In a previous blog post we summed up multitasking as:

Multitasking is the ability to shift between tasks very quickly. Also known as timeslicing, these transitions happen so quickly it appears like multitasking. However, each time you switch between tasks you must back up just a bit and review where you left off to make sure you don’t miss any critical information, essentially doing the same work over and over. The constant starting and stopping of tasks leads to “mental friction” and increased stress.

Focus on one task until it is complete. You’ll be transformed to a  focused, productive and less stressed person!

Setting goals is what January 1st is all about. Over the last few years, I’ve practiced something I call “my 3 words,” where I come up with three words that I use as guidance for how I should conduct my efforts in the year to come. I set goals around these three words. I build deadlines and projects around these words. They don’t have to mean anything to you, but the process might prove interesting to you, especially if you’ve found goal-setting difficult in the past.

My three words for 2010 are Be, Empower and Passion. As Chris states, your three words don’t need to make sense to everyone as long as they hold meaning for you.

• Be refers to “being present”. Being in the moment 100% without distraction. Being present for others. Being present to who I’m being so I can execute at my absolute best.
• Empower refers to empowering those around me. I cannot accomplish what I want to accomplish unless I empower those around me. Life is a team sport.
• Passion acts as a reminder to do what I enjoy and enjoy what I do.

Would your company benefit from defining three words for 2010? We’re already working on ours!

I’ve shared my three words. What are yours?

One area where we feel we have room to improve as a company is in communication. While we pride ourselves on making technology simple for our clients, we can always do better. Clear communication is an ongoing process. It takes hardwork and dedication.

We came across this Dilbert cartoon and felt it was a great example of the challenges of communication. We always have our clients best interests at heart, but I can also say we’ve had meetings that have unfortunately gone like this! All we can do is keep trying and keep laughing. What area can you improve? Is there a way for you to keep that focus throughout the year?

Here’s to a great 2010!

Thanks to Dilbert.com for use of their comic.

Via the Settings Menu, click on Web Clips and click disable.
Via the Settings Menus, click on General and Enable Keyboard shortcuts.
Via Settings, the Labs tab enable Labs (if necessary).
From the Labs settings area click enable on the following:

Signature Tweaks
Right Side Chat
Right Side Labels
Default Reply to All
Forgotten Attachment Detector
Mark as Read Button
Send & Archive
Undo Send
Title Tweaks
Google Calendar Gadget
Google Docs Gadget

A few notes on our favorite settings:

-Keyboard shortcuts is incredibly handy, once enabled type a ? to bring up a quick link dialog of available shortcuts.
-Send & Archive. Simply the most powerful way to keep your Inbox clean. A must have.
-Undo Send. Give yourself 10 seconds to retrieve an email. Very handy for last second edits.
-Right side labels and chat. Get everything on one page with a dashboard look and feel.

Both GTD and Inbox Zero are popular time, task and email management methodologies. Inbox Zero focuses on the challenges of managing an unmanageable amount of email. Getting Things Done is broader based, focusing on simple next step actions: Collect, Process, Organize, Review and Do.

We encourage you to take a few minutes to review the website for Inbox Zero and the Amazon reviews for Getting Things Done.

Using technology to further your business sometimes requires also reevaluating your processes and techniques for more efficient ways of managing information. Considering the current state of most people’s email boxes we find starting with email is a great first step!

Along with these techniques also consider the extra advantage of Google Apps. Simply put, Google Apps email is more GTD and Inbox Zero friendly than Microsoft Exchange and Outlook.

To learn more about any of these items or discuss Google Apps for your business, please contact us! 858-270-3595.

In a study on multitasking the University of London found that “Workers distracted by e-mail and phone calls suffer a fall in IQ more than twice that found in marijuana smokers.” That’s not very comforting!

Multitasking is actually the ability to shift between tasks very quickly. Also known as timeslicing, these transitions happen so quickly it appears like multitasking. However, each time you switch between tasks you must back up just a bit and review where you left off to make sure you don’t miss any critical information, essentially doing the same work over and over. The constant starting and stopping of tasks leads to “mental friction” and increased stress.

How do you combat this problem? As an exercise, try working without your email open for an hour a day. Then try two hours a day. Another option is to put your phone on “Do Not Disturb.” Go ahead, let a few emails and voicemails pile up. You’ll be surprised to learn no one expects an answer within 5 minutes. Creating time for yourself free from frequent distrations will lower your stress and increase productivity.

We’ll be covering advanced techniques for effectively managing information in future blog posts.

Look for these survey links in your next completed Service Request notification.  Thanks in advance for taking the time to share your thoughts.