Effective Strategies for Managing Workload and Priorities in the Workplace

I have been away for a while and dedicated some time for my self-development.

As part of this road, I read the famous book The Myth of Multi-Tasking by Dave Crenshaw.

I got this book as a gift of my graduation from my supervisor, there is a funny story behind it!

About three years ago when I was a PhD student, I found myself inundated with tasks after my supervisor delegated multiple projects in one go during a meeting. (As I fall into the personality type that has to finish something when I start, it was not the correct call for me).

So I replied, "No!" "I am unable to do that!" My supervisor went on, "Yes, you can". So I had no choice; I knew it would impair my focus and pace, but what could I do? Doing a laboratory experiment for one project while planning and designing the next one on Excel, and conducting statistical analysis on a third project on Rstudio, as you know as a PhD, you are constantly preparing presentations.

Upon graduation, my supervisor presented me with Crenshaw's book, which I found intriguing. The book advocates for a shift away from multitasking towards single-tasking, promising enhanced productivity, sharper focus, and superior results, both personally and professionally.

While I've condensed the key insights here, I highly recommend reading the book for a deeper understanding.

1.      Multitasking is a Myth: Contrary to popular belief, the human brain cannot effectively perform multiple tasks simultaneously. Instead, it rapidly switches between tasks, leading to inefficiency and reduced productivity.

2.      Single-tasking is Key: Focusing on one task at a time allows individuals to complete tasks more efficiently and with higher quality. By concentrating on one task, you can give it your full attention and produce better results.

3.      Distraction Management: The book emphasizes the importance of managing distractions to improve focus. This involves minimizing interruptions, such as email notifications and social media, and creating an environment conducive to concentration.

4.      Time Blocking: Time blocking is a technique recommended in the book, where individuals allocate specific time periods for different tasks or activities. This helps prioritize tasks and ensures dedicated focus on each one.

5.      Mindfulness and Presence: Being mindful and present in the moment is essential for effective single-tasking. By focusing on the task at hand and eliminating distractions, individuals can improve their productivity and overall well-being.

6.      Value of Deep Work: Engaging in deep work, which involves sustained focus and concentration on cognitively demanding tasks, is emphasized as a key driver of productivity and success.

7.      Quality Over Quantity: The book stresses the importance of quality over quantity when it comes to tasks and accomplishments. By focusing on completing tasks thoroughly and effectively, individuals can achieve better outcomes.

When confronted with multitasking requests from your boss, it's essential to handle the situation diplomatically while also ensuring that you can maintain productivity and quality in your work. You should be able to negotiate your expectations and viewpoints. If you are doing so, you gain mutual respect and a conducive work environment. I totally get that there are occasions when you're faced with a heavy workload, but it shouldn't be the usual situation! A great approach is to jot down all the tasks you've been assigned, then kindly inquire about which one holds the highest priority. Once you've got that sorted, you can tackle them one by one, switching gears as needed. This method keeps things organized and ensures you're giving each task the attention it deserves.

So next time your boss asked you to handle 5 projects at the same time introduce this book to him/her.