• Label and file. Create and label a new file as soon as you get documents related to a new assignment. Likewise, when you jot down notes on a project, be sure to add them to the related file immediately. You’ll save a lot of time just by knowing where things are and not having to search for them.
  
  
• Schedule a time each day to go through your mail. And, when you sit down to review your mail –whether in your e-inbox or your regular inbox – decide how to deal with it immediately. Either complete it, pass it on to a member of your team, set aside a specific time to handle it by entering it into your calendar or adding it to your task list, or give it the old “heave-ho” via the delete key or the circular file. This allows you to move on to tasks that require more of your concentration, and, although it may take a few minutes up front, you’ll save yourself more time in the long run.

Make time to wear your “thinking cap.”
The main downside to multitasking and our reliance on technology is that we don’t often have enough time to focus in on an issue and really analyze it from all angles. Admittedly, not all of the work you do requires this level of attention, but some of it does. For instance, perhaps there’s an employee on your team who needs your input, or maybe you’re working on a project that needs a creative solution. Either way, it’s unlikely you’ll give the employee or the project the attention they deserve if you’re focusing on several other things at the same time.

That’s where “thinking time” comes in. Throughout Corporate America, more and more executives are taking the morning or the afternoon or even the entire day “off” from everything except the major issues on their desk. It’s as simple as setting up an out-of-office message on your e-mail system, closing your office door and putting your phone on “do not disturb.” Taking time to really concentrate on a project or issue can yield higher-quality results than if you attempt to handle it while in the midst of e-mailing, instant messaging and talking on the phone.

If you can’t manage even an hour or two once or twice a week to work without interruptions, try arriving at the office an hour or so earlier than everyone else. You’ll have time to devote your undivided attention to whatever project you feel needs your full concentration and you won’t be as tired or rushed as you would if it were the end of the day. Likewise, providing key employees with time to do the same is a great way to demonstrate that you value their thinking skills as much as their ability to meet deadlines. Remember, for all of their sophistication, our modern devices still can’t replace the human brain.

It’s up to you.
Clearly, there are times when multitasking is the most efficient way to work, just as there are times when it is not. Limiting the number of distractions you experience on a daily basis can result in higher productivity and higher quality of work. Ultimately, however, you’re the only person who can ensure that you are multitasking effectively and making the most of your time, so be prepared to turn off your BlackBerry, shut down the laptop or leave your office for a little while. Sometimes, just taking a few moments to interact with your employees or family and friends – or to think about a project without interruptions – can make a huge difference in the quality of work you do, and the time it takes you to do it.