Last week, I shared with you about the real problem of decision fatigue and having too many choices. This is what leads many of us to spend our day multi-tasking. But there’s a downside to this skill – it doesn’t work. Studies show that we cannot successfully do many things at the same time. Yes, your brain is constantly chattering at you when you have a lot on your plate, and you have multiple thoughts in your head at any given time, but the simple fact is multi-tasking doesn’t help us to do the job we want.

I was a confirmed multi-tasker. I was proud that I could respond to a few emails, get back to working on a project, and open some junk mail while I was taking a call. But it was costing me. Almost every time I multi-tasked, I didn’t produce my best work. I hit send in my email – and realized too late that I had made typos, or worse, I sent it to the wrong person. Other times, I didn’t fully read an email I received and didn’t follow through properly. Projects were completed, but not as well as they could be. Everything got slightly short changed.

Multi-tasking didn’t and doesn’t work.

So how do you get through it all? Naphtali Hoff advises Instead of Multitasking, Go All in on Your Tasks. We need to be single-task focused. He offers the following 8 steps to take:

1. Make a to-do list and/or block out times – Take note of your priorities and then set time to do them. One at a time. You don’t need to act on your biggest priority first (especially if you don’t have the time until later), but know what you are going to do and when. And then only do this thing.
2. Break down large projects or tasks into chunks – Because we frequently look at how much needs to be done – and frequently get overwhelmed – this one is important to repeat. Get clear on the steps, and then do each step completely before moving on to the next. It’s the old story, “How do you eat an elephant? One bite at a time.” As each step is taken, success doesn’t seem impossible.
3. Work in time blocks – Hoff says to work for 25 minutes and then take a 5 minute break. This works great if you can keep your breaks to five minutes (To be honest, I’m not always good at that). Working for short, dedicated periods of time helps our brains to not “panic” that we have to stay focused indefinitely. Like breaking things into chunks, breaking down time this way works, too. It is also easy to stay focused on one thing if you know it’s for a shorter period of time.
4. Remove distractions – Hoff has several recommendations, including shutting off your phone (so hard!), keeping your desk neat, and closing open computer tabs. Do what you can to keep your focus on the single task you are trying to accomplish.  
5. Set unrealistic personal deadlines – This one is a little more controversial and won’t work for everyone. Hoff believes that if you give yourself a shorter deadline, you’re more likely to stay focused and be more productive. Try it (and let me know if it works!) For example, tell yourself you’ll get something that normally takes you an hour done in half an hour, then push yourself to do it. For some, that deadline and pressure will be motivating.
6. Write it down – Most of the time, when we suddenly remember we need to do something while we’re in the midst of another project, we attend to it. Then when we get back to the original task, we waste time reviewing to find out where we are. Instead, keep a notepad nearby, make note of what needs to be done next (or later), then get right back to what you are doing during this time block knowing that you won’t forget and can take care of the other project later.
7. Follow your energy – When do you do your best work? First thing in the morning? After answering emails? Maybe you’re an evening person. Use that time for the work that needs your clearest focus and schedule other tasks for other times.
8. Enjoy the sensation – It’s that inner delight when you cross something off your to-do list. The more you do, the more energized you are. Take the time to feel good about what you’ve done and you’ll have more energy to tackle whatever comes next.

Being a leader puts a lot on your plate. So does running a school library. You will do better at both if you follow as many of these steps as possible and stop multi-tasking and instead, keep your focus to a single task at a time. By doing this, you’ll be amazed at how many tasks you actually get done and how well you’re able to do them.