While excessive context switching feels inevitable, we’ve been working hard to change the narrative. To spread the word (and flex my strange addiction to productivity) I’ve gathered some of our favourite tactics. There's something for everyone here: agencies, specialists or freelancers.
1) Time Blocking
According to Cal Newport, author of Deep Work, a 40 hour time-blocked work week produces the same amount of output as a 60+ hour work week pursued without structure. Most agencies operate using scheduled bookings, so being aware of the following techniques is a great way to maximise productivity in the studio:
Time blocking: Dividing the day into blocks of time, with a clear objective for each.
Task batching: Grouping together similar tasks, to maintain a train of thought.
Day theming: Assigning different themes to each day of the week.
Time Boxing: Fixing a set amount of time to work on a task.
In agency-life, these may not always be possible. All it takes is a priority 1 outage, and your flow may be disrupted to lend a hand fixing something critical. Yet, setting up your week with intention provides a great framework. Account or Project Managers may find this technique most valuable, allowing them to dedicate time to every client equally.
Interested? The Forest app is a super place to start.
2) Grouping together meetings
In similar fashion to time blocking, we’d recommend grouping meetings together. Another product of the pandemic is the never-ending spiral of meetings. And meetings to then have other meetings. Most of which are online. While you hold in a desire for the loo.
Nothing makes this worse than having them staggered. This results in little opportunity for anything asides from shallow work, like replying to emails or messages. Bundling together meetings is a helpful way to separate your day. Not to mention, allowing you adequate time for effective preparation.
3) Meeting Free Thursdays
If you want to go one further, we’ve even started experimenting with meeting-free Thursdays, an initiative to discourage booking client meetings one day a week.
While a simple change, it’s worked wonders for the entire team, guaranteeing a disruption-free day where deep focus can occur. For client services, there is availability to be proactive for our clients, and the team can get their heads down on projects.
4) Nailing consistency
Context switching extends further than tasks. The mentality of switching between different states applies across everything. When moving onto a new project or client, you can limit the amount of context switching by bringing consistency across your structure.
For instance, we’ve recently streamlined our file management structure, ensuring all projects are set up in the same way. This adds an element of familiarity. Therefore, the effects of context switching are less dramatic, and in-turn not as disruptive.
You may also personally consider using one app for everything, to avoid having to think where your notes or documentation are saved. For me, I run my life and work through Notion.
5) Take regular screen-free breaks
It goes without saying, breaks are key to keeping fresh. While not a fan of short-burst working (Pomodoro Technique), I’m a big believer in taking breaks at key points. More so than ever, I prefer these breaks to be screen-free, and would encourage others to do the same.
It could be making a cup of coffee, chatting with your colleagues, reading a book or committing to mindfulness. We’re fortunate to get a free Headspace subscription here, which is awesome for your mental wellbeing.
Harking back to context switching, breaks seem obvious. Finding the time to take a step back from your work before starting anew is something we don’t tend to indulge in. Usually due to the always-on culture referenced earlier. The truth is, bouncing from task to task isn’t as fast as you may think, and the more you do so, the longer it takes to get your head into it. To combat this, we only schedule each other at 80%, allowing free time and space for unplanned work.
You can create focus reminders and blocks on Outlook, which is an easy way to start.
