As entrepreneurs strive to maximize productivity, the go-to strategy of multitasking often falls short. In reality, precision-tasking can increase productivity and satisfaction while reducing overwhelm.
Inspired by an article on small business productivity from Xero, we take a deeper look into how focusing on fewer, more specific tasks can improve your ability to get work done.
In the early days of entrepreneurship, sweat equity is an invaluable currency, and if efforts don’t match up to the value you’re bringing to your business, frustration and fatigue can overshadow feelings of success.
You might spend a typical day multitasking your way through your to-do list, but by the end of it, you haven’t gotten much done. On top of that, your attention is split, so the quality of your work suffers. Even worse? The time it takes to switch between tasks quickly adds up to wasted effort.
Doing more results in less. This is the productivity pitfall, and proof multitasking just doesn’t work.
#how-to-adopt-a-focus-first-approachPrecision tasking puts your focus on achieving a desired outcome. Tasks are carried out with the intent to reduce errors, enhance productivity and deliver the most value to your business.
Keeping track of a long to-do list can be as exhausting as the work itself. Tools like Notion and Trello can make it better, but one way to address the overwhelm is to limit your task list to 3 - 5 items.
Another way to move away from multitasking and toward precision tasking is to follow the 3/3/3 framework from the book “Four Thousand Weeks: Time Management for Mortals”.
Taking a structured approach helps you focus your attention on the most critical aspects of your work, while still making time for necessary but less impactful tasks. By narrowing the scope and dedicating specific blocks of time to different types of tasks, you can maintain focus and momentum throughout the day.
Nine hours is a long work day, so would taking breaks make it even longer? First, the 3/3/3 framework shared above is a suggestion, not a rule.
Regardless of how long it actually takes to complete each category of work, planned breaks support you in staying focused and refreshed. A study using data from a productivity app showed that the most productive people worked in 52-minute bursts followed by 17-minute breaks. So just as you’d carve out dedicated time for tasks, build breaks into your schedule too.
Eat your lunch. Run an errand. Stare into space.
All work with no rest is counterproductive and leads to burnout. Notice when you start to reach for distracting apps on your phone, or go down rabbit holes rather than following your planned to-do list. This might be a sign your body and mind need rest. By allowing yourself moments to recharge, you can return to your tasks with renewed energy and a clearer mind, ideally achieving more in less time.
Body doubling is a powerful productivity strategy where you work alongside another person, either in person or virtually. This method is popular among people with ADHD and leverages the natural human tendency to mirror the focus and energy levels of those around us.
By having someone else present and focused on their tasks during working sessions, you’re more likely to stay on track with yours. To make the most of body doubling, set clear rules with your partner, use timers for structure and maintain visibility through video chats.
This ensures mutual accountability and fosters a supportive, non-judgmental environment, helping you complete your tasks and achieve your goals more effectively.
Plan your day with one goal in mind: get one thing done. Not just any one thing, but the task you feel will make the most impact in your business or result in a quick win. Jasper Smith, Founder of the #BuildWealth Movement refers to these impactful tasks as income producing activities. Try using a prioritization matrix to understand the importance, urgency and impact of the tasks on your list.
This is just an example, to show you how to adopt the matrix for yourself. Remember this exercise should be tailored to what you consider a priority in your day, and in your business.
In a world where making the most of little time and limited resources seems to be the norm for new entrepreneurs, precision tasking can be a powerful tool for bringing your goals and dreams to life.
While Xero’s take on small business productivity shares that entrepreneurs across the globe are getting less done, we’re optimistic that there’s a path in which doing less could actually begin to result in more. More impact. More satisfaction. More overall fulfillment in business.
Digital Entrepreneur's editorial team includes Sharon Milone and Barrak Alzaid, with help from our friends at Redbrick, Danni Deguire and Rachel Aiken.