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Time management
HOW TO STAY FOCUSED IF YOU’RE ASSIGNED TO MULTIPLE PROJECTS AT ONCE
Follow a few simple rules.
by
* Heidi K. Gardner
and
* Mark Mortensen
by
* Heidi K. Gardner
and
* Mark Mortensen
November 07, 2017
Cristina Escultura/EyeEm/Getty Images
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Summary. Most of us are juggling multiple teams at once. In theory, this
system of “multiteaming” offers a number of upsides: You can deploy your
expertise exactly where and when it’s most needed, share your knowledge across
groups, and switch projects during...more
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Few people today have the luxury of working on a single project at a time; most
of us are juggling the demands of many teams at once. In theory, this system of
“multiteaming” offers a number of upsides: You can deploy your expertise exactly
where and when it’s most needed, share your knowledge across groups, and switch
projects during lull times, avoiding costly downtime.
FURTHER READING
* THE OVERCOMMITTED ORGANIZATION
Leading teams Magazine Article
* Mark Mortensen
* Heidi K. Gardner
Why it’s hard to share people across multiple teams—and what to do about it
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*
The reality, though, as we found in our research over the last 15 years, is a
lot more complicated. For many people, getting pulled across several different
projects is stressful and less productive than theory would suggest. Switching
attention between tasks takes time and saps your focus and energy. Moving
between teams, you probably also need to adjust to different roles — you might
be the boss on one but a junior member of another, for example — which changes
not only your level of accountability but also your ability to juggle resources
when a crunch time hits. Different teams encompass their own unique cultures,
including relationships, routines, symbols, jokes, expectations, and tolerance
for ambiguity, which requires energy to handle. And unless you carefully plan
and negotiate your contribution on each team, you may end up doing repetitive
work instead of pushing your own development.
How can you manage your time, stress, and development if you’re on multiple
teams? And how can you stay focused on what’s most important? Start with some
up-front planning and follow a few simple rules:
PRIORITIZING AND SEQUENCING YOUR WORK
Get the big picture. Focusing narrowly on a given day’s work puts you in a
reactive, firefighting mode. Schedule a regular status check on all your
projects to note milestones. By proactively identifying crunch times when
multiple projects have high demands, you can better manage your time and set
expectations. The speed and demands of your projects determine the ideal
frequency of check-ins, and the management style and seniority of your
stakeholders sets the tone for establishing priorities when push comes to shove.
Sequence strategically. Pick one task and focus on it intensely, rather than
juggling. Start with the task that requires the greatest concentration and give
it your undivided attention. Decide on a distinct set of must-achieve outcomes,
define which actions are necessary to achieve only those results, and ruthlessly
stick to them. Research shows that attention residue — thoughts held over from a
project you’re transitioning from — takes up valuable mental space, so the fewer
switches you can make in a given day, the better. If you must multitask, then
coordinate and group any compatible duties. For example, if you know you are
going to need to answer phone calls at random intervals, work on another task
that can be interrupted at any time.
YOU AND YOUR TEAM SERIES
STAYING FOCUSED
* YOUR BRAIN CAN ONLY TAKE SO MUCH FOCUS
* Srini Pillay
THE TWO THINGS KILLING YOUR ABILITY TO FOCUS
* William Treseder
HOW TO STAY FOCUSED IF YOU’RE ASSIGNED TO MULTIPLE PROJECTS AT ONCE
* Heidi K. Gardner and Mark Mortensen
SETTING AND COMMUNICATING EXPECTATIONS
Protect yourself. When you’re focused on a high-priority task, buy yourself a
mental escape from unnecessary intrusions. For example, when I’m writing — my
highest-concentration task — I put an automatic reply on my email telling people
I’m not checking messages till a certain time of day, and offering my mobile
number in case of an emergency. By telling people not to expect an instant
reply, you buy yourself some time to focus, while reassuring them that you will
pay attention — later. Including your phone number signals your willingness to
respond but also makes people think twice about whether their request truly
needs immediate attention.
Document and communicate progress. Seeing momentum helps your team leaders feel
empowered and in control. Be up front when problems arise. The earlier you say,
“I’ve got a conflict and might have trouble delivering 100%,” the more leaders
will trust you. One seasoned team member in our research said many of his
responses to team requests are simply two words: “On it.” Even this super-brief
response tells colleagues that he received their request, so they know he’ll
follow up when he can provide more details.
OPTIMIZING YOUR DEVELOPMENT
Know thyself. A big downside of multiteaming is the truncated exposure to
experts from different areas, reducing both your chance to learn from them and
your ability to create an impression. Under time pressure, the temptation is for
each person to contribute where they already have deep knowledge, rather than
investing in members’ learning and growth. You need to own your development
goals and your progress toward them. Figure out who else on the team you want
exposure to. Make your development goals explicit, to both your team leader and
those experts.
Force thyself. After identifying your development goals, block out time for
actual learning. Research shows that a critical determinant of learning is time
spent reflecting on and integrating new information. This is a challenge,
because multiteaming forces us to jump between projects with the express goal of
reducing downtime. Therefore, you need to intentionally and explicitly schedule
time for reflection. Obviously, you can’t go overboard and become a bottleneck
just to carve out contemplation time, but make sure team members see reflection
as “real work.”
Across the world, the significant financial benefits of multiteaming mean it has
become a way of life, particularly in knowledge work, despite the stresses and
risks it can pose for people working across multiple teams at once. As one of
those team members, you can manage the trade-offs of working in an overcommitted
organization and reap some of the benefits yourself.
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MORE FROM THE AUTHOR
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TRANSFORMING WORK
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Read more on Time management or related topics Stress management and Personal
productivity
* Heidi K. Gardner, PhD, is a distinguished fellow at Harvard Law School,
author of the new book Smarter Collaboration: A New Approach to Breaking Down
Barriers and Transforming Work, and founder of the research and advisory firm
Gardner & Co.
* Mark Mortensen is a professor of organizational behavior at INSEAD and for
over 20 years has studied and consulted on collaboration and organization
design, with a focus on hybrid, virtual, and globally distributed work. Mark
publishes regularly in Harvard Business Review, MIT Sloan Management Review,
and INSEAD Knowledge, and is a regular fixture in popular press outlets like
the BBC, the Economist, the Financial Times, and Fortune.
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Time Management Course
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40 courses trusted by Fortune 500 companies.
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Read more on Time management or related topics Stress management and Personal
productivity
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