The Truth About Multitasking

Multitasking

Multitasking, contrary to all the reports, is that, it is a good thing. A planned approach will bring in more clarity and also leave you with quality family time. The world today has become an information superhighway with several advanced technologies and trends which have changed our lifestyle and the way we execute our tasks.

Today we are used to doing multiple tasks at the same time such as watching TV and eating, listening to music and writing an article, speaking on the phone while reading a book, packing lunch boxes while rice is getting cooked, etc.

Are we really becoming efficient or being able to do more tasks compared to our parents and grandparents? We will try to find answers to this and know the real pros and cons of multi tasking.

Expert Views and Meaning of Multitasking

There are multiple views and opinions on multitasking so we may not get the perfect answers, however if we know the reality of multitasking and its pros and cons we can definitely make our life better.

According to a March 30,2011, article published in psychology today multitasking (engaging in 2 tasks simultaneously)  is only possible  when two conditions are met:-

  • Firstly one of the tasks to be so ingrained that no focus is necessary
  • Secondly they involve different types of brain

Most people think that doing two or more tasks would mean ‘multitasking’. A better description would be ‘the simultaneous management of two or more tasks by a computer or a person’. The term ‘multitasking’ itself gained more significance after the advent of computers where the system can be instructed to perform two or more tasks.

While the user may be doing one task, the computer has the capability of doing other background work like downloading, scanning, searching, installing, etc.

Myths about Multitasking

Many people forget the fact that multitasking refers to simultaneous processing of two or more activities. Although it sounds obvious most people ignore this. Multitasking can have its benefits as well as

Mr.Robert, a Finance Executive in Bangalore attends to a phone call from his client and is also writing an email to his colleague based at the company’s Head Office (in Mumbai). Now two tasks are happening (sort of) at the same time, which means he is able to successfully multitask and be efficient. So does this clearly shows that that by multitasking Robert saves time and performs more in shorter duration?

Absolutely wrong! I’m sure you’re highly disappointed reading this.

The reality is the fact that Robert is just switching from one task to the other, although his intention is to multitask. How? He first starts writing an email, gets a phone call and what happens next?…

He answers the phone with the usual “Hi, Hello, ….” (now he is not working on the mail)

He starts writing the email address, then stops…. (few secs)

He then proceeds to talk…

Then he refers to another document in his PC….

Then talk…..

Then copy a phrase from the document to his email…

Here the two tasks – email writing and phone conversation are happening one after the other. Robert basically switches from one task to the other in rapid succession.

This is actually called ‘Switching’ or ‘Switching Tasks’. In simple language its juggling tasks or switching back and forth between tasks.

On the other hand Robert’s colleague Karan, a Systems Analyst writes and email and is also installs an antivirus software on his computer. In this case Karan is actually multitasking (in a real sense). How?

Karan does it as follows

Task1: He activates the installation program which runs in the background (also called ‘background processing’)

Task2: He then starts writing an email to a hardware vendor

Task 1 is started as a stand alone task and runs automatically. Then when Task 2 is started, then Task 1 is automatically running in the background, which is a typical of how multi-tasking works.

The time period when both Task 1 and Task 2 happens simultaneously, one can say that Karan is effectively multitasking and smartly getting both tasks done at the same time.

Issues with Multitasking Attempts

I try to call it multitasking attempts because although the intention is to multi-task sometimes it ends up being a case of switching or just juggling tasks.

Distraction

When you are doing two tasks both involving lot of attention and detailing, then you might get distracted and tend to make mistakes or even big blunders. For example driving a car while speaking on a mobile phone.

Switching Tasks and its problems

Most people switch tasks instead of multitasking. We have seen a good example of Robert who switches from his phone conversation to his email and vice versa thereby taking more time on both.

Rather he could have cut short his conversation, then finish his email and later call back (or) he could have finished the call and later come back to his email.

Forgetting Priorities

Sometimes people get overwhelmed with doing multiple things that they forget to prioritize important items and deadlines. E.g. Lets say Mr.Mani have tasks A, B, C, and D, where C and D are priority. Mani actually does all four tasks simultaneously in order to be in the good books of his bosses.

So he spends time on A & B which have long and easier deadlines. After a month C & D are complete but not satisfactory in terms of quality – why? Because time was wasted on A & B leaving less time for review and quality check on C &D.

Situational Use of Multitasking, Switching

Switching tasks is not wrong per se and multitasking has its advantages. However, one must make sure that the end result is not compromised in the rush to do everything ASAP. For instance you can multitask by pedaling on an exercise bicycle while watching TV.

One good example is driving a car with a radio on which is ‘multitasking’. Here you don’t have to concentrate on the radio (its not important). But if you were to speak on a cell phone and drive a car at the same time its destined to be a blunder or an accident – here switching from phone to driving is going to be a disaster.

Switching can be beneficial if used in the right way – for instance you can talk on the telephone and have coffee (where you tend to switch between talking and having coffee). Similarly you can watch TV and read a book.

There are subtle differences that impact our ability to do multiple tasks. For example you can listen to music and cross the road, but may find it difficult to talk over phone and cross the road. Why?

Because listening is a one-way activity while talking on phone is a two-way communication requiring you to listen, think and respond. This is one of the reasons why there are plenty of road accidents due to use of mobile phones.

Task & Time Management – A Planned Approach

Multitasking or switch tasking is not the only solution to improving your productivity. The whole idea is to have planned approach and try go accomplish important and priority tasks first. There are few ways to improve productivity such as

  • Have a broad goal and break it in to smaller objectives or action items
  • Prioritize tasks and complete those which are important and critical with tight deadlines
  • Delegate or assign tasks to colleagues or team members instead of loading it on yourself
  • However, try to set expectations and give them adequate time, resources and autonomy
  • Be open to answer queries on the task delegated
  • Automate some of the tasks either through use of machines, systems, etc or by use of templates or formats.

Conclusion – The Truth about Multitasking

We have just discussed a handful of alternate ways to improve productivity but there could be more ideas and options to explore. So don’t try to strain yourself by doing too many things at the same time.

By taking too many tasks simultaneously you will actually be doing them half-heartedly and deliver poor quality, which can impact your personal or professional life too. So, to sum up the message is to improve your quality of work, which you can achieve by prioritizing and completing the important tasks or projects.

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About the Author

Sridhar is a financial analyst and his work experience spans areas of financial analysis, modeling, valuation and research on companies, specific sectors, etc. Sridhar is an MBA graduate with Finance major from Maharishi Institute of Management.

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