Task Switching

Kyle was discussing the merits and demerits of task switching. And as someone who considers herself an adapt multitasker I listened intently. In summary, Kyle protects his team from interruptions and distractions by being the guy to field requests and queries that come to his department. This way his IT team can stay focused on their projects. At the same time, they keep a scratch pad to note down ideas and interests. Then as time becomes available, they can contribute and take on fresh work that interests them.

We agreed that in cases such as a production line, tasks can be tedious and repetitive. In these situations task switching can have real benefit. Who wants to be less than effective due to boredom?

I have applied Kyle's methodology to writing my latest book and I must say it is proving very productive. 'Confidence - The Key to Your Happiness', goes to the editor on April 6th as a result! Are you effective or time wasting? Do you find yourself switching and skipping?

When I asked this question on Twitter, Ali Turnbull had this to say:

Say you have three people who all need one day’s work from you this week. You could say 'I will do:

Tom’s project on Monday;
Dick’s on Tuesday;
Harry’s on Wednesday.'

Sod’s law is that Harry will ring on Monday for a progress report, or that you will find a glitch in his project that you can’t ask him about till Wednesday. You will have a smoother week if you rotate the projects.

1. Divide Monday morning into three.
2. Allocate a slot to each project.
3. Start each project, making a note of the questions you think you may need to raise with each client/colleague. There’s sure to be some talking point.

On Monday afternoon, e-mail or phone your client with your questions. They will all be impressed that you have made a start! You may also find out who is chafing at the bit and who is a bit more laid back about their deadline.
At the end of Monday write down targets and time slots for Tuesday.
Continue on Tuesday and Wednesday rotating the three projects so that you finish sizeable chunks of each every time, but don’t get bored.

If you are easily distracted, you could use Interruptron as recommended by Chris Davidson. And of course if I can help you or your team with time management issues just call or mail me.