The Myth of Multitasking – 3 Tips to Increase Productivity

“Excellent at multitasking,” is one of the buzz phrases sure to jetison your resume to the top of the pile.  Or is it? As early as 2001, a University of Michigan study showed that workers’ productivity decreases by 20-40% every time they multitask or engage in “task switching.”

A study in the NeuroImage Journal concluded that managing two mental tasks at once reduces the brainpower available for either task.  Could this be why we hate to follow the driver who is talking on a cell phone?

Furthermore, “the process of switching back immediately to a task you’ve [recently] performed takes longer than switching back after a bit more time has passed.  The brain has to overcome ‘inhibitions’ it imposed on itself to stop doing the [original] task in the first place.” This according to findings published by researchers from the National Institute of Mental Health in the fall of 2002.

Granted, there are a few careers that by definition are “interruption rich” environments, such as retail managers, mothers of toddlers, help desk technicians, etc. Even in these extreme cases where multitasking cannot be avoided, consciously choosing to take these three steps can increase focus and productivity.

1. Say “No” to activities that don’t support your mission and priorities.
This can be a request from a boss, co-worker, partner… or the latest great idea that popped into your head.  Before taking on one new thing, think about what activity will have to be eliminated in your schedule to make room.  If your boss is making the request, say, “I have been working on the _________ project as my first priority, but can set that aside if this is a more urgent matter.”

2. Concentrate on your top 3  strategic tasks each day.
A strategic task has no prerequisites attached; it can be done now. Your “top” priorities may be those that bring rewards ($) soonest, or that produce the right mindset/character in your followers, or that make a project DONE!  Choose the most important of your three tasks and work on it exclusively for a period of time you set for yourself. FOCUS = thinking about the same thing that you are doing.

Accountemps reported that sales reps surveyed were most productive when they assigned themselves only three tasks per day.  It gave them a greater sense of accomplishment when they were able to cross off those tasks.

3. Know when good is good enough.
Don’t strive for perfection as much as for excellence.  Good and DONE is better than constantly improving and never implementing. “It often takes 50% or more of the total effort to squeeze out the last 10% or so of quality or whatever it is perfectionists want out of a situation.  Not a good investment of time… ,” says Jeff Olsen in The Agile Manager’s Guide to Getting Organized, 1997.

If you have a quick mind and get a lot done even while switching your attention from one subject to another, just think how much more productive you could be!  When you put these tips to work and concentrate on one task at a time, you will be amazed at the quality and quantity of your output. The rest of us will be right with you as soon as we finish this one thing.

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