The sought-after skill that actually hurts productivity
November 9, 2009 by Sam NarisiPosted in: HR Tech, Special Report - Tech
Your managers probably think it’s great that employees can juggle several things at the same time and still get their work done. But a new study says they should hold their applause.
Many employees, especially younger ones, see no problem with listening to an iPod, reading e-mail and browsing the Web while working. Managers may call it time-wasting, but the employees refer to it as multitasking.
Turns out that multitasking might be horrible for productivity.
That’s the word from a recent study out of Stanford University. Researchers had students fill out a questionnaire asking them how many tasks they usually perform simultaneously, then observed them taking three cognitive tests. They found that multitaskers:
- were much more easily distracted than others
- had more trouble remembering certain things, and
- were even worse than others at switching from one task to another.
That’s bad news for many departments these days, when over-taxed employees could try to use multitasking as a way to get all their work done.
But as this study shows, that strategy could backfire — and that’s before you even factor in all those non-work distractions, which can only multiply the problem.
Bottom line: Multitasking may not be the efficiency answer or desirable skill we all thought it was. Managers might want to recommend staffers get into the habit of focusing on one job at a time.
Are you a multitasker? Do you agree with the researchers’ conclusions? Let us know in the comments section below.
Tags: multitasking, productivity, Stanford, study
November 10th, 2009 at 1:31 pm
I do not agree. I have multitasked for 20 years – I have to – I start out in the morning focusing on one thing but phone calls and other things that need done right now cause tons of interruptions that you can’t avoid or simply put in your inbox to work on later. I get phone calls requiring me to stop what I’m doing to look things up or get something processed that needs attention NOW. If listening to an IPOD and surfing the web is considered multitasking – I can see that to be a problem – those are personal things being done on company time – my multitasking is all business. Yes constant inturruptions are annoying and can lead to mistakes so I’ve learned a system to keep me on track and do the best I can. I know multitasking isn’t for everyone and there are times that I wish I had a job that just related to one aspect of the business but I’ve always had to wear many hats.
November 10th, 2009 at 1:37 pm
Ditto. If you gave my job to someone who wants to only work on one thing at a time, they’d quit within a week. I’d love to schedule only one thing at a time, but you’re in a position that has any amount of responsibility, there’s no way to lock yourself off from the phone, email, and people walking in the door who have to be addressed immediately.
November 10th, 2009 at 1:42 pm
I agree…I was conditioned in previous jobs to NOT have “tunnel vision” and always be aware of what is going on around me. However, those jobs required my immediate attention for the 12 hours I was there and were not waiting for me the following shift. I had a sense of accomplishment at the end of the day in those positions.
In my current position, no one fills in for me when I’m gone. What isn’t finished today will be added to tomorrow’s ‘List of Things To Do’ and the list is never-ending. I catch myself with a minimum of 3 tasks open at a time & if I turn my head and find one of those other tasks I just start working on it. Whatever my eyes land on is what I start working on which is driving me crazy. My current position also requires me to drop what I’m doing to assist then it takes me about 10-20 minutes to get back in the groove.
It’s very difficult to function this way & since my desk is out in the open with no doors to close I am unsuccessful at getting other employees to respect my need to have uninterrupted focus on some of my tasks.
November 10th, 2009 at 1:46 pm
I have multi-tasked my entired professional career and enjoy wearing multiple hats in the organization. I am constantly learning and constantly being challenged. I find reward in that. But since the down-size a year ago, more and more has been put on my plate. I am finding it hard to stay a float. I’ve been having to sacrafice more and more my personal and family life just to keep things going. Before, I performed at 110% in everything I did. Now, with added responsibilities, I feel like I can only give 90%. BTW, I am not talking about multi-tasking in one job position, but taking on the responsibilities of 6 different job positions in a “normal” company that would have 6 different people in it. It’s hard in this economy. Companies let people go, the ones left have to take on more. If you show them you can handle the added responsibilities, they keep adding on. If you tell them you can’t handle it, they let you go.
But to get back to the article: I feel any given job position should have multiple projects & responsibilities going at any given time and it is up to the individual to be able to prioritize and manage them accordingly.
November 10th, 2009 at 1:50 pm
I also multi-task. I love the variety. The interuptions come and you take them, work on the issue, and get back to what you were doing. It seems like you can get distracted, but you must prioritize and focus to get the job done.
November 10th, 2009 at 1:58 pm
I also agree with Nancy and JCE. Depending upon the position, multi-tasking is sometimes a necessity and those that can jump from one thing to another and back again without too much time loss would be a plus for a Business. Young people that multi task with Ipods, personal phone calls, personal email while watching TV and surfing the Web could turn into top notch employees if they learn to come to work to do BUSINESS, and leave their personal life to their own time.
November 10th, 2009 at 2:16 pm
I feel that multi-tasking is a fact of life and I, too, have always done it. That said, I completely agree with the findings of the study. It is not about listening to IPODS, reading personal mail or watching TV, etc. It is about the difference in results when one gives a certain task complete attention. Unfortunately, work related distractions prevent that from happening. When there are tasks that need undivided attention the best way for me has been to come in much earlier or stay till much later or come in on holiday or week end. I prefer to come in earlier since the day’s events would not have exhausted me.
November 10th, 2009 at 2:19 pm
I don’t know if I call what I do multi-tasking. I cultivate an open door policy and try to be available for staff when they need me so I do have interruptions every day. I am a big list maker so I keep a running To Do list of what needs to be done and routinely prioritize these items as needed – moving them up or down on my list. My boss is a very organized person and will help me prioritize my projects and give me deadlines as needed. I have learned a lot from him as I wasn’t always as organized (at least in my work life) as I am now.
While I am a baby boomer, growing up I did my homework while either watching TV or listening to music and in my first job I worked in a large “bull pen” area where you had to contend with a large group of people talking, typing (on a typewriter!), rining phones etc. You learned to tune out what wasn’t important and focus on the work at hand.
All that being said, I think that some people are better at multi-tasking then others and that if the workforce is spread very thin then the chances of mistakes happening rises.
November 10th, 2009 at 2:22 pm
I agree and disagree – for the group they were focusing that may well be true – however, as previously stated – if personal distractions are involved or non-work related interruptions, then I see that as a non-productive interference. I disagree because I am part of that group that has been brought up being so wired in and I multitask from the minute I walk in until the minute I walk out with no time for personal distractions. I feel that I am productive, and if I were not, I’m sure I would have gotten my pink slip by now.
November 10th, 2009 at 2:25 pm
I have to respond to this. Where did they get these findings. If they are speaking about new recruits just out of college they may be on track. I have worked for 25 years and have done nothing but multi-task. These young folks out of college cannot handle this skill. No matter what you say.
November 10th, 2009 at 2:43 pm
Multi-tasking in some occupations can really hurt productivity. I’ve been a programmer for many years, but most companies do not understand what phone calls, intercoms, and constant interruptions do to a programmer. I’m sure there are other occupations that require focused attention. Microsoft and IBM are two that get their work environments right, but most don’t.
I usually won’t even consider a want ad that requires multi-tasking as a requirement for the job. In software development, that means they are constantly understaffed, and probably turn out poorly-written software.
November 10th, 2009 at 3:11 pm
For all of those who disagree with this article and say you “have to” multitask…
My rebuttal is this – You can do one thing at a time really well to the best of your ability. Absorb yourself in all that one task has to offer. Or, I guess, you could do a lot of things half way since you are focusing and having to refocus on so many different things at one time. Is it really the best that you could do or is it something that you just got done? It comes down to balance between work and life and unfortunatly that is a skill that is not often taught.
Multitaskers don’t have a chance in my interviews. I hire the “single tasker”. Just a thought.
November 10th, 2009 at 3:19 pm
Most of the posts sounds like they are managing multiple priorities and not genuinely “multi-tasking”. As Judy points out, distractions have to be tuned out when you are required to focus. I think the study is right on.
Listening to an i-pod can be done while performing some low level work, but when you need to accomplish heady work, you need mindfullness and focus.
Harvard studies agree with the “mindfullness” philosophy.
November 10th, 2009 at 3:22 pm
I agree that multi-tasking, in varying degrees, is a necessary part of life. I too like the variety that comes with multi-tasking. However, I have also noticed, as Bobby pointed out, there comes a point when a saturation point is reached. At this point, I would wholeheartedly agree with the conclusions of this study.
Therefore, I would not make a blanket statement that multi-tasking is always counterproductive, only counterproductive when a saturation point is reached – saturation point being determined by underlying abilities/knowledge, such as memory, quickness of response, prior experience, etc.
November 10th, 2009 at 3:23 pm
This seems to be a matter of definition. What we all call multi-tasking is the ability to juggle numerous work-related tasks each day, not listening to an IPOD or reading personal e-mails. You cannot work in HR and not multi-task (by the definition all of us here accept). How this article defines it is basically just not paying attention to work but doing personal things on work time — and yes, I would think we would all agree that is counter-productive.
November 10th, 2009 at 3:39 pm
I meant to say I am not part of the focus group their study was about…..sorry.
November 10th, 2009 at 4:00 pm
When an individual is the OM, HR, AP, AR, Payroll. lead sales, customer tech support, marketer, invoicer, inventory specialist, collection agent, customer care rep, and everything else in the company including janitor one HAS TO MULTI-TASK!! This is a life skill that some people can do and others cannot. Those of us who can do it and do it very well, are invaluable to our employers. Heck, the joke here is that I am my own personal assistant which makes me one very busy girl!!
November 10th, 2009 at 4:05 pm
I agree with Linda. There’s a difference between managing multiple priorities and doing 3 things at the same time. There are some sort types of tasks that don’t require concentration, that can be performed while doing something else, but there are some tasks that cannot be performed satisfactorily while distracted. For example, can you imagine writing a performance review while listing to music and talking on the phone?
November 10th, 2009 at 4:32 pm
I totally agree with Bobby and Jagger! I have been multitasking for 25 years. I wear 7 different hats, plus whatever “emergency” comes up. No matter how much gets heaped on my plate I seem to somehow get it all done (after some very long days). My boss says if you want something done give it to a busy person.
November 10th, 2009 at 4:40 pm
I’m a senior systems engineer. Management gives me a great deal of discretion and flexibility how I do my job. When I need to focus on a particular task, I close my office door, put on some opera or classical music, and concentrate. My job is essentially a professional writer. I’m usually able to get “into the zone”. Other times, I’m available as a mentor or consultant to answer technical questions. I open my office door. People can call or email me or walk in for a technical discussion. Some people would consider it a luxury that I can choose whether to multi-task or focus on a single task. But after 33 years of experience and a proven track record, I’ve earned it.
November 10th, 2009 at 4:57 pm
OK, I’m going to be the heretic among the group. I agree with the article. Much of what we call multi-tasking is really multi-toggling. We have developed the skill to move fluidly between activities. And those who listen to music (which I do) — I consider that a passive activity, not something I “do;” but even that can be distracting depending upon other active tasks at hand. Our brains can handle on one or two simultaneous thoughts in working memory at one time, and the more a task becomes habitual, the more working memory (much like RAM in a computer) we are able to free up so we can devote it to other activities. Therefore, we can, with experience, attend to more than one “task” (i.e., multitask) at one time, but only when we have developed schemas to put part of our brains into autopilot to do the rote activities, so we can devote our working memory to those tasks that require more of our conscious thought.
November 10th, 2009 at 5:11 pm
After reading this and several comments I have to offer what may be a different perspective. I am the program manager and part of the senior engineering staff. From what I have seen and experienced the more complex any task is, the harder it becomes to meet ‘planned’ objectives when I have to or my time gets divided by other obligations. I have seen project slip their deadline and this seems to occur more frequently as more tasks are added to our workload. But the interesting thing I have noticed is the increase in actual hours spent on a task is only marginally or slightly greater than what I would have spent if I got to work on solely on a task. What does this mean, the greater the skill required to complete a task the greater the focus should be on that task.
November 10th, 2009 at 5:29 pm
There’s a great book already out there, called “The Myth of Multitasking.” As a career changer, I read this while I was self-evaluating strengths/weaknesses. I was looking for my “triggers” and how to avoid problem areas that drove me to ‘burn out’ in my first career.
MoM points out that what we do-it-all overachievers commonly refer to as “multitasking” is more accurately described as “switch-tasking”. Like any other learned skill, some of us are better than others. Factor in the 10,000 hour rule – and it should come as no surprise that organizational skills and efficient switch-tasking go hand in hand. (Just as “organized” and “neat” aren’t necessarily interchangeable!)
Bottom line: We’re all busy… almost nobody gets away with performing one task at a time. What matters is that we find a system that works for our particular situation… and stick with it!
November 10th, 2009 at 5:40 pm
I agree with Pam for the most part except that I believe that we can only process one task at a time. Just like a computer processor can only perform one task at a time, our brains can only process one task at a time. Our brains have the ability to toggle between tasks very quickly just like a computer processor, but just like a computer processor only one task is being processed at any given moment, even if that moment is measured in nano-seconds.
November 11th, 2009 at 9:05 am
I think multi-tasking can be an excellent skill, but it’s not always effective or efficient in certain situations. My job, for example, has been evolving since I’ve been here and I’m finding myself doing more and answering to more people since the department has grown as well. It’s nice to have more resposibilities and more interesting things to do, but I have all 3 of those “side effects” they listed in the above article! I used to be excellent at organizing and prioritizing my day and every project, now I feel like I forget things constantly, there are TONS of stickies on my desk with reminders (although, right about now they’re just turning into part of the scenery), I am SO very easily distracted that it’s disgusting, and I have piles of paper everywhere…my desk looks like a paper factory exploded on it. So, I think it depends on the employee, the type of job, and the work environment…maybe I’m confusing multi-tasking with being overworked/overwhelmed, but that may also depend on the expectations of supervisors. Just putting in my two cents…:)
November 11th, 2009 at 11:10 am
As a manager of other people, I agree with the findings in this study. I find employees are more productive if they get into the groove and concentrate on the task at hand and finish it to completion. They usually excel at those tasks and can complete them faster. That is why I try to field every interruption possible. This this make my staff as efficient as they can be. I have no doubt that most people take time to get back to the point where they left off when interrupted. This time is definately non productive. I believe there maybe people that can do it. However, my experience tells me that is usually not the case.
November 11th, 2009 at 12:41 pm
I think most people can multitask to a certain degree. The problem arises when one is required to do so many things, they can’t focus on anything for a long enough time period to get anything accomplished. Everyone has a different point at which they become totally inefficient. I also believe some people prefer to work on one thing until they have completed it while others prefer to do a little on one project, a little on another, and mix it up all day long. We’re all different.
Additionally, so people call switching from one project to another as need demands multitasking while others view working on two or more things as multitasking. I believe the more accurate definition of multitasking is doing several things at one time. Talking on the phone, typing something on the computer while carrying on a conversation with someone standing at your desk would be multitasking. Most people don’t do this very well. However, shifting your focus quickly from one project to another, but still only doing one thing at a time, is something we all have to do continuously throughout the day just to keep our head above water. It’s related more to the ability to quickly pick up where you left off before an interruption, so it’s a little different of a skill. I could be wrong, but this better explains what I have always been told.
I honestly don’t think most people are very good at true multitasking. Most of us can’t read and talk at the same time. We can’t type one thing while saying another. We can’t count and talk and look something up on the computer at the same time. So I think the true multitaskers are few and far between. But those who can quickly shift focus from one thing to another and juggle several things at once are much more common…and much more productive…than someone who is trying to read e-mail, browse the web, listen to the radio and handle other items at the same time.
November 11th, 2009 at 1:21 pm
Multi-tasking can be interpreted differently. True multi-tasking is to do multiple things at the same time. However, it has also come to mean that multiple things can get done within a short period of time. There is a big difference. In the former definition, that would mean, for example, answering a phone call, writing an email, and having various projects opened at once. In the latter definition, one is able to get the same tasks done in the morning, but does it one at a time.
Overall, I agree with the article. Science is behind it too!
November 11th, 2009 at 1:47 pm
Multitasking??? hmmm…I hope surgeons don’t do it. One body at a time please and your full attention…for heaven sake…
November 11th, 2009 at 2:18 pm
Brendon doesn’t mention what kind of business he is in, but in many small to medium size businesses multitasking is almost manditory. Agreed, it is often difficult for young employees to master it. (I see a lot of ADD in those less than 30). The most reliable group of people I must deal with are boomers who have learned how to be responsible, have mastered the art of focusing and have developed great organizational skills. Note, they were not born with these skills, but have learned to adapt to the demands of the job. Rarely will you find a mature employee wasting his time and energy with the “play things” mentioned, I consider it a professional challange to deal with all the phone calls, and iterruptions thrown at me during a days work. Being able to deal with it all in a professional manner makes me well worth my wages.
November 11th, 2009 at 3:17 pm
I’m not sure why this study is equating multi-tasking with the unnecessary distractions of audio/visual stimuli and personal business on company time. If I am working on an HR project while answering the phone at lunch that is decidedly different than someone who is only half comcentrating on a project because they are also listening to the world series on the radio. If I am working on a spreadsheet and someone comes in with a problem that needs my immediate attention that is much different than someone who interupts business to check their personal email or surf the web. I can understand the results of the study, but I don’t think you can generalize it enough to say that multi-tasking is unproductive. Looking at it mathematically it’s pretty obvious that If I spend 5 minutes of every hour at work on the internet or some other non-business distraction, that’s 40 minutes a day I have wasted. (loss of productivity) And if I am working on two spreadsheets at once I am working out of the same side of my brain whereas someone working on inventory control and surfing the internet for pizza delivery may very well have more difficulty switching from one task to the other and remembering information about both.
November 11th, 2009 at 3:37 pm
To Brendon:
I can’t imagine being in HR and NOT having to multi-task. It’s not something that is a choice..it’s just the way it is. It’s been that way any place that I’ve worked.
November 11th, 2009 at 4:33 pm
At 50 years old, I find I do not multitask as well as I did at 30. My memory must be getting full as I find things “slipping through the cracks (in my brain, that is)”. I agree moving quickly from one task to another as needed is not multitasking by definition. I still find I’m not as good at remembering at the end of the day when it’s high stress and flying back and forth through things. Worse yet, my “elephant’s memory” does not work a week later like it did before. I’m not threatened to admit this as it is the truth for me. Really those of you 50-65, can you do it like you used to????
November 11th, 2009 at 5:00 pm
To JMF, age is a fact of life, but also a challange to adapt and learn to deal with the increased stress. I make more notes than ever before and tend to categorize projects and files to compensate. From your comments, I feel that you are still a competent employee who cares about your job performance – the kind of employee I would be happy to have working for me.
November 11th, 2009 at 5:02 pm
I have heard of studys showing that women are better at multiasking than men. Evolution favored women who can watch over the goings on of 6 or 7 kids at a time, while also performing other functions. Men who could singularly focus, without distraction, on the task of stalking and killing dinner were favored. Personally, I have observed this difference between my wife and me. She can actually watch TV and work on her PC at the same time; I can’t even imagine that. (small sample, but holds true in our case.) I think there is a difference between actual multitasking and “switch-tasking” . . . maybe it is the frequency that you are able to switch tasks that matters. Computer operating systems begin to “thrash” when the time spent switching tasks nears the time spent actually doing tasks, and they slow down and become less productive. I think the same principle holds true for humans.
November 11th, 2009 at 5:08 pm
Thanks Tootsie!! I too have notes everywhere including my daily planner; on my computer, under my desk calander (they don’t disappear there!).
Mostly, Thanks Tootsie!!
Janie
November 12th, 2009 at 7:20 am
I agree with Steve. It is more of a “switch-tasking” which is usually the enviroment I thrive in. If I only have one thing at hand I tend to get bored and distracted. I also watch t.v. and work on computer. Usually, I don’t catch the whole plot of the show so I can’t say that it works for me.
HR is all about having to “switch-task” some days almost constantly. Sometimes at the end of a day, I’ll have the same project in front of me that I had in the morning–untouched. Frustrating?? Yes but I just think it comes with the HR territory and you have to be good at it.
November 12th, 2009 at 3:29 pm
Cindy,
I agree 100% with your entire statement. Thank you for wording it so succinctly. You described my days exactly!!! Glad to know I’m not just slow!
Janie
November 12th, 2009 at 3:59 pm
JMF, I agree — at 60, the holes in my Swiss Cheese memory are getting larger every day. I make notes — but they’re usually so cryptic that I can’t even remember what they mean. So I tell my (young) assistant and she has become my memory –if she ever leaves, I’ll be in big trouble. And Cindy, I agree totally — unless your HR Department is huge and every person in it has just one area of responsibility, we all have to switch tasks constantly. I can’t imagine telling the boss, “Sorry, you’ll have to wait for an answer to your question until I finish this other task.” As the HR Department for a small company, we also handle payroll so the two of us are always busy and always being interrupted — it’s a fact of life.
November 16th, 2009 at 4:06 pm
I actually agree with this article. There are a lot of people who think they multi-task but actually run around in a panicked state and don’t focus on anything they are doing. Employees who are in control of their job (and themselves) do this more like a juggler: while many balls are in the air, they really can only focus on one moment at a time, catching the next ball, and throwing the next one up. They know the other balls are up there, but they do not panic. They see the logic of the system and control it well. I think the stats of that study focused more on anxiety-ridden employees who think they are multi-tasking by “touching” several things/projects at once, but really are not putting quality into any of them. They have an underlining fear of their job (and of losing it) which really inhibits them.
I believe “multi-task” is an incredibly misused and often misunderstood phrase.
November 16th, 2009 at 6:23 pm
Come on get real…people that say they are multi-taskers are full of it. Too truly multi-task, one must be able to do something in both the conscious and unconscious states of mind, at the same time.
One way a person multi-tasks is to read or type while continuing to breath. One action is controlled by the subconscious mind and the other by the conscious mind.
So stop saying that you multi-task at work, all of the jobs you do in the work environment are linear…end of story…..
November 17th, 2009 at 9:34 am
I think that people often blur the line between the ability to handle multiple jobs/tasks (complete work on a budget, prepare to meet with an upset employee, rough draft a communication) and “multitasking” which for me is trying to do a number of things at the same time (listening to a “book on tape” while texting your best friend WHILE DRIVING on a highway!
Two different things…I think that the study – and the reports of highway deaths due to texting – bear out that being multi-faceted and flexible and well-rounded to perform work is different than trying to do a number of things at once.