For the past decade (or more), time management experts (including me) have told people that multitasking decreases productivity. But has it all been a myth? Possibly! I believe you can multitask successfully, but it depends on what you’re doing and how you’re doing it. Let me explain.
My Multitasking Success Discovery
A few days ago, I realized that I multitask daily – and so do many others. In this case, I made stir-fry for dinner. While the rice was cooking, I chopped and cooked the vegetables and meat. As a result, all parts of the meal were ready at the same time. Technically, I was multitasking – cooking multiple items simultaneously. Imagine if I didn’t multitask and only cooked one item at a time. The rice would be cold when the vegetables and meat were ready.
Multitask vs Multi-Focus
People often use the terms multitasking and multi-focusing interchangeably. However, there are differences. When we multitask, we are working on several tasks at the same time, switching between them. On the other hand, multi-focusing means we try to concentrate on several things simultaneously.
Unfortunately, humans can’t multi-focus. Our minds can only do one “thinking” activity at a time. In fact, this is the primary reason why texting while driving is illegal. (According to the Canadian Automobile Association, distracted drivers are eight times more likely to be in a crash or near crash.)
Despite these challenges, the ability to multitask is almost a necessity in today’s fast-paced world. We need to accomplish multiple projects with different deadlines. The trick is to know how and when to multitask.
How to Multitask the Right Way
To multitask successfully, we must plan appropriately, or we will attempt to multi-focus instead. Here are some tips to help you multitask successfully.
Make a list and plan your work. Have you ever wondered why recipes follow a particular order? It’s to help you multitask! You can do the same thing with your work. List the basic steps in each activity and see how they fit together so you can work on one thing. Then, while the first task is “cooking,” switch to another task. Remember to allocate enough time for each step as well as time to refocus.
Pair thinking tasks with non-thinking tasks. One essential trick of successful multitasking is to pair a thinking task with a non-thinking task. For instance, you could listen to books or podcasts while walking or housecleaning. Many tasks require our full concentration at work, but you might consider hosting “walking meetings.” It would be a way for your team to exercise while discussing business. Another option is to organize some files on your hard drive while you’re messaging back and forth with a colleague. Don’t try to work on a proposal while messaging because writing requires too much focus.
Start slowly and know your limits. Beginners learn any new skill one step at a time. For example, jugglers start with one ball, throwing and catching it repeatedly. Once they can do it with their eyes closed while standing on one foot, they add another ball. When people learn to drive a car, they start in an empty parking lot to get the hang of steering and braking. Likewise, to multitask successfully, we start small and gradually increase what we can accomplish. If we start making mistakes, we must stop doing at least one task until we’re back on track.
Multitasking successfully is possible when you use the right strategies and practice with intention. If you need help balancing your workload, the Out of Chaos team can help. We specialize in creating personalized systems to help you work smarter, not harder. Reach out today, and let’s develop a plan to help you thrive!
