#Collaborative post
We’ve all multitasked at some point in our lives and for some of us, it’s an everyday affair. The digital era has made it rather convenient for us to multitask. With the world practically at our fingertips, we can switch between apps seamlessly and complete various tasks at once.
However, the belief that multitasking is productive, may be an illusion in most cases.
In reality, many blame multitasking for their lack of precision and efficiency when executing various tasks, while some say it helps them be more productive.
The question, however, is if multitasking is helping us with our daily efficiency at work or if it is just a productivity buster.
This article seeks to clarify the myth surrounding multitasking and helps you make the most of your time at the workplace.
1. The Science Of Multitasking
While science doesn’t explicitly state multitasking is bad for you, it might not be the glorious efficiency skill we all think it is. Although human minds are capable of switching between tasks, it’s crucial to account for time disruptions and distractions from the task at hand.
During the pandemic, many of us navigated remote work and adapted to work-from-home routines. If it wasn’t for managed IT services companies across the world, remote work would’ve been impossible. Ever since, while IT services have grown & improved tremendously to help us multitask, multitasking itself still gets a bad rep.
To illustrate, a study conducted by a top software company during the COVID-19 crisis found that employees had wasted approximately half an hour switching between tasks in remote work settings. In between daily log files, zoom calls and online client meetings, many struggled to finish their work.
Given that the pandemic was a time of adapting to relatively new technologies, many employees were not sufficiently equipped to make the switch.
As a result, employees were subject to various training programmes for improved technological use and communication when working remotely.
HR departments were also subject to employee recruitment training to optimise hiring processes in a remote work setting. The same study also found that by shortening meeting times workers were able to perform better on core tasks.
2. The Task Context
Apart from the scientific context, multitasking is also reported to have increased errors and overall task execution periods at the workplace.
However, all tasks aren’t created equal; as a result, multitasking is found to be better suited to certain tasks than others. That’s why we must be able to distinguish between when multitasking can boost our performance and when it is harming our productivity.
For example, if you’re a garage owner, you’d be handling multiple tasks at the same time. You’d have to manage client appointments, make reminder notes for follow-up maintenance, divide tasks among your workers, manage inventory, etc. This can significantly affect your overall productivity. That’s when garage management software can come to the rescue.
On the other hand, if you’re a mechanic in the same garage, you can work on 2 or even 3 vehicles with similar problems and boost your overall productivity.
3. Using A Different Approach
Multitasking is supposed to boost performance efficiency. However, if it isn’t helping you achieve that, it quickly becomes a productivity buster. Typically, multitasking should help you handle your tasks better and reduce your stress. Your approach requires a rethink if it isn’t bringing you the desired results.
Since it can be both a productivity buster and a booster, you have to consider using the right approach to make it an effective time-management strategy. You can try the 20-minute rule for a start. Instead of handling multiple tasks at the same time, try allotting 20 minutes to each task. You can switch between tasks after 20 minutes or continue with the same one.
This rule not only helps with improving your attention span but also helps boost your productivity. It’s essential however to stay free of distractions during the 20 minutes to make the most of it. This will also help in disciplining your mind and enhance your focus.
To illustrate, if you’re an educator or a school professional, you may often find yourself juggling multiple cognitively demanding tasks. Teaching, learning and managing multiple workloads are priority activities for you. To enhance your productivity, you can enlist the assistance of school management support to help you with operational matters, while you can have more time for the joys of teaching and learning.
4. Automation & Multitasking
Technology has made it possible for everyone to use apps and digital tools needed to accomplish daily goals. Most of us are efficient at using these aids to make life simpler. Yet, there’s a certain finesse to even using technology if we want to avoid the plague of joyless tasks.
Automation is a great time-management tool that is used across all businesses & industries to optimise time and better manage resources. It not only helps with productivity but also reduces costs while minimising errors. What’s more, it makes for an efficiently run workplace.
Automation can help you with a wide range of tasks when there’s an app for everything. Be it scheduling your bill payments, doctor appointments, shopping or tracking your fitness goals. The use of smart home devices and AI personal assistants can make managing household-related tasks a total breeze.
Technologies are rapidly updating and changing with the advent of AI. As a result, you’ll find plenty of mobile apps and software that can now be customised to help you. This way you’ll not only have more free time for leisure activities but also focus better on more important tasks.
5. Get Better at Multitasking
There’s no doubt that automation can help you streamline your tasks. However, if you want to get better at multitasking, automation alone will not suffice. Efficient multitaskers are also excellent at time management. Ironically, this is also one of the challenges of multitasking.
Prioritising tasks based on urgency is a good way to minimise time wastage. You can also deal with harder tasks first, before working your way down to less important tasks.
Multitasking isn’t supposed to be a marathon and it’s good to take timely pauses to review how productive you’ve been. It’s also important to remember that no matter how good of a multitasker you are, you do not have to do everything by yourself.
Efficient and productive multitaskers have mastered the art of being good delegators. They understand that involving other people not only reduces their task burden but also broadens their perspective.
Excellent organisation skills also go a long way in improving your ability to multitask and are often underrated. Finding everything in its place is something we all struggle with.
You can declutter your personal or office space to help you organise better. It is helpful to use labels/weekly planners, add storage and create daily task lists to manage your time better. An organised space is easy on your eyes as much as it is on your mind.
Conclusion
There was a time when multitasking was viewed favourably and was often included on a work resume. However, as more studies come out in favour of focused, time-bound tasks, multitasking in its traditional avatar has taken a backseat. Technological innovation and digital aids are finding their space in our daily lives to make multitasking a seamless process.
At the end of the day, if you aren’t multitasking for efficiency, it is failing its purpose. Reducing distractions, scheduling and getting organised are ways to ensure you give your tasks due time, attention & importance. Multitasking can be a productivity booster or buster, but it all comes down to how effective you are at it.