Forget Learning How to Multitask: Boost Productivity 10X More
with Focus
There’s a dark side to the conveniences of
the Digital Age. With smartphones that function like handheld computers, it has
become increasingly difficult to leave our work behind. Sometimes it seems like
we’re expected to be accessible 24/7.
How often are you ever focused on just one thing?
Most of us try to meet these demands by multi-tasking.
Many of us have bought into the myth that we
can achieve more through multi-tasking. In this article, I’ll show you how you
can accomplish more work in less time. Spoiler alert: multi-tasking is not the
answer.
Why
is multitasking a myth?
The term “multi-tasking” was originally used
to describe how microprocessors in computers work. Machines multitask, but
people cannot.
Despite our inability to simultaneously
perform two tasks at once, many people believe they are excellent
multi-taskers.
You can probably imagine plenty of times when
you do several things at once. Maybe you talk on the phone while you’re cooking
or respond to emails during your commute.
Consider the amount of attention that each of
these tasks requires. Chances are, at least one of the two tasks in question is
simple enough to be carried out on autopilot.
We’re okay at simultaneously performing
simple tasks, but what if you were trying to perform two complex tasks? Can you
really work on your presentation and watch a movie at the same time? It can be
fun to try to watch TV while you work, but you may be unintentionally making
your work more difficult and time-consuming.
Your
brain on multi-tasking
Your brain wasn’t designed to multi-tasking.
To compensate, it will switch from task to task. Your focus turns to whatever
task seems more urgent. The other task falls into the background until you
realize you’ve been neglecting it.
When you’re bouncing back and forth like
this, an area of the brain known as Broadmann’s Area 10 activates. Located in your
fronto-polar prefrontal cortex at the very front of the brain, this area
controls your ability to shift focus. People who think they are excellent
multitaskers are really just putting Broadmann’s Area 10 to work.
But I can juggle multiple tasks!
You are capable of taking in information with
your eyes while doing other things efficiently. Scientifically speaking, making use of your vision is the only
thing you can truly do while doing something else.
For everything else, you’re serial tasking. This
constant refocusing can be exhausting, and it prevents us from giving our work
the deep attention it deserves.
Think about how much longer it takes to do
something when you have to keep reminding yourself to focus.
Why
multitasking is failing you
Multitasking does more bad than good to your productivity,
here’re 4 reasons why you should stop multitasking:
Multitasking
wastes your time.
You lose time when you interrupt
yourself. People lose an average of 2.1 hours
per daygetting themselves back on track when they
switch between tasks.
In fact, some studies suggest that doing
multiple things at once decreases your productivity by as much as 40%. That’s a
significant loss in efficiency. You wouldn’t want your surgeon to be 40% less
productive while you’re on the operating table, would you?
It
makes you dumber.
A distracted brain performs a full 10 IQ
points lower than a focused brain. You’ll also be more forgetful, slower at
completing tasks, and more likely to make mistakes.
You’ll have to work harder to fix your
mistakes. If you miss an important detail, you could risk injury or fail to
complete the task properly.
This
is an emotional response.
There’s so much data suggesting that multitasking
is ineffective but people insist that they can multitask.
Feeling productive fulfills an emotional
need. We want to feel like we’re accomplishing something. Why accomplish just
one item on the to-do list when you can check off two or three?
It’ll
wear you out.
When you’re jumping from task to task, it can
feel invigorating for a little while. Over time, this needs to fill every
second with more and more work leads to burn out.
We’re simply not built to multitask, so when
we try, the effect can be exhausting. This destroys your productivity and your
motivation.
How
to stop multitasking and work productively
Flitting back and forth between tasks feels
second-nature after a while. This is in part because Broadmann’s Area 10
becomes better at serial tasking through time.
In addition to changing how the brain works,
this serial tasking behavior can quickly turn into a habit.
Just like any bad habit, you’ll need to
recognize that you need to make a change first. Luckily, there are a few simple
things you can do to adjust to a lifestyle of productive mono-tasking:
1.
Consciously change gears
Instead of trying to work on two distinct
tasks at once, consider setting up a system to remind you when to change focus.
This technique worked for Jerry Linenger, an American astronaut onboard the
space station, Mir.
As an astronaut, he had many things to take
care of every day. He set alarms for himself on a few watches. When a
particular watch sounded, he knew it was time to switch tasks. This enabled him
to be 100% in tune with what he was doing at any given moment.
This strategy is effective because the alarm
served as his reminder for what was to come next. Linenger’s intuition about
setting reminders falls in line with research conducted by Paul Burgess of
University College, London on multitasking.
2.
Manage multiple tasks without multitasking
Raj Dash of Performancing.com has an
effective strategy for balancing multiple projects without multitasking. He
suggests taking 15 minutes to acquaint yourself with a new project before
moving on to other work. Revisit the project later and do about thirty minutes
on research and brainstorming.
Allow a few days to pass before knocking out
the project in question. While you were actively work on other projects, your
brain continues to problem solve-in the background.
This method works because it gives us the
opportunity to work on several projects without allowing them to compete for
your attention.
3.
Set aside distractions
Your smartphone, your inbox and the open tabs
on your computer are all open invitations for distraction. Give yourself time
each day when you silence your notifications, close your inbox and remove
unnecessary tabs from your desktop.
If you want to focus, you can’t give anything
else an opportunity to invade your mental space.
Emails can be particularly invasive because
they often have an unnecessary sense of urgency associated with them. Some work
cultures stress the importance of prompt responses to these messages, but we
can’t treat every situation like an emergency.
Designate certain times in your day for
checking and responding to emails to avoid compulsive checking.
4.
Take care of yourself
We often blame electronics for pulling us
from our work, but sometimes our physical body forces us into a state of serial
tasking. If you’re hungry while you’re trying to work, your attention will flip
between your hunger and your work until you take care of your physical needs.
Try to take all your bio-breaks before you
sit down for an uninterrupted stint of work.
In addition, you’ll also want to be sure
you’re attending to your health in a broader sense. Getting enough exercise,
practicing mindfulness and incorporating regular breaks into your day will keep
you from being tempted by distractions.
5.
Take a break
People are more likely to head to YouTube or
check their social media when they need a break. Instead of trying to work and
watch a mindless video at the same time, give yourself times when you’re
allowed to enjoy your distracting activity of choice.
Limit how much time you’ll spend on this
break so that your guilt-free distraction time doesn’t turn into hours of
wasted time.
6.
Make technology your ally
Scientists are beginning to discover the
detrimental effects of chronic serial tasking on our brains. Some companies are
developing programs to curb this desire to multitask.
Apps like Forest turn
staying focused into a game. Extensions like RescueTime help you track your online habits so that you
can be more aware of how you spend your time.
The
key to productivity: Focus
Multitasking is not the key to productivity.
It’s far better to schedule time to focus on each task than it is to try to do
everything at once.
Make use of the methods outlined above and
prepare to be more effective and less exhausted in the process.
Leon Ho
https://www.lifehack.org/articles/productivity/how-to-multitask.html
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