Does this sound familiar?

One minute you’re onboarding a new volunteer, the next you’re scheduling today’s social media post. Then you’re busting out this afternoon’s board meeting agenda. By noon, you’re wondering where your morning went (while you’re pulling up notes for your 12:30 major donor call).

How are you going to finish the board presentation on time?

Being “busy” isn’t a badge of honor for executive directors. It’s in the job description. You have a lot on your plate. But surprisingly, multitasking isn’t the answer to getting everything done. Find out why:

The Cost of Context Switching

People multitask most often in the presence of challenge stressors (like workload, responsibility, and time pressure). Of course, that means EDs find themselves multitasking a lot. Ever tried to go from writing a direct mail appeal to creating address labels to updating your website? Not ideal.

So how does multitasking impact productivity?

The problem with multitasking is context switching. It takes your brain some time to switch from one task to the next. Context switching has a compounding impact on your focus. While the cost of switching from one task to another may be relatively small, those seconds add up and compound over time.

Even a brief mental block created by switching between tasks can cost as much as 40% of an individual’s productive time. This graph by Gerald Weinberg breaks it down:

Imagine you’ve allotted 60 minutes to working on a project. Then, your phone buzzes and you pick it up. Just that simple act could result in losing more than 12 minutes. You might think you’re being efficient, but multitasking means every task takes longer to complete.

How to reduce the effects of context switching

Regain control over how much time you spend context switching. Here are some ways you can avoid or minimize the impact of context switching:

1. Make a list and determine your priorities.

Sometimes you just need to write a list. I will often have one of those days where I just need to dump everything that’s in my brain somewhere, so I can stop taking up so much energy trying to remember everything I’m trying not to let slip.

(Please tell me I’m not alone in this).

Lists give you the headspace to accomplish what you need to do. Here’s my tried-and-true process:

Step one: brain dump.

Yep, this is exactly what it sounds like. Write out everything that’s filling up your brain. Those thank you letters you forgot about last week. That major donor call on Thursday at 12pm. Board meeting prep. Write it all out.

Step two: figure out your priorities for the week.

After creating your list, it’s time to prioritize.

What needs to be done today?
What needs to be done by Friday?
What can I push to next week? Next month?

Focus on doing what’s most important first. Still not sure where to start? Do the hardest thing first.

Step three: group similar tasks.

Lists can help organize tasks within each project to avoid context switching within the projects themselves. Similar tasks can be grouped together to tackle them all at once.

2. Practice time-blocking.

So how do you make sure you’re sticking to your priorities and getting everything done? Using your calendar. Block off time for every project and batch similar tasks together.

Rather than writing one social media post a day, block of a morning to batch create and schedule your social content. Set some afternoons aside for calls and others for admin—that way you’re not jumping back and forth between working behind-the-scenes and communicating with prospects and donors.

It’s hard to know how long tasks will take, so always err on the side of overestimating. Give yourself a buffer or cushion between tasks in case meetings run over or something comes up.

3. Use a system to move projects forward.

Lists are no good if they’re forgotten in a notebook somewhere (or lost in a growing pile of post-it notes). Take list-making a step further: use a system to track your projects.

Here are some options:

Create a Google Sheet.

If you’re not ready to learn new software, Google Sheets are the perfect place to track projects and tasks. You could make a dropdown list to categorize each piece and add checkboxes to mark as things are completed.

Try a project management tool.

There are a bunch of free project management tools perfect for nonprofits. My personal favorite is Asana. There’s nothing like dumping your brain into a project management tool and feeling that relief. Knowing you have a plan for every step of the way.

Also, you’re more than welcome to steal my systems. By taking the time to schedule and plan your projects, you’re removing that mental energy of trying to not forget things. And, knowing that everything is scheduled, you can focus on the task at hand instead of worrying about when you’ll finish everything else.

But remember: lists are only as useful as they are accurate. Be sure to update and trim the list as needed.

4. Take breaks between tasks.

Here’s a secret no one tells you about productivity: rest is essential. Just like your body needs rest between workouts, your mind needs rest between tasks. Taking breaks isn’t lazy or unproductive. It’s a part of the process.

If you must make mental switches throughout the day, try to create a complete switch by marking the end of one task with a real break. (After all, you don’t want to be half in one task and half out the other).

Change your environment.

When possible, move to another desk or room. Sit on your couch with your laptop. Or head down to the nearest coffee shop for an hour. Use the physical change to clear your mind of the recent project so you can clearly change your focus.

Go for a quick walk.

If you can’t change your environment completely, take a short break. Get up from your seat and walk around a bit before starting up your new context. It sounds silly, but even a two-minute pace around your living room will help you re-center and come back ready to tackle your next task.

Try a productivity reset

This coming week, try out just one productivity tip from above, whether it’s listing your priorities each day or making sure you’re time-blocking. Your productivity doesn’t turn into a perfectly oiled machine overnight; give yourself time to experiment with the strategies that work for you.

Why multitasking is costing your nonprofit organization