Subscribe
Ryan Paugh graduated from Penn State in 2006 with a Bachelor's Degree in Journalism and a minor in Business. After working in corporate communications, freelance writing and reporting, he co-founded 
Email Ryan
Read more from Ryan
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.
The art of multitasking has become so engrained in our lives that it has fundamentally shaped the definition of the millennial generation. It’s frequently marketed as a good thing, as if we’ve become hybrid models of human efficiency. But I wonder if it in fact signals the start of an era in which we’re more dumbed down and disconnected from reality than ever before.
I met a college student the other day while volunteering at Madison’s local teen center. Great girl, had a lot to say, but she couldn’t keep her eyes off of her Blackberry for the life of her. It’s frustrating to think that face-to-face personal exchange has somehow become so diluted that we balance it with communication lying elsewhere.
She admitted that her infatuation with her Blackberry was somewhat pathetic. While hanging out with her friends on the couch, she explains, sometimes they’re so buried in texting that they don’t utter a word to each other for hours. Dead silence is only masked by the faint clicks of laptops, cell phones, Blackberries or whatever.
The business world is no different. I can recall several one-on-one meetings where a seemingly important dialogue took a backseat to whatever communication was going on via PDA.
But it’s not just the way we communicate that’s affected negatively when we take multitasking too far. It’s also the quality of our work.
The more we attempt to do at once, the less focus we tend to put on each individual activity. As good as we think we are at juggling many things at once, if we’re not careful, our work is likely to decrease in value.
I had a co-worker who was exactly like this. She thought she could multitask her way through anything, until everyone started to notice how inferior her work had become.
You know that screeching sound a train makes when it needs to slow down really fast? That’s what it’s like when a chronic multitasker finally reaches their boiling point.
Her self-proclaimed superiority in handling anything and everything at once led to an emotional breakdown that left her cube vacant for weeks. She was so detached from her co-workers and her fundamental responsibilities that working from home seemed like the only way for her to get a grip.
In November’s issue of The Atlantic, Walter Kirn describes the great tragedy of such multitaskers:
“This is the great irony of multitasking - that its overall goal, getting more done in less time, turns out to be chimerical. In reality, multitasking slows our thinking. It forces us to chop competing tasks into pieces, set them in different piles, then hunt for the pile we are interested in, pick up its pieces, review the rules for putting the pieces back together, and then attempt to do so, often quite awkwardly.”
But still, I’d be a hypocrite if I didn’t give a few kudos to the value multitasking has added to my life. I’m far more efficient with my cell phone in hand and my laptop conveniently strapped over my shoulder nearly everywhere I go. But where do we draw the line?
Maybe the distinction lies in high-level versus low-level activities. And if that’s the case, it’s important to recognize the difference.
We don’t want to become the generation known for completing low-level work with unsurpassed efficiency – especially if our high-level work happens to be far inferior.
The authority of automation that technology bestows is a force to be reckoned with. And the wealth of activities we can accomplish at once makes our lives far more efficient. But with that value sometimes comes the feeling that we can do just about anything. It’s then and there that it’s time for a reality check.
Although I understand how multi-tasking can be problematic, and instead waste more time rather than save it, I do think multi-tasking is now necessary in the normal working world. Its not a coincidence that we have blackberrys, hybrid pdas and even people with slash careers. The workd environment is now hard-wired for multi-tasking, and if one doesn’t multi-task, one may be left in the dust. I myself can’t operate without multi-tasking. As a law student and a columnist for a newspaper, I have to juggle responsibilities, which means well… multi-tasking.
The science that multitasking degrades quality is unmistakable. So I agree, the issue is entirely about 1)high/low level activities and 2)how much you have to be engaged.
I’m a huge proponent of multitasking when it makes sense. The problem is that most people do not have the self control to reasonably determine when is and is not an appropriate time to multitask. I’m on conference calls where I need to be present for an hour, when my actual participation is only 20 minutes. Those other 40 minutes are prime multitasking minutes. I can work on emails, plan another project, read blogs…the point is that the level of engagement is going to be extremely low so as long as I am “on call” mentally, my work would not suffer.
The meeting example you present is something I encounter all the time, and I often wish I were in a position of authority to do something about it. I’d be like the high school teacher confiscating cell phones because kids text so much in class. (Ironically, class time would probably be considered low level as far as I’m concerned, but the point remains.)
Culturally, multitasking is here to stay. I’m sure every 6th grader on a computer looking up information on wikipedia for a book report (I just got a flashback of using Encarta) will be checking their email or chatting away in AIM. But I hope this continues over the years that a certain responsibility emerges where we can distinguish what we’re using as tools for a certain task and what actually need to think for ourselves. There was a commercial awhile back for one of the handheld GPS units (I think) where the guy is walking and following along, when it’s removed from his hands he just stops… It’s a great commercial, and the larger point is spot on. The self control are lacking to where if many people aren’t signed into a chat program or aren’t getting their emails in real time they feel completely disconnected. The problem is learning that the world wont end if you read an email a couple hours after you received it, or if you go a day or two without a cell phone.
I definitely think you get to the root of it toward the end of the article - low-level vs. high-level tasks. Unfortunately, at the entry-level most of us aren’t given a whole lot of high-level tasks. Low-level tasks require much less attention, attention which in my opinion, has to be focused somewhere… such is my ingrained level of ADD.
For example, right now I’m cataloging a PowerPoint slide library. Not really heavy mental lifting. So, I have my Pandora radio going in the background, send/receive text messages, and carry on conversations with my coworkers.
However, when I get the chance to work on higher level tasks, like designing a homepage for a local entertainment website, then the headphones go on so I can get into The Zone without any distractions. I have to turn off my e-mail pop-ups in Outlook, such is the level of my ADD. Too distracting.
To think I could work on something important while doing unimportant things says a few things about how I approach work. 1. It says I value the big project just as little as I value the big project. 2. It says I think I can do everything and anything, and that’s a fast way to earn the resentment of my coworkers, not to mention it shows I am blind to my weaknesses. 3. It says I place equal (or worse, MORE) value on my private life than my career, which is unacceptable while I’m at work.
Great post. Hopefully it hits the right people. If our eyes aren’t open to our limitations, we’ll never be able to grow. And, we’ll end up burnt out in our mid-20s like your coworker.
Kelvin:
You’re right. I can’t refute that it’s necessary to be a multitasker. I mean, I am a multitasker. No doubt about that. I’d get left in the dust if I wasn’t
What’s important is that you recognize the hazards and avoid them if at all possible. We all wear many hats, but that’s not an excuse to become disconnected or let your quality of work slip.
Nathan:
I’m glad you pointed out that commercial as an example. It worries me that we’re so reliant. In fact, as I talk about becoming so disconnected via multitasking technology, I wonder if some people feel as if NOT having the technology causes the disconnect.
If that’s the case, it’s time for a reality check. You’re right, the world isn’t going to end if you don’t respond to an email right away. It’s frustrating that people expect otherwise.
Holly:
I’m glad you bring up that we don’t get a lot of high-level tasks as entry-levels. Of course, it frustrates us because we’d like to be more engaged, but I also worry that we’re so engrossed in multi-tasking that once we get these high-level assignments we’re not going to be prepared to handle them.
Thanks for the comments so far.
It’s interesting that multi-tasking is now ingrained in the business world, when it’s been part of every single mother’s life from the day the child is born. I’ve seen that recently with my wife staying home with our new baby.
That being said, I’ve often got 3 things going at once. My ADD doesn’t allow me to concentrate on one single idea at a time, I simply can’t. But for people that are doing 8-10 at once, they really aren’t doing ANY of them.
You’re right, the world isn’t going to end if you don’t respond to an email right away. It’s frustrating that people expect otherwise.
@ Ryan – It’s interesting that you mention multitasking is expected nowdays, and that is certainly the case. From your managers point of view, they want to squeeze all the productivity they can, and if you have clients, they always want to be the center of attention. I get it from both sides. But more specifically, you’re spot on when people expect to reach you 100% of the time. I sometimes laugh when I see people around me freaking out when they can’t reach a contact for an answer within 10 minutes. I think the reach is because most people think about the specific task they are asking, which might only take 5 minutes. So in one sense, people are right, they could, in theory, solve a problem in 5 minutes. But when I have 150 other 5 minute problems, someone’s going to have to wait…that is the disconnect. Sure, the email might only take 5 minutes of a response, but it’s actually getting to read it that’s the problem.
Ex: I am literally on conference calls and managing projects 3-4 hours a day. There’s half a day that you can’t reach me by phone. About half of that time I’m actually engaged, so I wont be looking at instant messages or emails. And God forbid you don’t respond to an office IM immediately…the sky is falling! Sometimes I get emails 10 minutes later asking me to get to something ASAP or RUSH!…when the reality is that I won’t get to it for hours, which is still a reasonable turnaround.
——-
Ironically, at this point in writing this reply (while hosting a call, and eating my lunch) I was just approached by my manager who needed me to do something which took about 2 minutes. But perfectly illustrates the point.
——-
It is almost as if the time necessary to complete the task is inversely proportional to how irate people get if you don’t do it right away. The answer is always “but it will only take XX minutes?!!!!!” The answer of “I’ll get back to you this afternoon” is no longer acceptable. When it comes down to it, the expectation is really just that most people are inconsiderate, and don’t want to give you any time to do your work.
You know I love this topic! I think it’s a good point you make - we need to examine the types of tasks we are multitasking in, and their importance, especially at work. Just because we “can” doesn’t mean we should.
I think another thing that adds to this is the modern work environment. Whether you’re in a cubicle or a coffee shop, in an office or an open area, focus is difficult to attain. Even if the phone isn’t ringing, e-mails pop up constantly or an IM will go off. This environment devoid of focus easily lends itself to multitasking, regardless of what type of project you’re working on.
Nathan:
It sounds like you have a good handle on your multitasking. And I respect that fact that you recognize appropriate turnaround despite people’s tendency to want everything NOW.
Thanks for speaking to the fact that multitasking has created some pretty unreasonable expectations from inconsiderate people. And thanks for sharing your story.
Tiffany:
I know you love this topic! I actually linked to the article you wrote on EE about it.
“Just because we ‘can’ doesn’t mean we should.” — I really like that.
You’re right about the modern work environment too. Nathan sort of speaks to this above when he talks about how co-workers have unreasonable expectations based on a chronic multitasking office.
I wonder how much of the thought that multi-tasking=”I’m an important person” plays into this. So often, when people ask how I’ve been or what I’ve been up to, my answer is ‘Busy.’ What a lame response. Everyone’s busy, but really, do I think I’m more important because I have more going on? Maybe…and I’d bet I’m not the only one. I am trying to not use that as a response anymore.
Pet peeve is when someone has called me to their office to speak with me and then proceeds to answer the phone when it rings. HELLO!!!?!?! Have some freaking common courtesy, will ya? You called ME into YOUR office to talk and the conversation has ended because you answered a call. Rude. (btw–this person is our President’s right hand person. So tacky!) With this being said…Ryan, did I get brownie points yesterday for apologizing to P before our meeting about my phone? Hope so…
Holly says she turns off music to get into the zone. I have to have mine on to be productive. Interesting how people work differently in different environments. I also turn off my email notifiers, but only on my work email…gmail keeps on popping up throughout the day. I just can’t bring myself to turning that one off. Sad, I know…
Karen
You definitely earned some points with P. And our conversation afterward earned you bonus points!
On that note, I’m interested in what you mean by multitasking = “I’m an important person.” Maybe if we think we’re important, we think it’s okay to be disconnected and rude to the people around us. Like the chronic Blackberry user I brought up in my post.
But then again, there’s a lot of multitaskers out there who are just trying to get by and are struggling to manage their lives. Norcross brought up the stay-at-home mom example. They’ve been multitasking forever. And who can’t give props to our moms for doing it?
Interesting discussion on a topic that, while concerning, I never considered directly. I certainly multi-task but as an extrovert, my thoughts are often processed better standing in front of a white board drawing seemingly nonsensical things everywhere (often while listening to music… but it more of blends in rather than causing a multi-tasking distraction). Because of that, I am isolated from the threat of multitasking in those situations.
However, I will throw another possible factor into the equation, and a possible way multitasking has hit me. People talk of information overload (which in part sparks multi-tasking). I’d like to bring up information addiction. Where multitasking has been a learned bi-product of the need to process too much information in too little time while having to do too many activities, I have since become addicted to quickly mass-consuming information. In general it’s not so bad, but it creates a short attention span where unless I am engrossed in something (which usually involves the resistance process of first tearing myself away from consuming information) I often break concentration to consume more information (which entails multi-tasking at the same time). Just a bit of possibly different perspective of the situation.
I agree with Karen’s notion of multi-tasking = “I’m an important person,” especially when it’s a public display as per the BlackBerry or equivalent. I (I would say most people, but i can’t speak for others) frequently associate someone who has a BlackBerry and is checking it frequently to be an important person. I imagine it’s because of the building assumption that if someone is multi-tasking or so connected at the hip with information it must be because they are a valuable person. They need to be able to be aware of the latest happenings, and so forth. Conversely, though, if I see a peer (depending on the peer) doing similar, I think it’s a bit silly and unnecessary.
My name is Paul - and I’m a multi-tasker. I have been a single-tasking for about 2 years now.
(background - “Hi, Paul)
But seriously. I used to multi-task, a lot. But too many times, mostly on phone calls in my office, I’d get nailed not paying attention and have to fess up. I got tired of having to say… “sorry, what did you say, I was (insert excuse here).”
What I have found is that in too many instances people multi-task in order to be productive - but in reality - they are merely “looking” productive.
When a job is missing good measures of success/results - then busy becomes the proxy for real work. If I can be busy then I can say I’m productive.
The reality is that when multi-tasking you almost always miss some important nuance in a project that will then require rework and reevaluation. Unfortunately, that reduces overall productivity.
I know there are times when I could get by multi-tasking (especially when I’m on the phone with the person that just has to tell you about their successful sale to ACME Industries for the 11th time this week) - but I resist.
I’m past the point of worry about looking productive - and more worried about getting results.
@Xekonic– Good point about information overload/addiction. As part of a new job, I’ve been asked to read 4-6 tech blogs each day. Wow—talk about TMI! Don’t tell my boss, but I skim most of them.
I can say that companies are thinking strategically to meet the multitasker/information junkie by just posting teasers of the info that link to a full page report. Why do this? Because there’s too much info to get out to people and putting full stories on the web home page, just won’t work. They know their audience doesn’t have time to read everything they post. EE does this (good job, guys!)
@Paul– I have to disagree a bit with your comment about multitasking reducing overall productivity. Honestly, I’m a procrastinator, but work better under pressure and deadlines. I get more creative and more productive.
Is this a great work model? Not for everyone, which is where I think people need to figure out what type of environment and assignments work best for them, as well as their supervisors being open to allowing employees to work as they need to in order to be more productive. For example, in my job, I manage and plan 3 large conferences all within 5 weeks of each other. There’s a lot of multitasking going on during that time, but I love it and work well during that time.
Bottom line, not everyone works the same way. I love hearing about alternative schools that are thinking outside of the box and are not using the traditional set-up of a classroom (desks/chairs, teacher at the front, etc.) They’re learning that kids learn in different ways. They are embracing that and viewing it as a strength, not a weakness.
@Ryan–I think your BB user is just rude. There is no excuse to do something like that, especially when meeting with someone face-to-face. If I need to check messages while I’m in the presence of someone, I excuse myself to do so or ask the person I’m with if they mind. Just to whip it out and start checking…not cool.
I have to admit that I hope I fall more into the ‘multitasking to manage my life’ category. With 3 jobs and working with people in 4 different time zones, I need to stay connected, especially via email. Or do I?
btw–thought of a cool, hole-in-the-wall, must see Madison place. Contact me and I’ll share the secret…
@karen - I’m not equating multi-tasking with pressure - I too am a procrastinator on purpose to drive creativity (that’s my story and I’m sticking to it.) I do agree about the BB people - too many times I have actually stopped talking in a presentation and waited for the person to look up from their BB… only to wait up to 10 minutes before they even realized that I wasn’t presenting any more.
Xekonic…I mean Nathan:
Thanks for that input. I think about information overload all the time. As bloggers we can’t but consume mass amounts of facts, stats, opinions, news, etc. Especially if we want to be good at what we do.
But there’s a point when it all becomes WAY too much. It makes my brain hurt…
Great post today. Thanks for contributing.
Paul:
Maybe we should start a support group…
“The first step is admitting we have a problem.”
I really like what you said about “looking” productive. Sometimes we even fool ourselves into believing we’re doing a bunch of work when in reality we’re just bouncing around from task to task and accomplishing nothing.
Karen:
You’re right, it was rude. But he did apologize at least. It’s still annoying though. They’ll say something like, “God, I hate this thing…” but then continue to plug away on it. If you hate it, don’t let it control the way you operate.
I constantly speak down to Blackberries, but with all the running around we do with BC, Ryan Healy is slowly convincing me to get one. I hope I’m able to tame the beast.
I’ll be in touch, I always enjoy a good “hole-in-the-wall.”
I disagree that multi-taksing is inherently bad. I think that most people interpret/apply it incorrectly. Ryan’s distinction of high and low level tasks is good. You can easily do 2-3 low level tasks at a time, especially if they are different types of activities (manual vs aural for instance). Just last night, I was making christmas cookies, doing laundry, and watching a movie at the same time. I got 15 dozen cookies, a weeks worth of cookies, and one less movie in my netflix queu. At work, I find that multi-tasking is the only way to engage myself in my lower level tasks such as data entry. I quite simply don’t have time to single-task simple or menial tasks.
The danger is in combining high level tasks that require a higher level of thinking. This is the real problem with multi-tasking. I think your right to point out that entry level employees have to learn to single-task the important items if they want to advace. My general rule is to stop multi-tasking if I am having trouble doing whatever is most important at that time. If the phone call morphs from a friendly hello to complicated question about registration, then I need to stop writing my brochure text, for example.
That all being said, there is absolutely no excuse for people checking their blackberries during meetings or answering phone calls when your in their office. Just last month, a VP in our association missed a vital piece of information because she was checking her blackberry during a meeting and it caused a huge problem.
Great post! I personally believe that multi-tasking is highly over-rated. When someone is multitasking, they are not giving their 100% to any one of the tasks. In my own personal and professional experience, I have noticed that those who multitask the most seem to make the most mistakes and tend to deliver lower-quality results.
Regarding the incessant BB use in meetings, I wonder if labeling that behavior as multi-tasking is just an excuse for bad manners??