Do you find yourself constantly multi-tasking? Always distracted and unable to focus on a single activity? And even though you know you could get that report, email or assignment wrapped up in a couple of hours, it ends up taking a couple of days or weeks instead?
Us Project Managers have morphed into masters of multi-tasking. We have so much happening on our projects that we constantly switch between activities. Sometimes this way of working serves us well. It allows up to keep more balls in the air and move multiple project elements along in rapid succession. But simultaneously juggling many things is not always the best way to work and constant multi-tasking can distract from what we need to prioritise and become an excuse for avoiding activities that requires deeper focus and concentration.
There are also debates about how good humans are at multi-tasking in the first place. Research suggests that ‘multi-tasking’ is a misnomer and that humans cannot actually complete multiple things at the same time. Instead, we rapidly switch between activities, sometimes so rapidly that we feel like we are multi-tasking.
The problem is that this way of working comes at a cost. Rapidly switching between activities can easily lead to mistakes and oversights. Constantly changing tasks is mentally draining and increases our stress levels. ‘Multi-tasking’ forces our brains into overdrive and affects our performance and efficiency.
Instead, when we have a specific task to complete, we should aim to achieve what Austrian psychologist Mihaly Csikszentmihalyi termed flow state. Flow describes a state of mind where you are so singularly focused on a task that you look up at the clock and are shocked to see how much time has gone by. It is the condition that many artists and athletes describe when they are performing; when they are in the zone.
In contrast with multi-tasking, working in a flow state leads to increased performance and productivity. A flow state means you are highly concentrated on what you are doing. In this state you find yourself working clearly toward a task or outcome with a sense of confidence, calm and control over your actions. Completing the activity becomes intrinsically rewarding and your brain magically works out what to do and when.
So how can we achieve a flow state? What can we do to create an environment where we become so engaged in a task that we forget our growing to do list and our constantly dinging inbox?
- Set yourself a clear and achievable task. Being singularly focused on a task requires understanding what that task is and what the inputs and outputs are.
- Set aside dedicated time. Time block your diary so you know when you will work on the task and put aside a suitable amount of time to get the task completed.
- Eliminate distractions. This means closing down your emails, putting your phone on silent and choosing a space where you will not be interrupted or disturbed.
- Make sure you have the right tools to hand. Before you sit down to complete the task make sure that you have everything you need. You do not want your flow to be interrupted by practical matters that limit or distract you.
- Warm up your mind. Athletes do not run a marathon without practise runs and musicians do not perform concerts without warming up. You are the same. Do some breathing exercises, read an article, go for a walk or listen to some music. These activities will help your mind transition to a state of readiness for the task ahead.
- Practise regularly. Like everything in life, entering a state of flow becomes easier the more we practice. Start by entering a flow state on smaller activities and then scale up to increase duration and frequency.
In the busy and dynamic working conditions of the construction industry it can be difficult to spend dedicated time on one activity. Instead, we incessantly flip between tasks, moving things along distractedly a little at a time. As a result we make mistakes, drag activities out, increase our stress level and procrastinate from tasks that require focused attention.
So next time you have a specific activity that you need to get done, try implementing the techniques in this article to create the conditions that make entering a flow state possible. With time and practice entering this state will become easier. Experiment with what works for you and watch as the quality of your work increases and your productivity rises.