The Simple Guide To Single-Tasking Success
Image courtesy of Daquella manera
The multitasking versus single-tasking debate is dead. The fact is, what we consider multitasking is just single-tasking with multiple focus reboots. So I’m not here to debate a dead issue, I’m here to help you become much more efficient and effective in your single-tasking efforts. In this guide to single-tasking success I will be using the good old computer analogy as many can relate to the causes of slow computing and how this is very accurate to our own personal productivity paralysis.
Focus Reboots
A few months ago I published a post called “Minimize Your Focus Reboots“. The basic premise of the piece was that just like a computer begins to slow down when it is taking on multiple tasks, so too does our focus begin to bog when we bombard it with multiple mental grabbers at one time. I then took it a step further as I talked about complete focus reboots. When something completely takes us away from the task at hand, we find that our productivity goes out the window. Just like a computer can take forever to reboot, our focus can’t just turn off and then back on. We have to go through the reboot process as we reload our thoughts and memories that are essential to the task in question.
Single-Tasking Success Begins With Belief
If you are not completely convinced that multitasking is a myth and that learning effective single-tasking techniques is the way to productivity progress, than this post is not for you. The temptation to multitask is stronger than ever as our ADHD mentality tells us to take on ten things at once. When I try to tackle a particular task and do so in a singular fashion, it is all I can do not to let my focus wander. Not just out of boredom, but with the unrealistic idea that I can somehow take on more and still maintain my current momentum. Like anything else, if you’re not completely convinced of the power that is possible with pure single-tasking, you’ll never reach your full productivity potential.
Effective Single-Tasking: Not Possible Without Proper Priorities
One of the reasons we insist on sticking with the myth of multitasking is our fear of forgetting our most important responsibilities. We convince ourselves that if we keep a finger on each of our daily tasks we will never miss that check mark next to its place on our to-do list. The problem with this mentality is that it requires that we dull our focus. One of the great benefits of effective single-tasking is razor sharp focus that breeds our best results.
To combat this fear and ensure that our most important priorities are properly tended to, we must become expert to-do-listers. I don’t care if you use a pen and paper, a website or a whatever form works. The bottom line is that if it’s not noted somewhere that task ‘A’ is to be accomplished before task ‘B’ and ‘C’, we run the risk of a sleepless night as we lay in frustration, pining over our misguided efforts. Take it from me, Mr. ADHD, if I let myself single-task the wrong priority I may find that hours have gone by with no results that needed to occur.
Effective Single-Tasking Requires A Reward
One of the reasons I default to the myth of multitasking is because it allows me to dabble in interests as I also grind out the necessities. The more I purify my single-tasking efforts, the greater the need for a carrot on the end of the stick. Depending on the task, if it’s truly being tackled with a singular focus, there is a strong possibility that boredom can swoop in and distract my efforts. My mythical multitasking ways may be diluted with multiple focus reboots, but at least I keep myself entertained.
- The reward of satisfaction. The more we find single-tasking success, the greater our productivity output will become. Each day that ends with our own personal pat on the back will be one more reminder of how good it feels to actually GET THINGS DONE. This satisfaction is an excellent carrot to dangle as we push through the pain of a passionless task.
- Mixing it up. As I mentioned earlier, when attempting to do multiple things at one time, I dabbled in both enjoyable and grueling tasks. This was a great tactic for sustained stimulation, but terrible for productivity. So just apply this to proper single-tasking and you’ve got a great balance that will not only knock out the necessary to-dos, but will keep you coming back for more. (TIP: Try to keep the fun tasks from consuming too much time. They’re there for a refreshing reward, not a time hungry activity.)
- Clearly define your efforts. Night’s, weekends and vacations. What do all these have in common? They represent a clearly defined time to take a break. Our brains need rest and relaxation to fully focus when required. When we blur these lines that separate work from play, we inevitably blur the effectiveness of our focus. Single-tasking, like any other attempt at productivity, will always be performed at it’s greatest potential when the proper balance is accomplished.
- Time. Our greatest recourse, time is a precious commodity we cannot afford to waste. And yet we waste so much of it by trying to beat the system. Stick with one thing at a time. You’ll get it done, out of the way and off your plate. The reward is easy to see as our time to do what we want will inevitably increase.
Don’t Take It From Me, Take It From Your Dell
Based on the idea that multitasking is a myth and single-tasking is the only way we truly focus, the question turns from ‘multitasking or single-tasking?’ to ‘how to effectively single-task?’ But if you’re not yet completely convinced of the myth of multitasking effectiveness, just look at the computer you’re sitting next to right now (or possibly holding in your hand).
Let’s say you have a stack of bills that need to be knocked out. You sit down and start hacking away (the computer equivalent to running a virus scan). Though this is purely busywork and requires zero deep thought, your focus still needs room to effectively get it done. Now let’s say a friend comes over and starts to chat with you (the computer equivalent to surfing the Internet). What happens? As your friend chats away, your ability to efficiently pay your bills goes WAY down. Each thought and question that comes out of their mouth takes that much more focus away from the task at hand (as you open your web browser and jump from website to website, your virus scan slows, as does your surfing session.) If you were to tell your friend to come back in a half hour so you could finish your task, you’d be done much quicker and then have a much more meaningful conversation as you are actually able to focus completely on your friend (let the virus scan finish and THEN surf the Net.)
Single-Tasking Benefit: Always Make It To Your Destination
Let’s say you’re driving down the road, headed toward a specific destination. On the way you decide to take a detour to say hi to a friend. After leaving your friends house you realize how close you are to your favorite ice cream shop. So you stop in and get a sweet treat. A few minutes later, as you start to head back to the main road, you realize that a bathroom break is an absolute must. Now you’ve got to find the nearest gas station with a bathroom. Unfortunately it’s in the opposite direction of your original destination and you just realized the time; YOU’RE LATE!
I could go on and on, but you get the point. Often times when we veer off course, we risk failing to reach our destination. The attempt to multitask can easily end up this way. Without the super sharp focus of our target and clarity that only comes from a singular thought process, we’re libel to fall prey to this disastrous cycle of distraction.
The More You Take On, The More Important This Becomes
Recently I launched my affordable web design business. Already having hundreds of local computer consulting clients and a strong connection with this blogging community, I’ve quickly become busy with business. Almost instantly I realized the downfall of my past multitasking ways. Getting very little done while trying to do five things at once, I bit the bullet and began to dictate my duties with a one-at-a-time directive. All of a sudden my productivity increased substantially as I excitedly checked off my tasks. Instead of waffling back and forth, feeling overwhelmed with a myriad of focus reboots, I could finally breathe. Before I began this new venture, I was able to get by with my attempts to take it on all at once, but now I’m sold on the fact that it is with a single-tasking focus that our greatest productivity prevails.
The 5 Steps To Single-Tasking Success
To sum it all up, here are 5 steps to make it happen.
- Pick Your Priorities: As stated above, when picking a task to single out it’s always best to start at the top of your priorities. Get done those things that absolutely NEED to get done. Like I said, your sleep depends on it!
- Limit Your Tasks: Once you’ve got your priorities straight, it’s time to narrow the days tasks to just a few. I like to stick with 2 to 4 must-dos and then mix in 1 or 2 light ones for a break in between. (My ADHD can only handle so much of a single-task.)
- Remove Distractions: Turn off your phone, email, Twitter, etc… Check in a few times if needed, but keep it to a minimum.
- Track Your Progress: Keep yourself driven by seeing the positive results that follow your single-tasking success. Then, use your charted progress to improve and get more done in the future. It’s all about momentum!
- Clearly Define Your Downtime: At the end of the day/week, we all need to clock-out. Our brains need a clear contrast between work and play. Keep this line well defined and you will be rewarded with your highest level of productivity.
Eric
43 Responses to “The Simple Guide To Single-Tasking Success”
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You better watch out, I can walk and chew gum at the same time
I definitely agree here – I’ve had to start removing my distractions. It seems like there’s almost “one more thing” – one more email, one more item in my RSS feed, etc.
Sid Savara’s last blog post..Personal Development Roadblocks – “The Situation”
You have no idea how many things are on my to-do list. But the moment I accomplish something and tick that brain box or cross off something on a piece of paper, oh the bliss!
Ari Herzog’s last blog post..Enhance Your WordPress Blog with 23 Plugins
Spot on Eric! Very often I have many tabs on my browser running at the same time and it no only slows down my computer, it also affects my productivity.
Thank you for sharing this wonderful advice!
Cheers~
Mark
Mark Foo | TheBigDreamer.com’s last blog post..How To Keep Track Of Your Money
Great meaty post here Eric! You covered all the bases of single-tasking. It’s something I strive for, but have no where near perfected. Computers make it extremely hard to effectively single task!!
Your Friendly Neighborhood Computer Guy’s last blog post..Can You Hear Me Now?: How To Choose The Right VoIP Plan For Your Home Business
There is NO doubt. My biggest one to grow on was constantly jumping to email. I’ve eliminated the habit and have found myself with many more focused minutes in the day. It’s helped my recent productivity soar.
Writer Dad’s last blog post..An Ode to My Boy
Hi Eric,
I write down the tasks that I want to complete in the day on a piece of paper (not more than 5) and allocate specific time to do those tasks. By allocating specific timing for it, I find that it help me to block out other distractions and ultimately getting things done. Thanks for sharing your tips with us.
Cheers
Vincent
Personal Development Blogger
Vincent’s last blog post..15 Valuable Lessons We Can Learn From World Champions
Any kind of effective task completion, no matter if single-tasking or multi-tasking, requires deep concentration and will.
You must have noticed that when you’re doing something you really want and you’re paying all your attention to it, you actually enter a state of mind where time passes quickly and you don’t think about anything else.
Try to create the habit of entering such a state of mind. Try to do it as often as possible, with any task you can think of. After a week or two, you’ll see that single-tasking has never been easier!
Dimitar Nikolov’s last blog post..The Two Elements of Happiness
I agree with it all! I especially find it difficult to balance the tasking with downtime…literally scheduling the few hours I’m going to work and making sure i’m getting just as much downtime. Find the perfect ebb and flow is challenging to say the least. Thanks for the clear insight into focused productivity. Cheers!
Amber’s last blog post..On Simplicity
I agree, and this is a great article. I have been using a Mac OS X app that disconnects me from the Internet so that I can focus without the temptation to check email, read blogs, or twitter. It’s given me my time and focus back. It’s called “Freedom” if you’re interested.
Also, it does get easier. I also use a timer to keep myself focused. It’s really worthwhile to give it a try.
This article is so timely. I want that clear, sharp focused mind you’re talking about. I do have my list of priorities and I because of it I will progress forward.
Tess The Bold Life’s last blog post..
I’m the ultimate single-tasker!
Great article Eric
Marc and Angel Hack Life’s last blog post..The Unwritten Love Poem
It’s funny, the analogy you make to a slow-running computer is spot on. Too many tasks at once and I tend to get bottled up. I notice that a prioritized to-do list works wonders for me and it is the sense of completion satisfaction that is my reward. Just like my PC, maybe I could install more RAM into my brain and become a more efficient multi-tasker…
Jacob’s last blog post..Enhance Your Office, Enhance Your Mood
Hi Eric – I’ve believed for a long time multi tasking was over rated. If we’re not giving our undivided attention to a task, we’re not doing the best we can. I like you idea of setting priorities and removing distractions. I’m amazed at how much I can get done when I set myself up for it.
Barbara Swafford’s last blog post..Let’s Hear It For The Boys
Great post Eric and fantastic, interesting comments!
I think it’s important for us to realise if we’re ‘away’ or ‘towards’ people, motivated by fear or led by inspiration – or a combo. I can multi-task when I’m inspired; if I’m not inspired, I find so many OTHER things much more interesting and distracting. Makes sense, then, to find a way to do what interests us! I’m also a bigger fan of To Be lists than To Do lists…and I never have to write a list of what I WANT to do, it’s always the have-to-do’s or the things I think I might forget. Reduce THEM, and multi-tasking on things you LOVE seems less of a problem. For example, now that I combine my family life, writing and coaching by writing about family life for a coaching publication, multitasking is a joy.
I have been practicing this when I’m working at home and it has made a great improvement on my productivity. Unfortunately, at work, (where I don’t have control over my life) I’m expected to do 20 things at once.
Carla’s last blog post..Eco Fashion: Do it yourself – Organic Fabric
Unfortunately, when you’re “support” it doesnt work that way. Plus this is a deadline driven environment/industry.
Carla’s last blog post..Eco Fashion: Do it yourself – Organic Fabric
Well done Eric. This is probably the best post I’ve ever read on HOW to single-task. Most other articles just kind of skim over it, explain why multi-tasking is bad and say something like “so you should probably single task instead.” They might throw in a point about removing distractions, priorities, etc. too, but nothing close to what you’ve done here. I’ll have to come back and read this again to really absorb it, as this is something I still struggle with from time to time.
Also, I’m not trying to downplay your work here, BUT I think there is a definite place for multi-tasking. It just has to be in the right context. For example, I can read a book while doing curls with a dumbbell. Or I can listen to an audio tape while I do a workout. What matters is that what you’re doing is effective and what kind of results you’re getting. If you’re multi-tasking and getting great results toward all the stuff that’s really important to you, that’s AWESOME. You are my hero, because I can’t do that. But there’s also a place where you can combine certain tasks that don’t require too much focused attention and still perform well.
I have learned a lot from my kids in this regard. I know that if I tell them to clean their room (they are young), they see a huge mess and their focus is spread out and they can’t get anything done, get distracted and give up or it takes a really long time because they put a piece of laundry away, stop to pick up crayons, find another piece of laundry to put away… If I help them break it down into Step 1: Gather your laundry. Step 2: Make you bed…., they can get the job done right and efficiently. I have come to realize that I need to break down my tasks into single focus entities. I get so much more done that way.
Thanks
ali
http://www.motivatedmama.net
Ali’s last blog post..Zen and the Art of Eating Ice Cream
Best of luck on the little guy on the way. I have experienced no greater joy in my life than becoming a parent!
Ali’s last blog post..Zen and the Art of Eating Ice Cream
I use an example of multi vs single tasking that drives the point home to groups I work with when discussing time management, to do list, prioritizing…
5 jobs to do each taking one week, 5 week deadline.
Multi tasking is doing each job one day of the week, working on multiple projects.
At the end of weeks 1, 2, 3, 4 you have not completed any tasks and you haven’t gotten paid. 4 weeks no income.
Week five you see the results of your labours.
Single tasking
Week 1, 1st project completed, and you’re paid
Week 2 2nd task, 2nd cheque
Week ……
Single tasking, all five jobs completed, four ahead of time (we had 5 weeks for completion), very, very happy customers/clients, more business.
5th task delivered right on time, another happy customer.
Not always possible when working for others, but a good example to present on the benefits on singletasking.
Ha Ha, very funny…
There’s definitely ALWAYS one more thing. I guess we should just let the little things build up, and then knock them out in chunks. Otherwise they wreck our concentration. Eric
I know, doesn’t it just feel awesome! It always makes me wonder why we still seem to procrastinate every chance we get. Eric
I do the many tabs thing ALL THE TIME. I don’t know if you could ever wean me off of it, but I am aware of my sometimes lack of Firefox productivity.
Eric
Thanks! I’ve really been trying to focus on quality and not quantity. I’d rather share one or two solid posts a week than four or five posts that are just OK.
You’re preaching to the quire, Matt. Computers and productivity…what a paradox. It really can go both ways no doubt. Eric
Good for you! The email beast can be a hungry time monster. I’m glad you’ve kicked the habit. Eric
Hey Vincent, I saw your post about single-tasking. Good job. Obviously you know your stuff with it comes to keeping tasks few and effectively completed. Thanks for sharing. Eric
Definitely! I like the way you point out the ’state of mind’. Without that state of mind we’re so easily distracted and become very inefficient. Thanks for sharing. Eric
Yep, making sure we get the downtime is easier said than done. Eric
Thanks for the heads up! I work on a Mac all the time, but I spend most of my time booted into Windows Vista (most of my software is Windows based). But I’ll still have to check it out. Eric
Awesome, Tess! Go for it!
Eric
I LOVE that! More Ram…absolutely. Sorry, I’m just a sucker for a play on words. Especially when they have to do with technology. Eric
Thanks, Marc! Eric
I’m always amazed at how much we humans struggle with productivity. It’s not rocket science, as you pointed out, and yet we’re are just so easily distracted. And for me, riddled with ADHD, I often times WANT to be distracted as it scratches my ADHD itch. Eric
I LOVE that, Janice. To-Be-List…very good point! Thanks for awesome insight! Eric
I hear ya. That’s why I LOVE being self employed. It has it’s downfalls too, but that’s not one of them.
Maybe if you find an effective way of showing them how much more efficient you are single-tasking, the more likely they would let you do things YOUR way? Or maybe not?
Eric
@Carla: Gotcha! I can see your dilemma. Sounds like you’re doing you’re best with what you’ve got. Eric
Thanks, Jonathan! That’s quite a complement and I won’t disagree.
I see what you’re saying about multitasking having a place in positive productivity, but I think most of what you’re referring to (listening to music while doing something else, doing some curls while reading, walking and chewing gum) are not really multiple focuses. One action is kind of a subconscious act, while the other is forefront focus.
When I think of actual multitasking I think of two tasks that require forefront focus. This is something we just can’t do (and if we can it’s at such a slow, diluted pace that it’s not useful). I used to tell someone I was multitasking by starting a virus scan and then reading email while I was waiting for it to finish, all the while listening to my iPod. But now I don’t really see it as anything more than efficient focus reboots.
Anyway, I may just be playing a word game and I definitely agree that different levels/styles of focus have their place in our productivity.
Great comment and thanks for stopping by! Eric
I can imagine having kids forces you to find a system that works and do so FAST!
Liz and I have a little boy on the way (May 22nd is the due date) and we’re definitely focusing much of our attention on simplifying where we can and focusing on one thing at a time.
Thanks for sharing this great insight! Eric
So I’ve heard. Thanks! Eric
VERY solid example, Anthony! Thanks for that. I’ll have to use that the next time I touch on the subject. Eric
I have a problem with email. I check it way too often. I need to consolidate all of my accounts–I have four. This is just wasting my time.
It’s very worthwhile to chart your progress. I simply forget a lot of the things I’m supposed to do of the tasks that I’ve decided I want to do. I look back at notes made a few days earlier and I sometimes don’t remember taking them. This is something I’m working on.
For me, FOCUS is really the key at this juncture. I have the tendency to get overwhelmed–but I bring it on myself.
Chris’s last blog post..How to Be More Persuasive in Business and Life
Absolutely Chris! Focus is everything when it comes to getting things done and doing so effectively. Great points. Eric