When we switch from one task to another, it takes a while to get going on the new task — up to 15 minutes. And then it takes time to switch back. That's why fragmentation of your day reduces the time available for actual work. We get more done when we switch from one task to another less often.
Here are some tips for controlling fragmentation of your day.
- Limit your interruptible time
- Interruptions are very expensive. They force us to switch from whatever we're doing to assessing why we're being interrupted. Then we decide whether to defer the issue. If we defer, we have to schedule it, park it, or send it on its way. If we handle it, we switch yet again.
- Unless you're an air traffic controller or a first responder, limit your interruptible time to twenty or even thirty minutes per hour. Muzzle your personal hardware. Change your my-door-is-always-open policy to a specified-office-hours policy.
- Don't interrupt yourself
- After years of interruptions, and overloaded as we are, it's difficult to focus. Valuable thoughts — often irrelevant to the current task — pop up constantly, making focus impossible.
- When an extraneous idea appears, capture it on a mobile device or a notepad. Then quickly resume the current task. [Note added in 2012: use your tablet for this if you have one.]
- Configure your job
- After living lives filled
focus is impossible
- Our jobs are interrupt-infested. The more people we collaborate with, the more frequently we're interrupted. The more teams we own or belong to, the more interruptions we have to deal with.
- If you can, minimize the number of teams you own or belong to at any one time. If you're asked to participate in too many teams, start accounting for task switching by including it in your time estimates.
- Resolve ambiguity and confusion aggressively
- Not only are ambiguity and confusion sources of rework, but the task of clarifying becomes a reason to interrupt colleagues — with phone calls, email, or meetings.
- Become a clarity expert. The more clearly you communicate your own ideas, and the more clearly you understand others, the less frequently you'll have to refer to each other for clarification. And less frequent referrals mean less frequent interruptions.
Organizational leaders can help in two ways. Leaders can declare "quiet periods" — times during the day when we don't phone or visit each other. And leaders can minimize the total number of teams in the organization, and focus people on one or two teams at a time.
Sometimes we try to recover time by multi-tasking — we read email while on the phone, or text-message someone while we're attending a meeting. This often leads to a bad result, because multi-tasking is mostly a myth. What we actually do is serial single-tasking. To get more done, stick with one. Next in this series Top Next Issue
The article you've been reading is an archived issue of Point Lookout, my weekly newsletter. I've been publishing it since January, 2001, free to all subscribers, over the Web, and via RSS. You can help keep it free by donating either as an individual or as an organization. You'll receive in return my sincere thanks — and the comfort of knowing that you've helped to propagate insights and perspectives that can help make our workplaces a little more human-friendly. More
For more strategies for recovering time, see "Recovering Time: II," Point Lookout for March 16, 2005.
Your comments are welcomeWould you like to see your comments posted here? rbrenBQMZYnyTAZRnPILgner@ChacZCcFrqbhcAHHsRLboCanyon.comSend me your comments by email, or by Web form.
About Point Lookout
Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.
Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.
Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.
More articles on Personal, Team, and Organizational Effectiveness:
- Dealing with Negative Progress
- Many project emergencies are actually the result of setbacks — negative progress. Sometimes these
mishaps are unavoidable, but often they're the result of patterns of organizational culture. How can
we reduce the incidence of setbacks?
- The Ups and Downs of American Handshakes: II
- Where the handshake is a customary business greeting, it's possible to offend accidentally. Here's Part
II of a set of guidelines for handshakes in the USA.
- Some Hidden Costs of Business Fads
- Adopting business fads is an expensive organizational pattern, with costs that extend beyond what can
be measured by the chart of accounts most organizations use. Here are some examples of the hidden costs
of business fads.
- You Can't Control What Other People Think
- Ever think that the world would be a much better place if you could control what other people think?
Maybe it would be. And maybe not...
- How to Waste Time in Virtual Meetings
- Nearly everyone hates meetings, and virtual meetings are at the top of most people's lists. Here's a
catalog of some of the worst practices.
Forthcoming issues of Point Lookout
- Coming August 22: Dealing with Credit Appropriation
- Very little is more frustrating than having someone else claim credit for the work you do. Worse, sometimes they blame you if they get into trouble after misusing your results. Here are three tips for dealing with credit appropriation. Available here and by RSS on August 22.
- And on August 29: Please Reassure Them
- When things go wildly wrong, someone is usually designated to investigate and assess the probability of further trouble. That role can be risky. Here are three guidelines for protecting yourself if that role falls to you. Available here and by RSS on August 29.
I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrendJVIHNZfCmtjvtYlner@ChacXuPbFqZIhGRXkZCyoCanyon.com or (650) 787-6475, or toll-free in the continental US at (866) 378-5470.
Get the ebook!
Past issues of Point Lookout are available in six ebooks:
- Get 2001-2 in Geese Don't Land on Twigs (PDF, USD 11.95)
- Get 2003-4 in Why Dogs Wag (PDF, USD 11.95)
- Get 2005-6 in Loopy Things We Do (PDF, USD 11.95)
- Get 2007-8 in Things We Believe That Maybe Aren't So True (PDF, USD 11.95)
- Get 2009-10 in The Questions Not Asked (PDF, USD 11.95)
- Get all of the first twelve years (2001-2012) in The Collected Issues of Point Lookout (PDF, USD 28.99)
Are you a writer, editor or publisher on deadline? Are you looking for an article that will get people talking and get compliments flying your way? You can have 500 words in your inbox in one hour. License any article from this Web site. More info
- The Power Affect: How We Express Our Personal Power
- Many people who possess real organizational power have a characteristic demeanor. It's the way they project their presence. I call this the power affect. Some people — call them power pretenders — adopt the power affect well before they attain significant organizational power. Unfortunately for their colleagues, and for their organizations, power pretenders can attain organizational power out of proportion to their merit or abilities. Understanding the power affect is therefore important for anyone who aims to attain power, or anyone who works with power pretenders. Read more about this program.