Dependence on multitasking as a necessary skill is not only misguided, but also has left leaders feeling inadequate in their pursuit of this unfounded skill. The first step in breaking the habit of multitasking is to relieve you of the responsibility to develop the superhuman ability to do many things at once. Is multitasking effective? No. And, as you strive for singular focus and quiet reflection, here are few ways to help you increase productivity and decrease distractions.
Automate the task when possible.
While technology can be a distraction for those prone to multitasking, it can also help simplify workflow and reduce distractions. Use reminder systems to clear your mind of a looming list of tasks. Use a digital phone system, such as Google Voice, to redirect calls to a system that transcribes the conversation so you can review them later. Save ls_articles of interest automatically to a site such as Google Reader. Use email rules to file and delete emails.
Establish an environment that is conducive to intense concentration.
Environment is critical to clear thinking. An environment that supports and encourages innovative thought, quiet reflection and uninterrupted focus is a productivity enhancer. The space does not have to be big or elaborate. A closet or corner that accommodates a comfortable chair works well. The space must have a door, wall or screen to block visual distractions. Noise can be controlled through headphones or ear buds connected to a source of white noise. Good lighting or access to sunlight is important to avoid eyestrain.
Add white noise as an alternative to music.
As indicated in the companion article The Myth of Multitasking, music can be a distraction to concentration. The use of music is often cited as a noise blocker or source of relaxation, however, research indicates that even calm music can distract. An alternative solution is to use white noise to mask distracting sounds. Whether it is a fan or a white noise app, the sound provides a cover of continuous tones that does not attract your attention.
Eliminate access to your attention.
When trying to focus, distractions are your enemy. It takes 25 minutes to regain your focus after an interruption (See our companion article The Myths of Multitasking). Do whatever it takes to eliminate and control distractions. If you have a door, shut it. Place a sign in your work area asking co-workers to check back with you later. Hide in a place that others cannot find you. If working on a computer, turn off email alerts and instant messaging feeds. Attack distractions — they are an attention thief.
Get Tactile.
With the increased dependency on computer-based work, it is helpful to break the pattern as part of your routine to achieve singular focus. By using paper and pen, you can disrupt the normal thought patterns and processes. Use mind mapping or sketches to outline macro topics to assist in problem solving. Write down concerns and frustrations related to a topic to frame the solution. Build a 3-D model out of thick paper to stimulate problem-solving. Moving away from the keyboard to a tactile workflow can often eliminate distractions and increase creativity.
Briefly relax prior to beginning a task to establish focus.
Calming the mind just prior to intensive thought is a helpful routine. The mind is subject to a constant barrage of self-inflicted distractions in the form of thoughts. Set those distractions aside to focus on the task at hand. Once you are in your environment as described above, start your routine by closing our eyes and relaxing. Try not to think about pressing obligations or other projects. Just relax. This period of relaxation should only be a couple of minutes to avoid lapsing into a nap.
Recognizing distractions as a worthy foe and combatting their presence through a workflow routine involving mental and physical safeguards is important to establishing your ability to fight the addiction of multitasking. To simply stop multitasking without replacing it with a more productive approach will leave you feeling overwhelmed regarding the work at hand.
Next Action Items:
Locate your thinking haven. Find that closet or corner where you can establish a defense bunker against distractions.
Gather your tactile tools. With paper and pen in hand, retreat to your haven and use a different approach to thinking by sketching concepts, connecting and writing your thoughts.
Schedule a time to start your new pattern of thinking. Try to set aside a routine time each day for deep thinking.
Keep a journal of your progress. End your period of intense focus with a few notes to yourself on how you felt and what you accomplished. Use this inner-dialogue to critique and improve your approach.