21st Century Alchemy: Multitasking – The reality

21st Century Alchemy is a weekly Q&A column for career-minded professionals, entrepreneurs and small businesses written by David Parkins, a business (re)development specialist, company culture strategist, career coach, and IMCSA speaker (ep3.dk).

Are masters of multitasking a myth? (photo: iStock)
March 11th, 2016 7:00 pm| by David Parkins

In this high-tech, high-pressure, information-at-your-fingertips era that we live in, it’s not uncommon to juggle listening to music, checking emails and carrying out social media updates, talking on the phone, and using the computer.

In fact, it’s become such a necessity that “How well do you multitask?” is a fairly standard interview question. We simply have too much to do in too little time, but is this approach working for us? Scientists say no.

Wired due to poor wiring
According to research published more than a decade ago, splitting our attention between tasks (multitasking) is something we simply don’t have the capacity to do well. A research team led by Dr David Meyer found that multitasking not only makes you perform each task less efficiently and effectively, it stresses you out and can potentially damage the brain over time.

Chronically stressing the brain triggers a fight, flight or freeze response that inhibits memory, reduces concentration, and impairs decision-making and learning. Chronic stress can also lead to depression, anxiety disorders, heart disease, infertility and suppressed immune response. So even though it may seem that working on several tasks simultaneously is the height of efficiency, it would only be true if we had more than one brain (think dual processors in a computer).

A more recent 2012 study on emailing confirmed their results. They found that emailers switched windows (tasks) twice as much as those who didn’t and remained on a steady high alert state based on their heart rates. In fact, it took more than five days to return to a resting heart rate after being cut off from email. On the other hand, those who had no email access felt they did their jobs better and stayed on task. They also had fewer stressful and time-wasting interruptions.

Multitasking: The test
For the next week, spend a few days actively observing your multitasking behaviour: 1) What do you do?; 2) What justifications do you use to support the action?; 3) How do you feel when you’re doing it?; 4) How do you feel afterwards?; and 5) Rate the quality and capacity of your performance.

For example, did you listen particularly well, did you understand or were you able to process whatever at a deeper level, or were you able to clearly recall what you were doing and why?

Then ask the same questions while you’re doing one task at a time. Afterwards, compare and contrast the experiences. What did you learn from them?


Time Management Tips

Time management is a healthy alternative to managing your workload and reducing stress.

Assess – What do you do, how long does it take, how frequently, and how critical is it?

Prioritise – List and prioritise tasks (can vary from day-to-day or week-to-week)

Schedule – Designated specific times and limits for routine tasks (e.g emails) to limit task switching.

Systematise – Establish systems for managing tasks so you aren’t overwhelmed.

Delegate – Find a way to share the work tasks, thereby lowering stress and empowering others.

Set boundaries – We’re all guilty of allowing interruptions to disrupt our workflow. Establish non-negotiable, interruption-free timeslots. Emails and phone calls can wait.

Unplug – If you want focus on your work, unplug what you don’t need. Your messages can wait until you’re finished.

Q & A:

Interview Question:

What do you do in your spare time?

Why they’re asking – They’re looking for a little insight into your personality, habits, and character. Our free time is always limited, so how we choose to use it reveals what we value.

How do you answer – You might do a lot of things, but share those that are particularly relevant to the company or the job. Focus on active, personal development, or people-related hobbies like sports, playing guitar or student mentoring. Avoid mentioning inactive and non-creative activities such as reading or watching movies (unless you role-play because that’s serious enough to be cool).

Workplace Question:

When I relocated to Denmark, I didn’t mind the long work hours. It’s not that I’m a workaholic, I just accepted it. But the honeymoon is over and something’s got to change. 

No matter how much you love your job, you need a healthy, balanced relationship or you’ll grow to resent it. You might’ve happily signed up for 12-hour days, but at some point you’ll start asking: “Why am I doing this?” and you won’t have an answer.

Tell your boss you can’t sustain these work hours much longer and be specific about how it’s affecting you. They’ll probably listen. But in the future, don’t let your job rule your life. Stay in charge and establish healthy boundaries from the beginning.

Have you run out of ideas? Struggling for inspiration? Need some motivation? Please send your career or company questions to contact@ep3.dk or @EP3dk.