Multitasking Can It Help You to Get More Done? (Mind Tools)
- Do one task well, not multiple tasks badly! When you're busy, it can be tempting to tackle multiple tasks at once. For example, you may be in a project team meeting, hoping that no one notices you're checking your email and updating your to-do list for the day! Three jobs done in the space of an hour sounds far more productive than just listening to the project update. But is it?
- Multitasking and the Myth of Productivity
- Multitasking has been put under the microscope many times. And most of the research comes to the same conclusion: a high level of multitasking doesn't equal high productivity
- The simple fact is that we can't focus effectively on more than one task at a time. When we switch tasks, our brains must adjust to process the new information, and they get overloaded as we jump between different activities.
- As a result, the quality of our work suffers. And, the more we multitask, the worse it gets. If your tasks demand a high level of accuracy and concentration, this can have serious consequences.
- Another danger of multitasking is the stress that it can cause. In the short term, dealing with numerous things at once might give you a "buzz," and make you feel like you're being super-productive. But, over time, it can leave you feeling overwhelmed and drained.
- These are common symptoms of hurry sickness, where you feel an intense need to work at "superspeed" at all times. Unsurprisingly, this isn't good for your health, and it can lead to burnout.
- On the other hand, think of how satisfied you feel when you devote your full attention to one task. You're able to focus clearly, and you can feel pride in completing a task to the best of your ability. This is called being In Flow, and it's a state of mind that you can develop with practice.
- Spotting the Multitasking Tendency
- For many of us, multitasking is so ingrained in the way that we live and work that it can be hard to identify when we're doing it. But you can learn to spot the telltale signs.
- To do this, try to be aware of your own habits and behaviors. If, for example, you find yourself checking your phone while you're talking, working, or even watching TV, it's a good indication that you're in multitasking mode.
- Similarly, if you have several tabs open on your computer, chances are you're multitasking. The same goes for your desk – having multiple files or papers out to work on at the same time signals multitasking.
- Another common clue is a feeling of "discombobulation," when you're not 100 percent sure what you're supposed to be working on at any given moment. If you find yourself saying things like, "Now, where was I?" or, "What was I supposed to be doing?" in the middle of a task, you've likely fallen into the multitasking trap.
- There are also social pressures around multitasking. Increasingly, we're expected to be available at all times, and to respond to everything immediately. You can combat this, and prevent others from setting your agenda for you, by taking steps to manage your personal boundaries
- Once you can recognize your tendency to multitask, when it occurs most for you, and what your primary triggers are, you can tackle it head-on.
- How to Stop Multitasking Cutting back on multitasking can improve the quality and efficiency of your work, and reduce stress. Here are some strategies to get you started:
- Plan your day. Set specific times for "multitasking traps" such as returning calls, answering emails, and doing research. Write these tasks on a to-do list, along with the time you've allocated to them, so you know what you're supposed to be doing and when
- Manage interruptions. Keep a log showing who interrupts you the most, and how urgent their requests are. Learn how to be assertive, so that you can politely, but firmly, talk to your colleagues about reducing interruptions. Also, turn off unnecessary alerts and notifications to reduce the temptation to check your emails and messages.
- Plan for urgent interruptions. There will be times when something does require your immediate attention. But don't try to do two things at once. Instead, intentionally switch your focus.
Stop and note down where you left your current task, and record any thoughts you had about how to move forward. Then deal with the immediate problem, before going back to what you were doing. This way you'll be able to handle both tasks well, and you'll leave yourself with some prompts that will help you to resume the original task more quickly.
- Practice mindfulness. This can help you to focus on one task at a time. If you find your mind wandering when you should be focusing on something else, gently guide your thoughts back to the task in hand.
For example, if you're in an important team meeting, but also planning for a presentation, tell yourself, "I am in this meeting, let's focus on what I'm learning here." Staying "in the moment" can help to keep you focused.
- Do something that requires focus. Sometimes, we multitask out of habit and because it's easy. You can break this pattern by doing everyday tasks in a way that requires your full attention.
In a meeting, for example, making handwritten notes can help you to focus on what's being said. Once you develop an ability to focus on specific single tasks, you'll be able to apply this across all your activities.
- Take breaks. When you find yourself multitasking, stop. Take a few minutes to sit quietly at your desk, doing nothing. Even short breaks like this can refocus your mind and improve your concentration.
But also make time for "real" breaks – get away from your desk at lunchtime, for example. This can have beneficial effects on your productivity and stress levels.
- Monitor the results. Check in with yourself as you work on reducing your multitasking, to see your efforts paying off. You'll likely see rapid improvements in the quality of your work, and you'll feel calmer and less overwhelmed. Be sure to congratulate yourself for all the positive changes you're making.
Please share what works for you.