We often hear that multitasking can’t be done. Those of us who think we can, can’t. That it’s been proven, scientifically, that it’s simply not possible.
In fact Dr. Sahar Yousef, cognitive neuroscientist at UC Berkeley, said
“Multitasking is a myth. In reality, it’s rapidly switching from one task to another, and then back again. And every time you make that switch, you pay a ‘tax’ on both your time and your energy. For that reason, it’s almost always more efficient to monotask: Focus on one thing and move on when you’re done, so you don’t pay unnecessary switching taxes.”
The trouble with this statement is that it includes what are called deletions, portions of thoughts or statements that are left out because they are thought to be unnecessary.
The thing is, the deletions from THIS particular statement are very misleading.
Let me explain.
First, let’s look at what has been deleted from this all too familiar statement.
The studies found that the human brain cannot focus on more than one task at a time that requires high-level brain function.
This is a really important distinction that gets lost when we use shortcuts like “It’s been proven that you can’t multitask.”
Of course we can multitask. I can, contrary to what some may believe, walk and chew gum at the same time. I can watch my kids’ soccer game and talk to a soccer mom at the same time.
Some days, if I try really hard, I can even watch a movie and play a game on my phone or scroll social media at the same time – though my husband doesn’t believe I’m paying attention to the movie. 😉
All of these things involve multitasking, and all of them I do on a daily basis.
Even the dictionary uses an all too familiar example for the use of the word. Check out the use example for definition #1:
Why does this matter? Isn’t this just splitting hairs?
Well, yes. Sort of. But, what we don’t realize is that they are important hairs.
When we hear someone say “scientists have proven we cannot multitask” our brains automatically search the “archives” to see if that’s true for us. It’s a part of how we’re hardwired, and helps protect us from trusting anyone who comes along.
It’s our BS detector if you will. Because if our personal history supports that statement, then it is easier for us to believe them.
However, if our personal history does NOT support this statement we are less likely to believe anything that comes next.
So, let’s look at some possibilities.
Person A here’s the multitasking statement and, while searching their personal archives they identify a number of times that they, in fact, were not able to successfully multitask. They remember times they were trying to have 2 conversations at once, or maybe they were making something and trying to learn from an audiobook (I struggle with audiobooks for this very reason), or perhaps someone they love was telling them something important but they were trying to meet a deadline at work, so rather than putting their loved one off they let them talk, only to realize later that they didn’t hear a word that was said.
Easy, right? Their experiences line up with the statement they just heard so they can accept it as truthful and move on.
Now let’s talk about Person B.
When Person B searches their archives they come up with other memories. They think about the fact that they can make dinner and listen to their kids talk about their day at the same time. They can watch a soccer game and talk with a colleague at the same time. They can take a shower and create brilliant product ideas at the same time. (Have you seen Aqua Notes? They are amazing for just this purpose!)
Anyway, Person B determines that, while that statement may be true for SOME people, it’s actually not true for them.
And the conclusion they draw can kill their productivity, their ability to learn from this science, and their willingness to trust the person speaking.
You see, we pass everything we hear through a “trust filter” which basically means we evaluate new information to determine if it’s information we can trust or not.
For instance, today I was listening to Gary Breka talk about some health recommendations. While I know of and respect him (if you don’t know him and are curious about health, I highly suggest you follow him on IG @garybreka) I still ran the information he taught through my own trust filter to determine if what he was sharing was of value to me or opinion of his own.
And we all do this.
Ok, so enough of that. Now that we understand what’s really happening when people talk about multitasking, and why it matters if they include the entire statement or not, what can we do about it?
How can we get more done, which is the ultimate goal anyway, and do great work at the same time?
Well, there are a few specific things you can do to learn from the studies about multitasking and use that information to your advantage.
LISTEN WITHOUT JUDGMENT
Listen to the message being shared. Not just to the words, also to the meaning. Hear what the person is trying to share with you so you can take the learning without getting caught up in the specific languaging.
Don’t shrug off the info by looking for contrary examples. Remember, the studies do show that you cannot focus on multiple high brain involvement activities at once. Let that missing part just be an understood part of the statement.
USE A TOOL TO HELP
Try something like Asana or Clickup to help you keep track of things. Having a place to log what needs to get done, and by when, will free up your brain space for more important things. Getting commitments you make to other people out of your head and into a tool will make sure you are honoring your word.
USE TIME BLOCKING TO ALLOW YOU TO FOCUS
According to a study by Asana called the Anatomy of Work, the average knowledge worker switches between 10 apps up to 25 times per day! And on top of that, 27% say app overload makes them less efficient.
To combat this, block out your time, and honor those time blocks. Don’t switch between apps when you are working. Pay attention to what you’re working on at the time. Focus there. Odds are you’ll finish much more quickly, doing better work, than you would have if you were trying to keep all the balls in the air at the exact same time.
USE DO NOT DISTURB
Did you know that 56% of workers feel that they need to respond immediately to notifications? That’s over half. Imagine what that does to your focus, and that of your team, during the work day? Imagine what it does to the quality of their personal life!
Use the DND function that most software programs, computers and phones have to give yourself the time to truly do great work. Allow yourself the focused energy to get done what you need to, and then to give focused energy and time to the notifications that are coming across your desk.
AUTOMATE REPETITIVE TASKS
Globally workers report spending, on average, 4 hours and 38 minutes on duplication of tasks each week. That’s over half a work day!
Imagine not only the increase in productivity, but the increase in satisfaction if your team can do the work they came onboard to do instead of repetitive tasks that can be done by a machine! By automating those repetitive tasks you can save your team headaches and frustration and increase their satisfaction at work.
CONSOLIDATE YOUR TOOLS
As entrepreneurs most of us live with squirrel syndrome every day. The newest method, or teaching, or course or software is so enticing we just have to try it. And each one excels in a different area, making them all “worth it” in one area or another.
The problem with this is that we can unintentionally spread our team thin and waste more of their time by having them switch between tools and, even worse, enter the same information that is already being tracked into additional tools for redundant tracking.
One of the highest leverage things you can do for your business is to consolidate your tools. Find the best one for the job, and use it to it’s fullest potential. Doesn’t matter if something else will do one aspect better. Stick with the best one all around and deal with the slight imperfections. What you save in headache will be worth it!
PRIORITIZE YOUR TASKS
Oftentimes the reason we are trying to do too many things at once is because we don’t know where to start. So we start anywhere, and are easily pulled in other directions because we are unclear on our goals and priorities.
When you use a task management system like Asana or Clickup, they have built in priority functions. If you keep your list on paper, you can number your priorities, highlight with different colors, underline…whatever you need to do to make your priorities clear will help you stay focused throughout the day.
ELIMINATE ANY MEETINGS YOU CAN
Not much needs to be said here. If you can manage it without a meeting, do that. If you must meet, make an agenda and keep it short.
Few people are more productive in a meeting than they are outside of one. And a dirty little secret no one likes to admit…almost everyone is multitasking during the meeting anyway!
As you can see, there is a lot more to multitasking than the simplistic version we are typically led to believe. As with most studies, and generalizations, it requires nuance to make it true.
That doesn’t mean it should be ignored. As a general rule this is probably very good advice.
What it does mean is that this often used statement should be critically examined for accuracy and, most importantly, for how it can impact you and your life for the better.
