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We’ve Been Wrong About Multitasking All Along

We’ve Been Wrong About Multitasking All Along

Picture this scene: It’s 30 minutes into my workday and I’ve already ticked three things off my To Do list. I’ve got something done about finances, finalized a networking meeting, polished a pitch, and am ready to do some serious writing. Then all of a sudden, my internet connection is down. Whoa! How can anyone get anything done without the internet? After some minutes of panic and ranting, I begin to do what I can, offline. And then, eventually, the internet’s absence reveals some beliefs I had wrong about multitasking because—surprise!—work flows smoothly until the end of a most productive day, despite my not being able to check and respond to messages or quickly research points.

While the ability to work on simultaneous tasks has its merits, knowing where we got it wrong about multitasking gives us control over the work process. Here are 10 things we’ve had wrong about multitasking:

1. It’s not really multitasking.

Multitasking is actually switching between tasks. Studies by psychologist René Marois at Vanderbilt University revealed that when humans attempt to do two tasks at once, execution of the first task leads to a delay in the second task because a bottleneck occurs in the brain’s information processing area. Simply put, the brain cannot effectively do two things at once.

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2. Not all work can be done with multitasking.

Multitasking can only be done when one task is automatic, such as showering or walking. In The Multitasking Mind, authors Dario Salvucci and Niels Taatgen cite reading while mixing a bowl of ingredients and pulling weeds in the garden while listening to the radio as examples of effortless multitasking. Difficulties come up when tasks involve the same brain processing or body part, such as typing and using a mouse (both require the right hand) or driving and scanning a navigation device (both require vision). The most intense conflict is multitasking in the head, where cognitive and linguistic brain processes create interference, such as reading while having a conversation.

3. Not everyone can multitask.

Some people are better at multitasking than others, but they are not necessarily those who multitask a lot. “In fact, the more likely they are to do it, the more likely they are to be bad at it.” This is what Dr. David Sanbonmatsu and Dr. David Strayer, psychology professors at the University of Utah, found in a research study. The study suggests that  people multitask not because they have the ability, but “because they are less able to block out distractions and focus on a singular task.”

4. Multitasking does not save time.

Time-saving is another major thing I got wrong about multitasking. Switching from one task to another or doing two or more tasks in rapid succession uses up seconds. Dr. Joshua Rubinstein, Dr. Jeffrey Evans and Dr. David Meyer conducted experiments in which young adults switched between tasks like solving math problems or classifying geometric objects. They found that multitasking actually takes as much as 40% of productive time.

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5. Multitasking is not efficient.

The study of Rubinstein, Evans, and Meyer additionally showed that multitasking involves more errors that occur from cognitive load in the brain. The brain needs to not only adjust to the second task but also to remember where it stopped in the original task. If counting is interrupted by a second task, you need to reorient and remember where you stopped counting in order to proceed with an accurate count. Errors also occur with activities that involve critical thinking.

6. Multitasking can be dangerous.

Air traffic controllers work with heightened stress levels caused by the strenuous effort required to focus on their tasks. They are aware of the dangerous consequences of one mistake. Near-fatal results can also take place in the medical field, as in the case of a 56-year-old male dementia patient. At a visit during hospital rounds, his attending physician instructed the resident to discontinue his anticoagulation medication. The hospital’s computerized provider order entry system (CPOE) allowed for this to be done in real time. The resident began to enter the order into her smartphone but received a text message from a friend about a party, which she responded to. The physician and resident then continued on their rounds. The resident didn’t complete the entry to discontinue the medication resulting in an emergency open-heart surgery, which the patient, fortunately, survived.

7. A multitasking boss sends the wrong signal.

In her book, The Silent Language of Leaders: How Body Language Can Help—or Hurt—How You Lead, Carol Kinsey Goman talks about leaders’ non-verbal messages. An example of this is a boss who verbally tells her team they are important and are always welcome in her office. Yet, when a team member seeks her out, this boss answers questions while writing an email or shuffling papers and does not make eye contact. Result: the team feel they don’t even get half of this leader’s attention.

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8. Multitasking gets in the way of meetings.

You’d think with all the devices available, meetings would cover more in less time. Attendees should be able to note down their reporting topics and action items. We got that wrong about multitasking too. What usually happens is people lose track of the discussion because they are tweaking their reports or noting down action items. In a productive meeting, the attendees are also mentally present and actively engaged in the discussion. One assigned person takes down the meeting minutes for distribution later.

9. Multitasking dulls memory and the ability to organize.

What we often believe to be memory problems are actually attention problems. You cannot remember later what you do not pay attention to now. Child and adult psychiatrist, Dr. Edward Hallowell describes attention deficit trait (ADT) as a response to our hyperkinetic environment. When an individual is dealing with more inputs than they possibly can, their brain circuits get overloaded. They are unable to stay organized, set priorities, or manage time.

10. Multitasking detracts from relationships.

We justify work multitasking as a means to have more time for our relationships. Well, we got that wrong about multitasking too. As more mobile apps become available for work, chores, and errands, the role of multitasking with mobile phones has reached villainous status. No doubt you’ve experienced the frustration of having a conversation with a partner or a friend that is interrupted by text messages, emails, or actual phone calls. A study by the University of Essex showed the mere presence of a mobile phone—even when not in use—during personal conversations becomes a barrier to closeness, trust, and empathy.

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Why what we got wrong about multitasking is good news.

It’s okay not to multitask. Focusing on one task allows you to finish it sooner and begin the next task. You can also better focus on important face-to-face encounters.

When you need to multitask, you can do it well. Those who do not usually multitask make the best multitaskers, according to the Strayer and Sanbonmatsu study.

You can choose effective task pairings and devices. Have double PC monitors to facilitate research, use foot pedals when transcribing, and listen to select audiobooks while driving.

Oh, and by all means, whistle while you work!

Featured photo credit: Arthur Gebuys via flickr.com

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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