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At her day job, Tiffany writes about career advancement, generations in the workplace, HR, management, the job search, productivity and all things related. She's currently finishing her master's degree in journalism. Her experience ranges from non-profit to corporate, and she has worked and written for a Fortune 500 company, an international missions organization, volunteer groups, university organizations, newspapers, and start-up businesses. She’s also a passionate advocate for Gen Y joining the conversation that defines their lives. Learn more about her at her blog, 
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New here? Employee Evolution is a blog written by Ryan Healy. Ryan is a Co-Founder of Brazen Careerist, the webs #1 social network for young professionals. Ryan speaks with organizations on best practices for recruiting and retaining Generation Y and how to effectively use social media to reach your target market. To contact Ryan, please visit our contact page.
What’s the best way to get things done?
As I start writing this post, I’m also brainstorming, talking to a friend, adding to my to-do list, outlining a project, remembering what groceries I need to pick up and eating lunch. Chances are, I’ll finish this post later, while I’m watching the news or catching up with my sister or a friend on the phone.
Young workers today are accustomed to the always-on-go, do-several-things-at-once mode. Growing up, Gen Y had schedules so full, weekdays lost their names and became things like “Soccer Day” and “Piano Lesson Day.” Post-high school was no different, and we’re still going strong as we begin our careers. We can eat, write, watch TV and have a conversation all at the same time without a giving it a second thought.
In popular terms, we are expert multitaskers. We’re by no means alone in this ability, but it’s a skill we bear proudly as a badge of honor. As we enter the workforce, though, we face some interesting challenges – work isn’t exactly the same as catching up with our MySpace friends while watching the latest episode of Lost and eating dinner. Each time an e-mail pops up, a new idea hits us, the phone rings, a boss or co-worker wants to chat, or a training opportunity comes up, we quickly turn our attentions to it.
The problem with this is, to the typical worker, it seems like the distractions and interruptions never end. You don’t seem to have time to even start that project your boss gave you three weeks ago and said, “let’s meet once you’ve had time to work on this,” never to mention it again. Even though we are great at multitasking, it seems almost impossible to get everything done because of all the interruptions. And there are a lot of them. According to a report from Time on research at the University of California, the typical worker can be interrupted every 11 minutes.
The other problem is, most of these daily distractions fall under the umbrella of “work,” but that simple fact doesn’t make them easy to manage. Sure, we can check our e-mail while typing up a memo and reminding our co-worker that word he’s thinking of. We are doing a lot at one time. But, for some reason, the work always seems to keep piling up. So, does the “skill” of multitasking actually help us better manage our time?
Research seems to show that multitasking may actually be more of a hindrance than a help, especially for young workers who are keen on taking care of whatever’s popping up now. We may be up-to-date on how to use the latest technology, but that doesn’t mean we always work smart. The New York Times recently published an article summarizing some of the top research into multitasking. It turns out, multitasking may help us do more things at once, but it doesn’t help us do them well – or even quickly for that matter. In fact, it slows us down.
It may sound crazy, but the research shows that brain actually focuses better when you’re just doing one thing. Apparently, in my case, it’s true. As I’m finishing this post, I’ve finally had to turn off the TV and write when everyone else is in bed. The difference is, now I can focus.
So, is this enough to convince you to break the habit of multitasking and focus on time management and getting things done? Okay, I’ll give you snacking and listening to music while you’re reading this blog. I mean, come on, what do they expect from us?
Leave your thoughts here. (22 responses)
- 1 Pingback on Jul 13th, 2007 at 9:52 am
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There is a great Newscientist article from April 7, 2007 on this very subject. It has further evidence that I assume is in your NY Times article, that multitasking not only slows us compared to doing do individual things one at a time, but don’t perform as well on either. So essentially, we are doing the job with less accuracy and slower. Who wants to admit that? I think most people our age have this grand notion that they are supreme multitaskers because they got through school writing a paper with Facebook open, kept 3 conversations open on AIM, and had music on in the background.
The problem is that none of those things had to be done well. How many of those conversations left short term memory? Or how many of the 90 pictures of your friends (that look identical anyway) do you remember? Not enough to be an “expert.” The paper might have turned out alright, but more than likely the effort was put into getting it done, not doing it well.
I think the key is a healthy balance. We can’t do 3 things at once, and I realize that. But we can do 1 think after another in short bursts focusing on discrete activities until they are all done to completion. I keep a Google Talk window open as I work, but I’m more than happy to let it flash for a few minutes while I complete a thought/sentence/project. As I’m still learning a new portfolio of clients, after they say their name/problem I’m usually asking them for a second so that I can focus and connect the dots before they start talking and I can avoid playing catchup.
And I can’t work without noise in the background. I don’t want to listen to the noise, I don’t care if it’s a telephone ringing, conversations I can’t really understand, it doesn’t matter. The background noise keeps my mind from wandering away from the subject at hand.
So after I submit this comment, I’ll respond to the other few emails that are waiting, finish another task, go to a meeting, and then come back and make the online rounds for a minute or two. Is this multitasking? I guess, are these distractions? Maybe, but the key for me has been to find the appropriate stopping points to have separate, complete and distinct thoughts that can be shuffled off to their appropriate parts of the brain, and not let them intermix. Because as soon as you try to do it all at the same time, you’re back to taking longer to perform a subpar product…
Nathan,
Thanks for your comment. You have some great insights into how so many of us work today. I think that multitasking is something we sort of assume is a good thing. As a matter of fact, I think it’s even listed as a skill on my resume. That’s probably because it’s listed as a required or desired “skill” for the jobs in the field I’m in - and of course, it’s the way I do a lot of my work. My point is, the assumption that multitasking is a good thing doesn’t just come from workers. There’s a larger feeling that it’s good for everyone, and if we could just multitask “well” we’ll be able to get a lot done.
The other problem with multitasking is that a lot of people assume it’s the only “system” they need to rely on to get everything done. The thought is - Just do it all at once, if you can. That will work. Right? So many don’t even think about actually finding systems or trying to achieve that balance you talk about, because they don’t think there’s anything wrong with the way they work. Not that it’s “wrong” exactly, just that it’s maybe not best. Or maybe that a lot of people don’t just sit down and look at their work habits to see how they work and what could be better. Because multitasking skills have their back. But the problem with this is, as you pointed out, multitasking can lower the quality of our work. We can still get it done, but not well.
You’re exactly right. Balance is key. I think what you described is exactly the typical scenario for a lot of workers today. I don’t think we can abandon our multitasking, distraction-seeking habits all together. That’s not necessarily the answer. But we need to at least start thinking about these questions.
It depends on how you describe multitasking. If it means actually stopping work on one task, in mid-thought, to take up another, then that is not very efficient. Sometimes it can’t be helped (stopping to take a phone call for instance).
But the good kind of multitasking is when you take advantage of natural stopping points in a task in order to do something else. In I.T. we often do that while we wait for a program to run. It could be waiting to a response from an email or voicemail. Or it could simply be a a stopping point where you have finished one mentally-intensive part of a task, and need a breather from that project.
The trick is to pick the natural stopping points, so that your brain has a chance to actually finish a thought. Then you don’t have to figure out where you left off, because that thought-process ihas been ‘completed’.
“It may sound crazy, but the research shows that brain actually focuses better when you’re just doing one thing.”
Was that sarcasm? I hope so. That’s been a well-known fact for thousands of years. We shouldn’t need research to tell us that. It’s just common sense.
Karl,
Yes, that was sarcasm you were picking up on! My point is exactly what you pointed out - it’s common sense that focusing on one thing will help you do it better. We don’t need research to tell us that, but it does support the facts. But people don’t always think about that simple fact, and it can affect the way we work to never think about how we do what we do. Not that I have all the answers, by any means, it’s just something that’s worth thinking about.
I think we’ve trained ourselves do to so much more than one thing- I can’t even take a walk without having my ipod on, texting a friend and reading the flyer on the street. But when I need to get something done that’s important, I am able to prioritize and subsequently shut off distractions and get into the “flow” of working. I don’t think multitasking is bad as long as you are able to strike that elusive thing called balance.
Rebecca makes a good point mentioning priorities.
I think for many people (not all) multi-tasking is a way to feel good about dealing with all the things grabbing at our attention. We do everything at once instead of sitting down, considering priorities, determining importance, etc. So, as mentioned, we do everything and often times not very well. Sometimes we’re so busy becuase we haven’t stopped to consider what’s really important.
I guess ‘relaxing’ is one of those tasks you can’t multi-task. While valuable, multitasking seems to be the opposite of prioritizing. Which do you think a boss would prefer as a skill?
I agree, Devin. Rebecca brings up a great skill that can help us get things done - prioritizing. And I do think it’s different than multitasking. Multitasking seems to be an effort to “deal with” our work rather than approach it systematically. And although I hate that word - systematically - I have found personally that when I take the time to plan, prioritize, and approach my work strategically, I really do get more done, feel less rushed, and more satisfied when I go home at the end of the day.
And I think my boss and everyone I work with likes the product of my work more when I choose to prioritize and focus over multitasking. Even though that’s a difficult decision to make (and I often find myself working that way!)
I think time management is a much better way to get things done, but it’s not always the best way to FEEL like you’re getting things done. Multi-tasking is like listerine–the burn lets you know you’re working. : )
In fact, I use a stopwatch gadget on my sidebar to make sure I don’t allow activities to go over the amount of time they should have. I don’t always use it, but making conscious decisions about where you spend your time is always a good thing if your goal is to be maximally productive.
The biggest reason to nix multitasking is that it eliminates the possibility for deep thought and making connections. There’s something to be said for letting an idea stew for a while and really giving it your full consideration.
Tiffany,
I don’t want to hurt your credibility but this seems like you ripped it right out of the Four Hour Work Week by Timothy Ferriss. I do agree with what is written, it just seems strangely similar to something I have already heard.
As the old adage goes, sign your work with excellence. If you want the work to be your best, give it your best.
The works of Plato, Aristotle, Mozart, Beetoven, Einstein, Piccaso, Tolstoy, Andrew Wiles (solved Fermat’s last theorem after 325 years of intractibility) among others could not have been accomplished in what you would call a multi-tasking environment.
There are many, many times when the output does not require a “best effort.” It only requires just “an effort” or the work is at such a level that it only requires minimal consideration.
Then there are times when the work requires FULL concentration in order for it to be successful. As my words will possibly be viewed by a rather large audience, even though I am writing them mid-day, I am ignoring the IM, phone, iPod and e-mail messages to give them the attention they deserve.
There are two things in our general society that are an issue here 1) we are not taught/learn how to appropriately filter our inputs into items that can be rapidly task-switched and items that require longer periods of thought. We do not know out to appropriately prioritize. 2) Employers, especially HR departments, when making hiring decisions think that all rolls require rapid task-switching. When actually very few really do. A more appropriate question would be “Can you juggle multiple projects at the same time?” “When you are deadlocked on one can you move a different one forward?”
I believe that the shoddy work that comes out of much of the worlds companies comes from too much rapid task-switching, too much push from Marketing to get the product out the door, too little care from corporations regarding the working environment of their employees.
Most cell phones are prime examples of this. Lots of functionality, almost no internal or external integration. The anthesis of this is the iPhone or iPod. Well designed, well thought out. Not perfect, but definitely not something thrown together.
As for the term “multi-tasking” - that’s a buzzword hold-over from IT. There is no such thing, even in IT. The more appropriate term is “rapid task-switching”. Even with multiple CPUs, everything is funneled through a single, high speed, switching mechanism. Likewise, our conscious, our focus, can only handle one thing, one focus, at one time. You may think you are talking on the phone, listening to the radio and driving your car at the same time. You aren’t. You are doing one or another, or another. That’s why it’s so dangerous. You were paying attention to the phone conversation instead of the stopped truck in front of you.
Music may be the only exception to this. Many people don’t actually listen to music while working. It provides the brain with a meter and rhythm. It can actually steady it and calm it down allowing you to focus - so long as the volume and attention are appropriate.
Funny thing, to actually think about rapid task-switching, you actually have to be in an environment where you don’t need to.
Adam,
I actually have not had the chance to read Four Hour Work Week yet, but I hear it is a good book. If I had read it, I would definitely have cited it in this post!
I think this is just a very talked about idea right now, and in my opinion, that’s a great thing. It’s something people need to think about and talk about. And ideas spread when people talk about them. Check out another great book, Unleashing the Ideavirus, by Seth Godin, for more on how ideas spread.
Tiffany,
Another great post which made me think of the following…
There’s an interesting book called “Crazy Busy” by Dr. Hallowell. He is an ADD specialist from Harvard who’s first book, “Driven to Distraction” is very well known. In “Crazy Busy,” he coins a term, ‘Cultural ADD.’ He believes that technology is creating this for all of us in America and discusses how we are in the process of learning to cope. He also discusses ‘Social Disconnection’ and how technology is actually making us feel more isolated is some ways. Lack of human interaction in communication means loss of 93% of our communication skills and an inability to feel the satisfaction of a personal connection to those we are communicating with. Not to mention, the chances of us being misinterpreted by the person we are communicating with increases dramatically.
So besides multi-tasking making us work harder and not necessarily smarter, it also has the potential to mess with our mental health. Crazy….
Hi,
I have struggled with the multi-tasking vs. singular focus for years. I have been particularly srawn to Stowe Boyd’s disscussion on Flow - www.stoweboyd.com/message/2007/06/flow_a_new_cons.html and www.stoweboyd.com/message/2007/03/overload_shmove.html
From his “Overload Shmoverload” post:
Thanks.
Dr. Hallowell’s books are good, also. Everyone should read about ADD/ADHD behaviors and I think more would realize that the Hunter/Farmer distinction (Thom Hartmann?) is a good one. Some of us can multitask to a point, but the loss of thinking time and concentrating time, when added to the loss of proper sleep (every minute before midnight is worth 10 minutes after midnight), makes us all “Crazy Busy”.
We are burning up the last rays of ancient sunlight to entertain ourselves into oblivion while we work even more hours and more tasks to pay for the increasing prices of drugs, medical professionals, and clinics to diagnose problems caused by the burnout.
Another book: “You Mean I’m Not Lazy, Stupid, or Crazy?” by Kate Kelly
I’ve worked so hard to multitask and plan and organize that I can’t even begin to do any work now. It’s insane.
Nathan and others above make good comments about natural stopping points. I just want to add that when prioritizing and planning the todo lists, you need to consider these so that you include actual breaks around your stopping points, not just skipping over to the next job coming up. Otherwise, you get to a point where you work until you can’t work anymore, and just say “SCREW IT!!”, and that’s when you eat whatever food is wrapped in plastic, fried in grease, and handed through a window (not necessarily in the right order, either)
We are all getting to the point where we are burned out like chemo treatment, with no reserve left to handle actual illness. The older you get, the more you will figure this out, hopefully before it’s too late.
As a certified professional resume writer, I do not even include the term “multitasking” in a resume and discourage clients who request it. It is not only a detriment to true productivity, it is also stunts quality of the work. Most employers would rather one job done with excellence, as opposed to three jobs done adequately.