The Myth of Multitasking:
How Doing It All Gets Nothing Done
How Doing It All Gets Nothing Done
by Vistage Speaker Dave Crenshaw
Multitasking is a myth. It just doesn’t exist.
Does that shock you? Multitasking has become something of a heroic word in our vocabulary. Many executives pride themselves on their ability to “multitask.” Recent job descriptions that I’ve seen even ask that potential employees have the ability to multitask. However, multitasking, as most people understand it, is deceptively counter-productive and costly when we attempt to engage in it.
When I speak of multitasking as most people understand it, I am not referring to doing something completely mindless and mundane in the background such as exercising while listening to a CD, eating dinner and watching a show, or having the copy machine operate in the background while you answer emails. For clarity’s sake, I call this “background tasking.”
When most people refer to multitasking, they mean simultaneously performing two or more things that require mental attention, such as spending time with family while researching stocks online or trying to listen to an employee while responding to an email. What most people refer to as multitasking, I refer to as “switchtasking.”
Neurologically speaking, we cannot do two things at the same time. What we’re really doing is switching back and forth between two tasks rapidly—typing here, paying attention there, checking our “crackberry” here, answering voicemail there, back and forth at a high rate.
Each time we switch, no matter how quickly that switch takes place in our mind, there is a cost associated with it. It's an economic term called switching cost—and the switching cost is high. Switchtasking as a mode of working leads to:
- Stress
- Anxiety
- Short attention span
- Dropped responsibilities
- Productivity & focus problems
Here’s a quick test you can take to gauge how much time you waste when switchtasking. http://www.davecrenshaw.com/vistage.
A case study
When I shared the principle of switchtasking to a CEO of a respected national company, she was astounded. We did a budgeting exercise where we looked at how much time she was spending on work in a given week. As we went through the process, we discovered that she was doing research while spending time with her family. I explained that she was spending time either with one or the other. In reality she was rarely spending any time with her family. She was simply doing business research in the presence of her family.
The next day we met she burst into the room, full of excitement. She exclaimed, “I'll have you know that I spent time with my family last night, and I didn't multitask! I got home and said, “Let's go to dinner.” My kids were surprised. But we went to the restaurant, and I paid attention to them and I didn't think about anything else but spending time with my family. At first, I don't think they took me seriously. After they realized that I was really spending time with them and paying attention to them, they were excited, and I could tell they really appreciated it.”
This CEO had come to understand that not only was switchtasking hurting her business, but it was taking a toll on her family. Once she clearly understood and received some guidance on how to take action, she committed to making changes. Her business and her family are better because of it.
Steps to end switchtasking
Here are a handful of “beginning steps” to help slow down the switchtasking in your life:
1. Take control over technology
Your cell phone ringer (even on vibrate) doesn’t need to be on all the time. You can turn off email notification on your computer as well. Become master over the nagging beeps and buzzes by creating some silence.
2. Create shop hours
Rather than an “open door policy,” create a “closed door, open calendar” policy. Encourage others to schedule appointments with you at predetermined hours of the day.
3. Set voicemail expectations
My voicemail lets others know that I will be checking my messages at noon and 4:00 pm. By managing the expectations of others, I allow myself to respond in a reasonable time frame.
4. Create a one-on-one meeting schedule
By setting a regular time and place to meet with your key contacts, you eliminate most interruptions. I’ve found that the majority of the “quick questions” discussed in the workplace can wait a few hours or even days.
5. Focus on the person
When you switchtask while working on a computer, you simply lose efficiency. But if you switchtask on a human being, you damage a relationship. Be present, listen carefully, and make sure everything has been taken care of before moving on.
Dave Crenshaw is a business coach, author and keynote speaker. He is the author of the time management book, The Myth of Multitasking: How ‘Doing it All’ Gets Nothing Done. For more information about Dave, visit www.davecrenshaw.com.