Admin Tips & Tricks: Switch-Tasking
Switch tasking kills your productivity. Read further to learn some prevention tips.
Definition
Formerly known as ‘Multi-Tasking’, Switch-Tasking is the act of working on multiple tasks at once.
Picture This
You are working diligently on a very important report due at close of business with your emails open on the other screen. You receive an email and upon first glance it is an easy response so you take the two minutes to respond. You finish the email and then look back at the clock and 30 minutes have gone by!
Where did the time go?
Reading the full email chain (5 minutes)
Double checking your information with a colleague (5 minutes)
Writing and sending the email (10 minutes)
Email recipient receives response and calls you for further clarification (10 minutes)
Negative Outcomes
Enter sudden nervousness that you won’t finish the report in time.
You feel overwhelmed and rushed for time.
You mentally rearrange your day and decide you can make up the time by forfeiting your lunch break.
Prevention Tips
You can utilise these easy steps to focus on one task at a time resulting in increased productivity.
Booking ‘focus time’ in your calendar - if you book it through the Microsoft Viva Insights your Microsoft Teams status will be set to ‘Focus - Do Not Disturb’ to prevent calls from colleagues.
Exit your emails - instead of placing your report on top of the email tab, click the X button on the email app to prevent notifications.
Silence your phone - placing it screen down helps too.
Set boundaries - if someone approaches you with a question, let them know that you are focusing and suggest another time to help - 9 times out of 10 they will say yes and apologise for interrupting.
Positive Outcomes
Increased productivity and feeling of accomplishment.
You finish the report on time, confident of your inputs.
You were able to take a break and fuel yourself for the afternoon.
You were able to help your colleague only a few hours later.
