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Dear Friends and Clients,

When I sat down to work on this issue, I planned to write about one of my favorite topics – how to increase productivity by getting rid of clutter. I wasn’t making much progress, however, so I paused to take stock. I realized that along with researching my topic I was trying to supervise a cleaning crew, answer phone calls and email, amuse the puppy & eat my lunch.

Like a lot of people, at one time I was proud of my ability to multitask. But now I realize that my efficiency was an illusion, that we can’t really do two complicated things at once, and that there is a big cost to trying.

So I am working to reform. And in this issue I‘ll try not only to convince you to scale back your tendency to multitask, but I’ll also offer suggestions that will help you do that.

Warm wishes,
Bev

Talking on the Phone
While You Read This?
Maybe It’s Time To
Cut Back on Multitasking!

March 18th, 2008 * Number 77

Ever since computer geeks coined the word “multitask” in the 80’s, professionals have been bragging about how many things they can do at once. Now, however, it’s becoming clear: multitasking doesn’t actually work well, so it’s no longer cool.

A host of studies suggest that multitasking slows us down and makes it more likely that we’ll make mistakes. At the same time, attempting to multitask increases our stress level, wears us out and might even make us feel sick.

When we try to manage our frantic busyness by juggling several tasks at once, we may have an illusion of getting more done. But studies using technologies like magnetic resonance imaging reveal that our brains actually lose efficiency when we try to do two jobs at once.

Some problems with multitasking become clear when we understand that we typically aren’t working at the various tasks at the same time, but rather are switching back and forth between activities.

To get a sense of how your brain can waste energy, imagine that you are running back and forth every minute or so from washing dishes in the kitchen to preparing your taxes in the study. Both tasks are getting done, but much of your energy is being spent on running. And particularly with the more intellectually challenging task, you scarcely have time to re-engage before you must run off again. Furthermore, the sense of urgency as you change tasks stimulates the release of cortisol and other chemicals that drive up your stress level.

While it may seem difficult to give up multitasking, particularly when we are working in the midst of constant interruptions, the benefits are clear. If you’re interested in becoming calmer and more productive by learning to focus on one thing at a time, consider these strategies:

Schedule important tasks. Identify your highest priorities and focus exclusively on them during your most productive time of day. For example, if you work best in the morning, save the first hour or two of the work day for your most important project. Shut your door, resist the temptation to check your email, ignore the phone, and concentrate on the most critical item on your “todo” list. If you can spend some of your best time addressing your highest priorities, the rest of your day may take care of itself.
Batch tasks. Instead of jumping from one kind of activity to another, group similar jobs and work through them in designated time blocks. For example, instead of becoming distracted by email interruptions throughout the day, schedule specific blocks of time for processing your email.
Keep lists. Even if you’re trying to focus on one project, it can feel like you’re multitasking if you are constantly interrupted by new requests. It may be easier to quickly return to your major task if you make a note as each new item appears. If you keep a list of all the other things you have to accomplish, they are less likely to linger in the back of your mind, distracting you from getting on with the job.
Keep an activity journal. Researchers link multitasking with inefficiencies connected to an inability to estimate time accurately. Multitaskers tend to plunge into a torrent of activity, and before they know it the day has rushed by and nothing has been finished. If you make notes and develop a clearer picture of how you’re spending your time, you can develop a better sense of how long it really takes to accomplish various activities. This will help you to schedule your work each day, and find the time to reach your most important goals.
Take breaks. Even when we’re trying to learn a more deliberate approach to managing our schedules, the reality of modern life is that much of our day is spent jumping from one thing to the next. Try calming the stress that may accompany multitasking by taking mini breaks throughout the day. You can center your mind and help your body return to a better state by taking a few deep breaths, doing a brief meditation or taking a short walk.
Don’t phone & drive. Even if you’re hands-free, you probably can’t talk on the phone without compromising your ability to drive. Research demonstrates that when you’re using the phone your brain concentrates on listening, and the brain cells that control vision begin to shut down. The problem appears much less pronounced if you are speaking with a person who is in the car with you. One reason for this may be that your traveling companion is aware that you’re driving and will modify her conversation in response to what’s happening on the road.

Want to Learn More About Enriching Your Work Life? For reviews of helpful books and an extensive archive of Bev’s newsletters go to Bev’s Website. In addition to providing executive coaching, Bev is available to speak to your group about a broad range of issues related to productivity and leadership. Visit her website at www.ClearWaysConsulting.com or email to Bev directly. Bev is associated with Executive Coaching & Consulting Associates.

Bev’s Tips for a Better Work Life is published on the first and third Tuesday of each month by Beverly E. Jones of ClearWays Consulting, LLC. Bev is a lawyer and former executive who now coaches accomplished executives and other professionals to bring new direction, energy and enjoyment to their work lives.

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