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Many of us attempt to juggle multiple tasks at once and often end up making a mess of things. However, some people are able to master the art of multi-tasking and are able to use it to work much more efficiently. Here are just several tips to help you multi-task the right way.
Master each task on its own first
The human brain can’t concentrate on two mentally demanding tasks at once. However, by doing a task over and over again you can make it less mentally demanding and more of a routine. Physical tasks can then become engrained into our muscle memory whilst we may be able to quote lines off by heart without thinking about them. This is when you know you’ve mastered a task – when you no longer need to concentrate on it because it’s so familiar. It’s in these cases when you can start multi-tasking efficiently. This could include anything from being able to take customers orders whilst preparing coffee in a coffee shop to organising files whilst handling customer queries on the phone in an office. This article at Science Direct offers more information on muscle memory.
Use technology to help
Modern technology has made it easier to juggle tasks. Certain tasks can now be automated – you may simply have to push a button to start the process. In other cases, it’s possible to use voice recognition tools such as this Fusion Narrate transcription system to compose reports and emails whilst you’ve got your hands busy with other tasks (such as driving or doing manual labour). You can also use a tablet to do computer tasks on the go so that you’re not chained to your desk.
Take it slow
When multi-tasking, don’t try to carry out both tasks together at normal speed as you’re certain to make a mistake – the brain needs more time to contrate on two tasks. By slowing them down, you’ll complete each task more methodically and more accurately. Performing each task more slowly may seem as if you’re reducing efficiency, however you should remember that you’re still completing the two tasks together more quickly than were you to complete them one after the other at normal speed.
Set priorities
One task is likely to be more important than the other and may need a little more concentration if things don’t follow the formula. Be prepared to drop the other task if things don’t go to plan. For example, if you’re making a routine phone call with a client whilst tidying your office and they suddenly make surprise complaint that needs your full attention, be prepared to quit tidying your office as this is the less important task.
Give yourself a break
You don’t want to be multi-tasking all day every day as you’ll soon drain your energy – multi-task when necessary and use quiet periods to work more methodically on single tasks. This will help you to work more efficiently during those times when multi-tasking is needed.