A newsletter reader asked: “How do I switch gears between projects? When going from Project A to Project B, I find that I need to halt the brakes on Project A, skim through Project B’s file and figure out what the goals for the matter are, and then proceed, but in a way that makes me lose a lot of time.  Any organization tips on how to seamlessly juggle multiple matters?”

What a great question! Most people find it very difficult, if not impossible, to go from one project to another seamlessly. It’s hard to avoid interruptions and delays especially when winding down from a project and gearing up for another one. How easy it is to lose “flow”, that state of mind in which you are focused on the project at hand and are not distracted by anything else! The transition is tough to make.

Here are a few suggestions to make the switch easier:

1)      Before putting the project away, write a summary of what you did and what needs to be done next. Attach the summary to the documents. Be specific regarding next steps. Or enter the information electronically. Make sure it is readily available the next time you go to the project.

2)      Move any physical evidence of the project, such as a stack of documents , somewhere else – preferably out of sight and thus, out of mind. That way it will no longer be an obstacle to moving forward on another project.

3)      Take a mental or physical break (or both) to put space between the project completed and the upcoming one. This makes it easier to switch thought processes.

4)      Do little tasks in between two major projects. Switch to the phone or email but keep track of the time so you can transition to the next project.

5)      Start the second project by reviewing what needs to be done and listing the tasks involved. That will ease you into the project and give you a clear starting point.

Check out D. Keith Robinson on Lifehacker “How To Transition Projects Without Losing Your Flow” for more thoughts on approaching one project at a time. Like us, Robinson believes that multi-tasking and working on both projects at the same time wastes time. You may think that you’re getting twice as much done but, in reality neither project is receiving your best effort. Stick to one project at a time. Once it’s done, then move onto the next one.


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