Focusing On One Task at a Time
By: Jeff Davidson
Most people tend to do more than one thing at a time. By breaking
this habit and fully engaging in one activity at a time, you
can complete things in a better, faster fashion and slow down
time.
Everyday, you all engage in the process of multi-tasking --
doing more than one thing at a time. This may feel temporarily
satisfying, but cannot compete with the long term productivity
of handling one thing at a time. To become a master of doing
one thing at a time, pick an activity that you enjoy and where
there's a high probability that you can engage in that activity
without doing anything else. It might be driving your car with
the radio off, reading in your favorite armchair without having
any munchies, or having music on in the background--any number
of things.
* Start with small segments. If you're reading in your favorite
armchair, promise yourself you'll go ten minutes without any
munchies the first night. The second night go 15, then 20, and
so forth. Eventually you may get to the point where you can read
for an hour or more without having to resort to munchies. I know,
you like to read and have munchies, but this is a practice run.
Your ultimate goal will be to focus on work related tasks one
at a time, so that your concentration and quality of performance
goes up, your anxiety level goes down, and the clock slows down.
* If you're trying to engage in reading, conceptual or breakthrough
thinking, or creative problem solving, find as quiet a place
as possible. The old argument you gave your parents when you
were studying in high school--the one about the radio helping
you to do better-- is for the birds.
* If you're surrounded by various types of tasks competing for
your attention, identify the one that's most important to tackle
and stay with it until completion, or for as long as you can.
If you're temporarily pulled away by something else, return to
the important task at hand, and again stay with it to completion,
or for as long as you can.
* If you are paid to handle a multiplicity of items competing
for your attention, practice the ability to give at least short
bursts of your full attention to the task at hand, before turning
away to something else that begs your attention.
If you've ever noticed airline reservation attendants in the
middle of a pressure situation, you know what I mean. Suppose
the plane is going to be leaving in a matter of minutes, and
several passengers have arrived late. Rather than trying to deal
with three or four passengers at the same time, the ticket agent
deals with one person and ticket situation at a time, often not
even raising his head from the computer monitor. He is ensuring
the ticket will be correct once it's printed.
The same observation can be made of a bank teller, a good bus
driver, or a construction worker walking on scaffolding five
stories above the ground.
* Initiate personal balancing techniques. Take deep breaths,
stare out the window, envision yourself tackling the situation
easily, or close your eyes for a few seconds before confronting
the task again.
* Observe the people in your organization who concentrate well.
What do they do different than the rest? Talk to them, learn
from them.
* If it's necessary, bring earplugs to work. Use a sound screen
if it helps.
* Let others in on your crusade to increase your powers of concentration.
* Practice using the interruption management system discussed
above.
When It's Okay To Double Up Activities
You need to disengage in multi-tasking, far more than you know. However,
there are times when it's perfectly permissible to do more than one thing
at a time. Most of those times occur away from work. Obviously, at dinner
with a friend or loved one you'll be talking and eating simultaneously.
Generally, it's okay to drive and listen to the radio, cassettes, or CD's.
The exception is when the decibel level is so high that your concentration
is impaired.
The issue becomes foggy when it comes to using a cellular phone
or smoking. Both have the potential to diminish your concentration
and increase the probability of your being involved in an accident.
Some people argue that cellular phones come with speakers so
that you can keep both hands on the wheel. The problem with being
engaged in conversation and performing multi-tasks is that speaking
requires far more brain activity than the passive act of listening
to the radio or a CD player. If you insist on engaging in conversations
with your cellular phone while in the car, perhaps it's best
for you to pull off to the side of the road.
Exercising with a walkman is not terrible, but it's not the
greatest. I was at my health club recently and was bemused to
see a lady who was not only on the stair climber with a walkman,
but who also pulled out a book and proceeded to read it. I almost
asked her if she wanted to chew some gum, to see if she could
do four things at once.
The physical exercises in which you engage are ideally their own reward.
Still, I know many people who use workout exercise tapes, or get on a stationary
bike while watching a movie or basketball on television. It seems to work
well for them, so there's probably no real harm.
You don't need to be entertained or as constantly active as
much as you may think. The more often you can get into the habit
of doing one thing at a time, the better you'll do, and the more
time will slow down for you.
Jeff Davidson, MBA, CMC, is a popular conference speaker
and author of 28 books, including Breathing Space (Feb 2000).
For books, videos, cassettes, or presentations, visit http://www.BreathingSpace.com,
FAX (919) 932-9982, or call (919) 932-1996.
