Mastering Task Transitions: Strategies for Seamless Productivity

A newsletter reader asked: “How do I switch gears between projects? When going from Task A to Task? B, I find that I need to put the brakes on Task A, skim through Task B’s file and figure out what the goals for the matter are, and then proceed, but in a way that makes me lose a lot of time. Any organization tips on how to seamlessly juggle multiple matters?” ~Ami.

Thank you to Ami for an insightful question. The brain is not designed for complex multi-tasking – handling two tasks at one time or moving quickly from one to the next.

Task switching can reduce productivity by approximately 40% according to some researchers. The more difficult the tasks the more time lost. Most people find it very difficult, if not impossible, to go from one task to another seamlessly.

It’s hard to avoid distractions and delays especially when winding down from a task and gearing up for another one. It is too easy to lose “Flow”, that state of mind in which you are focused on the task at hand and not distracted by anything else. The mind is still in one place and doesn’t want to leave it. ?

Transition periods between tasks are also full of productivity-stealing temptations.? We may interrupt a colleague to chat, get involved with social media, or get immersed in email, thus losing minutes – or even hours – of time.

Effective transitions from one task to the next are easily achieved with a good mixture of forethought and a little bit of self-discipline.

My recommended method of transitioning from one task to the next has four primary elements: ?

(1) Pre-plan

• Decide ahead of time which tasks you will be working on that day, or during a particular time window.
• Remember that the transition between tasks will be smoother and the adjustment time faster if you have identified the second task ahead of time.

(2) Tackle Task A ?

• Begin with the most difficult and least familiar task first; the second one will be easier.
• Work the task
• Before putting the task away, jot down a few notes about what was completed and what specifically needs to be done next. Make sure your notes are readily available to you the next time you work on the task or project.
• Update your To-Do list with any next steps. ?

(3) Shift Gears:

• Move any physical evidence of the task. Put the files away, close the browser tabs, save/close the document or spreadsheet. Start from a clean slate.
• For particularly long or complex tasks, take a mental or physical break (or both) to put space between the project completed and the upcoming one. This makes it easier to switch thought processes.
• Do little tasks in between two major projects. Switch to the phone or email but keep track of the time so you can quickly transition to the next project. This is where a timer comes in handy.

(4) Tackle Task B

• Review the second task and decide what needs to be done. That will ease you into the task and give you a clear starting point.
• List what is involved - if you don’t already have notes that you took the last time you worked on the task.
• Work the task
• Wrap-up Task B, making notes of progress and next steps

With a little pre-planning and a functioning system to manage action items, such as a Task list and organized files, you will find that you can complete one task before moving to the next.

By wrapping up a task and noting next steps, professionals like Ami can save the added time it takes to come back to a task at a later date and try to remember what was done and needs to be done next.?

You may be happily surprised that you will save time overall, complete more tasks, and experience lowered levels of workplace stress.? ?