06/ 27/ 2005
by Jeffrey Moses
Multi-tasking and small-business ownership are practically synonymous. This is especially so for small-business owners during the start-up phase, before extensive delegation has been set up or during periods of rapid growth when delegation is difficult.
Unfortunately, you’re not necessarily born with a multi-tasking gene, but it's an art you can learn. The following tips can be invaluable for those who are constantly juggling responsibilities and deadlines and still trying to have a life:
1. Make a list of what you have to do and prioritize items on the list. Start with the most important task and work your way down the list.
2. If you have something that you absolutely do not want to do, do it first. Don't keep putting something off when you eventually will have to do it anyway. It will weigh you down, potentially causing worry and fatigue. Get it over with and you'll feel better.
3. Learn to focus on the task at hand. Give everything you do your full attention. This will allow you to move from one task to the next with maximum effectiveness while using the least amount of energy you need to be efficient.
4. Speaking of energy, take a short break occasionally. Even machines can't work unendingly at the same effectiveness. Take a short walk. Stretch. Close your eyes for a few minutes and meditate. You'll find that even a five-minute break can recharge your batteries.
5. Minimize interruptions. If you're constantly interrupted for relatively unimportant matters, you'll lose focus. Look back at point number one above. When you've made your list and prioritized, don't be thrown off by inconsequential matters. To carve out time for yourself, don't answer the phone. Close your office door and let everyone know you can't be disturbed, or move to a private place to take care of what needs to be done.
6. Use technology. For example, when you're under time pressure, send out group, rather than individual, e-mails. Schedule a call for when you know you'll be waiting to pick up your children after school. Take your laptop with you to lunch so you can knock out a few e-mail responses while you relax over coffee. Important note: try to resist talking on your cell phone while driving. As tempting as it may be to use drive time to take care of a few calls on your list, don't do it. Research has shown that people talking on the phone while driving are much more likely to be involved in an accident.
7. Delegate when possible. This may be as simple as having someone answer your phone for you during a two-hour period. When writing your list and prioritizing, think of ways you can have someone else do some of your tasks for you.
8. It's best to finish one thing on your list before you move to the next, but business projects and life in general don't always work that way. When you find that one task on your list isn't going well, don't become so bogged down on it that you don't have time for everything else. This is always a judgment call – don't worry, you'll get better at deciding what to let go of as you gain multi-tasking experience.
9. Remember that your family should not be constantly put on hold as you multi-task. Some people consider family responsibilities as nothing more than items on their to-do list. Remember what you're working for and turn off the cell phone during your children's dance recitals or soccer matches. Your life will be the richer for it.
