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Multi-tasking Isn’t Always a Bad Idea

Multi-tasking Isn’t Always a Bad Idea

    Multi-tasking; it seems that people are going to have big debates about this topic until the end of time.

    Recently, a book came out that claimed to “bust” the multi-tasking myth – as many authors have done over the decades. It’s nothing new. And the blog posts that spring up saying nothing but, “this is nothing new,” are nothing new either.

    Let’s get a little perspective here. I think in most situations where some pocket of humanity is forming an opinion, we have a truth that is somewhere in the middle, and then two extreme, polarized opinions based on opposite sides of that less extreme reality. People cling to polarized opinions even when the truth has been proven right in front of their eyes.

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    Multi-tasking (or switch-tasking as the new buzz word goes) is usually a bad idea. No doubt about that, but the keyword is usually.

    Because on the contrary, multi-tasking can be a useful way to make the most of time that would have otherwise been used inefficiently. It’s about making the most out of time, when it’s a good idea to do so. But how do you determine when it’s a good idea to multi-task?

    Only Two Activities at Once

    If you’re going to multi-task, then only attempt to tackle two activities at once. If 95% of the time you can only focus on one task effectively, that remaining 5% of the time, you can only handle two tasks at once without reducing the effectiveness of each task to a point where there’s little point in doing anything at all.

    Imagine trying to cook, talk on the phone, and read a book. You could sure manage to cook and talk on the phone at the same time, but all three at once isn’t going to work. Our ability to perform tasks adequately hits its maximum at two, and that’s an upper maximum at that.

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    Of course, we can’t just multi-task any two activities, or I’d be writing two articles right now.

    Levels of Concentration

    There are two main types of task: those that require concentration, and those that can be done on autopilot.

    As a rule, you can’t truly multi-task unless one of the two tasks at hand is one you do on autopilot, such as washing the dishes.

    There are varying degrees of concentration requirement, too – listening to an audiobook while doing the dishes is easy because we have one task that’s easily done on autopilot with one task that requires concentration, but only concentration on incoming information. There’s no generation of outgoing information, so it’s easy and time efficient to multi-task.

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    When there’s a task that requires creating output, such as dictating a diary or brainstorming ideas into a tape recorder while doing the dishes, it needs to be fairly stream-of-consciousness or free-flowing. To work on something structured, high-level, or strategic requires total concentration.

    The Best Reason to Say No to Multi-tasking

    The best reason to say no to multi-tasking is not because it doesn’t work or it doesn’t exist. The true statement there is that it usually doesn’t exist.

    The best reason to say no to multi-tasking is because it is a crutch. It is a gateway to low-resistance activities that allow us to procrastinate when we should be working on higher-yield activities that require more intensive thought.

    It’s much easier to check email while reading RSS feeds than it is to write an article or plan a marketing campaign, so we resort to those easier activities that don’t require us to push past the resistance.

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    Multi-tasking does a great job of covering up the fact that we’re doing nothing, and we even fool ourselves with it. But unless you know that at the end of the day your current activities are going to have advanced your project or goals, you’re wasting your time out of fear of tackling those goals.

    If this is you, avoid multi-tasking. Think of it as a scourge; it’s the closest thing to a gateway drug to procrastination to you.

    One Question to Rule Them All

    At the end of the day, it would be stupid to suggest you need to measure the concentration level of a task and add one tablespoon of autopilot activities to create a multi-tasking mix. It needs to be an easy question you ask yourself, to which I hope the answer is usually in the negative or you’re spending all your time on low-yield activities as we just discussed.

    Understanding how multi-tasking works and more importantly, how it doesn’t work, is essential to answering this question honestly for yourself, though. But it’s a simple question:

    Can I give both activities the attention they deserve and perform at an adequate level?

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    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

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    Last Updated on April 6, 2020

    15 Best Productivity Hacks for Procrastinators

    15 Best Productivity Hacks for Procrastinators

    Let me guess.

    You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

    Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

    First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

    Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

    Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

    1. Give (10+2)*5 a Try

    Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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    The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

    2. Use Red and Blue More Often

    Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

    3. Create a Break Agenda

    List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

    Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

    4. Set a Timetable for Your Tasks

    Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

    9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
    9:10 – 10:00 am – Internet research
    10:00 – 10:45 am – Look through existing files
    10:45 – 11:00 am – Break time!
    11:00 – 12:00 pm – Outline the research report

    Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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    5. Take It Outside!

    Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

    6. Become Productively Lazy

    Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

    7. Assign a ‘Task Deputy’

    It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

    8. Consider a Gadget-Free Desk

    According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

    Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

    9. Prepping the Night

    Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

    Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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    10. Do a 7-Minute Workout in the Morning

    Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

    Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

    11. Set-up Mini Tasks

    If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

    Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

    12. Create an Inspirational Board or Reminder

    I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

    Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

    13. Redecorate Your Room

    Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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    14. Ready Your Nibbles

    You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

    Bonus productivity hacks you can do at home:

    15. Schedule Your Chores

    Write down your chores in a weekly basis with matching day and time when you should be doing these.

    For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

    More Tips to Overcome Procrastination

    Featured photo credit: Glenn Carstens-Peters via unsplash.com

    Reference

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