Have you ever considered multitasking to get more things done in less time?  Simply put, multitasking occurs when we try to do two or more tasks simultaneously or switch from one task to another. 

 

It’s touted as an efficiency strategy.  Many people use it as it seems to be the solution we’re looking for to manage the increasing demands on our time and greater connection with others.  But does science show this to really be more efficient?  Contemporary research is yielding some interesting findings about multitasking and our technology.  

 

The Irony of Technology

There is a great irony of modern technology.  We live in a wonderful world of new inventions and gadgets.  Many are designed to make life easier, more convenient and less hectic.  Contact with family, friends, and work have blended together.  We are no longer isolated by geography, social circles, or time.  Smart phones, tablets, and computers have created communication opportunities like never before in history.  What once was done over days through the mail is now immediately available at the click of a button.  Facebook, Twitter, and instant messaging give us almost instantaneous contact with the people in our lives.  Access to the Internet almost anywhere allows obtaining information on almost anything available on an impulse.  The emergence of the technology that connects us to the world has opened up a new era of communication but has also an endless stream of distractions in already busy lives.

 

Why not multitask? 

The lure of multitasking seems almost irresistible.  If you’re telling me I can get through more things faster, sign me up!  However, there is a counterintuitive catch.  It appears that science is showing us that multitasking’s benefits may actually be a myth, making tasks longer and increasing the chances of mistakes.  

 

Several research studies have confirmed this finding.  The brain is hardwired to focus on completing one task at a time.  Even though it seems like we can do multiple things at once, the reality is that we are shifting our focus off of the current task, onto the next, and back to the previous.   Each switch in our attention creates a brief mental block as the current set of ideas is replaced with the new ones.  This “switching” comes with a hidden cost in the form of time and quality.  One study concluded that this decreased overall productivity by up to 40%.

 

In many situations it doesn’t matter.  If I’m sitting in front of my TV and check a message, at worst I may have to back the DVR up a few seconds to see what I missed.  However, in situations like driving, a matter of a few milliseconds can be the difference between life and death! 

 

Tips

I’m not advocating for eliminating this technology.  In fact, I love it and use it all the time.  I’m talking about managing it in a way that is beneficial and efficient.  You will never be able to eliminate all distractions but you certainly can make a dent in your exposure.  You can also increase your effectiveness and productivity by trying a few simple tricks.

 

When involved in complex, important or time sensitive tasks, consider the following suggestions:

 

Admit and Accept

The first step in changing any behavior is own up to it and then accept the fact that it is not getting you what you want.  Breaking a habit starts with awareness and ends with hard work.    Only when the door is open can you walk into the room. 

 

Prioritize

The number of tasks we have on a given day can seem impossible to accomplish.  However, not all tasks are equally as important.  The single best step to increasing your efficiency is to start by working on the items that provide the biggest bang for the buck.  At the beginning of the day make a list of everything that you think needs to be accomplished.  Prioritize it and focus your attention on the top 2 or 3 items, one at a time.  Make a commitment, just for today, to focus on those while allowing the others to fall to the wayside for now. 

 

Resist temptation and curiosity

Although a task with high priority may be important, it may not be interesting or fun to complete.  Uninspiring tasks will always generate temptation to be drawn away from it and into more interesting/entertaining things.  Become aware of your thoughts that try to sidetrack your efforts.  Save the distractions for planned breaks.

 

Set limits and structure

Most situations do not require our immediate attention.  It’s ok to be unavailable during certain hours and situations.  Give yourself permission to “unplug.”  Set up a schedule of when you will check e-mails, IM’s, and calls.

 

Silence, turn off, or shove the device into a drawer

Remember, in general trying to ignore distractions doesn’t work.  A tendency of human nature is to overestimate our abilities to forgo temptation.  That’s why ignoring notifications are so hard to resist.  Set aside time to be disconnected from the internet, email, and IM’s.  Try to keep your space as distraction free as possible.

 

Take Breaks

Learn how to pause.  Reflect on the importance of the current task.  Is it a top priority?  Is it a good use of my time?  Will this make a difference next week, next month, or next year?  Create a new habit of taking a break. 

 

Avoid damaging relationships

Whether business or personal, AVOID switching tasks (like checking a phone) when interacting with another human being.  It’s important to put everything down and create a real and genuine connection.  Not focusing completely on the person almost inevitably leads to some type of damage to your relationship, whether you realize it or not.   Your phone/computer doesn’t notice when you stop paying attention to it but other people certainty will.

 

Make a conscious effort

Breaking habits are hard.  It will take planning, commitment and behavior change. 

 

Dispel the Hype

Our technology has connected us more than ever but it also has unleashed a flurry of distractions.  Buck the pressure to go faster and faster.  Give your brain a break!  It’s time to slow down and smell the roses.  Doing so will not only help you regain your sanity but also be more effective.

 

Rob received his Bachelor of Science degree in Biology and his Master of Arts in Counseling Psychology and Counselor Education from the University of Colorado, where he trained in Marriage and Family Therapy.  Through his career, he has had a variety of work experiences in the mental health field.  Currently, he works as an EAP consultant with Anthem..  He is interested in how technology can be integrated into the workplace to reduce stress, foster well-being, and easily connect people.

  

References

Multitasking: Switching Costs (2006).   American Psychological Association.  Retrieved from http://apa.org/research/action/multitask.aspx

The Myth of Multitasking (2014).  Psychology Today.  Retrieved from http://www.psychologytoday.com/blog/creativity-without-borders/201405/the-myth-multitasking

The Myth of Multitasking (2008).  The New Atlantis.  Retrieved from http://www.thenewatlantis.com/publications/the-myth-of-multitasking

Why People Text and Driven Even When They Know It’s Dangerous (2014).  Time.  Retrieved from http://time.com/3561413/texting-driving-dangerous/