To Multitask or Not to Multitask: Rules To Improving Productivity

How familiar does this scenario sound? You’re sitting on the couch on your laptop, clicking back and forth between several documents. The TV’s on, your phone is vibrating every few seconds with a new text, and you’re listening for the timer in the kitchen to remind you to take dinner out of the oven.

To some of us, this may be just another Tuesday night. Technically, though, it’s called multitasking. We all do it, and why not? Today’s fast-paced environment practically requires us to multitask as often as possible, balancing as many tasks as we think we can handle at once. But multitasking has its challenges, too. Let’s consider its various advantages and disadvantages:

Pros

• When performing simple tasks, it’s easy to switch your mental focus from one thing to another.
• You make progress on multiple tasks simultaneously, even if the progress is minimal.
• New technologies, including tablets and smartphone apps, help us multitask more easily and efficiently.

According to research, there are two requirements for successful multitasking. First, one of the tasks we perform must be so ingrained in our brain that it requires very minimal focus. Second, different processing in the brain must occur for each task. This means that multitasking is rarely as efficient as we would like it to be!

Cons

• Multitasking often results in busywork. We might be doing a lot at once, but we’re not necessarily accomplishing anything concrete.
• The smallest of interruptions—a message notification or phone call—can throw us off and make it difficult to focus again.
• Trying to juggle too many tasks at once can become overwhelming and unproductive.
• Using new technology designed for efficiency can actually require more time and energy than basic organizational skills, or it simply might prove too distracting.

As a result of multitasking, many people end up less focused, more frustrated, and having wasted valuable time, with very little to show for their effort.

The answer? Avoid multitasking

Contrary to popular belief, multitasking causes less productivity. Simply put, it makes us more prone to distractions. By attempting to juggle multiple tasks, our attention is split in so many directions that we accomplish less in the long run. So what’s the solution? Small sessions of focused effort have a greater impact in the long run. Here are some ways to kick the multitasking habit.

Keep a schedule

Scheduling the time you spend on individual tasks will help improve your focus. Smart scheduling, or time management, will allow you to accomplish everything you need in a given day. To make a schedule, first identify the main tasks you need to complete that day. Then decide how many minutes you want to allot to each task. Try to break your schedule into chunks of 1 hour or less. You don’t need to accomplish an entire task in that time, but sticking to the schedule will keep your brain fresh and allow you to easily reengage with the same task again later.

It’s important that you not only set a schedule, but that you follow it. That means forcing yourself to stop at the end of the allotted time, even if you’re feeling really productive. Allow yourself to channel that productivity into the next task at hand. Make sure to schedule time at the end of each day to return to unfinished tasks. You might also schedule a couple of daily time slots dedicated to returning emails and phone calls so that these simple activities don’t take up the time you’ve scheduled for other tasks.

Take frequent breaks

Have you ever worked on a project for two or three hours at a time and felt completely exhausted when you’re done? It’s probably because you’ve over-worked your brain and it’s struggling to compensate for all of the exertion. That’s why it’s important to take breaks. Short breaks between tasks are like a reset button for your brain.

A good rule of thumb is, for every 50 minutes you spend on a task, take a 10-minute break. Choose something rejuvenating for your 10-minute break, whether it’s a quick walk, brewing a cup of tea, stretching your back, or meditating. When you return to your scheduled activity, the hope is that your brain will be primed to focus solely on the task at hand now that your most important muscle is refreshed.

Be present

Multitasking takes away from our awareness of the here and now. Plus, the technology that surrounds us on a daily basis can prove incredibly distracting and can drain our productivity. Along with a schedule that allots time for individual tasks, try to remove unnecessary distractions. Put your phone on silent (or turn it off), deactivate your email alerts, and turn off the TV. Allow yourself to check new emails or messages during your allotted breaks. Or, even better, try to give yourself at least 2-3 hours of uninterrupted time without checking email, texts, or social media. Unless you’re expecting an urgent message, you’ll likely find that working distraction free is actually quite gratifying.

Working without distractions allows you to be present, not just for your work but for yourself. When you are truly present in each moment, your body becomes more relaxed, your mind is at ease, and you are more in touch with your thoughts and emotions. Being present can also bring inspiration. Focusing on a single action or thought allows your creative juices to flow, drawing connections and sparking ideas that you might have missed otherwise.

Keep a schedule, take breaks, and be present. These three strategies will help you kick that multitasking habit, giving your brain the well-deserved rest it needs while still improving your productivity.

 

Until next time, Think BIG and Give THANKS