The Subtle Art of Saving Time
How to Shift From Multitasking to Multipurposing
I used to take pride in the fact that I was very good at multitasking. I would listen to a podcast, while cooking dinner, cleaning the kitchen, and answering work messages. What's funny is that I can’t even sing in the shower and remember if I already conditioned or not, so why would I ever think I can successfully multitask and still be on top of my game? This way of working has become a source of pride among the busy. As it turns out though, they are probably getting less done than someone with a more balanced, focused schedule because what we think is multitasking is actually just diluted, less focused and therefore less productive work.
This idea that we're not actually multitasking when we think we are, is nothing new. If you've never heard it before, check out this quick YouTube video that shows a great demonstration from the BBC. Essentially, we think we are doing several things well, but in reality when we are focused on one thing we are missing key details of the other that are right under our noses. This is why application hubs like Microsoft Teams or Webex are starting to come to be. We know that we can't focus on too many things at once, and switching from activity to activity comes at a high productivity cost. As a result, the tech giants have created workspaces and platforms to decrease this switching.
Ironically, we now do so much inside these workspaces that it's not actually saving us any mental energy at all. Sure, I can have a meeting and chat within the same application, but listening to a meeting and processing the content of a document, require energy from the same part of the brain. We think we're being wise and productive by getting so much done when actually we will end up making a mistake because we didn't catch something in that email or missed an important part of that presentation. Time will be wasted, resources will be lost, and any gains you think you made by multitasking will be forfeited.
BUT my job requires it…
So there are some jobs out there, where you can't avoid multitasking. This less-fun youtube video with Daniel Levitin, a neuroscientist who wrote The Organized Mind, addresses these types of positions where there is a need to jump back and forth between multiple tasks. In these jobs, you need to give your brain time to reset. In his words, you are depleting the neurochemicals needed to focus which results in a feeling of tiredness and an inability to focus. When this happens, a long walk or break from the activity is the only way to let the brain reset and be fully attentive. Imagine then what is happening to your ability to make clear decisions when you are in back-to-back meetings all day with part your attention on the attendees, part on your chat messages, and part worrying about the next meeting on the agenda?
BUT I've got shit to do….
Alright, alright. I get it. There are still so many things we want to accomplish in a day and only so many hours to do it. You may not have a job that requires multitasking but you are prone to it because you have a lot on your plate. How then, can we get rid of multitasking while still being productive, high performers? My trick, is what I once heard someone call multipurposing. Multipurposing is doing two things at once that require different cognitive resources. Reading and listening to music, for example, are two different parts of the brain and therefore can be done at the same time. If you're like me, the music actually helps me focus more. By stacking tasks that require different cognitive functions, I can gain some time back in my day without losing any of my smarts for the main task at hand. Furthermore, there are also some things I do that help me protect my focus time for the tasks that can't be stacked. The following are three simple tips I have to help you avoid multitasking and up your game in multipurposing.
Tip #1: Stack the tasks you can
What's interesting about this tip is that it may vary slightly for everyone. Driving while talking on the phone (assuming it's wireless and you're not looking at your phone), should be two different parts of the brain. Driving requires looking at the road, and listening to your call or podcast is just listening. However, when most people listen they get mental images in their brain that steal their focus from the road and that is where the problem lies. Therefore, as I tell you some of these tips, please remember that everyone is different and so take into consideration how you are wired.
For me, the biggest stacking I do is with my exercise. A lot of my job requires me being on top of my game when it comes to research and digital transformation, something that's changing constantly and therefore requires constant upkeep. Riding an exercise bike in my basement is something I can easily do while still reading a book about change management. Or I can go for a walk and listen to a podcast or audiobook. With that being said, there are days when mindless exercise won't cut it for me and my body wants the full focus of pushing myself. On days like that, I don't multipurpose, I give my body what it needs.
Other tasks I like to stack:
Cleaning the house while listening to an audiobook/podcast
Catching up on work chat messages or emails while riding a bike or walking
Catching up on the "social" side of work (engaging in applications like Yammer) while laying out and getting some Vitamin D
Tip #2: Protect your time and space
Now that I've talked about a lot of the stuff that can go together, let's talk about the stuff you need to protect. Anytime you are going to get into real work, you should try your best to focus in on one thing at a time. In this old post I talk about how to carve out focus time, and one of my favorite methods is the Pomodoro technique. I pick a task I want to work on and then set a timer for 25 minutes. During that time I am not checking chat messages, I'm not reading email, and all my notifications are muted. By doing that, it makes those 25 minutes really productive. I am always amazed at how much I can do and how quickly I can do it when I'm not being pulled in 10 different directions.
If you work at home like I do, with an office door that has windows in it, or if you're back at the office where people can just walk up to your desk, it may be hard to carve out this time. In those situations, try a visual cue for your coworkers or family that lets them know when you are trying to protect your time. When I write, for example, it is very hard for me to get back into a rhythm if I get interrupted. To prevent this from happening, I have a little sign that I hang on my office door and my husband knows that when he sees that sign to let me be. This might be hard to do in an open office, but big headphones can be a great indicator. I also talked to my husband about it and it might be worth having a conversation with your team about what your signal is. It's good to be available to help others, but if you can "chunk it" into 25 minute periods then you will be able to give them and your work your best self.
Tip #3: Let your software work for you, not against you
These days the software we have available really is impressive and there is a lot you can do to set yourself up to protect your time or stack your tasks. Outlook calendar, for example, has a "Daily Task List View" that will pull in all the emails I flag or To Do tasks I create. By dragging and dropping them onto my calendar, I can actually carve out chunks of time to focus on the work that needs to be done. This prevents people from scheduling meetings all across my day, which will make my time in between meetings much less productive. Some weeks I may not have that flexibility, but when I am able to have a few hours dedicated to focusing, I will actually produce more work than if those two hours were split up. In other words, 2 hours of time does not equal 30 minutes + 30 minutes + 30 minutes + 30 minutes. You will lose time worrying about the next meeting, doing unnecessary prep work, and getting your mind back on track.
When it comes to stacking your tasks, you may want to consider investing in a few devices that make this easier. I love my iPad mini or my Microsoft Surface that allows me to watch videos, meetings, or catch up on reading on my exercise bike. My Jaybird headphones are also one of the best things I ever purchased for myself. They make listening to audiobooks and podcast so much easier. Whatever it is for you, it's easy to put off stuff like that or convince yourself you don't need it. And maybe you don't. But there may be something out there that will make these habits a lot easier to form and save you a lot of time in the end.
Sources and Further Reading:
Check out other related posts
Clearing the Path for Change | Part 4
It is ironic that the only way I have managed to start writing this article on Focus Time, was to wake up at 5am on a Saturday. It has been on my To Do list for weeks, but somehow there was always something more pressing that bumped it down the line. Does this sound familiar to you? Too often the environment that we are living and working in does not leave enough uninterrupted space to focus on the things that matter most.