Jun

25

How to Multi-Task Productively

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A common theme in my life over the past few weeks has been the need for focus due to inappropriate multi-tasking. Given the need in my personal life to manage my productivity more effectively, I decided to get some of my thoughts together, including a few new articles I came across. A CIO magazine article titled “Why More Is Less” by Megan Santosus, states that:

“a growing body of research evidence that indicates multitasking actually erodes, rather than enhances, productivity….. Switching from one job to another doesn’t work any better. Research indicates that that eats up more time than waiting to finish one job before beginning the next - an inefficiency that increases as the tasks at hand become more complicated.”

“Current cognitive models suggest that people have a limited amount of attention available at any moment,” says Seth Greenberg, a professor of psychology at Union College. “Attention could be thought of as a fuel that can be dispersed. Thus, tasks can be performed simultaneously with efficiency as long as the required attention for both tasks does not exceed the limit…….shuttling among two or three different pieces of work can be accomplished efficiently provided each one is relatively simple and they are adequately differentiated from one another. Where trouble arises, says Greenberg, is with problem-solving types of tasks, the kind that require creativity, integration of thoughts, and the generation of new ideas. Switching among such tasks demands a certain degree of downtime. The fuel cell of imagination can only be drained for so long before it needs to be recharged. Attempting to solve a problem with a dead imagination is a recipe for failure, not to mention a large waste of time.”

“a database analyst asked to switch among four projects will likely be 45 percent less productive than if she’s allowed to finish one before starting the next.”

Some tactics to bear in mind to ensure appropriate multi-tasking are:

  • Limit multi-tasking to simple tasks. Keep multi-tasking to simple tasks, that which does not require deep thinking, creative thinking or problem solving.
  • Set apart time and energy for important work. Give important work, work requiring deep thinking, problem solving or creativity and imagination, the quality, energy and time it deserves. This will mean you will need to persevere on an important task until it’s completed
  • Remove distractions and limit interruptions. When working on complex and important tasks, remove distractions, shut down your e-mail client, switch off your phone and TV, etc. Focused time and energy on important, complex tasks IS the most productive way to work!
  • Daily and medium-term planning is crucial. Without effective daily and medium-term (a 40 day window) planning, ensuring appropriate multi-tasking is impossible, you ultimately remain in crisis (multi-tasking) mode. Planning helps to schedule time for important and complex work which is best suited for focused attention.

“No one really multitasks. You just spend less time on any one thing.” - Edward M. Howell

“Multitasking is a chance to accomplish many things poorly, all at once.” - Stever Robbins

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