Say No to Multitasking

I'm not big on multitasking. In fact, I'm dead set against it. Multitasking wastes time. It makes people create defects. But what happens when your manager asks you to multitask? What do you say?

You say No. But you don't just say, "No, you stupid idiot." Even I know that's the wrong way to say No. Instead, consider these alternatives:

1. "When do you need this?" The first question you should ask is the When question. Maybe your boss is asking you for something for later. Maybe not. But it's worthwhile to ask.
   
2. "What should I stop doing?" Maybe your boss doesn't realize everything you're doing. Explain what you are doing and ask what you can stop.
   
3. "Here's when I can start this work." Explain your plan for what you are doing, when you think you'll finish, and when you can start the new work. See what your boss thinks.
4. You might ask, "What is the strategic reason behind this work?" Ask this question nicely.
5. You also might ask, "Which one of these projects moves the organization ahead fastest or first?" The answer might surprise you--or your boss.
   

Maybe when you start that conversation, your boss can't believe that you are pushing back, or what you say or what you ask. Your boss might not remember everything you're doing. I had a manager like that. So I drew him a picture of everything I was doing for the next few weeks. I had the weeks across the top, and a list of projects down the side, and showed him how I was going to allocate the time. And, I had a big black line partway down the page, labelled "Unstaffed work."

"Johanna, you can't have 'unstaffed work', you're only one person."

"Yes, I can. I'm only one person. If I can't do it, no one can."

Now, you are not me. You might not want to have the conversation the way I do. In fact, you might want to be much less in-your-face than I am. That's perfectly fine. But you have to say no to multitasking. You have to manage your own personal project portfolio.

No matter what you do, start the conversation. Because multitasking is the illusion of progress, not real progress. And, if you have tried to have this conversation and are having trouble, join me in Peer Project Portfolio Coaching.