Time-Blocking Efficiency Technique

My most recent blogs have shown how multitasking is a bad time management technique for several reasons. First, because it plain does not work. Studies show people are about 40% less productive when try8ng to multitask compared to single-tasking. The other reason is that it might actually cause adverse permanent neurological changes.

We should also follow the example of world-class managers of large companies - they do not multitask. So what do they do?

Single-Tasking

Millions of executives and very busy people throughout the world use the time management technique where the work-day is broken down into small chunks. These chunks are especially valuable for those of us who,

• find little distractions often derail our thought process,
• consistently work past the point of normal productivity,
• have lots of open-ended work that could take large amounts of time - far greater than what could possibly be achieved in a day,
• are overly optimistic when it comes to how much time it will take to get a given task done,
• enjoy gratifying goal setting

Studies have found we underestimate the amount of time it is doing to take to complete most tasks. This produces greater stress because it does not seem like we are getting enough done.

How to Single Task

First,. you will need a timer. You could use a cooking timer but my family objects to it going off throughout the day. So I use the computer timer or stopwatch

You then set the timer for 25 minutes, and then you focus on a single task for 25 minutes.

When your 25-minute work session ends, you make down an X, checkmark, etc.

Then you enjoy - and must take - about a five-minute break.

This five-minute break thing is very important. Your mind needs time to unwind and think of something else before you go back to the grind again.

After four sessions, you then take a longer break (like 30 minutes) before going back to work again.

Further Three Rules For Single Tasking

• If the work takes longer than four intervals, then it needs to be broken down into smaller, actionable steps so that each step can be planned. This will ensure you continue to make progress and don't get stuck on a single step.
• Put small tasks together. This is also called "stacking" and the process where you put together several short tasks that are similar but each task will not take 25 minutes. Something that would fit this description might be writing checks, writing a few needed emails, look up some information, etc.
• Once a time limit it reached, you MUST stop working. In other words, you MUST take your break. You should not fall into the mistaken belief that working longer will make you more efficient - it will only deplete your energy quicker. This will keep you from daily burnout during the day. If you are writing your blog post, you must stop and come back in five minutes.

Proponents of this technique will have you keep a list of what they call "overleaning" projects in case you finish your work before the 25 minutes is up. Examples of overworking might be reading a journal article, read a few pages in a book, look up something you will need for another 25-minute chunk, etc.

Breaking Down Large Projects

Studies have shown that people who procrastinate are not lazy and do not have a lack of self-control or discipline. It seems like most procrastination is brought about by negative feelings regarding a large project.

What is best seems to be to break large projects into small chunks. So that instead of starting off to write a novel or a technical report, write only the introduction, or even smaller, write the first few sentences or proof-read what you have done before.

Get the idea? This is especially important on something you find intimidating. Stopping smoking is another example. Before trying to stop smoking, you might research why it is important to stop or research the best techniques for stopping. This will at least get your started on a project which is often the hardest part.

Swallow the Frog

Finally, it seems best to try to do the least fun thing in your day first. This will get it out of the way, give you a sense of real accomplishment, and clear negative thoughts about that task out of your mind.

Brian Tracy wrote a book and developed a career about the technique of "eating the Frog" time management.

Summary

Learning how to manage time is one of the most important tasks of any effective person. Procrastinators are rarely very effective.

These methods can be fun to do, they are challenging, but you will find at the end of the day you have accomplished much.

Dave.