Doing it All (but not at the same time)

My first “real” job at the age of 14 was bussing tables at a well-known American restaurant chain. Bussing tables was a great first job in that it was a supportive role executing an action that was relatively simple with a few equally simple rules: when a table was dirty, bus and clean it; once bussed and cleaned, set it and let the host staff know it was ready to be sat with new guests. Yet, even in its simplicity, the execution was more complex. The multitude of tables and the varying timelines and personalities of each table required the development of skills like problems solving, time management and guest service. What I didn’t realize at the time was that these skills would serve me for many years to come, laying the ground work for skills I use at work even today. And while the skills I learned bussing tables have stayed with me, perhaps the most-developed and utilized skill I learned at that early age was the concept of multitasking.

Most people are familiar with multitasking, or the act of performing more than one task at the same time. I would even say that multitasking is something that most people encounter nearly every day, and that the concept of juggling many different actions simultaneously is not only familiar, but necessary for career success.

So, why is multitasking such a universal experience?

Well, there are several reasons why multitasking is something with which we are all familiar, but much of it has to do with societal norms and the increasing belief that things need to be done more quickly — combined with the omnipresence of access to information and tools meant to help us do that. Multitasking is sought out by employers, mentioned in performance reviews and part of the way most of us get through any one of our “to-do” lists. It is no wonder it is a universally shared experience.

But is it really necessary?

Well, at the very least, it probably feels like it is. Research has shown that “successfully” multitasking produces dopamine, or the brain chemical associated with pleasure and happiness. As a result, when we feel we have multitasked successfully, we experience positive emotions about ourselves and our abilities to multitask, and so we do it again. Unfortunately, research has also shown that those feelings of “success” are not necessarily related to our actual ability to multitask but more to the dopamine release. In fact, one study found that only 2.5% of us can actually multitask well. So, what are the rest of us doing?

When most of us “multitask”, what we are actually doing is task switching. “Task switching” is when we stop doing one task to do another. While we feel like we are doing things simultaneously, our brains are actually pulling resources from doing one thing to focus the other. The result is we aren’t executing two things at once but partially-executing at least one thing to execute the other, if not partially executing both things.

Why is this not great?

Well, putting aside the fact that we don’t even realize that we are partially executing something in the first place because of the false security afforded by the flood of dopamine — it isn’t great because it doesn’t work. Numerous studies have shown with some certainty that task switching results in a “switch cost”, or the loss of efficiency and performance as a result of switching tasks. Regardless of the type of task, the switch costs slows functioning and diminished accuracy. Additionally, task switching tanks productivity — up to 80% according to some scientists. You add that to the earlier point that your brain may not even let you realize that cost in the moment, and the stage is set for several negative work outcomes.

How do we do it all if we aren’t “multitasking”?

There are bound to be situations where task switching makes sense, so completely eliminating so-called “multitasking” isn’t the answer. However, taking opportunities to minimize multitasking may help to curb some of the negative switch costs. Here are a few places to start:

Make a list

When trying to prioritize “unitasking” over “multitasking”, it can be helpful to think about all of the tasks you need to complete. Lists ensure things don’t get left behind, and seeing tasks listed together can help clarify and prioritize what needs to be done. Some tasks may even get dropped to the bottom of the priority list or carried over to a list to be tackled at another time. Whatever the end result, the task list sets the stage for the unitasking to come.

Make a schedule

Once you have a prioritized list of tasks that need to be completed, think about when and where you will do each. Different tasks require different skills, so think about what time of day and in what environment each of those tasks would be ideally executed. Then, make a schedule. You’d be surprised at how much you can get done when your focusing 100% of your productive capabilities on one project, and the schedule will help keep you on track and ensure you don’t waste a lot of time transitioning between tasks.

Make it easier

The biggest productivity killer is distractions. How many times during the work day are you completely derailed because an email comes in that distracts you from what you were doing? Better yet, how many times a day do you pick up your cellphone for “just for a minute” only to scroll for 15?

The only surefire way to successfully battle distractions is to remove them. So first, identify what distracts you. Second, get it out of site/earshot/mind. Some ways to achieve this include: silencing email notifications; moving your cellphone to the other side of the room (or to another room completely); putting up an away message; reserving a conference room or quiet area where it is easier to concentrate; or just scheduling time devoted solely to one task.

Make it worth it

Having a hard time getting through a task list? Tempted to switch to something else? Bookend your task list with things that are easy to accomplish or that you enjoy doing. This allows you to start and end on a positive note and creates momentum to continue moving through each task. Some people also find it helpful to put something that they can look forward to at the end of the day as a source of motivation to get through the list. Even if you don’t have a way to bookend the list with “positive” tasks or low-hanging fruit, the act of checking things off a list can actually make you more effective and cause you to experience reduced stress and a sense of accomplishment.

Make it stop

Rewiring our brains to do things differently is no easy task (if it is even possible at all). As with anything new, we may not get it right the first, or second, time around. Committing to rely less on what we think of as multitasking is no exception. Give yourself time and grace to try, perhaps struggle or fail, and try again.

Likewise, all this task organizing and unitasking could feel very liberating once you recognize how productive it can be. However, don’t take it too far. Not everything needs a to-do or task list, so give yourself permission to step away and stop being productive for some period of time. You deserve it, and your more productive and efficient brain will thank you.