Serve First, Sell Later Marketing
Serve First, Sell Later Marketing
#46 Achieve More With Less: How to Boost Professional Productivity
In this episode of the Serve First, Sell Later Marketing Podcast, host Sylvia Garibaldi dives into the myth of multitasking and its damaging effects on productivity, especially for legal, mediation, and divorce professionals. Sylvia shares research revealing that multitasking can reduce productivity by 40% and increase errors by 50%. She then provides actionable strategies to help professionals focus on one task at a time, improve their efficiency, and create a work-life balance. You won’t want to miss this episode!
Resources mentioned:
Book a strategy call here.
#23 Work Smarter, Not Harder
Key Takeaways:
- Multitasking reduces productivity by 40% and increases error rates by 50%.
- Focused, single-tasking leads to better work quality, less stress, and improved client satisfaction.
- Use strategies like time blocking, the “power of three,” and eliminating distractions to enhance productivity.
- Delegating and outsourcing tasks can free up time for high-value work.
Episode Chapters:
- [03:46] Multitasking Myth: Why multitasking doesn’t work and its negative effects.
- [05:24] Benefits of Focused Work: Improved concentration, reduced errors, and stress reduction.
- [07:22] Prioritizing Tasks: Tackling the "worst first" and using the power of three.
- [09:45] Time Blocking: Structuring your day for success with focused time slots.
- [12:46] Managing Distractions: Tips for eliminating distractions and using technology to your advantage.
- [16:22] Delegating and Outsourcing: How to free up your time for high-value tasks.
- [17:51] Handling Interruptions: Using the two-minute rule and developing a triage system.
Rate, Review, & Follow on Apple Podcasts
"Love listening and learning from the Serve First, Sell Later Marketing Podcast” If that sounds like you, please consider rating and reviewing my show! This helps me support more people -- just like you. Click here, scroll to the bottom, tap to rate with five stars, and select “Write a Review.” Then be sure to let me know what you loved most about the episode!
Sign up for our free LinkedIn newsletter on marketing your professional practice
Click here for a free strategy call
00:00 - Sylvia (Host)
Hello everyone, and welcome back to episode 46 of the Serve First, sell Later marketing podcast. I'm your host, sylvia Garibaldi, and in today's episode I want to talk about something that many professionals struggle with, including myself, and that is multitasking. Can you relate to that? Could this be you? Maybe you're a lawyer juggling three cases simultaneously. Or maybe your phone is ringing with client messages, your inbox is just overflowing and you've got a contentious client meeting in an hour. Does that sound familiar? Or maybe you're a mediator, frantically switching between divorce cases, trying to remember which couple said what, all while preparing for your next session. I think we've all been there thinking we're productivity superheroes bouncing from task to task. But here's the kicker that multitasking magic that we're so proud of it's actually costing us big time. So some studies are showing that multitaskers experience a whopping 40% drop in productivity and makes up to 50% more errors. So in this episode, we're going to bust that multitasking myth wide open and really just talk about how can we focus on one task at a time that can really change the game for our productivity and our success, and that's what this episode is all about Like. Let's create an action plan here that you can implement day by day so that you can start to move the dial and see more success. So I'm going to be diving into these practical strategies to help you focus, boost your efficiency and really make more time for you, for your family and, of course, your friends. But before we dive in, I have a quick question for you. Have you shared this podcast with another professional who you think could benefit from it? If not, please send them the link to the podcast. I would be so appreciative of your support, as my goal and my mission is really to help as many legal mediation and divorce professionals as possible, to help them learn how to spread the word about what they do so that they can make a bigger impact. All right, let's get started, so that they can make a bigger impact. All right, let's get started.
03:46
So how do we tackle this multitasking myth? And so I think we've all been there, feeling like a superhero as we juggle phone calls, draft documents, respond to emails, and it doesn't really feel productive, right? So we're really conquering the world one task at a time. But here's the kicker. So you may have heard this before, but our brains aren't wired to focus on multiple things at once, right? So instead we're rapidly switching between tasks, almost like a frantic game of mental ping pong. So here's what you might be thinking. I've been multitasking for years. It's how I get things done. Trust me, I get it. But here's the cold hard truth. When you look at the stats, studies show that this constant task switching can reduce productivity by up to 40%. So let that sink in. That's nearly half of your workday. That's totally gone. And it just gets worse. Because when we're constantly shifting our focus, we're more likely to make mistakes. In fact, as I mentioned, error rates can skyrocket by up to 50 percent when we're multitasking. So just imagine explaining to a client that you've just mixed up their case details because you were trying to do three things at once. Not a great look, right? But it's not all doom and gloom. I think that there's ways that we can improve this, and I think understanding and building awareness of this myth is the first step towards really changing your work habits.
05:24
So what happens when we focus on one task at a time? Well, firstly, increased focus and concentration. So imagine diving into a really difficult case file without that phone buzzing or an email notification popping up. You know the kind that makes our head turn immediately to our mobile phone to check what's going on. And I know I certainly see the value in this when I shut everything else down and just work on one task. It can make a huge difference. So let's talk about the quality for a moment.
06:02
I think we've all had those times when we catch a silly mistake and think how did I miss that? Well, focusing on one task at a time is really your secret weapon. By giving each task your full attention, you're more likely to catch errors, think more critically and produce work that truly shines. And so here's a big one that appeals to me the most, and that's reduced stress and mental fatigue. So constantly juggling tasks is like running a mental marathon. It can be so exhausting. So by focusing on one thing at a time, you're giving your brain a break from that constant switching right, constant switching between one task to the other. So you might find yourself feeling more relaxed, more in control, much more focused and really enjoying your work so much more. Last but definitely not least, I think enhanced client satisfaction is another big win, because when you're fully present and focused, your clients notice, they really do notice, they feel heard, they feel understood and they feel valued. So you're not just going through the motions, you're truly engaged and happy clients. They're the backbone of every successful practice.
07:22
Okay, so how do we break this down and get right really into the nitty gritty. So how do we avoid multitasking in that often hectic legal mediation or divorce industry that you're in? So let's talk about prioritizing tasks. So the first thing is we've got to get the worst first approach. What do I mean by that? Now, you're probably thinking what is the worst first thing? So bear with me on this one. You know that dreaded task that you've been avoiding yeah, that one. I think we all have those. That's the first one that you need to actually tackle. So maybe it's making those follow-up calls on prospective clients that haven't made a decision yet, or maybe it's starting a plan that you've been avoiding for the longest time. So, tackling your most challenging or unpleasant task early in the day, when your energy and focus is at your peak, that's when you're going to have the most success. Plus, once it's done, everything else will feel like a breeze.
08:26
So let's talk about the power of three technique. So it's a simple, effective way to structure your day, and here's how it works At the start of each day, I want you to identify the three most important tasks that you need to accomplish. Not five, not ten, just three, just three. And these are your non-negotiables, these are your must-dos. So by limiting yourself to three key tasks, you're forced to prioritize what truly matters. So it prevents that overwhelming feeling. Plus, it gives you really a clear focus for the day. So knock out those three tasks, and anything else you accomplish is a real bonus. And so the beauty of these strategies is their simplicity right, I like simple, easy, quick. You don't need fancy apps or complicated systems, just a bit of honest self-reflection and the courage to tackle your biggest challenges head-on. So tomorrow morning, I challenge you to identify your worst first task and your power of three. Give it a shot and you might be surprised at how much more you accomplish when you're not trying to do everything at once.
09:45
All right, let's talk about a game changer in productivity, and this is time blocking. Now, I'm sure a lot of you have heard this, and I really love this one. It's basically another fancy term for scheduling, but trust me, this is different and it's really going to change your workday. So let me define what time blocking is. It's simple you divide your day into blocks of time and each block is dedicated to a specific task or a group of tasks, and it's like giving each part of your day a job description. So let me break this down with examples. So, for example, if you are a mediator, your work schedule may look like this From 8 to 9 am, you're reviewing case notes.
10:31
From 9 to 11, you're conducting a mediation session. From 11 to 12, you're doing the write-up session notes. From 1 to 3, you have another mediation session. And from 3 to 5, you're wrapping the write-up session notes. From one to three, you have another mediation session, and from three to five, you're wrapping up and doing administrative tasks and any follow-ups. Now, during each of these blocks, you focus solely on that task. So you're not checking emails while drafting documents, you're not sneaking in a quick phone call during your research time or scrolling through social media. It's all about giving your full attention to one task at a time. But what do you do about those emergencies, right? What if a client needs me urgently? Well, we're going to get to that.
11:17
I think that the beauty of time blocking is that it's flexible. You always get to adjust if something urgent comes up. So the magic of time blocking is that it helps you enter what's called a flow state, and it's really just a zone where you're fully immersed in your work. Time flies and you're incredibly productive, amazing feeling right. So by dedicating focused time to each task, you're more likely to hit that sweet spot and, in addition, it reduces that decision fatigue, which can be really time-consuming and exhausting, for sure. So instead of constantly deciding what to work on next, you've already mapped out your day, and it's like having a personal assistant telling you what to focus on hour by hour. Okay, so here's your challenge I want you to try time blocking for just one day this week. Map out your tasks, assign those specific time slots and see how it feels. You might be surprised at how much you accomplish and how much less stressed you're going to feel at the end of the day. Now, if you really want to spend some more time working smarter and not harder, then you really should listen to episode 23 of the podcast, where I share some strategies about streamlining and prioritizing activities, and what I'll do is I'll put a link to episode 23 in the show notes.
12:46
So let's tackle the next big one distractions. We all face them, whether it's that constant ping of emails, the allure of social media or that chatty colleague who always seems to pop in at the worst moment. So, first up, let's talk about eliminating those known distractions. You know your weak spots better than anyone else, so maybe it's that Facebook tab that's always open, or the stack of unrelated files on your desk screaming for attention. So it's really time to be ruthless, close those unnecessary tabs, clear your desk of anything not related to that current task and please turn off all of those notifications. I actually go as far as removing all devices like phone and iPad from my work area. I don't want any distractions when I'm really focusing in on something. So that brings me to creating that distraction-free work environment, and this might mean different things for different people. So maybe you need to put on the noise canceling headphones to block out any other external noises or distractions. Or perhaps you need to face your desk away from the door to avoid temptation of people watching, especially if you work in an office environment.
14:05
But here's where it can get really interesting Using technology to your advantage. I know, isn't technology the source of most distractions? Well, yes and no, hear me out on this. I think the key is to make technology work for us and not against us. So here are a few things you can do. So you can use the Pomodoro technique, which is a timer app, to work in really focused bursts. It's a really simple one, it's a timeless one and it's worked so well for me, in particular, in what I do. You can also, if you're an Apple user, you can turn on the focus mode, and that's really a game changer because you can set it up to only allow notifications from specific people or certain apps during your work hours. And if you're an Android user, I think there's a similar option like the do not disturb mode. So there are options out there for you to use. But here's a really great tip Use your calendar, as I talked about, as a shield, block out focused work time and treat it like a client meeting no interruptions allowed.
15:15
Now, word of advice when you're first starting this, you may be distracted in the beginning, but it's like anything. You need to practice, practice, practice, practice. Start slowly. If you're finding it really challenging, block one hour out and just try to do one hour and block all distractions and then start to build that out. For some of you, you may be able to go straight into that blocked out calendar, but for those of you that can't, give yourself some grace there and start slowly and remember the goal isn't to become a hermit. We're in a people-focused profession, after all, and so just use it to block out the time and really stay focused on those important tasks. So my challenge to you is identify those top three distractions and come up with a plan to manage each one. Maybe it's setting up those app blockers, maybe it's rearranging your workspace or just having a frank conversation with the people around you about when you're going to be working and when you don't want to be disturbed. So, whatever it is, take action. Your future, more focused self, is really going to thank you for that.
16:22
Now let's talk about delegation and outsourcing. So I know nobody can actually do it quite like you can, but I want you to hear me out here. Start by identifying tasks that don't necessarily need your expertise. So maybe it's some research, maybe it's document review or even administrative tasks. Delegating these can free up your time for high value work that only you can do. And don't overlook outsourcing. It's not just for big firms anymore, it really isn't. So, from document preparation to e-discovery, there are services out there that can really take a load off your plate, and it's not about cutting corners, it's about working smarter.
17:06
So how do we implement all these single tasking? Goodness, start small, Maybe begin with, one uninterrupted work block a day, like I just made reference to. And don't forget about your team. Encourage them to adopt these practices too, because a single tasking team is really going to be a productive one. Now, what about when things go wrong or those business catastrophes that take place? So, for those unavoidable interruptions, I want you to develop a triage system. Is it really urgent? Can it wait until next break? Can you train your team or yourself to assess the true urgency of matters?
17:51
The next thing you want to do is, for those quick tasks that pop up, you know, because they always do, I want you to use the two-minute rule, because if it takes less than two minutes, maybe do it now. If it takes longer than two minutes, schedule it for later. So let me give you an example. Something comes up that you know you have to get done and you completely forgot about it. And you've got a task list running on the side of your desk. Maybe you've got a notepad or whatever. Well, taking a moment to write down that task is less than two minutes, right? So do it. Just write it down your desk. Maybe you've got a notepad or whatever. Well, taking a moment to write down that task is less than two minutes, right, so do it, just write it down. But if it takes more than two minutes like you have to research or you've got to go online for something, or you just have to respond to an email that you know is going to take probably more than two minutes, because you have to think it out and you've got to maybe check a few things don't do those ones, okay, because if it's longer, I want you to schedule it for later. If you can do it under the two-minute rule, then, yes, get it done, but if it's going to take longer, then you need to schedule it. And so remember that the goal isn't to become rigid or unresponsive. That's not the point of this exercise. It's about creating a system that works for you, and we're all different, so I want you to work on a system that allows you to do your best work while still being available for true emergencies, and this will take some time to get accustomed to and to work out any glitches. But, as I said, figure out what works for you one step at a time. So multitasking might feel like you're conquering the world, but it's actually costing you valuable time, energy and focus, and I hope you've been able to see this.
19:38
If you want to really start implementing all of this, or maybe even parts of this, immediately, here's a great three-step action plan. So step one start with tomorrow with the worst first task. So I want you to identify that one task that you've been putting off and tackle it head on, first thing in the morning. It might be hard, but trust me, it'll set the tone for the rest of the day. Step two use the power of three. At the start of each day, write down the three most important tasks that you need to accomplish, focus on those and let everything else become secondary. I promise you you'll be amazed at how much more you get done and you'll feel great about it.
20:25
Step three time block your day, schedule blocks of time for specific tasks and stick to it. Test it out for a couple of days, then extend it out to a week and keep growing until you really get used to it. And I want you to eliminate distractions during those times that you've blocked off so that you can really fully immerse yourself in the one task at a time. So here's your challenge Try these steps just for one week, stay committed and by the end of the week, you're going to see a difference in how much you accomplish and how much less stressed you're going to feel. Remember, it's not about doing everything. It's about doing the right things first, one focused task at a time. You've got this and, of course, I'd love to hear from you. Let me know how it goes. Thank you for tuning in today and if you found today's content valuable, make sure to subscribe to our podcast so you never miss an episode. Have a great day and see you soon.