Multitasking, a misused term! How to put your real multi-tasking power to good use!

“Do not multitask. I’m going to tell you what you already know. Trying to brush your teeth, talk on the phone, and answer e-mail at the same time just doesn’t work. Eating while doing online research and instant messaging? Ditto. If you prioritize properly, there is no need to multitask. It is a symptom of “task creep”—doing more to feel productive while actually accomplishing less. As stated, you should have, at most, two primary goals or tasks per day. Do them separately from start to finish without distraction. Divided attention will result in more frequent interruptions, lapses in concentration, poorer net results, and less gratification”  Tim Ferriss – The 4hr workweek

Multitasking is a term I constantly find people overuse and misuse.

I have seen this especially with people who are eager to prove that they have the ability to do everything at the same time.

Recent research highlights that “trying to focus on more than one thing at a time causes a 40% drop in productivity” (see below infographic for more research outcomes on the effects on this kind of  “multitasking”).

Moreover, the outcomes of “multitasking” is usually outcomes that are sub-optimal in quality. This of course creates more work negating the perceived “benefits” of saving time through Tim Ferriss’ described “multitasking” anyway.

The art of focus management is very important. More so, when you are working in an open office environment where distractions are very common and beyond anyone’s control.

Let’s see what the right way to think about multitasking is and a few tips on how to avoid disruptions as well as a presentation explaining a popular productivity method that can assist towards better focus management.

caffeinating, calculating, computerating

MULTI-TASKING

So, do we not focus on multitasking as a key skill for the modern professional?

Of course we do, but we need to redefine the term.

“MULTI-TASKING can be defined as the ability to work on multiple projects within the same span of time e.g. Have multiple projects on the run, but not at the same time”.

Good organisational skills, good action and project management skills are essential to achieve this.

It is obvious that the quality of work is in the effectiveness and efficiency by which we approach a task or project. Hence, we have to always look at these two terms working in tandem.

Efficiency means that you choose the right steps to the desired result and effectiveness is the fact that you get to the result.

Remember good old Einstein:

Everything must be made as simple as possible. But not simpler”.

STEPS FOR INCREASING EFFECTIVENESS FOR MULTI-TASKING

1. Focus Management – Select periods to work on specific projects and tell your colleagues that you do not want to be disturbed during this time. Select symbols to denote that this is your “mental focus time” e.g. A do not disturb sign always works 🙂

2. Become aware of where you dedicate time during the week. Eliminate the tasks that do not have an effect on the business and are just noise (meetings you do not need to attend and email people copy you in for the shake of been copied in are just some examples).

3. Work on your ABCs i.e

  • A- Tasks that are URGENT and IMPORTANT come first,
  • B- Tasks that are IMPORTANT but not URGENT come next and
  • C- the rest can wait.

4. Set out a time to review tasks and prepare a list of steps that need to be done (David Allen’s Getting Things Done method is highly recommended). The below presentation briefly describes this method:

 

OTHER RESOURCES

The below infographic gathers some research that proves that the multitasking as described by Tim Ferriss above is not efficient nor effective.

 

Multitasking

The Perils of Multitasking – infographic by onlinecollege.org

 

Image courtesy of Ryan Ritchie / flickr.com

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What Aristotle and Plato have to say about Team Development? – Part 2

In the previous blog post I discussed how the Aristotelian/Platonic term Endelexeia can assist us conceptualize and develop our Teams. I also provided some tips on how we could go about achieving this. Let’s now have a look at the second significant term – Methexis.

Read on if you also want to find out more about this concept and also get some tips on how to go about to achieve this within your teams.

Aristotle

Methexis

Methexis is a term we find in both Aristotle and Plato with slightly different connotations. The term effectively means ‘working together’.

However, the interpretation of the term provides for a more esoteric meaning e.g.

“A good way to describe methexis is by considering the circular dance of primitive tribes we sometimes see on the History Channel. The dancers work on an individual plane acting the steps based on the rhythm but also on a collective as the group can also be considered as a separate entity”. – Bolt

Paraphrasing Bolt (found here), Methexis is a way of considering the intermingling of attitudes, expressions and movement and the way in which meaning is enmeshed with the materiality and temporality of processes and practices in which signification is embedded.

So, it becomes clear that “the primitive tribes’ ” dance is not in response to the world, but a means of encountering it, sensing it, and remaking it.

Extending this thought, Carter (found here) describes the indigenous belief in the practices of sand-dance-painting which, he believes, is producing ‘real effects both on the human and the divine plane’.

“In essence, acting within a group has the potentiality of producing real effects on the individual and supporting and guiding his or hers journey towards self-actualization”. -Carter

Thereafter, the key question is this:

‘How is it possible for one form or nature to be present in a plurality of things, and yet to remain one?’. Cornford

To understand this question better, we can think of it in the same sense as  modern physics asks the question for the nature of light:

How can light be considered a particle and a wave at the same time? (you can find a brief description here)

In response to Cornford’s question and for whoever has immersed in dance, the experiential facts provides the answer that:

Yes, we can be present in the plurality of dance and still remain “one”.

Moreover, it is meaningful to do so.

A good start to your team’s journey towards your achieving Methexis is summarized below:

  • Employ each team member wisely taking into account technical skills but also psychological attributes that compliment the team and the team’s mission.
  • Run collective meetings each week/month and promote open discussions about the team’s goals, key performance indicators, and future opportunities.
  • Run a SWOT team analysis every year.
  • Promote a “one in, all in” attitude for your team.
  • Promote and encourage the full understanding of how the team’s efforts affects the organizational success.
  • Create a sense of pride for the work done.
  • Perform a stakeholder bonding exercise e.g. a small interview between team members. The below is an excerpt questionnaire from Schuh et al’s, fabulous book The CPO, reportedly used at a team building exercise:
  • “Why am I at this company? What motivates me to be part if this organization?
  • What do I expect from my colleagues within procurement and/or in different countries and/or in other functions?
  • How do I contribute to this? What am I willing to give?
  • You would never have expected this about me:”

 

CONCLUSION

Thinking about effectiveness and how to build the organizations of tomorrow, it becomes clear that we should focus on removing the organizational barriers that created the silo mentality and thwarted communication, innovation and progress.

Plato and Aristotle when they argued about Endelexeia and Methexis did not have modern organizations in mind. Methexis was a term that was used in the Arts (Theatre) as a way to describe that the audience was fully immersed in the play and so, a measure that the play was successful.

However, both these terms can provide much food for thought in how we organize our teams today. This is because these terms assist us to conceptualize basic human needs i.e. the need to become and the need to connect.

The balance between the individual and the team is very important, i.e. the balance between the need to reach Endelexeia and to feel Methexis and so, making steps towards achieving both these states would ensure that organizations will have happy and engaged employees, well tuned and effective teams in their effort to be successful in this hyper-competitive market-space.

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Image courtesy of Nick Thompson / www.flickr.com

 

What Aristotle and Plato have to say about Team Development? -Part 1

Dedicated to the SAPHIR team, my friends and colleagues at CMA CGM for highlighting what dedication, perseverance and passion can achieve, and for a reflective, joyful and productive three weeks spent with them at Head Office working towards the SAP implementation project as well as, a variety of other small side projects.

The below post was on my mind for a while but believe it “put itself together” following this great experience.

This post focuses on two basic principles that assist us to conceptualize Team Engagement (analyzed before here, here and here) starting from an interpretation of Ancient Philosophy that seems more contemporary than ever.

Read on if you also want to get some tips on how to go about to achieve this within your teams.

Plato and Aristotle

INTRODUCTION

So, what can Ancient Greek Philosophy can contribute to a discussion on better Team engagement?

What would Aristotle and Plato say about the management of modern teams?

Surprisingly, the advice that these thinkers may have suggested is very close to what our current thinking about team and individual development is.

The core of it could be crystallized in two terms: methexis (μέθεξις) and endelexeia (ενδελέχεια).

Let’s see on why it is important to consider those terms which enable us to better strategise towards getting optimal results from our teams.

 

Endelexeia

Endelexeia means to “have an end in itself / to have completeness”. In other words, to become who you really are.

Endelexeia is a concept that suggests that we need to know our team members’ behavioural style, i.e. weaknesses, strengths, dreams.

Only then, we can find the best ways to engage them i.e. position them in the right roles, support them and guide them towards meaningful work that will eventually promote and expand their ability to achieve optimum results for themselves and for the team i.e. work that will increase their Self-Esteem and enable them to even attain Self-Actualisation (as per the model by Abraham Maslow).

Nowadays, it is true that Work and Life have become intertwined. Technology has vastly contributed to the blurring of the dividing line between the two.

As we are creatures that seek meaning in all facets of Life, Work provides a great opportunity for this should we want to pursue it.

Moreover, we are getting closer and closer to Peter Drucker’s inspirational view that organizations are the means through which individuals can contribute towards the embetterment of society. Specifically, from his book The Effective Executive the below quotes are representative:

“The cohesion and strength of our society depend increasingly on the integration of the psychological and social needs of the knowledge worker with the goals of organization and of industrial society.

Effectiveness reveals itself as crucial to a man’s self-development; to organization development; and to the fulfillment and viability of modern society”

Job positions that satisfy mere processing needs are becoming automated and so, eventually we will be left with positions for which significant value-add will be required from each team member.

This means that creativity, lateral thinking, full engagement and the organizations’ focus on each team member contributing 100% of their capability will shift the attention towards understanding and promoting Endelexeia for each individual.

We already see this in recent literature e.g. the Rosenbluth and McFerrin Peters great book, The Customer Comes Second, supports the notion that should an organization supports and promotes the success of its own employees, then it also ensures that the Customer will be served and looked after.

It is thus important that work transforms itself to become meaningful enough and engaging enough so, each team member can be allowed to achieve optimal results.

Only then, the process of work becomes a win-win situation in which each individual can achieve Endelexeia.

A good start to the journey towards endelexeia is summarized below:

  1. Run a Behavioural Test with each team members and use it as a prompt to start a discussion.
  2. Run a Productive Culture Survey and use it as a prompt to see how you can improve it. 
  3. Start having One-on-One meetings with your team every week or bi-weekly so, you keep in touch with them. Use these meetings as a means to connect, reflect and continuously improve.
  4. Reward successes.
  5. Go through the presentation on 12 tips for successful team engagement (here)

 

In my next blog post I will discuss the second significant term, Methexis and some tips on how to achieve this.

 

Image courtesy of Image Editor / www.flickr.com

 

4 techniques to help you get over the “Perfection Syndrome”

“Don’t let perfect be the enemy of the good” – Mark and Mike (Manager Tools).

How many times have you hesitated to ship a project, verbalise an idea, start on a venture, make a phone call because you considered your preparation to be less than perfect?

This is a very common situation I like to call the Perfection Syndrome. It can be quite debilitating as it does not allow individuals and teams to be creative and effective in the workplace to their full potential.

Read this post if you want to find out 4 techniques that can make these dilemmas go away and put your mind at ease so you can press send, speak up or make a first step next time.

DSC_6744

TECHNIQUES FOR OVERCOMING THE PERFECTION SYNDROME

Let’s look at the four such techniques:

1. Treat everything as a DRAFT and declare them as such.

Simply watermark DRAFT as the background or mention it when you are presenting.

This simple technique communicates the fact that you are open to ideas and feedback and allows you to

i) start the conversation with those around you

ii) create the perfect environment for collaboration.

Now, the pressure is off as Drafts are meant to be imperfect and everyone understands this.

2. Have the important stuff CURATED.

Simply have another set of eyes go through the detail to pick any errors or enhance the presentation, content, style etc.

As an example, in our team we are using each other as an Email Curator. This means that, especially when the stakes are high, emails are scanned for content, purpose, readability by the writer and another team member.

In this way everyone has a better idea of what everyone else is working on and as a result of this process the important emails or projects look and feel much more professional upon submission.

3. Make a list of different versions of things that you previously considered good enough or “perfect” and use them selectively in the future.

For example, if you perceive contracts as jigsaw puzzles where the best elements for each need to be combined and fit for purpose, then having available variations of clauses or Ideas (variations that have been audited, approved and used previously), then you will be never “lost for words”.

These variations provide options so each Contract is fit for purpose.

The alternative would be to use a standardised template which will most likely NOT be the best fit for the purpose and confine our thinking. This is because the scope, quality, governance etc you aim for with each vendor is different.

Don’t get me wrong, some elements of a Contract can certainly be templated (e.g. Legal section including Insurance, Formal Disputes Resolution etc) but others are better not (e.g. SLAs, Governance, Relationship, Work Practices).

An even worse alternative to using a rigid standardised template would be to start each time from a blank page. This is simply counter-productive.

4. Have a Checklist to ensure everything gets covered.

For example, each contract should cover some key minimum sections e.g. the 3Ps – Parties, Price and Product and then a variety of others (e.g. SLA, Governance, Termination, Work Practices, Code of Conduct etc).

Having a checklist ensures that all aspects that need to be covered or discussed are covered one way or another.

These are just 4 techniques you can use as enablers to get over the “Perfection Syndrome”.

Do you use any others?

 

[Image courtesy of jpkwitter / http://mrg.bz/Y18YBz]

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