Stop Multitasking

 It turns out multitaskers are terrible at every aspect of multitasking.” - Clifford Nass, Stanford University professor We all do it. And according to scientists, we’re all bad at it, even if we think otherwise. The appeal of multitasking is twofold. First, we think we’re getting a lot done, juggling multiple tasks and activities. Second, our sense of accomplishment gives us a good feeling. But that perception is a mirage. In reality, we’re not getting more things done in less time. If anything, multitasking reduces our productivity. So why are we so drawn to its false promise? Researchers claim the reason involves our emotions. In 2012, the Journal of Communication published findings from a study exploring the personal gratification people experience while performing multiple tasks at the same time. The authors found that despite the fact that “multitasking impairs task performance,” people continue to do it because it makes them feel good. That’s why we’re so drawn to it despite numerous studies demonstrating its negative impact on our productivity. There are other reasons we multitask. Boredom is a common one. By addressing more than one task at the same time, we distract ourselves and thus feel less bored. Impatience is also a trigger. Thanks largely to technology, life moves faster today than ever. Many of us can’t sit still and focus on a single activity - for example, holding a conversation - because we feel we can be doing much more. You might multitask to impress your boss. It’s not your fault. Many employers encourage the practice. Some go so far as to tell job candidates that the ability to multitask is an expectation. Lastly, many of us do it because we feel we’re otherwise wasting time. After all, if we can cook dinner and talk on the phone while checking updates on Facebook and Twitter, why not do it? The reason is because doing so hurts our productivity.

 How This Bad Habit Hurts Your Productivity 

In order to appreciate why multitasking impairs your productivity, it’s important to understand how the brain processes decisions and actions. Our brains line up activities and addresses them one by one. It may seem as if we’re doing many things at once, but in reality, our brains are switching back and forth between tasks. That’s important to understand because of the associated switching cost. That cost is defined in terms of how long the brain needs to shift its control settings to handle the next queued task. The more complex the tasks and the more they differ, the greater the cost. The harm multitasking does to your productivity stems from this switching cost. First, it obliterates your ability to concentrate. In addressing multiple things at once - or at least seeming to do so - you force your brain to repeatedly jump from one task to another. Consequently, you never have enough time to focus on any single task. Second, evidence suggests multitasking has an adverse effect on your brain. Researchers at Stanford University found that the practice erodes cognitive control. Their findings were published in the journal Proceedings of the National Academy of Sciences in 2009. Third, you’re more vulnerable to distractions while multitasking. That shouldn’t be a surprise. Increased susceptibility to distractions goes hand in hand with reduced concentration. Fourth, switching costs (mentioned above) impede our progress, requiring us to take more time to complete tasks. They also increase the likelihood of errors, which, in turn, require time to correct. Fifth, when we multitask, we’re more inclined to cut corners in our work. Part of the reason stems from the additional time we need to complete tasks. With less time at our disposal, we begin to rationalize carelessness and shoddy output. If you’re a habitual multitasker, breaking the habit can be tough, even if you realize it’s severely hampering your productivity. Following are six steps you can take, starting today, to change that pattern of behavior.

Action Steps 

1. Focus on performing one task at a time for short periods. The goal is to develop a new habit to replace that of multitasking. It’s not as easy as it sounds. If you’re accustomed to doing multiple things at once, the practice of focusing on just one is likely to feel uncomfortable. That’s the reason I suggest starting with short periods - for example, 10 minutes. Once you’re able to focus for that long without problems, try 15 minutes. Then, 20 minutes. It’s like starting an exercise program after years of leading a sedentary life. Start slowly. Think of this Action Step as a method of gradually building your single-tasking muscles.

 2. Set aside your gadgets. Your phone, tablet and Apple Watch are digital enablers; they encourage you to multitask. How many times have you witnessed people playing with their phones, checking email and “Googling” information, while driving or holding a conversation? While you’re working, turn off your phone and put it away. Do the same with your other devices. Keep them out of sight and out of reach and you’ll be less drawn to them.

3. Commit to finishing the task at hand before addressing the next item on your to-do list. This step is a form of training. You’re disciplining yourself to resist the temptation to tackle whatever happens to cross your desk. A quick side note: it won’t always be possible to finish the task you’ve started. For example, suppose you need to obtain information from a coworker before you can move your project forward. With sound task management, you can mitigate this inconvenience. Continue working on the task at hand until you can go no further. Then, submit your request for information and choose another task to work on. When you receive the input you need, set it aside so you can leverage your momentum on the current task. Once you’ve completed it, resume work on the first task.

 4. Create simple to-do lists. In Day 3, we discussed the value of keeping your to-do lists short and simple. Doing so will be an important part of breaking your multitasking habit. When you have a clear, prioritized list of items in front of you, it’s easier to pick one and focus on it. Conversely, working without a to-do list, or working with one that is both complicated and overly-ambitious, increases the chances you’ll attempt to address more than one item at a time.

5. Minimize interruptions. Your ability to concentrate will be crucial to developing the single-tasking habit. To that end, take steps to insulate yourself from incoming emails, phone calls, voicemails and texts. All of them will distract you, making it more difficult to focus. Close your email and turn off your phone. Also, program your phone so it doesn’t issue audible alerts when new emails or calls come in.

 6. Declutter your desk. A messy desk will make you more inclined to multitask. It encourages your brain to flit from one item to the next. Clear your desk’s surface of everything except the items you need to finish the task in front of you. You don’t have to organize your desk. Just put unnecessary items someplace out of sight. For example, throw them into a box for now. Organize them when you take a break or after you’ve completed the task at hand.