Do you multi-task to get more done and still can’t keep up with today’s demands? You know what the problem is? You’re multitasking!
Multitasking is a well-ingrained habit for many people, yet there is clear evidence that it is gets in the way of personal productivity. In reviewing the current neuroscience research, I have become even more convinced that those who claim to successfully multi-task are really deceiving themselves.
Now, I’m going to go scientific on you for a short bit. So bear with me
Neuroscientist, Daniel J. Levitan, author of The Organized Mind, explains the problem this way: “Multitasking has been found to increase the production of the stress hormone cortisol as well as the fight-or-flight hormone adrenaline. These overstimulate your brain and cause mental fog or scrambled thinking. Multitasking creates a dopamine-addiction feedback loop, effectively rewarding the brain for losing focus and for constantly searching for external stimulation.”
He goes on to say, “Asking the brain to shift attention from one activity to another causes the prefrontal cortex and striatum to burn up oxygenated glucose, the same fuel we need to stay on task. The kind of rapid, continual shifting we do with multitasking causes the brain to burn through fuel so quickly that we feel exhausted and disoriented after a short time.”
Torkel Klingberg, M.D., Phd., author of The Overflowing Brain, agrees. But he adds, “How well we manage to multi-task can be related to the information load on working memory. Often, we can do the tasks if one of them is automatic, such as walking. For an activity to be designated “automatic,” it no longer demands any activation of the frontal lobes. However, a working memory task can never be automatic, as the information it contains always has to be encoded through the continual activation of the frontal and parietal lobes. This is why it can be so difficult to do two working memory tasks at once.” In other words, you can’t attend to more than one thinking task at the same time.
So, if you shouldn’t multi-task, how do you keep up? By focusing on one task at a time to completion or until you can’t progress due to a missing element, resource or decision. Yes, that requires concentration and the discipline to resist the temptation to do more. How do the best decision makers get so much done if they don’t multitask? Here’s what I’ve discovered:
First, they manage their energy – How much you get accomplished and how well you make decisions is directly affected by the glucose supply to which your brain has access. Too much (those two donuts with coffee), overloads your system. Too little (“I never eat breakfast.”), deprives your brain of the glucose it needs to concentrate. Physical exercise, or lack thereof, has a similar impact. I am not an expert on nutrition or physiology. Neither are most great decision makers. But they are aware of the impact certain foods and levels of exercise have on their metabolism, especially as they age. Most maintain a diet and exercise routine they have perfected over time. This produces the energy they need for the busy and demanding days they work through. The next time you come in contact with someone you consider a consistently good decision-maker, ask about their diet and exercise. Listen to what they say.
Second, they have a “don’t do” list – Over the years, the best decision makers have taken stock of the distractions and time wasters draining their energy and tempting them to focus on more than one task at time. This not generally a list they’ve written down. It’s more like a set of habits they’ve developed to deal with the environmental distractions and temptations we all face. Remember, the only way to break a bad habit is by replacing it with a more positive alternative. For instance, what time drains in your life should be replaced by something more productive? The time you save will relieve some of the pressure you feel to multi-task.
Third, they say “no” more often – This is not “buzz off.” Instead, they find diplomatic ways of declining tasks, meetings, and other activities they find less than a good use of time and attention. This does not mean they are completely focused on themselves. In addition to being high achievers on the job, many also contribute generously to their community. They just maintain a high expectation about time, investment, and outcome. They’d rather lead the endeavor, for instance, than serve under someone who is a less-than-adequate manager.
Fourth, they put a “clock” to it – In other words, they chunk their time. Rather than simply starting a project, they consider how long the project should take to complete and then work toward that timeline. Rather than simply attending a meeting, they determine their role and work to minimize their time commitment. Rather than inviting you to sit down in their office, they’ll come to you and remain standing while the conversation takes place. As a result, they accomplish more in shorter periods of time and lessen the probability that they’ll have to double up to catch up.
Fifth, they ask themselves, “What does a successful outcome look like?” – In many cases, there is more than one acceptable solution to an obstacle or problem. The best decision-makers are careful not to get hung up on one specific outcome, if there are others just as good. They also recognize there are lots of times when good enough is good enough. Spending unnecessary time on perfection drains mental energy and wastes time. Consider a project you are working on right now or a decision you’re facing. Have you asked yourself what success will look like? Is there room for more than one successful outcome? Are you spending time perfecting something where “good enough” will solve the problem or satisfy the stakeholders involved?
Sixth, they set aside time for personal balance and recovery – During a recent interview with a business owner, the conversation turned toward balance. Her strategy? “Airplanes are my escape zone,” she said. “I read fun books. I watch a movie. I catch up on personal relationships. I chat with the person next to me. Sometimes I just sit and stare at the seat in front of me and let my thoughts take me where they will. When I deplane, I’m refreshed.” What’s your strategy for balance?
Multitasking is not a solution. It is an obstacle to effectively managing your daily energy. Which one of the strategies I just mentioned can you begin right now to make the shift from this unproductive practice?