Multitasking: Right Balance Between Focus & Flexibility

Let’s face it, we all have a lot to do every day. For most people, it feels like 24 hours is not enough.

One way people try to make up for the limited time is to multitask. We try to do a lot of things at the same time.

While there are some lightweight tasks that can go on concurrently, most tasks that require rapt attention are mutually exclusive - they shouldn’t be done together.

A study by the American Psychological Association found that multitasking takes a toll on productivity. The research shows that our mind and brain were not designed for heavy-duty multitasking.

Switching between tasks requires time to adjust the mental control settings, which can lead to a reduction in overall productivity.

Example

Try reading out loud and writing something different from what you are reading at the same time. Disaster, right?

Some other cons of multitasking

• Wasted brain power: Your brain needs to readjust to a new task and regain focus each time you switch tasks. That brain power could have been used to better tackle a task.

• Increased Errors due to distraction: When our attention is divided among multiple tasks, the likelihood of making mistakes increases. This is because our cognitive resources are split, leading to less mental energy being devoted to each task.

• Negative Effect on Memory: Multitasking can impair our ability to retain information. When we multitask, our attention is divided, making it harder for information to move from short-term to long-term memory.

• Stress and Burnout: Juggling multiple tasks can lead to increased stress levels. Over time, this can result in burnout, further reducing productivity and potentially leading to health issues.

• Reduced Creativity: Multitasking can hinder creativity. When our attention is divided, we’re less likely to have the mental space needed for innovative thinking and problem-solving.

The good news is we can organize our work in a way that not only eliminates the need for heavy-duty multitasking, but allows us to get things done faster.

Here are some 7 steps that can help you overcome the deception of multitasking;

• To-do list: Instead of trying to solve everything at once, write down all the activities you wish to accomplish in a simple to-do list.

• Prioritise: Prioritise your task based on urgency and importance to know what you need to focus on for the day. Ideally, focus on your 3 MITs. Know what to do, schedule, delegate or delete.

• 2 Minute rule: Invoke the two minutes rule for tasks you can easily finish within two minutes, but also limit the number within each cycle.

• Time blocking: Remove distractions from other tasks, gadgets, environment and people.

• Pomodoro technique: You can use this to effectively switch between tasks at the end of every pomodoro time.

• Breaks: Use the breaks between your focused cycles to refresh and do things that help your relaxation.

• Review: If an emergency comes up, quickly review your plans and reprioritise.

In conclusion, while multitasking may seem like an efficient way to get more done, it often leads to decreased productivity, increased errors, and higher stress levels. Instead, focusing on one task at a time allows for deeper concentration, fewer mistakes, and ultimately, higher productivity. So, the next time you’re tempted to multitask, consider the potential costs and benefits, and choose the approach that will truly enhance your productivity.