. If you rely on yellow sticky notes or writing on the margin of your checkbook, then you are not using your calendar to your full advantage.
• Divide projects or jobs into smaller tasks and list each task. You can use an outline format or a tree format; just find a way to separate out each step in a process. Then check off each task when done. You may also discover items that you can delegate to others.
• Work on one project at a time. In the creative process, your attention must be on one thing at a time. Some tasks are less suitable for multi-tasking than others. Knowing what is needed for the developing stage also helps you choose the best time for this work.
• Create templates, checklists, and systems to assist with repetitive projects. This will help you be more efficient and effective with each project. Complete a few projects well instead of many projects poorly.
• Prioritize. Not every task needs to be done every day. Set up lists of daily, weekly, and monthly work tasks with an assigned day to do the weekly or monthly tasks. Start with the tasks that will be the most critical and bring the most value.
• Anticipate. Ask lots of questions so you can anticipate some of the complications. When planning time allocations, don’t schedule 100% working time. Allow 20% for those unexpected things that will inevitably come up. Remember to reference any material in anticipation of needing to consult it later if necessary.

Use teamwork to prevent multi-tasking

Team projects need a high level of coordination and time management. When you are working with a group, you must divide and assign each task. You also need a mutually agreed-upon timetable for the delivery of each segment.

Working in a team can make a project go faster and easier or longer and slower, it all depends on the coordination of the project.  Using a work management and collaboration platform makes day-to-day work easier, more transparent, and more efficient.

Each team member needs to be accountable for his or her time so that the entire project stays on schedule. Trying to do your work and the work that another team member didn’t finish on time is multi-tasking that rarely works and leaves you frustrated as well as bitter towards coworkers.

Final thoughts

People skills are an essential part of success. Learn to be assertive, confident, firm, and consistent. In between projects or during downtime, use to create ways to be more effective.

Albert Einstein cleverly explained that “the only reason for time is so that things don’t happen all at once.”

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