We all multitask and many of us think we are pretty good at it, myself included. Doing more than one task at a time makes us feel good and aren’t we so much more productive when we are doing all these things at once? Wow, we are getting so much done!
So what is wrong with multitasking
when we can do more than one task at a time?
In today’s business world, people are expected to be able to work on multiple projects at a time. Some companies go so far as to say multitasking is a necessary skill for hiring. Just yesterday, I read a job posting that read, “Must be able to multitask in a high energy and quickly shifting environment.”
Most people expect immediate attention, so multitasking is expected when our boss interrupts us for information or we need to help a staff member with a problem. We try to continue what we are working on and help them at the same time however, our own productivity suffers.
Unlike computers, for which multitasking was originally designed, the human brain is not able to quickly shift from task to task with efficiency.
When we attempt to do two mental tasks at the same time such as talk on the phone and write an email or talk to a colleague and work on a spreadsheet, our productivity and efficiency at both tasks is compromised.
When we are multitasking, errors in our work increase due to inattention and the two tasks actually take longer to complete in unison that it would have been to complete the two tasks separately. Both response time and task completion are slowed due to the brain switching from one task to the other instead of staying focused.
You may be thinking, but I can multitask. I can walk and talk, I can eat and read and I can jog and listen to a self-help CD. Yes, that is true. Using your physical ability and using your mental ability on two separate tasks is possible without falling down or stabbing yourself because we are using different skills.
However, when we start to use two mental abilities or two physical abilities at the same time, things get dicey. Think about rubbing your stomach and patting your head at the same time. Difficult? Yes, because your brain is trying to divide its attention between two different physical tasks.
The same difficulty arises when our brain is trying to divide its attention between two mental tasks. When talking to a colleague it is difficult to successfully write a detailed email or if we are interrupted and working on a spreadsheet we continue to attempt to work on the spreadsheet while talking. During these two mental activities, your brain is not focusing on either task but switching between tasks.
As our brain switches back and forth, we lose focus on the other task, missing what the colleague said or having to reread the last sentence of the email to know where to begin for the next sentence. Do you see where the slowdown in productivity is? By asking the person to repeat what they said or rereading the email, you are duplicating work that could have been accomplished quickly if you had stayed focused on one or the other task.
People who multitask are often under pressure to complete many different projects and tasks throughout their work day. This pressure creates unbelievable stress which can take a toll on mental and physical performance as well as loss of productivity.
Problems associated with multitasking include:
- Forgetting appointments or important information
- Feeling nothing gets completed
- Feeling exhausted at the end of the day
- Not finishing big projects and only working on small quick tasks
Do you want to be more productive and have less stress at work?
Try focusing on one task at a time. It may sound easy, but if you are in the habit of multitasking, it will take time to change that habit.
Here are a few steps to help you regain your focus:
- Stop email notifications
- Reduce or eliminate distractions
- Shut off your phone for a specific amount of time each day
- Close your office door
- Work in blocks of time such as 20 minutes, take a break, and then work another 20 minutes
- Work on similar tasks during a block of time
- Each morning write a to do-list or must-do list
Working on regaining focus will take time and conscious effort but the end goal of increased productivity, error free work and less stress will be a fitting reward.
I would love to hear how do you stay focused and on task throughout the day.
Next post in the Productivity Series: 6 Benefits of Establishing a Routine
Hi, I’m Karen. Welcome to my website! I will show you how to establish the framework for an organized and successful leadership and office management system.
