You probably think you can “multi-task” pretty well (because you do it so much). But what does “well” really mean? Does it mean that you’re able to perform multiple tasks as efficiently or effectively as if you handled them separately? Alas, the verdict is in from brain science research: you can’t. No one can.
To prove it, try this simple exercise: Turn a sheet of paper sideways. You’re going to write the letters A-Z, left to right in one row, and the numerals 1-26, also left to right, on a second row beneath the letters. BUT DON’T START YET! You’re going to alternate letters and numerals (i.e., you’ll write A, then 1 underneath it. Then write B along the top row, then 2 underneath the B. Continue this way until you’ve written all the way through to Z/26. Before you begin, start a timer or use your watch to time yourself.
Now, take another sheet of paper for a similar exercise: letters are going in the top row and numerals are going in the bottom row. This time, however, write all the letters first, and then write all the numerals. And, yes, time yourself again.
You may see where this is going. Do it anyway, though, so you can experience for yourself the truth that trying to focus on two different tasks at the same time (i.e., “multi-tasking”) not only the increases the likelihood of error, but it also causes tasks to take longer to complete.
Of course, there are literally dozens of reasons why we tell ourselves that we must multitask. There’s so much to do, so much time pressure, so many interruptions. And yet, multitasking is one of top causes of attorney stress.
So here’s one tactic that will make a huge difference in your day: turn off your incoming email alerts. These constant, insidious interruptions throw off your train of thought every time they pop up, and as a result, they reduce your productivity and profitability.
Given that most folks use Outlook (whether by itself or embedded within a practice management program), I’ve made a 90-second video showing you how to do it.*
www.successtrackesq.com/videos/email.html [note: I’ll need to change the titles on the video but that’s easy – Taz: I’ll get you this soon]
When you turn off your incoming email alerts, your inbox still will show the number of new emails you have in bold type, but you will not be distracted by the pop-up visual or the audio “ding!” anymore. You’ll look at your email when YOU want to, not when someone else wants you to.
Be aware that at first, you might feel anxiety because you think that you’re going to frustrate clients and colleagues, or miss important opportunities if you’re not made aware of emails immediately (much less if you don’t respond to them immediately). Don’t worry. The feeling will pass and soon will be replaced with a strong sense of increased control and effectiveness.
*Note that this video uses Outlook 2007, but the sequence of steps is the same for earlier versions
