David Crenshaw’s practical tips for better time management, focus, and workplace efficiency.
By Dave Crenshaw
Tip 1 – Stop Multitasking
Most people are familiar with the term “multitasking.” You’re getting multiple things done at once and being efficient about it… right?
While you may think you’re being more productive, you’re actually losing around 28% of your time due to switching between tasks. It’s much better described as switchtasking. Every switch compounds the cost, as your brain resets to focus on a new task, then resets again when you return to the previous one.
Instead of switchtasking, finish one task before moving onto the next. You’ll notice massive gains in time.
Tip 2 – Consolidate Gathering Points
Whether it’s full pockets, random sticky notes on your desk, or multiple notebooks, people tend to have too many gathering points. A gathering point is a designated place where you capture tasks or ideas so they don’t stay in your head. The fewer you have, the more productive you’ll be!
Here are six approved gathering points:
- An inbox. This is one place where all physical items go.
- A portable inbox, which you can take with you when you leave your main office.
- A notepad. It can be digital or on paper.
- Your email inbox. You can have multiple email accounts but, if possible, route them all to one central inbox.
- One text messaging app.
- A wildcard. Something that I haven’t mentioned here that works for you.
Try reducing it to six or fewer gathering points. If you feel tempted to put something outside of those gathering points, don’t.
Tip 3 – Use “What, When, Where”
“What, when, where,” is at the core of what I do to process things.
Pick up or look at one item from one of your gathering points. Just one.
- Ask yourself: “What is the next action to move this task to completion?” Keep that step small.
- Then ask: “When will it be done?” In other words, when should you take that action? Choose a specific date and schedule it in your calendar.
- Finally, “Where is its home?” When you’re not using the thing, or working on the task, where does it go? The permanent place for processed items is a home, such as a filing cabinet or archived email folder.
Tip 4 – Manage Digital Interruptions
Phones are powerful and help you save time and boost productivity… assuming they’re used properly. Constant interruptions cause constant switchtasking.
First, turn off notifications for apps that don’t need them. Unnecessary alerts drain valuable time and increase distractions. Cutting those will save you from checking your phone constantly.
Second, check how much time you spend on your apps every day. Try to cut that down if possible. The point isn’t about an exact amount of time, it’s about paying attention to your habits and adjusting them, so you control them, instead of them controlling you.
Tip 5 – Define your Most Valuable Activities
In your job, you probably have multiple different activities you’re responsible for completing. While some are essential, only a couple of these are your Most Valuable Activities (MVAs).
The best way to estimate the value of an activity is to determine how much you would pay someone else to do it the same way you do.
To excel in your career, and make more money working fewer hours, try to prioritize most of your time around your two Most Valuable Activities, and get rid of your Least Valuable ones!
Dave Crenshaw is a productivity expert who helps leaders improve focus and effectiveness. A bestselling author of The Myth of Multitasking, his work has been featured in various publications and his LinkedIn Learning courses have impacted more than ten million learners. Dave presented “The Myth of Multitasking® Increase Your Value with the Power of Hidden Time” at MHEDA’s 2026 Emerging Leaders Conference.
