Multitasking to Handle Multiple Projects Efficiently

Effective time management - multitasking with blocks of time

For effective time management we multitask at the project level using blocks of time.

In the last post we looked at multitasking and how it hurts your productivity rather than helps. But we’ve all heard that multitasking is great and can help us be more efficient and productive.

How can that be?

It has to do with the level at which multitasking takes place.

The Problem With Definitions

One of the problems with the word multitask is that it really has different meanings. Well, maybe more like levels of application. What we talked about in the last post was going on at the brain level — in your brain from second to second. What we want to consider here is the project level — which deals planning and execution of projects.

[stextbox id=”custom” float=”true” width=”250″]“Avoid multitasking at brain level while multitasking at project level” <– Tweet Me[/stextbox]

When you have a project (or projects) on the go, you will not find that everything else you need to accomplish just simply disappears. You will still need to deal with phone calls, meetings, paperwork, etc. And you’ve learned that trying to do all of these things at the same time doesn’t work as well as we had hoped. At least I hope you’ve learned that 8=)

So how do we manage to avoid multitasking at the brain level while still making the best use of multitasking at the project level?

Project Level Multitasking to the Rescue!

When used properly, multitasking at the project level can help you become more productive. You will be more efficient and productive.

You will …

  • avoid the drain of trying to do a single task for hours on end
  • make productive use of time when a task must be on hold for any reason
  • minimize the loss of context switching
  • produce higher quality work
  • make better decisions
  • use your time more wisely

The Concepts

Scheduling

Multitasking at the project level involves setting aside blocks of time throughout the day. You should divide your available time into blocks of 15 minutes to 2 hours.

Each block has a single task assigned. During the block you will focus on that specific task. No brain level multitasking allowed. The idea is to maximize your focus on one single task to avoid the context switch penalty.

Assign tasks to blocks of appropriate size and time. For example, you may want to schedule the first 15 minute block as time for email, phone calls and social media. Then a 1 hour block to write an article or work on the dining room table that you’re building for a client.

Whatever tasks you’re planning to do today, schedule them appropriately.

That means you’ll need to set aside a block of time to do the scheduling! So make sure you include that.

Some people like to do that first thing. It gets you into the day. Others will take time at the end of the day to plan tomorrow. This allows them to release things. They won’t have to spend any of their family time wondering what they should do tomorrow?

You need to figure out what the best technique is for you and do it. When you plan what things you will get done you’re free to focus on the task at hand, whether it be work related or family.

Leave Some Slack

Remember to leave slack for emergencies and other contingencies. If one task goes over time, the built in slack helps you adjust and compensate without ruining the whole day. It’s like expansion joints built into a bridge. Without them the pressure of day to day temperature changes would destroy the bridge.

Keep it Flexible

You may find tasks that seem to come out of nowhere — a customer has a problem that needs immediate attention, a friend is having a hard time and needs some coffee and chat time, etc.

A rigid schedule doesn’t allow for these tasks to be added on the fly. But don’t get so flexible that you lose control. There is a fine balance you need to achieve here.

Make the One Thing the One Thing

Now that you’ve scheduled your tasks for the day, get into each block and stay there until it is time to change.

You need to focus on the one task. Just that one task.

[stextbox id=”custom” float=”true” align=”right” width=”250″]Leo Babuata’s focus – a simplicity manifesto in the Age of Distraction has some excellent tips on learning to maximize your focus.[/stextbox]

Remember that you’re trying to avoid the bad effects of brain level multitasking here. So do everything that you can to help yourself remain focused on the task at hand.

Some people like to have music playing to help block out other noise. Just make sure that you choose appropriate music that won’t be distracting to you. Kind of defeats the purpose!

If you are easily distracted by the phone, email, Facebook and Twitter then close them. Close down your browser, or if you are working in the browser like I often do, close down all the other tabs that don’t relate to your task.

If you work in your home then you may need to close the door. Let your kids and other family members know that this is focus time. Ask them to respect the closed door and only intrude for emergencies (you may have to teach them what is an emergency from time to time 8=)

Whatever it takes, learn to get yourself focused on the task and stay focused for the time you’ve allotted.

Plan Ahead

Make sure that when you schedule the tasks that you will be doing today (or tomorrow as the case may be) that you plan to have the supplies that you need for those tasks.

If one of your tasks is glazing some pots that you’ve been working on, make sure that you have the appropriate tools and supplies ready. If you come to the scheduled time and you don’t have any glaze then you will be stalled. Your plans will have to alter. Either you will have to go get the supplies you need or switch to another task.

When you’re making your schedule, think ahead to what you will need for each task. You may have to schedule preparation tasks as well.

Know Thyself

When it comes to scheduling, you really need to get to know yourself. Learn how your circadian rhythms affect you. Understand your peak times for focus. We all have them. Make sure to schedule tasks that require peak mental and physical focus for those time periods as much as you can.

You also need to know how long you can stay on a given task. It does you no good to schedule 2 hours for writing your manifesto when you can’t stay focused for more than an hour. That’s not to say you can’t learn to increase your focus. Just don’t plan unrealistically.

Have a Backup Task

I’m not talking about backing up your work (although that is always a good idea). What we’re talking about here is having a task that is ready to go if the opportunity presents itself.

Suppose that you’re working on a 2 hour block writing some software for a client. Suddenly, you hit a roadblock. You need to get more clarification from the client about the feature that your coding for them. You won’t get a response from them for a couple hours. What do you do now?

[stextbox id=”custom” float=”true” align=”right” width=”250″]Timo Kiander (aka Productive SuperDad) has an excellent article on being prepared for unexpected time blocks that inspired me on this topic.[/stextbox]

That’s where your backup task comes in. This is a task that you know needs to be done eventually, but isn’t as critical as the tasks you’ve already scheduled. But when there is time available, you just jump to the backup task.

This removes the time spent trying to figure out what to do now. This can also be used when your personal schedule suddenly frees up some time and you want to get some extra work done (you over achiever you 8=)

Next Steps

Now that you know the difference between brain level and project level multitasking, you can start to make the most effective use of your time. You’ll get more done and have better quality work. And more satisfaction about your work as well.

Just be careful that you don’t overdo the project level multitasking. You can get overloaded there too if you try to take on too many projects.

So, what do you see yourself doing differently? What scheduling tricks do you use? What areas do you struggle with?

Let me know in the comments!


Photo of Gear Clock by phobol at stock.xchng

Multitasking – A Million And One Reasons To Do It, One Reason Not To

Multitasking-The Answer You Think You Need

Is multitasking as beneficial as we think it is? Perhaps it isn’t…

A busy life gives you a million and one reasons to multitask. And it is tempting to give in to that, especially when work and family collide.

You’ve got to get the kids ready and off to school. And they need new clothes, supplies, video games, whatever. Extra curricular activities, after school events, visiting with friends.

On top of that, you have to get yourself ready for work, help your spouse, do chores, volunteering, social time with friends, hobbies and recreation…

And you still need to get some work done!

Multitasking – The Answer You Think You Need

Until cloning is perfected the answer most of us turn to is multitasking. The simple skill of doing more than one thing at a time.

Talking on the phone with a client while you read emails and file bills.

Listening to motivational tapes while you change the baby’s diaper and feed her.

Working out your schedule and to do list while in a staff meeting.

It’s great! You can get so much more done by doing more than one thing at a time! Why didn’t they invent this sooner?

[stextbox id=”custom”]Until cloning is perfected the answer most of us turn to is multitasking. — Tweet This![/stextbox]

Back Up A Second

Let’s back up a second. Let’s look at what multitasking really is before we get all excited about it.

I am a computer programmer and studied computer science in university oh so many years ago. And I learned about multitasking in computer environments as part of that.

You see, computers did not multitask in the beginning. They were given one program to run at a time. The computer ran the program without any interruptions. When it was finished, another program was loaded and it ran to completion (well, usually… let’s not talk about infinite loops).

This was fine when there was no human interaction with the program. But when programs were made that interacted through a keyboard and crt, it was found that they spent a lot of time just waiting for the user to do something. Wasted time!

So computer scientists developed algorithms that allowed the computer to spend a few milliseconds on one program, then switch to another, and then another. This allowed the computer resources to be productively used and shared.

The Human Computer

So let’s bring this into the realm of you and me. The human computer (your brain) is able to multitask as well. You can spend a few seconds thinking about 1 task, then switch to another, then back to the first, then switch to a 3rd, and so on.

You can multitask!

But there is something that you need to know. It is something that is called context switching. This is another computer term. And it describes the task of pausing one program and switching to another. [If you want to read more, see this Wikipedia entry]

The important thing about context switching is that it has a cost. Every time that the context switches the operating system has to do some stuff to move the one program out of the cpu and load the next one it. Depending on the resources available (and what the programs need) this can consume a large part of the computer’s time.

It can even get so bad that the computer spends all of it’s time trying to switch from one program to another and never actually runs any of the programs! That is known as thrashing.

Just like a computer cpu, your brain has to go through a context switch when you change from one task to another. Every time that you switch what your focused on, you lose a little time.

And often, you don’t actually get into focus on one task before you switch back to something else — you start to thrash.

So Is Multitasking Really The Answer?

I suspect that you already know what my answer to this question is going to be.

A few NY Times articles might be eye opening…

Slow Down, Brave Multitasker, And Don’t Read This In Traffic has some interesting things for you to ponder. I was especially shocked by the results of the study of Microsoft employees — 15 minutes to get back to work after getting an email or instant message? Wow!

Multitasking Can Make You Lose … Um … Focus is another great article. You’ll recognize the part about email voice. I’m sure you’ve heard it (and had it yourself 8=)

Another article at Innovation Management deals with how multitasking in projects affects delivery time. While it is speaking about multitasking at higher level (i.e. in projects rather than tasks), there are some graphics that really show the effects of context switching. You need to check that out.

The fact is, multitasking is not the best use of your time. I will admit that there are times where you have no choice. And I know that some people are better at it than others (although most of us think we’re better at it than we really are 8=)

But the simple fact is that you won’t do your best work on any of the tasks when you try to do them all at the same time. You just can’t.

Maybe the work will be good enough. And maybe that’s okay with you. But it won’t be the best you could do.

So stop reading this article! Share it with your friends, and then get to work!


Image by nota at stock.xchng