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How NOT to Multitask - Work Simpler and Saner


You’re working on two projects at once, while your boss has placed two new demands on your desk. You’re on the phone while three new emails come in. You are trying to get out the door on time so you can pick up a few groceries on the way home for dinner. Your Blackberry is going off and so is your cell phone. Your co-worker stops by with a request for info and your Google Reader is filled with 100+ messages to read.

You are juggling tasks with a speed worthy of Ringling Bros. Congratulations, multitasker.

In this age of instant technology, we are bombarded with an overload of information and demands of our time. This is part of the reason GTD is so popular in the information world — it’s a system designed for quick decisions and for keeping all the demands of your life in order. But even if we are using GTD, sometimes we are so overwhelmed with things to do that our system begins to fall apart.

Life Hack recently posted How to Multi-task, and it’s a good article on the nature of multi-tasking and how to do it while still focusing on one task at a time.

This post is How NOT to Multi-task — a guide to working as simply as possible for your mental health.

First, a few quick reasons not to multi-task:

  1. Multi-tasking is less efficient, due to the need to switch gears for each new task, and the switch back again.
  2. Multi-tasking is more complicated, and thus more prone to stress and errors.
  3. Multi-tasking can be crazy, and in this already chaotic world, we need to reign in the terror and find a little oasis of sanity and calm.

Here are some tips on how NOT to multi-task:

  1. First set up to-do lists for different contexts (i.e. calls, computer, errands, home, waiting-for, etc.) depending on your situation.
  2. Have a capture tool (such as a notebook) for instant notes on what needs to be done.
  3. Have a physical and email inbox (as few inboxes as possible) so that all incoming stuff is gathered together in one place (one for paper stuff, one for digital).
  4. Plan your day in blocks, with open blocks in between for urgent stuff that comes up. You might try one-hour blocks, or half-hour blocks, depending on what works for you. Or try this: 40 minute blocks, with 20 minutes in between them for miscellaneous tasks.
  5. First thing in the morning, work on your Most Important Task. Don’t do anything else until this is done. Give yourself a short break, and then start on your next Most Important Task. If you can get 2-3 of these done in the morning, the rest of the day is gravy.
  6. When you are working on a task in a time block, turn off all other distractions. Shut off email, and the Internet if possible. Shut off your cell phone. Try not to answer your phone if possible. Focus on that one task, and try to get it done without worrying about other stuff.
  7. If you feel the urge to check your email or switch to another task, stop yourself. Breathe deeply. Re-focus yourself. Get back to the task at hand.
  8. If other things come in while you’re working, put them in the inbox, or take a note of them in your capture system. Get back to the task at hand.
  9. Every now and then, when you’ve completed the task at hand, process your notes and inbox, adding the tasks to your to-do lists and re-figuring your schedule if necessary. Process your email and other inboxes at regular and pre-determined intervals.
  10. There are times when an interruption is so urgent that you cannot put it off until you’re done with the task at hand. In that case, try to make a note of where you are (writing down notes if you have time) with the task at hand, and put all the documents or notes for that task together and aside (perhaps in an “action” folder or project folder). Then, when you come back to that task, you can pull out your folder and look at your notes to see where you left off.
  11. Take deep breaths, stretch, and take breaks now and then. Enjoy life. Go outside, and appreciate nature. Keep yourself sane.

See also:

Brilliant comments (33)

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Archaeogeek Says:

February 20th, 2007, 3:03 am

Great Post! Will tag under “keeping sane”. It’s absolutely true that saying “no, I won’t deal with this now, because I’m doing something else” is very hard, and may get you surprised looks from colleagues, but it’s totally worthwhile.

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Rise Says:

February 20th, 2007, 7:39 am

Now I know what was missing. I was/am facing this issue of multi-tasking because of overload of multiple projects. To overcome it, I started saying ‘no’ to more work and prioritize my tasks. I even wrote about it in:
http://www.educatedbeing.com/2006/06/16/learn-to-say-no-even-when-you-want-to-say-yes/

But this is what was missing in my understanding of the problem. Thanks for the info. Am learning. But it still gets difficult to say no because the projects are really interesting :)

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Leo Says:

February 20th, 2007, 12:36 pm

@archaeogeek: thanks for the kind comment. To ad to what you said, I like to instead say, “Sure I can do that … but I’m working on a project right now and won’t be done for two hours. I can get to your task when I’m done.” That’s if I want to or can do the task. A lot of times saying no is the necessary option, but if I am going to eventually do it, I like to say yes instead (it’s more positive) but tell them what my limitations are. People are often appreciative of the honesty.

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Leo Says:

February 20th, 2007, 12:37 pm

@rise: I’m glad I’ve helped. And you’ve got a terrific problem — too many interesting projects. It sounds like you really love what you’re doing, which is a true blessing. Count yourself lucky!

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piyush Says:

June 7th, 2007, 1:52 am

The best way to multi task is to do one thing at a time.

The ability to concentrate single-mindedly on your most important task at the moment and to finish it completely, is the key to success

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dlasiebie.pl Says:

November 24th, 2007, 11:18 am

thanks for the great idea :)

I’ve noticed additional interesting thing when started focusing on only one task at the time: it seems that we are addicted to multitasking (especially when comes to informations): we want to check if there’s new email, if there’s something new on the news etc.
Focusing then on one thing looks a bit like fighting with bad habit similar to addiction. It’s not an easy thing.

I’ve written an article inspired by your post:
http://www.dlasiebie.pl/artykuly/zarzadzanie-czasem/wielozadaniowosc.html

[...] Tekst zainspirowany artykułem: How NOT to Multitask - Work Simpler and Saner [...]

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Eugene (Editor, Varsity Blah) Says:

December 29th, 2007, 1:36 am

Multitasking is crazy!

http://www.varsityblah.com/need-for-speed

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Thássius V. Says:

February 20th, 2008, 22:29 pm

Hey, thanks for the great tips. It seems to work pretty well and is better than doing a lot thing at same time.

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qrius Says:

March 7th, 2008, 21:18 pm

believe it or not, I actually like multitasking - why? not b/c it makes me more efficient necessarily, but b/c it’s exciting. I like the adrenaline rush at times.

also, when I’m multitasking, I’m usually doing serious work, and then multitasking w/ not serious work.

for ex, I kick of a process during work, and while I’m waiting for that to finish, I check my email, news, and sites like this and lifehacker.com

I also even try to manage my own basic tech tips site in my spare time.

http://techtips4joe.blogspot.com

but yeah, trying to do more than one important task at once, I don’t recommend. I get stressed out, and feel like I’ve lost control!

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Miguel de Luis Says:

June 23rd, 2008, 17:29 pm

Hi, just to share that I have taken advantage of your uncopyright to translate your article into Spanish in my blog.

I have taken the advice myself with excellent results.

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raag Says:

July 23rd, 2008, 5:31 am

I totally agree with you that do not have to take on more cases than you are able to do. But sometimes so difficult to say no.

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Alex Says:

October 7th, 2008, 12:54 pm

Hi.
I agree with everything on this post. Yours is the only site i can recommend to my friends and colleagues.
I wanted to also suggest, multi-tab views in our internet browsers and email-applications have fed/fulled the multi-tasking craze somehow.. i think.

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Dave45 Says:

October 8th, 2008, 8:03 am

Multi-tasking is facilitated by computers and it also causes problems. If I am focussed on a task and getting work done, and I click on something on my PC I expect an instant response. If I don’t get it… I get impatient… then think “what can I do while I am waiting”… and switch to a different process open on my PC. Then I can easily lose the plot as I find another process that I was waiting for previously has finished and I resume that…. the joy of Windows !

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christina Says:

October 25th, 2008, 16:20 pm

My district manager is NOTORIUS for geiving people like 6 or more tasks that would make them stay severely late if they were on salary, So yesterday when she came in and told me to do something, I said “No. Sorry Leslie, my focus is this planogram and this will probably take most of my day.”

she didnt question it, (our whole store has gotten to where we don’t fear her. And saying that broke more of my fear for her.)

Yay for me!

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Valeria | TimelessLessons Says:

November 10th, 2008, 6:06 am

It seems to work pretty well and is better than doing a lot thing at same time. Thank you Leo.

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Valeria | TimelessLessons Says:

November 10th, 2008, 6:08 am

I totally agree with you that do not have to take on more cases than you are able to do. But sometimes it’s just so difficult to say no.

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Kelly Watson of Womenwise Marketing Says:

November 16th, 2008, 10:47 am

In addition to having a “capture tool,” I like keeping a done list. It helps me feel more productive at the end of the day and keeps me focused on the tasks that truly accomplish something.

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chandra singh Says:

December 20th, 2008, 11:21 am

do your work confidendly let them know your focus point .

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Liara Covert Says:

January 9th, 2009, 20:46 pm

People are often tempted to see how much they can accomplish. Life experience teaches us less is more.

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Joe Says:

January 15th, 2009, 19:00 pm

Great post, and great comments. I totally agree with dlasiebie.pl above - I’ve been a multi-tasking addict for most of my adult life (great article, too, btw). Dave45 is also absolutely right - computers make it too easy to switch gears, and you feel like you’re getting something done “while you’re waiting” even if you’re really just getting distracted.

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kate Says:

February 1st, 2009, 20:11 pm

Great — but what about most of us who — oh, have a job that does not allow us to work this way? I’m a college professor — my classes are when they are assigned, I don’t get to decide to block out times out of the day, etc. I’m required to check email frequently to handle student concerns, etc. We have office hours which are set to entice students to drop by any time, etc.

All this advice is great - but lots of us don’t work this way.

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Application Essay Says:

February 9th, 2009, 2:17 am

more tasks that would make them stay severely late if they were on salary

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Narrative Essay Says:

February 11th, 2009, 3:53 am

I can easily lose the plot as, I find another process that I was waiting for previously has finished and I resume that…. the joy of Windows ….!

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Rita Says:

March 5th, 2009, 3:20 am

Wonderful words.
I’m been multi-working for all the time since I went out of the school to work.I was always confused about which should be the priority and which should be the last. I’m always hasty in trying to finish all the things in one day. I know that’s gonna be impossible, and it’ll go in a messy if i keep on jaming all the things into one pot. I’ve been looking for ways out. This article guides me from several directions, I’ll try to follow the suggestions here and see if they fit me or not. Anyway, I’m a faithful fans of you, Leo. Keep going!

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Texaholic Girl Says:

March 22nd, 2009, 0:02 am

Memory games and Sudoku are present day substitutes for tic tac toes and cross-word puzzles. The Alzheimer’s rate is roughly 10% higher in US than 5 years ago, and the number of Canadians with Alzheimer’s is expected to double by 2030 according to the Alzhiemer’s Society of Cananda.

Dr. Sandra Chapman, director of the Center for Brain Health, explains that your mind needs a regular workout by testing “higher mental functions” as they do in their state of the art facility off Mockingbird in Dallas. I’m having a hard time visualizing this “brain gym”, so I’m hoping for a visitors pass before I join.

We are aware that the injection of overprocessed carbohydrates and junk food on every corner is causing our obesity. But what’s the culprit here? What is the blood sucking memory tic of today’s fast paced world?

The information highway we are forced to drive day after day with no diet in sight. There’s simply too much STUFF coming our way in every direction, every second, of every day. “Multi-tasking” has become a perceived necessity to survive: as a superstar in the boardroom or Super Mommy. But, it’s time we slow down and stop.

We weren’t designed to do 2 or more things simultaneously…it’s unnatural and sooner or later, your brain is going to rebel.

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Motivational Says:

April 11th, 2009, 18:42 pm

I’ve always found that multi-tasking, although will save time, will reduce the quality of the different things I’m doing. So unless if you’re doing several relatively unimportant things, probably better to stick on one thing.

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Owner of the Blog Says:

April 17th, 2009, 2:48 am

I feel like you are talking about me.. sigh…

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Debra Says:

April 29th, 2009, 13:13 pm

When you multi-task you never give 100% of your attention to anything. Like I always say, “Either be whole-assed or no-assed but never be half-assed!” :)

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free divorce papers Says:

May 7th, 2009, 2:54 am

Time management is always the key to avoid stress and avoid multitasking… Thanks for the tips.

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Ride on mowers Says:

May 7th, 2009, 13:12 pm

I think that when you multi task, you have some serious problems and your head will keep thinking about different things and I think it is quite sad thing.

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Sean Says:

June 10th, 2009, 22:10 pm

I can multi-task until my heart’s content and get many things done….but not well.
It is better to do an exceptional job at one thing than a half - as*ed job on 10.

Thanks for the great tips Leo!

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web tasarımı Says:

June 22nd, 2009, 18:33 pm

I think I definitely have random rhythms which can be frustrating in a work environment

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Fan Site Says:

June 25th, 2009, 17:24 pm

Time management is always the key to avoid stress and avoid multitasking… Thanks for the tips.

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