TIME MANAGEMENT

MULTITASKING CONUNDRUM        

Manilka Ediriweera contends that multitasking can undermine productivity 

You check your inbox, work on a report, make several calls and return to your emails. This is done several times over before you take a break! 

Indeed, we have been led to believe such multitasking is a productivity strategy; and in fact, that we aren’t efficient unless we multitask. It’s also been claimed that this is an essential skill in today’s world, and many job descriptions in vacancy advertisements most often carry this requirement: ‘Must be able to multitask.’ 

Remote working, notifications, social media and technology have made things worse. So it’s worth asking whether multitasking should be promoted and celebrated. Or is it a myth? 

At present, this is being debated – especially with many exiting or wishing to escape from the hustle culture. And as with any issue, there are diverse camps. Some argue for multitasking while others are against it. We all know the arguments in its favour, so let’s look at what makes multitasking a myth. 

To call it a myth doesn’t mean we aren’t capable of handling two or more tasks at the same time… it is possible. 

However, what’s impossible is focussing properly on two or more activities at once. Though you may believe you’re concentrating on writing an email while sitting in on a meeting, what actually happens is that your brain is switching back and forth from one task to the other. 

This is where the ‘switching cost’ factors in: the mental price you pay every time you move from one task to another. 

So doing more doesn’t necessarily deliver better or faster results compared to doing one thing to the best of your ability. Although multitasking appears productive, it sabotages your ability to focus by interrupting your flow of work, leaving you prone to making more mistakes and even experiencing burnout. 

In addition, multitasking can also hamper short-term memory because the constant back and forth movement between tasks can undermine your ability to store information. The work you produce may also take a hit with tasks taking longer and quality suffering over time. 

When you multitask, it puts pressure on the prefrontal cortex of your brain, which is the organ that’s responsible for controlling focus and executive functions. 

The alternative to multitasking and an answer to switching costs is to focus on only one task at a time. Here’s what you can do – although it may seem easier said than done… 

TIME BOXING This is a classic time management strategy. You can assign a specific amount of time for each task and stop when that period ends. This creates a sense of urgency and focus by setting a clear deadline. So when the allocated time begins, you only focus on a specific task and refrain from switching between tasks. 

TIME BLOCKING While time boxing is about setting a fixed time limit for a specific task, time blocking involves splitting your day into dedicated time slots for specific tasks. It helps you reclaim control of your day, and understand what happens when you structure your time and ensure dedicated periods for important tasks. 

NO MULTITASKING You can try time boxing and blocking, and still feel the urge to switch to some other task. Make a note of these instances, and ask yourself why you are trying to move to something else and whether you’re avoiding a specific task. 

DO NOT DISTURB Sometimes, turning off notifications or turning on your ‘do not disturb’ feature is the best way to handle this problem. It reduces distractions and helps you stay focussed on deep work while minimising switching costs. This provides your brain with the space it needs to think clearly and finish a specific job without focussing on many tasks at once. 

THE 20 MINUTE RULE Turn off social media and other notifications, put your mobile phone away and out of sight, and close unwanted tabs on your computer for 20 minutes. Then devote that time period to a specific task. Once the 20 minutes are up, you can take a short break and continue with the same task or switch to another for another 20 minutes. 

PRIORITIES When you have a number of important tasks on your to-do list, multitasking may seem like the only way to get through them. Instead of resorting to this process however, you can identify the most important tasks and work on them first. 

None of this is unfamiliar advice. But certain habits are hard to break. When you focus on one particular task over juggling many at once however, and regardless of the challenge it initially poses, you will realise how engaged, productive and efficient you are.

Only focus on one task at a time