How to stop multitasking

We are all multitaskers. We talk while we drive, we answer text messages and emails during meetings, we return phone calls while surfing the Internet, we cook dinner while talking on the phone, etc. We are always doing more than one thing at a time. And if we are doing just one thing, like driving, we feel like we should be doing more!

Most of us are overscheduled, with too many things to do and not enough time to do it. So we multitask, thinking this helps us be more efficient and productive.

But the truth is it doesn’t. Studies point to the same conclusions: Multitasking actually makes us less productive, less efficient, and more prone to mistakes. Performance actually decreases when a person does too many tasks.

You said it, sister.

Researchers with the American Psychological Association found that trying to do two tasks simultaneously—for example, listening to a presentation while answering emails—resulted in decreased productivity in both tasks.

Researchers also found that switching back-and-forth between too many tasks hurt productivity. They found that a worker who is asked to switch between researching and writing reports, answering phones, and interacting with co-workers lost 20 to 40 percent in efficiency. This is called task switching, and it hurts productivity because it takes longer to get back to the original work.

The very best way to get something done? Focus on a single thing. Multitasking is simply not an effective way to work.

So, how do we stop it?

Well, it’s tough, because multitasking is now a firmly engrained habit. But, as with all habits, this one may be broken with some simple strategies and discipline. Here are some tips to help you learn to do one thing at a time:

1. Try task scheduling. Make a schedule of when you will do certain tasks, like check your email, return phone calls, check your LinkedIn or Facebook pages, etc. And then stick to it. Get in the habit of scheduing these things. If you are checking them every five minutes you’ll lose focus.

2. Minimize distractions. You’ve trained yourself to respond every time you hear a ding or a ping or see that little red number pop up in your mailbox, so turn those features off. Silence your phone if you can.

If you can't silence your phone or text alerts at work, at the very least learn to prioritize them. Unless you absolutely need to take that call, let it roll to voicemail. Don't let distractions distract you!

3. Learn to say no. One of the reasons people multitask is they are overwhelmed. We are often our own worst enemies here—we take on too many commitments. Learn to say no or “let me think about it” before you take on a commitment. Do you really want to do whatever is being asked of you? Is it going to make you happy or help your career? Think it through before saying yes.

Really, it's ok to say no!

4. Lighten the load at work. If you are overscheduled and overwhelmed at work, talk to your boss. Explain that you simply can’t get everything done, or can’t adapt to changes or problem solving because you are bogged down. You don't necessarily have to say no, but you do have to look at what is already on your plate and be realistic about the quality and quantity of work you can do.

5. Prioritize. Get out your calender, your to-list, or whatever way you document your workload. Look it over. Now, prioritize it. Identify the things that absolutely positively must get done, v. those that are less important.

6. Be present. A great way to stop multitasking is to be mindful of exactly what you are doing when you are doing it. It's called mindfulness, and it's a form of meditation. When you are writing an email, focus on that email and just on that eamil. When you are speaking to a colleague, focus on that colleague. When you are in a meeting, focus on the speaker. You have to (re)train your brain to get used to doing one thing at a time. Be mindful, pay attention, and stay focused.

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Multitasking and overscheduling are really just bad habits that can be broken with a little understanding and a little discipline. Understand that shifting or splitting your mental attention actually costs you efficiency. By doing less, saying no, and being mindful of the task at hand, you will actually be doing more and better work. Good luck!

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Careerstone Group's Media Page.

For more information, please visit:

Careerstone Group's Website.

Stressed at work? Four tips to simplify for success

We are busier than ever. We have more technology to contend with, which means many more forms of communication and interaction to master and address. We have more work to do, as many companies are making do with fewer employees, piling the work of many onto the shoulders of few.

Work stressing you out? Feeling overwhelmed at work?

Do you need to simplify your work life? Well, you might, if:

•You feel completely stressed at work.

•You feel overwhelmed, with too much on your plate.

•Your productivity is decreasing due to an inability to handle your projects.

•You spend too much time on things that just aren’t priorities.

•No matter how many hours you put in, you can’t seem to get out from under your workload.

•You bring stress and anxiety home with you.

Simplifying your working life will help you find balance and do a better job.

Here’s how:

1. Streamline your work environment.

Your physical environment has an enormous impact on your wellbeing, productivity, and intellectual ability. Your workspace should be as minimal and efficient as possible.

Look around your workspace. If you have a lot of clutter, chances are it’s creating or contributing to inefficiencies and distractions. The key is to create a clutter-free distraction-free, stress-free, and productive workspace.

Is this what your desk looks like?

First, organize your computer desktop. Move things off that do not need your attention. Next, edit your walls and desk. Does all that stuff really need to be there? Yes, you want a few personal and inspirational items, but you only need a few. Pick two and get rid of the rest.

What papers or files are on your desk? Decide what you need and file the rest away. Organize your tools. Do you really need a stapler, tape, and paper clips on your desk? Put them in a drawer.

Ahhh...that's better.

Simplifying your workspace will help you become more productive, and it will also provide a powerful psychological support system for keeping your work life simplified.

2. Prioritize your work.

Now that you have streamlined your work environment, you can get to work. Start by prioritizing your workload. Look at all your projects and determine the method of prioritization.

If you are self-employed, use whatever system aligns with your business. For example, most of my work is based on a deliverable, so I prioritize my work based on due dates and the amount of time each project will take.

If you work in an organization, your supervisor or manager should direct or help you prioritize your workload. Meet with them to go over your projects and find out what the priorities are. When a new project is assigned bring up existing projects, go over your workload, and reevaluate all of your priories.

Work with your manager to stay clear on your priorities. People who are afraid to have this conversation with their supervisors are not going to be able to simplify their work life. And it’s a simple conversation, not a complaint that you can’t get something done or a demand that they give you less work. What you are doing is asking for clarity.

3. Use technology the right way.

Look at the different technologies you utilize to complete your work. Do they make your life easier or add an unnecessary layer? Email is a perfect example of a very common time-suck. Ask yourself: Do I need to start what could be an endless and unnecessary stream of electronic messages when I could have my answer in a minute with a little physical effort or a phone call?

Talking in person instead of emailing might save time!

The problem with technology is that we fall into the trap of relying on it for things that may be better and more efficiently handled the old-fashioned way. Decide what actually works for you and use it. Lose the rest.

4. Be realistic, seek clarity, and say no.

In terms of your physical work habits, it is imperative to be realistic about what you can accomplish, both in terms of time and skills. You must know what is important and what isn’t. Then, focus on what is important and let go of the rest.

           

You also need to learn to seek clarity and/or say no. If you are completely swamped, say so. Perhaps you can renegotiate the projects you already have or get someone to help you. Seek clarity on assignments and expectations. Find out exactly what is expected and what will satisfy their requirements. These are called the conditions of satisfaction, and you should understand them from the beginning.

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By simplifying your work life, you can be far more productive and much less stressed at work. Minimize distractions—physical, visual, and technological. Start small and build to where you can prioritize your projects and work on them with focus and clarity. Simplify, and you will increase your productivity. And your sanity.

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To watch Mary on TV or listen to her radio shows, please visit:

Careerstone's Media Page.

For more information, please visit:

Careerstone Group's web site.

In Defense and Praise of Gen Y

I recently did a fun segment on ABC 7’s Washington Business Report. Reporter Rebecca Cooper asked me about Generation Y and some of the common perceptions and misperceptions about this group of young workers.

Gen Y, also known as the Millenials, is a group with birth dates roughly from 1980 to 2000. Gen Y workers are often labeled with unflattering terms. 

As a consultant for organizational development, one of my specialties is generational diversity. I work with many different cohorts to help bridge generational divide and ensure that everyone, regardless of generation -- Boomer, X, Y, etc. -- works well together.

Of all the groups I work with, Generation Y gets the worst rap. It seems everyone has a criticism about this group, which was raised in an era of “helicopter parenting” and “everyone is a winner” mentalities (participation trophies are a hallmark of this era). The entire generation has been painted with a very broad, not altogether flattering brush, and I was pleased to dispel a few misperceptions about them.

Why all the Gen Y bashing?

Here are the five most common perceptions about Gen Y and what I believe to be fact or fiction.

Perception 1: Generation Y is entitled. FICTION.

I think this generation was raised to believe they were players in the game. They were raised in democratic family systems. They were raised to have a voice and a seat at the table, and they come into the workplace and expect to have a say. So it is only natural that they would expect their opinion to matter at work.

Perception 2: Gen Y is impatient. SEMI-FACT.

Gen Y grew up when things like technology moved very fast. Change today happens much quicker than it did when I started in the working world. I think Gen Y is ambitious and they want things to happen now. And that’s not necessarily a bad thing.

Gen Y is many things, all good.

Perception 3: Gen Y lacks a work ethic. FICTION.

From what I’ve seen, Gen Y works very hard, very efficiently, and very purposefully. I’m not sure where this bad rap came from, except that they want things to move faster than others. And again, that's not necessarily a bad thing, especially if it means they get things done.

Perception 4: Gen Y prefers technology to face-to-face interactions. FICTION.

I don't think this is true, though I do think Gen Y may not understand and fully appreciate the importance of face-to-face interaction. It isn't that they don't value it, it's that they don't make the same distinctions we do between face-to-face and virtual. Their toolkit is bigger, and they use everything they’ve got to connect with people. And that’s actually a great advantage.

Gen Y IS different, and that's good.

Perception 5: Gen Y expects trophies just for showing up. FACT.

I hate to say it, but this one is kind of true. This generation is used to receiving a lot of positive feedback and reinforcement just for showing up. This generation got used to getting ribbons and trophies and certificates just for participating in whatever they did, and that’s not the way the real world works. Everyone is not a winner.

That said, I think much too much is made of this issue. This is something that is quickly disabused in the real world. They get over it pretty quickly.

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I’m not sure how so many misperceptions came about, but I think Gen Y is well suited to the workplace and is doing just fine. In fact, I'm a big fan.

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To watch Mary on TV or listen to her radio shows, please visit:

Careerstone Group's media page.

For more information, please visit:

Careerstone Group's website.

Networking tips: How to meet, greet, and connect your way to success

Last week, I participated in a live Twitter chat on networking sponsored by Politico's PowerJobs. It was a fun experience and a remarkable new way to solicit and communicate opinion and advice.

It struck me that technology may change, we may change, but the essence of networking remains the same: it's about establishing relationships. 

Networking is a critical component of career and organizational success. Being well connected and having strong relationships both within and outside your organization is a cornerstone of success, in any industry and any field.

In a nutshell, networking means building a robust and diverse group of peers and colleagues who can support your personal and professional success and the success of your organization. It is important to take networking seriously, and remember that it isn't about schmoozing, it’s about developing real relationships. 

Here are 20 tips to help you network the right way:

1. Sincerity is the most important aspect of successful networking. You have to keep it real.

2. Cultivate a deep appreciation for the people you meet. This means showing genuine interest and being a good listener.

3. Make a positive first impression. Use open and positive body language, good eye contact, a good handshake, and a positive attitude.

A good handshake is critical!

4. Smile, smile, and smile! People are far more receptive to friendly faces than to stern ones, so smile.

5. Wear your nametag (left side, please).

Wear a nametag, please!

6. Introduce yourself properly and clearly. Make sure you enunciate properly.

7. Develop a great, short (20 second) elevator speech that tells people who you are and what you do. Elevator speeches aren't just for elevators; they are perfect for networking events.

You MUST have a great elevator speech!

8. Remember people’s names. If you forget, just ask again politely.

9. Don’t scan the room for better opportunities.

10. Put your focus on the other person. Ask engaging questions, be a good listener, and try to be a good conversationalist.

11. Be memorable. Express yourself well, and be someone who others are glad to see.

12. Don’t give the impression you are tying to use, sell, or get something out of people. 

13. Introduce people to other people. Smile and invite others to join your group. This is also a great way to learn and remember names.

14. Develop relationships with people, not their titles. Don’t dismiss people you meet because their title isn’t right or because you don’t think they are worthwhile or high enough up the ladder.

15. Attend as many professional and social events as you can, and introduce yourself to people you don’t know.

16. Don't drink too much. Drunk never makes a good impression.

Drunk is not good a good way to network.

17. Find ways to add value and do favors for others.

18. Say goodbye with warmth and graciousness.

19. Follow-up with people you like and cultivate relationships. Send an e-mail, use social networking, meet for coffee, etc.

20. Don’t expect instant friendships. Friendships take time to develop. Don’t overreach early on. Developing a network takes time!

Here are a few more resources:

              •How to shake hands properly

              •How to remember names

              •How to develop your elevator speech 

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To watch Mary on TV or listen to her radio shows, please visit

Careerstone Group's Media Page. 

For more information, please visit Careerstone Group's Website.