Eric Kraus

productivity

multitasking

The Truth About Multi-tasking

The question has been asked many times before…

“Is it possible for people to multi-task?”

Productivity experts generally agree, humans just aren’t made for multi-tasking. Yet many people claim they are great at it. We even see job descriptions with qualifications like: “seeking someone that can prioritize and multi-task effectively.”

In order to have an opinion on the matter, it’s important we first understand the definition of the word.  The term “multi-tasking” comes from modern computer lingo describing technology that processors have gained so that multiple tasks can be completed (seemingly) “at the same time”.

 

Sequential Tasking

With the invention of the first computers, work primarily executed in discrete tasks. Each task needed to wait for the previous to complete before the processor could load the next to execute.

A visit to the motor vehicle office will be a crushing reminder of this. You wait patiently until your number is called. When it’s your turn, your request, regardless of how complex it is, gets the undivided attention of your agent. After you license is renewed, you are on your way, and the next number is called. This way processing is designed to be fair, effective and minimize human error.

 

Multi-Tasking

With the evolution of modern computing, we don’t have the same limitations as we do in the “human world”. Modern processors offer more scale and efficiency than people, with almost zero error too.

However, the term “multi-tasking” is somewhat of a misnomer to us humans. Computer processors don’t actually execute tasks “at the same time”. Rather, tasks are still executed individually, but the processor allows a task to efficiently “interrupt” an existing task that is waiting for something else to happen. During this waiting period, the second task is able to borrow the processor’s time and execute. When the original task is ready to resume again, it must wait for any current tasks to complete. It will then borrow time back and complete itself.

To the end user, all of this task “switching” is done so quickly, it appears as if it’s all at the same time. The truth is, processors are just extremely efficient at switching between these computer tasks.

Here’s a modern example: you walk into a coffee shop and order a cup of coffee. The barista is working on another drink order, but while the beans are grinding, he makes your drink and you’re on your way. He then finishes the first drink and everyone is happy. One could argue this talented barista made two drinks at the same time; however, we know semantically this isn’t really the case.

 

So when it comes to  human multi-tasking, the question still stands: “Is it possible for us to multi-task?”  The answer, yes definitely, it just depends on the types of tasks we are switching between.

 

It’s All About The Switching

Processors are designed to be extremely efficient at switching quickly between tasks. They are so efficient…the experience to the end user appears like things are happening at the same time, but we know now, that’s not technically the case.

The coffee shop example is a great one for comparison. For a barista, switching between two or more similar, routine tasks is totally feasible. Another example is making dinner. Cooking 3 or 4 things at the “same time” requires a skill in switching between doing dozens of individual things, one after another (rather than all at the same time). The tolerance for little bits of error is acceptable as well.

As professionals, we are typically engaged in more complex tasks that require focus and deeper, analytical thinking. This analytical thinking requires a longer “ramp up” time and therefore does not lend itself well to this “fast switching”. Our jobs also generally have less acceptance for errors and therefore require extra attention to detail.  There is good research that shows the more complex a task is, the more that switching between them will cause a loss in productivity.

So, while we have been led to believe that multi-tasking is a desirable skill in the professional world, the resulting loss in productivity leads many to abandon this strategy as a means to “get more done”.

 

A Case for More Time just… Thinking

Before we get down on ourselves for being terrible multi-taskers…we need to recognize what our true strength is. Our brains were simply not designed for switching; they were designed for deep, analytical and creative thinking. This is our sweet spot. These days, we don’t spend nearly enough time dedicated to using this super-power.

Over the years, we’ve created a culture of instant gratification…one that rewards quick responses, often valuing immediacy over completeness or creativity. This go-go mentality is causing people to fall short of of our human potential to develop new ideas. We go from meeting to meeting in which we are interrupted dozens of times with text/instant messages, email alerts and more. At the end of the day, what have we accomplished? Is our badge of honor one of simply ‘being busy’.

I’m making a case that we need to build a new culture. One centered around the values teamwork and creativity. One that rewards better results, not just faster answers. We need to set aside time in our day dedicated to thinking and creativity. Some would argue, “getting actual work done”.  This is what differentiates us from computers and will continue to evolve us, solve world problems and create a future rich for generations to follow.

New Productivity Strategy: Reflection

This post is a follow up to the New Productivity Strategy post I wrote on October 31. I wanted to give this new strategy a go for a month and see if it had any impact on getting more “work” done.

To catch you up, my new framework looked something like this:

  1. My 50+ item task list will get prioritized to my “must do” top 5
  2. Those 5 items are my “only do” list for the moment
  3. New emails fall on the “never do” list, so I won’t check email until my “must do” items are done
  4. After done, I’ll check email, triage and re-prioritize the task list
  5. Take a break
  6. Repeat

Rather than simply “focus” on the things to do, I was getting sucked in to a daily routine of just following up on interruptions: email, instant message, etc. So many in fact, I could go days without getting any of my actual tasks done.

This new approach is reinforcing a few valuable lessons in prioritization:

  • We can only prioritize a few things at the same time…and really only really work on ONE thing at a time. Proper goal setting for the day is critical.
  • It’s important to specifically call out things that are consistently distractions – email and IM are #1 for me. Email is actually de-prioritized on my list and I no longer log into IM tool.
  • Some things you just can’t put on the Never Do List. While I can’t remove email completely, I can designate specific times to do it…and do it fast. Internal email doesn’t warrant the same scrutiny as something written to a client. Most of the time quantity is better than quality.
  • Delegation is important, but it has overhead on the follow through. If you are consistently delegating a task, it might be valuable to remove yourself from the middle. 
  • I’ve played with the Pomodoro Technique over the years, but it has recently come in very handy to carve out time for forced breaks OR time to catch up on email.
  • This approach takes a discipline in saying “no”. Historically, that’s been a weakness of mine. 

The biggest challenge in all of this is the feeling of dropping other tasks, letting others down or not appearing as useful as others. However, the bigger let down would be not completing the few things one must get done.

As far as the workload, I am absolutely making significant progress. As expected, it’s a bit disruptive to others that are used to the quick turn around on “interruptions”.  Setting proper expectations with them has been helpful. The bigger lesson in all of this is being aware of the need for change and continually experimenting/growing to meet  the need.

 

New Productivity Strategy

I recently took a new role with my company. It wasn’t a difficult transition. I have the same responsibilities…just different customers I work with. It was a change I was excited for. Being someone that values growth, how can you learn if you aren’t exposed to new things.

However, with the transition came with a number of other organizational changes as well. With everyone around me also changing roles, it was chaos.

“the way I worked in the past simply wasn’t working anymore”

Read More …

Habits Are The Key To Mindfulness

Mindfulness is a relatively new concept that’s getting a lot of buzz lately. Many people are seeking to be more “mindful” and are trying to pay more attention to little things in life: everything from feeling a breath in their lungs to noticing the specific color of the sky.

There is no ‘one thing’ that means being mindful; and mindfulness is not a destination to achieve. There is no right or wrong way to do it: there is only practicing it. It’s an art slowing down and increasing ones awareness of the self and world.

Why? Because studies show these small moments of mindfulness lead to happier people.

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Sensory Deprivation Float Tank

I recently took the advice of a colleague and spent 90 minutes in a sensory deprivation float tank to help myself relax better. Freaky huh?!  Absolutely not, it was unreal.

Preparation

I was a bit anxious about the experience overall. Being completed isolated from light, sound, etc. and in such a small enclosed tank. I’m not normally a claustrophobic person, but the tank had some how made it into my mind in the same filing cabinet as military intelligence techniques for water boarding.

Like most things in my life, I did a ton of research. I watched YouTube videos, read blog posts, and talked to several people. However, all research concluded with the same experience:

“It was awesome.”

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Motivation vs. Willpower

Motivation” is the reason for which you choose to do something or behave a certain way. Having a lot of motivation is simply having a strong understanding of why it is you wish to do what you want to do.

Willpower” is a combination of determination and discipline to do something or behave a certain way, despite having a clear understanding of the challenges involved with doing the action.

Summary: Motivation is having a purpose. Willpower is having the balls to do it.

The Happiness Myth and 6 Tips to Soar Above It

We still believe that success will lead us to happiness. Financial success, friendships, health, love, etc. etc. We believe by obtaining these things, happiness will follow.

Unfortunately, it’s not true. And in fact, we have it backwards.

Happiness Leads To Success

There is significant research showing that people who are happier tend to demonstrate better work performance, receive more income, have better and longer relationships and even have better health and overcome illnesses quicker.

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“A merry heart doeth good like a medicine: but a broken spirit drieth the bones.”
—Proverbs 17:22

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vintage scale

Who I Am vs. What I’ve Done

Success.  Are you Interested or Interesting? It boils down to two simple words. We’ll come back to them in a minute.

Happiness

Most successful people will tell you that money rarely leads to happiness. They will tell you, at best, money provides safety, predictability and access to things or places. They will tell you that money makes life easier to focus on what truly makes us happy…but money itself doesn’t necessarily make us happy. They will tell you all these things; but they don’t believe it themselves.

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If you’re trying to build a new habit…Streaking might be for you

I’ve struggled with todo lists my entire life. Like many others, I am very disciplined at entering tasks into my todo list. However, I suffer from “Todo List Blackhole Syndrome” or “Todo List BS”. Tasks go in, but they never come out.

To overcome “Todo List BS”, I’ve added another trick to my productivity arsenal. It’s Streaking.

Streaking

Streaking is a method of tracking the number of times I complete an activity in sequence.  

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Size Matters – The Best Problems to Have

“A big opportunity is better than a small one, but a small problem is better than a big one.” – The ONE Thing: The Surprisingly Simple Truth Behind Extraordinary Results.

One of the reasons we have challenges starting work is that we can’t visualize what success looks like in the short-term. As humans, we often don’t do or even start things we’re not good at. Procrastination can be that fear of failure getting in the way. We ask ourselves questions like: Where do I start? Is that the right place to start? When will I be done? What does success look like? How long will it take? etc.

In some circumstances, it is important to perform such planning. In others, it can completely stall our ability to start.

“We are kept from our goal, not by the obstacles but by a clear path to a lesser goal.”
-Robert Brault

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