When managing a project, you have to deal with many tasks at the same time. A common solution is to use your multitasking skills and complete everything simultaneously. However, you will probably struggle as our brain isn’t built to handle more than one thing at once. Start with following the 12 tips below so that you can boost those skills
Accept your limits
Be aware of your limits, especially those you can’t control
- Your budget isn’t endless, and you have your own personality to respect
- Project after project, your understanding of it will develop, so see it as a work in progress
Work in blocks of time
Switch assignments and be able to switch tasks easily
- Adopt the Pomodoro Technique
- Work in 25-minute blocks, then take a short break after each block, followed by a longer break after every 4 blocks
- The idea works because it’s easier to concentrate for 30 minutes than 1 hour
Learn to supervise
Delegating is at the core of task organization
- It allows you to assign to yourself the tasks matching your skill set
- When delegating, be aware that your team will be reaching out to you, interrupting what you are doing to ask questions or to seek approval.
Keep your brain sharp
Anything that involves doing more than one thing at the same time can help you to enhance your multitasking skills
Learn to concentrate
Concentration is fundamental to multitasking. Productive people focus entirely on what they are doing in each given moment, then switch tasks.
- Work on your willpower
- Try some meditation
- Take notes
- Some people take notes, others doodle. Pick your favorite
Use online tools to keep you on track
As a project manager, you probably need a more powerful project management tool that allows you to have all your projects, communications, and their respective tasks in one place
- Choose the best product based on the challenges you have identified
Avoid distractions
List all interferences around you
- Eliminate them one by one: work in another area, or turn off your apps notifications, for instance.
- Observe the impact of their absence on your work
- If your performance improved, it’s time to remove the factor in question from your working life.
Work on related tasks together
All research can be dealt with at once
- Hold a meeting to discuss several topics
- Prepare a single presentation to apply for a loan that will fund more than one project
- It won’t always be so simple.
- Look for other ways to group your tasks
Start improving your multitasking skills now
Efficient multitasking can be easily achieved if you understand its true meaning
- Count on simple lists and online tools to help
- Setting due dates, project milestones and priorities will help you to focus on what is important today, this week and this month
- Collaboration on tasks with your colleagues will give you focus and show real progress
- Don’t put too much pressure on yourself
Distinguish urgent from important
Prioritize your tasks using Eisenhower’s Principle
- Important and urgent; Important but not urgent; Not important but urgent; Not important and not urgent
- The importance of the assignment sets the tone of the to-do-list, not the urgency
Plan ahead
Most tasks repeat at regular intervals
- Some require more concentration than others
- Many of them relate to each other, for example steps to reach Project Milestones
- This understanding will help you to switch assignments, offering the information you need to become better organized
Take breaks
Rest during your breaks to recharge your mind and body
- The length and frequency of your downtime will depend on your personal choices, your line of work, and the task at hand
- Stop for 15 minutes every hour, and never skip lunch
- Pre-schedule your time off so it is set at regular intervals
