The impact of multitasking (and an exercise to prove it)

Have you ever heard this statement “I’m an efficient multi-tasker!” … ummm …. Yeah!   Talk about an oxymoron!   As human beings it is physiologically impossible for us to multitask.  From what I’ve been able to find it appears the term multitasking comes out of the computer industry around 1966, and has be misapplied to humans ever since.  Multitasking is something a computer does where it actually executes more than one activity at the same time.  In fact I’ve been able to find research actually suggesting not only is Multi tasking a myth for humans, but it in fact will degrade our mental capacity and abilities.   One article I found states:

• “The quality of our mind (our thoughts, perceptions, comprehension, apprehension, ideas, imagination, and creativity) degrades as essential capacities such as awareness, discernment, focus, concentration, and contemplation fragment.” -- "Mental Degradation-Multitasking"

To me this makes sense as our mind is like any other part of the human body.   It needs to learn, and develop good habits to be strong and healthy.   My guess is it’s kind of like muscle memory … once you’ve taught the muscle the right thing to do you can stop thinking about it and it just happens.   As a drummer I work on rudimentary exercises which develop the muscle memory for drumming.  In doing this when I perform it means I don’t have to think about the task required to play the rhythms on my drum.

One problem I often find in talking with people about multitasking is proving to them it’s so inefficient and problematic.  Like anything else I can spout off the downfalls of multi-tasking, but its illustrations which prove it to people.  I like this exercise I got from David Vacanti who taught me Kanban (there are others out there … this is just one I happen to like)

	Fibonacci	Multiples of 7	Roman Numerals	Alphabet
1	0	7	I	a
2	7
3
4
5
6
7
8
9
10

To complete the columns you:

Fibonacci: Add rows 1+2, and put the sum in 3.  Add rows 2+3 and put the sum in 4 … and so on

Multiples of 7:  Simply count by 7

Roman Numerals:  Simply count to 10 using Roman Numerals

Alphabet:  Simply list the first 10 characters of the alphabet in order

Instructions:

• Provide each person 2 copies of the worksheet – one for each of the 2 exercises
• The facilitator must time how long it takes from the word “Go” until the first person finishes the exercise, and the last person finishes the exercise
• The facilitator ensures everyone knows how to complete each column (see instructions above)
• Tell participants to raise their hand when they finish
• Don’t tell the participants this – but do not review or mark the results – this exercise isn’t about perfect results
• Do exercise 1 first – in doing this people can work on one task at a time, learn the answers and should make them quicker the second time around (otherwise you get accused of cooking the answer)

Exercise 1

Complete all 4 columns by working down the columns (ie. all Fibonacci, all multiples of 7, etc)

Exercise 2

Complete all 4 columns by working across the rows (ie. one cell in Fibonacci, one cell in Multiples of 7, one cell in Roman Numerals, one cell in alphabetic.   Then keep repeating until all 10 rows are completed)

So what does the exercise show you?   Ask the participants to provide that answer for you.   Ask them for their observations, and what they believe can be learned from this type of exercise.   Now what if we extend this out to complex tasks such as software development, and what do we think the impact of task switching will be on the outcomes of their work.

Through the exercise above you are not actually demonstrating multitasking.   I know I’m being picky but you’re actually demonstrating the impact of task switching.   We could write a computer program to run 4 streams of computations simultaneously to complete the table in parallel.   As Human’s you cannot be programmed to do that.   We’re just not wired that way!   

Research has been conducted as discussed in "Think you're multitasking?  Think again".   Researchers have used an MRI to study the impact of task switching on the human brain, and the results are fascinating … if not scary.   The researchers were actually able to prove that when our mind switches from one task to the other, there’s a pause where the mind is putting aside thoughts about one task to switch to another.   That’s just scary when you apply it to things such as driving and texting!   Despite the fact in Ontario there is a law to deal with text & drivers, people still do it … I see it all the time!  

Think of it this way … you’re in control of 2000lbs of metal, rubber and plastic.   This pile of junk is moving at some high speed such as 100kph … actually make it 130kph … if you’re breaking the law by texting, you’re probably speeding as well!   There’s traffic all around you requiring your constant attention to ensure you see issues before they become your problem.   Now you decide to text so your mind clears out all but the most basic driving thoughts (ie. you stop paying attention to the extras and only focus on keeping the car between the lines).  Suddenly traffic is stopped in front of you!!   

Assuming you even notice it happening, there will be a moment of panic jolting your brain into clearing out the texting thoughts and realigning it to avoid a bad situation!   How long did that reaction take?   2 seconds?   4 seconds?  Add in the time to notice traffic slowing and maybe it becomes 10 seconds!   I’m not sure it matters much!   Assuming conditions are reasonably good it will take roughly 250 meters (800 feet) to stop from the moment you start braking!  Add to that the fact you’re moving at 20 meters/second … you need to add at least another 40-100 meters to stop … OMG!   It’s no wonder there are so many problems with people texting and driving.

So lets bring this back to the IT and business world.   What is the impact of task switching to the work we do?   I would argue the cost is likely staggering and very difficult to measure.   How many of the defects being introduced to our code are the result of task switching?  How many servers crash due to the setup being done in parallel with numerous other support tasks?  How much more value could we be delivering if we would only focus on one activity at a time and minimize the task switching?   It’s mind boggling when you consider these types of influences on our work!   How many millions of dollars does the IT industry waste every year due to task switching!?!

Despite all of the evidence and researching proving the significant impact task-switching has on humans … we still believe it’s the right thing.   I recently saw some job postings stating you must be a good multitasker.   One of the adds even said “Do you enjoy multi-tasking, project ownership?”    To me this is the equivalent of asking “Do you enjoy being an inefficient worker?”

Unfortunately in today’s fast paced business world, we must deal with all kinds of inputs at the same time.   Look to rise above this and increase your mental capacity and work throughput by stopping the insanity!   If you’re looking for something to help you personally manage this type of environment, I would suggest you read up on Kanban.  Kanban is one tool which can help address these types of problems, and helps you develop the habits required to manage the flood of inputs!   There’s even numerous people who have written about Personal Kanban which also addresses these issues at a personal level.

Look around your workplace for evidence of task switching occurring.   I’m willing to bet you can find ways to cut down the task switching, and increase the value being delivered.   Is there a way to reduce the interruptions we all seem to endure?   Is there a way to ensure team members are not hopping between activities on your project?  What if you were to limit meeting time to only a portion of the day and allow people to be totally focused for the remainder of the day?   Turning off those pesky email pop-up notices is another great way to reduce task switching.   I’m sure if you spend a little time looking at how you conduct business, you will find ways to reduce the task switching!

Regardless of how you address and manage task switching … do it!   The benefits of doing so can have a tremendous impact for your career!   

Oh yes … and if you’re one of those people I see texting and driving … especially those who are following me … STOP IT!