The Key to Better Results: Stop Multitasking, Start Single-Tasking
Studies show that multitasking is terrible for productivity, is inefficient, and can even damage your long term memory! So, what should you be doing? The answer is "single-tasking," sometimes also called “monotasking.”
Multitasking seems like a great time-saver because you kill two birds with one stone, however, you are actually wasting time. Our brains are wired to focus on one task at a time but we train them to do other tasks simultaneously. In order to do this we sacrifice quality, memory, and effectiveness. Multiple studies have shown that multitasking can even harm your brain in the long-run!
Let’s say you are in an important board meeting where you are the primary note taker. During a five minute break you check your email to start responding. The meeting picks back up and you start multitasking - note taking and responding to emails. Both of these tasks will suffer because you are not giving your full attention to one or the other. Your brain cannot process all the information critically, and your stress level skyrockets. Long-term multitasking like this—especially when involving devices like smartphones or computers—is associated with “...smaller gray-matter density in the anterior cingulate cortex...” aka literally brain damage!
There is good news though: when you start single-tasking you capture all the details and information and your stress level decreases.
What Is Single-Tasking?
Single-tasking is as simple as it sounds—you focus on one thing at a time, remove distractions and competing priorities, and zero in on one task you can complete efficiently and effectively.
Single-tasking allows you to transition from one task to another while giving your full attention to the task at hand. If you think back to that meeting, a five minute break is hardly enough time to transition your mindset to another task, complete it effectively and shift back. Allow yourself to take the break, get up and move around, grab a coffee, and give your mind a break. Then jump back to the note taking while still fully focused on the meeting.
The biggest challenge to single-tasking is that there are only so many hours in a day. Multitasking capitalizes those hours and makes you think you are more productive... when in reality you are less productive. Multitasking can make an 8 hour day feel like 15 hours while single-tasking, when done right, stands to make an 8 hour day feel like even less!
Why You Should Start Single-Tasking
Single-tasking is beneficial for work, and also improves your overall quality of life. Through single-tasking you can:
Conserve more energy
Promote self-discipline
Improve your attention span
Improve your long-term memory
Boost your communication skills
Enhance your concentration
All of this leads to being a happier and more productive YOU!
Single-tasking works best when you set firm boundaries around your work time and block time for specific tasks and projects. For example, build yourself three to four 30 min email blocks a day. During those blocks, process your emails then respond to urgent emails and turn non-urgent emails into later tasks. It also helps to setet work blocks for larger chunks of time to focus on recurring tasks or special projects, and build in flexible work blocks that you can use as needed.
As a bonus, work blocks are also a quick and easy way to boost your focus—especially when used with the Pomodoro Method. Here are some more great tips on boosting your concentration!
How to Be a Single-Tasking Guru
Close your email application when you are working on another project or in a meeting
Turn off notifications or set yourself away while you are in focused time
When you are taking a break, leave your phone in another room
Use the Eisenhower Matrix to prioritize your work blocks
Create a daily shutdown ritual where you block time to plan for the next day
Eliminate distractions with apps and/or timers
Set realistic deadlines to avoid multitasking to just get it done
Bring on an Executive Assistant and delegate your most distracting tasks
The One Thing: Single-Tasking to The Extreme
“The One Thing” is a New York Times, Wall Street Journal, and USA Today best selling book that extensively covers the benefits of single-tasking. It was written by entrepreneurs and (friends of 33Vincent!) Gary Keller and Jay Papasan.
“The One Thing” suggests that not only should you single-task, but you should focus your time on “...the ONE Thing I can do such that by doing it everything else will be easier or unnecessary?”
If you’re looking for more info on single-tasking, we highly recommend this critically acclaimed book!
Weaning Yourself off of Multitasking
If you are deep into multitasking it will be difficult to switch to single-tasking. However, it’s not impossible—and you’ll be surprised how quickly your productivity and work performance improves! To help with the transition, invest in apps that keep distractions at bay following the Pomodoro method: 25 minutes on, 5 minutes off.
A favorite one of ours is Forest. You can install it on your phone, set a timer and watch your tree grow. Others, like Freedom, allow you to block websites so you can’t wander away from your work block as easily
Watch Out for Invisible Multitasking
A relatively new concept is “Invisible Multitasking.” Many people practicing single-tasking have found that sometimes we multitask by accident, thereby getting all the negative effects of multitasking even when we’re trying not to!
Often what we view as a single task is actually a series of small tasks strung together—basically a tiny project. A good example of this is writing a blog. You have to find a topic, research it, write the blog, add some links, pick out images, etc.
By grouping these small projects into single tasks and working on them one at a time, you can avoid the productivity-killing mistake of invisible multitasking!
Start Single-Tasking With an Executive Assistant Today!
When you make the mindset shift to single-tasking you’ll find that over time you automatically prioritize and process the information and tasks you receive. You’ll notice not only an increase in your productivity—but also the quality of your work!
One fantastic way to start single-tasking immediately is by bringing on an Executive Assistant. A great assistant will take tasks off your plate and help you prioritize your work—allowing you to focus on your highest-leverage tasks.
33Vincent has many other resources to help you maximize your time and communication with your executive assistant.