Multitasking hinders productivity

by Dinita James

Multitasking increases worker productivity, right? That is at least common wisdom. It seems that if we can do two, three, or even four things at once, we are accomplishing more in less time. Research on the human brain is pointing decidedly in the other direction, however. According to one recent study, multitasking can reduce productivity by up to 40 percent. 

Now what was I doing . . .
What is multitasking anyway? It can mean performing two or more tasks simultaneously, but when you think about it, there really are very few things you can do well at the same time. More often, multitasking really means switching back and forth from one task to another. That’s where brain science comes in.

Researchers have found that the brain goes through two “executive control” processes every time we change tasks. The first stage is known as “goal shifting,” meaning you’re deciding to do one thing instead of another. The second step, when our brains shift from the rules and requirements of one task to the rules and requirements of the second task, is known as “role activation.” While the human brain may take only a few tenths of a second to perform these executive control functions, that time can start to add up when we repeatedly switch back and forth between tasks.

With e-mails popping up constantly, phones ringing, and coworkers and supervisors checking up on projects, the average worker is constantly switching from one task to another during the workday. Employers that understand how the brain works will create an environment in which employees can focus their attention on one task at a time. Here are some tips on how to do that:

• Set clear goals. If your employees have no clear goals, distractions come easily. Using the principles of project management, encourage your staff to plan out their assignments and set small goals or guideposts to work from point A to point B to point C to the ultimate goal.
• Educate employees about e-mail. Establish reasonable protocols for responding to e-mails. Instant replies shouldn’t be the standard. Encourage employees to check and respond to e-mails only at established intervals throughout the day.
• Establish quiet spaces. If your workplace has cubicles or other large open areas, consider setting aside a row of cubes on the edge of the floor as quiet zones where employees who need to concentrate can go. Even better, set up quiet rooms that can be reserved or grabbed on a first-come, first-served basis.
• Enable “do not disturb” features on phones. Most phone systems have features that allow telephone calls to be channeled directly to voice mail. Advise employees that they are free to use this feature during the periods necessary to concentrate on the task at hand and produce good work.

Bottom line
Make sure your employees know how to avoid the detrimental side effects of multitasking, and don’t forget to practice these steps yourself.
Dinita L. James, the partner in charge of the Phoenix office of Gonzalez Saggio & Harlan LLP. You may contact her at dinita_james@gshllp.com.