Multitasking, productivity, and mindfulness: 5 simple tips for being mindful in a world of chaos (6/100)
100 days of practicing mindfulness, day six
(10 minutes mindfulness practice, my bedroom, around 6 P.M.)
Burnout by multitasking and having a mind full of stress are not the only fruits of being an employee in the modern business world. After all, our life pace has increased, and we do not have any other choices than multitasking. But have we?
Multitasking is a term that is often used to describe the ability to do multiple tasks at the same time. It is a highly valued skill in modern workplaces, as it seems it allows people to be more productive and efficient. How many of us have put multitasking as a soft skill in our resumes? However, there are better ways to get things done than multitasking. In fact, multitasking can often lead to decreased productivity and even burnout.
This article will investigate the multitasking concept. Shedding light on the brain mechanisms and taking advantage of applied psychology, it promotes a conscious perspective on multitasking. Finally, it will suggest simple tips to be mindful, organized, and more productive instead of being overwhelmed by the immense boulder of your tasks.
What is “task” anyway?
My friends who work in tech companies keep repeating the “task” word as a measure of being productive whenever I ask about their work culture. Task, duty, or job, as Meriam webster dictionary suggests, implies “a piece of work imposed by a person in authority.”
It is essential to keep up with tasks in an organization because it helps to ensure that work is completed in a timely and efficient manner (your company shareholders want their monthly profit, right?)
Tasks also help to keep employees accountable and motivated to do their best work. Keeping up with tasks is also crucial for career advancement, as it shows that an employee is reliable and capable of taking on more responsibility. If you ignore your tasks, probably your company will ignore you soon.
Thus, at the beginning of the workday, every employee has a list of tasks in their hands, which must be checked with a tick mark at the end of the day. But the problem starts when we don’t have enough time to dedicate to our tasks. This is when “multitasking” comes to play.
“Multitasking is a blessing”, companies say
Multitasking is the act of performing more than one task simultaneously, like checking your emails while talking on the phone or eating your breakfast while listening to the radio. While multitasking may be beneficial in certain situations, it is vital to bear in mind that it is not always the best approach.
Companies, on the other hand, will essentially look for ways to cut exceeded costs and time and optimize their procedures. Sometimes this involves asking employees to take on additional tasks or projects. More and more employees in office settings are spending their time bouncing back and forth between tasks. Put this beside our smartphones which are our constant companions, and bring us many multitasking situations throughout the day. Feeling proud of being a key player in the office, employees will finally suffer many symptoms like decreased attention span and decision fatigue, as new research suggests.
A glance at the history of multitasking
Interestingly enough, productivity and multitasking are not a matter of our era. Philip Dormer Stanhope, 4th Earl of Chesterfield (died on 24 March 1773), who was a British statesman and diplomat, and is famous for his letters to his son, stressed the importance of doing one task at a time. He mentions:
“…There is time enough for everything in the course of the day if you do but one thing at once, but there is not time enough in the year if you will do two things at a time. This steady and undissipated attention to one object is a sure mark of a superior genius, as hurry, bustle, and agitation are the never-failing symptoms of a weak and frivolous mind.”
Multitasking doesn’t make you look like a genius
I always suggest my friends listen to their favorite podcast while doing chores or listen to an audiobook while doing their daily walking. But this is absolutely different than texting while driving. In fact, our brain is not designed for heavy-duty multitasking. In the recent example, you can realize that it is much more complex than talking with your friends while pouring a cup of coffee. This is called the cost of multitasking, and it occurs when the same cognitive resources are required by two tasks at the same time. This limitation is one of the areas of interest for cognitive science researchers.
This belief that “our brain could handle more than one task simultaneously” is deceptive. What actually happens is not conducting two tasks parallelly; instead, our minds flit between them, making us refocus our concentration each time. Eventually, this process could reduce our productivity by up to 40%, studies have shown. Let’s take a closer look at our brain mechanisms while multitasking.
Research on the brain mechanisms while multitasking
Research has highlighted the harmful effects of everyday multitasking with electronic devices, especially for youngsters who are at the age of learning. The learning process generally requires long spans of focused attention; however, electronic devices are providing platforms for losing focus via media multitasking. After all, there is a multi-billion-dollar industry investing in our attention. This eventually makes it hard for us to do more in a fixed period of time. A desire to communicate with others, fear of losing your phone (Nomophobia), a wish to switch away from a tedious task to a more interesting one, and the Fear of Missing Out (FOMO) are the other consequences of multitasking with electronic devices.
Also, it has been shown that the human brain loses its efficacy while learning a new task and afterward quickly learns another. The two memories literally “compete”, and neither task is learned as efficiently; this is referred to as the interference effect, which is quite common among multitaskers.
Does multitasking increase creativity?
One of the common beliefs about multitasking is its positive impact on creativity. In parallel with this belief, research has acknowledged that multitasking can stimulate cognitive abilities which are demanding for creative tasks. A UNC Kenan-Flagler Business School researcher shows that in an experiment with two different groups of students, those who did a multitasking activity indicated more creativity.
Multitasking creates a greater demand for cognitive resources, such as attention and working memory. Our brain activates more resources to meet those increased demands. Once our brain achieves a higher level of activation, it can use that extra energy in different ways because of cognitive flexibility. — A benefit of multitasking
Not undermining the negative effects of multitasking; however, the researcher suggests a mild perspective on multitasking.
“Everybody multitasks, and we’re made to feel bad if we admit to doing it,” she says. “This research gives us that little bit of flexibility to say, ‘There are some tasks I have to be careful about, but there also are benefits to multitasking.”
A conscious perspective on multitasking
Considering the potential adverse effects of multitasking on our productivity, learning capacity, our memory, and our attention span, it seems logical to be more cautious about this concept. No need to mention that depending on your situation, doing a multitask might not be so bad. What you should know, however, is that multitasking can be replaced by other techniques that, instead of stealing your attention, and wasting your time redoing every task, can give you relief, bring peace and even increase your productivity in your workspace.
I want to mention the Philip Dormer Stanhope quotation about the importance of being in the moment, paying attention to one single task at the moment, and in general, being mindful. Being peaceful and not overwhelmed by anything is the quality of people with integrity, the state of being whole and undivided. But what should we do?
Five simple tips for avoiding multitasking, being mindful, and increasing your productivity
What comes in the following is not a bar of solid gold; rather, it is my experiences in being more mindful and more relaxed in my everyday life. So feel free to use whatever you think would be helpful for you.
1) Be organized, be mindful
First thing first, be organized. It is easy to say; however, not very easy to act. You should have a clear understanding of your goals for this year, the coming six months, the upcoming three months, and the weeks ahead of us. Every act you do today must be aligned with your goals. You may find it hard to explain what exactly you want to do six months from now, but the time is now.
Set a plan based on your desires and your goals, your responsibilities, and your budget. Unless you have a plan, otherwise others will set a plan for you. Remember that when we lose our options and our free will, we feel miserable and overwhelmed, like something has been imposed on us. Thus, to avoid a miserable future, set a plan for this year as soon as possible. Having a plan will hinder multitasking situations, even if you will need to alter your plans entirely based on upcoming circumstances. You should have a plan for every day of your life.
I call it a chunk-chunk plan; as you probably can guess, it is based on dividing your future plans into doable tiny plans to be much easier to accomplish. I will write a whole essay about this approach in the upcoming weeks. Just remember to be realistic. No one knows you better than yourself.
2) Avoid toxic perfectionism; you do your best, no matter what the result is
Perfectionism is one of those concepts with an inherent duality. It could help you to be a self-motivated person and can drive you to your goals and achievements. When unhealthy, however, it can be a ticket for a fast train to unhappiness. Don’t be a perfectionist. You always do your best as far as your time, budget, and energy are. Thinking about having the perfect results is just a motivator for dedicating more and more time, more than you can afford. Thus, you will not have any other choices but rather multitask.
3) You will get lost in the digital world without a good organizational tool
Not undermining the rule of paper and pen, I highly suggest using a good organizational application. You may not have access to your notes everywhere, but you always have your cell phone in your pocket. The benefits of organizational tools are in their capacity for sync between your different gadgets. You can save anything in there. Your calendar, your goals, your plans. Everything. I highly recommend the Evernote application. Since I have used it, It has been much easier for me to plan, make checklists and track my performance. The free version has many features, like 70% of the premium version. Do not hesitate to download it now.
4) Plan a regular walking routine
Since the covid-19 hit, I have found a new hubby; everyday walking. There is no need to mention all the health benefits of walking and how it can make us healthier. I want to add that walking was helpful for me to organize my thought, reduce the level of my stress and be more mindful during the day. You can multitask and listen to your favorite podcast or music. Believe me that this multitasking is not harmful!
5) Mindfulness practice
This last tip was my first intention in writing this not short article. Mindfulness practice is an activity in which you try not to think about anything, rather your breath, your steps in walking, or your bites when you eat. Scientific research has proved the effectiveness of mindfulness practice on our mental well-being. You may find it hard at first to digest its concept, but you will love the resulting peace. Of course, mindfulness, being in the moment, and paying attention to one task contradict multitasking. So use it as an exit door. Whenever you find yourself overwhelmed by your tasks, lock your door, find a beautiful spot, and start your practice.
Share your thoughts with me
This article was based on my experiences and findings in my journey through mindfulness. I used scientific research to strengthen my debate. You can check my stories for other tips about mindfulness. I would be happy to hear your thoughts or any other tips.
Every day is a chance to start something new, and it’s time to be mindful.
