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The Right Way To Be A Multitasker

The Right Way To Be A Multitasker

Some people have a very precise definition of who they are, and if it works for them, that’s great. I can see how comforting it can be to look at yourself in the mirror and say: “I am exactly the person I think I am.”

The trouble for me is: I don’t find it comforting. I find it stifling. Don’t get me wrong, I have expectations of myself, others and the world.
But I’ve never felt like I was a fixed concept. I change, and by that I don’t mean I change with time, I mean I change all the time. I get to choose who I want to be at every second, and that makes me feel free.

The thing is, most productivity theories are meant for single-minded people. They tell us we should focus on one project, take it to the limit, then move on to the next one, hopefully in a perfect continuity. The productivity ideal seems to be: know exactly what’s coming next, and then become exactly that.

But I don’t think that reflects the way most people function. We have jobs. We have personal lives. We have hobbies, interests, mood swings, little illnesses, moments of motivation, moments of joy. All of those things constantly change. They shift, interact and often conflict, requiring us to make hard choices, and if there’s a choice we don’t know how to make, we feel like we failed. But we didn’t fail. We were simply the usual victims of a case of “Life happens”. Life does happen, all the time. My point is, we should embrace it.

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1. Let the pressure off

The first and biggest culprit for our unhappiness is the feeling that we should be doing “more.” Am I getting enough sleep? Am I spending enough time with my family? What if my 50 hours of weekly work are insufficient? We don’t even wait for our loved ones to complain, or for our boss to give us feedback. We are constantly pitting ourselves against the clock, under the impression that more hours is always better.

Well, that’s simply not true.

A large body of work supports the claim that our productive time is capped. 40 to 50 hours per week is the spot after which we cannot focus anymore. Much like an athlete training for a marathon, our brain needs time to recover, and grudging that is the most direct path to a burnout (a well-known Finnish study postulates that people who work 11 hours per day are at a 2.5 times higher risk of suffering from depression than people who work for 7-8 hours.)

Our friends and family too need quality time rather than a lot of time (ignore this if you’ve just put a toddler into this world, and revisit once you leave them in Kindergarten.) Does your better half prefer to have your undivided attention for 1 hour, or would they rather have you slumped on the couch by their side with your laptop for the whole evening? There you go.

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We really need to leave the “longer is better” mindset behind. Instead, we should commit to every activity we undertake. Work less but be more focused. Run less but do interval training. We cannot add more hours to our days, but we can make the most of each hour. That’s the goal.

2. Don’t give up on things that matter

Once you realize you don’t need to do more, it’s time to get another complex out of the way. You are allowed to have many different things matter to you. You don’t need to pigeonhole yourself as a family person, a workaholic, a fitness addict or a geek.

In my case, I have a partner, a family and a job, I am trying to get into running, and I love video games, books, movies, theater, singing, taking pictures. Every one of these things matters to me. Some people might say: why don’t you pick a couple activities, that should be enough to make you happy, right?

Wrong. The vast amount of things I enjoy is part of who I am, and each moment I spend enjoying them increases me. Why would I specialize?

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First of all, there are diminishing returns to everything: our productivity, our enjoyment of activities, and indeed our enjoyment of others. We all have stories of people going away on holidays with best friends, and wanting to strangle them before the end…

Second and most importantly, having diverse interests has been proven time and time again to make us smarter, quicker, more apt to create new, impactful ideas and things. In The Art of Scientific Invention, W.I.B. Beveridge explained, in 1957 already, that our brains need an “eclectism of influence” to be at their best. In other words, diversifying our activities is not only alright, it’s a necessity.

So instead of grudgingly giving up on things you enjoy for the sake of conforming to a definition, leave the door open. If anything, discover new things to enjoy from time to time! We all age, but we don’t have to grow old.

3. Track your time to get rid of distractions

The big question, of course, is: how to fit all that in a week? There’s only so much time you can claw back. If you work 40 hours instead of 42, that’s still only 2 hours. So what gives?

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I really committed to tracking my time 2 years ago, when we created with two friends our own automated time-tracking app, Smarter Time. And I’ve learned something very important.

I was spending ages on things that did not matter to me, and could only be qualified as wasting time. I used to go back and forth between my work and silly articles on social media constantly. 10 minutes working, 4 minutes on Facebook. 10 minutes on emails, 3 minutes on Twitter. That’s about 25% of my working hours wasted. As a result, I felt I had to work 25% more. That’s not 2 hours, people. That’s the difference between a 50 and a 62 hour week. It’s huge.

But the thing is, because each distraction was very short in duration, I would never have guessed they were adding up to so much. That’s where having an objective way of tracking my time came into play. I essentially replaced 12 hours of useless time-wasters with a diversification of activities that actually make me grow.

Another thing it helps with is to balance your interests out. Let’s say I have a couple hours free. I’d like to play a bit of guitar, but then, I’d also like to play a video game. I can have a look at my analytics and decide: “Oh, I’ve played 10 hours of guitar this month, by my standards that’s enough. Let’s exterminate some alien species online!”

Multitasking, like any complex system, is a matter of organisation. Sure, it’s easier to have one job, one hobby and one friend; you always know what you’re going to do next. But if that doesn’t work for you, then you shouldn’t feel bad for wanting to broaden your horizons. We only have one life, but we each have an infinity of ways of living it – so why not try several ways at a time? There’s no reason not to be all the persons you want to be.

Featured photo credit: Steven Depolo via flickr.com

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Last Updated on April 22, 2021

How to Work Hard the Smart Way: 4 Daily Rituals to Follow

How to Work Hard the Smart Way: 4 Daily Rituals to Follow

Habits are what sets an average leader apart from a great leader. We can argue that talent is the biggest factor; we may debate how the amount of charisma sets the two apart. Yet, if you were to show me what you believed to be a great leader, I can show you the habits that made her/him great. Great leaders have great habits and know how to work hard the smart way.

Developing Great Habits Is Hard Work

In my early college days, I had spent a lot of time learning how to play the trumpet. Playing the trumpet took time and discipline. I had some natural talent, but not enough to hide my lack of ability. My trumpet teacher was a man of discipline, and there was no doubt he had talent. What stood to me was his work ethic. He had to be one of the hardest working mentors that I had the privilege of working with.

One afternoon, I was in his office getting ready for my weekly trumpet lesson. As I was preparing, my eyes scanned the room and saw that there were quotes all over his office. My eyes rested on one quote that forever changed my thinking about my playing. It was a quote from my high school basketball coach Tim Notke that would become popular through professional athletes Kevin Durant and Tim Tebow:

“Hard work beats talent when talent fails to work hard.”

Hard work trumps talent. The key to success is not found in your talent or ability. Talent and ability are necessary, but they are not the primary factors. They are supporting roles in the story you are writing.

Ultimately, hard work is the key to your success. A good work ethic creates the momentum that propels you forward towards your goals.

Motivation Is Not the Answer

How many times have you seen someone go to a conference, get inspired, and then come home and do nothing?

If motivation were the answer, the world would have transformed hundreds of times over. Yet, when we look out our doors or turn on the news, we do not see a utopian society.

We have thousands of people who become inspired but lack the work ethic to apply anything they have learned. Time and time again frustration creeps in. We are so motivated and inspired by what we see but fail to put in place the things that would change our lives.

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Frustration happens when the gap between what you expect to be true and what is true gets bigger. Motivation tends to create an expectation that is not rooted in reality. We want to take on the world but cannot get off Netflix long enough to do so.

Motivation is not the answer, but working hard is. Good habits and routines that produce success are the byproducts of a strong work ethic. The habits and routines we create and follow are the foundation on which we build a winning life.

How to Work Hard by Working Smarter

Here are 4 routines that will help you learn how to work hard and achieve your short term and long term goals.

1. Define What a Win Looks Like

In football, a player that crosses into the end zone gain points. In soccer, a player kicks the ball into the net to score. Hockey, lacrosse, and basketball are all the same. The player takes the object and moves it into the designated area to gain points. The team with the most points wins the game.

Why is it that we can define what a win looks like in sports, but we fail to do so in our leadership, our businesses, or our homes?

Learning how to work hard without setting a target is futile. It is insanity to work hard without having a clear direction to place your energy. I would argue that defining a win is one of the most important routines that a leader can have. Defining a win separates superficial activity from meaningful activity.

When I define a win, I know the goal line I have to cross[1]. Knowing where the goal line is informs me of the activity I have to engage in to cross it. Without a clear direction, I am spinning my wheels hoping that I will get to a destination I haven’t defined. It is like asking a GPS for directions but failing to input the destination.

4 Steps to Define a Win
  • Know the outcome you desire.
  • Declare the outcome in specific, meaningful terms.
  • Write the outcome down.
  • Set your activity list to only do that which will complete your goals.

Let me give you an example. 15 years ago, I started speaking professionally. As a young and naïve speaker, I thought winning meant that I had to get a reaction from the audience. If they cheered, smiled, or cried, I considered myself a winner. The problem was my lack of understanding of what a win looked like. As a seasoned speaker, my wins look different.

As of today, when I speak, I am not looking for any emotional reactions from the audience. I win if, and only if, I clearly communicated my point so that anyone hearing the talk can take it and apply it to their lives that day. That is how I define a win when I speak now.

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Create a habit of declaring a win. When you do, you will see your productivity soar and your encouragement increase. Pairing a hard work ethic with wise decisions creates victory. Stop being a mouse on a wheel that goes nowhere, and start being the captain of your fleet.

2. Evaluate Your Activity

Not all activity is equal. There are things you must do, things you need to do, and things we can either give away or delete. The greatest challenge of a leader is understanding the difference. Understanding what activity is busywork and what activity is mission work is pivotal.

Not only do we need to learn how to evaluate our activity, but we must make this a core routine in our arsenal of success. Stop working so hard on everything and start learning how to work hard on the right things.

Not every activity will move the needle forward for you. In fact, you were never meant to do everything yourself! Once we stop trying to be a martyr in our leadership, we can start looking at how to take things off our plates through delegation.

Based on the Eisenhower box, there are 4 things that we look at when deciding on which activities are important:

  • Do now
  • Plan to do it later
  • Delegate to someone else
  • Delete it

Powerful questions are the way you discover if the activity is right or not:

  • Does this activity move me towards or away from my goals?
  • Do I have to do this activity or can I give this activity away to someone else?
  • Does this activity have to be now right now or can it be scheduled for later dates?
  • Does this activity have to be done at all?

Evaluating the type of activity you engage in should be a routine that you do daily. Learning how to work hard should create progress. Having a system of evaluation and a routine to do it will help.

3. Prioritize Your Calendar

If you were to show me your calendar, I could show you why you are not further along. When you lack the routine of placing things on your calendar, two things happen.

First, what does not make it on your calendar does not get done.

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It is a simple truth that is often overlooked. Your calendar contains the power to change your life. Yet, we don’t use our calendars to their fullest potential.

“You will never change your life until you change something you do daily. The secret of your success is found in your daily routine.” -John C. Maxwell

Also, if you don’t mark you activities on your calendar, you are leaving it open to other’s priorities.

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” -Stephen Covey

Having a routine in your life where you place things on your calendar is pivotal to your success. This is not a routine one should overlook.

It’s time to take your leadership and business to the next level. It’s time to start putting your daily routines on your calendar, along with your priorities.

4. Reflect on Your Day and Plan the Next

We are all about the morning routine. Whatever that looks like for you, there should be a routine in the morning that sets you up for success.

Hard work starts when your feet hit the ground in the morning. Creating the habit of winning starts with the first thing you accomplish that morning. If you win your morning, you will win your day.

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Best Morning Routine to Prepare to Work Hard

    But how often have you heard people talk about an evening routine? Tomorrow is won the day before it happens. When you fail to plan your day, you may put your effort toward in the wrong things. Route replaces routine. Indecision replaces decisiveness. Losses replace wins. The discouragement will deflate your momentum and increases the chances of procrastination. That is why we set our schedule the night before.

    “Every battle is won or lost before it is ever fought.” -Sun Tzu

    Working hard doesn’t have to be hard work. It shouldn’t take much out of you learn how to work hard as long as you work smart. Having a time where you reflect on the day and set your priorities is the difference-maker.

    Use these questions to reflect on your day:

    • What went well?
    • What didn’t go well?
    • What can I change?
    • What do I need to start doing?
    • What do I need to stop doing?

    The Bottom Line

    Navigating through life is hard work. Yet, the work doesn’t have to be hard when you work smarter. When you create routines that support your mission, you create wins. Working hard, the smart way will tip the balance in our favor.

    Boxing legend Joe Frazier said:

    “Champions aren’t made in the ring; they are merely recognized there.”

    Champions put in the hard work behind the scenes. The world recognized them as a champion when they saw the results of the hard work. Right now, you are doing the work of creating a champion in yourself.

    That work is setting your routines in order because you now know that success flows from your daily routines. If you are not experiencing the success you desire, then it is time to change things up.

    More on Creating Healthy Routines

    Featured photo credit: Zan via unsplash.com

    Reference

    [1] The Balance Careers: Interview Question: “How Do You Define Success?”

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