The term multitasking is used often and it is something most people seem to frequently do either at work or at home. This article will consider the impact of multitasking in the workplace. Is it beneficial? Are there any downsides? What is its relevance and suitability in the workplace context?

What is Multitasking?
Multitasking is when a number of different (often unrelated) activities are being undertaken simultaneously. Eg: when you are talking on the phone and typing on your keyboard.

A Harvard Business Review (2010) investigation found that multitasking actually has the opposite effect to what we might think. It found there was actually a 40% drop in productivity, it increases people's stress levels and it caused a 10% reduction in IQ. These factors are quite disturbing.

A common misbelief is to think that we are doing a number of things at once. However what is actually happening is our brain is switching from one activity to the other rather than the actions happening simultaneously. The reality is that those who appear good at multitasking are simply switching back and forth and some people are able to perform this switch extremely quickly.

What Leads People to Multitask?
Increasing demands on ones time and a need to meet what are most likely ‘unrealistic' deadlines prompts people to multitask. Multitasking is perceived to have a number of benefits, which include:
• Undertaking numerous activities at once
• Increasing efficiency
• Using time more productively
• Getting more done

What is the Alternative Multitasking?
Given the need to get a lot done in a short period of time is not going to disappear what can be done as an alternative. The alternative is focussing. If you have a number of activities that have a concurrent timeframe for completion develop a work plan to accommodate that. This is NOT just about establishing a timetable or ‘to do' list. It involves the following:

• Developing strategies to avoid being disrupted - block out times when you don't respond to e-mails or answer calls and let others around you know you are not available for a certain period of time unless certain specified conditions/circumstances arise
• Being committed and focussed on completing one task at a time - this takes discipline especially if you have developed a habit of multitasking
• Appropriately sequencing what needs to be done - eg: do the hardest task when you are at your best either first thing in the morning or last thing in the day whenever you personally feel more energised and alert. It does vary from person to person so knowing what is the best time for you is important
• Setting time limits - if you receive an important call when you are trying to complete and important proposal don't try to do both at once. Set a time limit for the call and once that time has expired advise the caller you need to attend to other matters and you will get back to them (set a specified time that works with you schedule). Then be mindful to return to your report and not let your thoughts continue on with the contents of the phone call. It will require you make a deliberate switch in your thinking
• Clarify where you are up to - take time to determine where you are up to prior to any interruption that may have taken place. Don't try to hope to hop straight back into it. Do a recount of progress to the point of interruption to help reconnect with what you were doing and re-establish any momentum you may have worked up in that task.
• Take measures to ‘capture' where you were up to - eg: save the document you were working on before fully focussing on the phone call or other activity your attention has been diverted to.

Another study found that it could take up to 25 minutes to get back to where you were up to prior to the interruption. Hence why being deliberate about reconnecting to the task is so important in an attempt to shorten the time it takes to reconnect.

A word of caution people who consistently multitask are actually adversely impacting their ability to get things done not just when they are doing the activity but also longer term. It has been found that people can become considerably more distracted and have difficulty managing their memory.

Could it be that while organisations are attempting to make their workforce smarter they are actually making them dumber?

What multitasking really means is one activity absorbs our attention and the others are attended to somewhat mindlessly. Is that really the objective when we multitask?

Never underestimate the value of having time to think. Be single minded and you WILL achieve more.

Carol McGowan is a Business and Life Coach, Counsellor and Educator. Her passion is helping individuals and businesses to make successful transitions. Carol has over 35 years experience in business and has just released a book called Aspiring to Good Business. She may be contacted at This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Information about Carol can be found at www.besa.com.au