THE POSSIBILITIES (AND PITFALLS) OF DOING MULTIPLE THINGS AT ONCE

Individuals able to accomplish several tasks at one time often feel as though everyone should be able to do the same. After all, what competent person should not be able to talk on the phone while reading a book and watching television? Some say that people trying to accomplish more than one project at a time may actually be less efficient than those “slow dinosaurs” preferring to complete one task before moving on to the next. Whether you are a single-focused person or a juggler of many balls at one time, consider the following: 

·         People who multitask can be less efficient than those who complete one project then move on to the next because shifting focus increases the complexity of a task creating multiple starts and stops – along with the re-establishment of a focused mindset – each time one moves from one project to another. Being able to “compartmentalize” issues allows us to move smoothly from one to the next without losing sight of the end goal BUT not all individuals are able to walk away then return without “missing a beat.” Selectively focusing allows one to accomplish things in priority – setting aside those things that can wait while working on those that cannot. While difficult for those that tend to finish one task before moving on to another, individuals able to multi-task have developed the ability to shift gears without letting progress previously made prior to it being set aside diminish.

·         When individuals able to shift from one task to the next without losing momentum do so it is usually because they need a break or run into a temporary obstacle. When those unable to shift gears easily it is often because they wish to find satisfaction elsewhere or meet someone else’s critical need quicker.  Whenever we move from a task – whatever the reason we left it – returning requires us to shift gears AND resolve/accept the reasons you shifted focus in the first place. If you shifted to accomplish something else, nothing should be lost from the progress you had made but if left a task stymied and wasting time pursuing dead ends, a forced return prior to developing fresh perspectives would not put you into a position to produce immediate results. 

·         Managing two mental tasks, particularly with the same part of your brain, reduces the available brainpower for either task. If one MUST multi-task it should involve different thought processes (logical vs. creative) so that the brain need not “wipe itself” to think about a new cognitive process using the same part of one’s mind. Weeding out distractions helps one focus on the important things without chasing red herrings.  It is tough to listen to your favorite song on the radio while carrying on a conversation as you are using the same part of your brain for two things. The more different tasks are (developing a budget or taking a plant tour), the easier it will be to switch “mental focus” back and forth without distraction.

·         Short-term memory loss or changes in one’s ability to concentrate are signals they have pushed too far or tried to do too many things at one time. If one cannot remember what he or she was doing recently (when they normally can without any issues), the brain may be working too hard to pull everything together – most likely prohibiting it from accomplishing any one thing effectively.

·         The more often a person does a task, the less thought it takes to perform it. Practice not only “makes perfect,” it frees up more of the brain to do other things, as less thought is required. While we typically use only 10% of our mental capacity, we must work hard to open the paths and thought processes we do not often use if we are to expand the possibilities that a fully leveraged brain has to offer. 

Some individuals are “wired” to identify one objective, work it to its logical conclusion, then move on to the next challenge. Others are able to work on several tasks at a time without any negative impact on their results. If you are able to juggle multiple balls while accomplishing much, it is probably not right to expect the same of everyone else.  Similarly, if you need quiet to focus and concentrate on accomplishing singularly defined objectives, do not expect all around you to work in the same methodical manner. Those doing many things seemingly at one time must develop the patience that would allow them to accept a more “thought-centric” pace as being reasonable, responsible, prudent, and sound. Likewise, those needing the time to develop a single solution before moving on should encourage and support those that race ahead. It is no more “right” to expect everyone to multi-task than it is to expect everyone to follow through without considering multiple options at a time. While the tortoise has been said to have won the race, the hare did accomplish much and see more along the way when he left the straight and narrow to experience much of what life offered during the journey. 

Consider a person’s strengths, weaknesses, and learning style before assigning work or expecting them to accomplish several activities at one time. If you want others to handle more than one thing at a time, help them to focus, compartmentalize, and move from one task to a completely new and different task (with an understanding that a return to what they are doing is eminent) rather than fretting about things not yet accomplished (feeling they abandoned the last project before it was done). 

An effective team needs both turtles and rabbits – those able to move quickly and those willing to plod patiently along. Recognizing how to utilize both sets of strengths will make you a much more effective manager. Learning to value the contribution of both will make you more efficient and effective as you lead and motivate others to accomplish all that they were meant to do.