Multitasking in project management – is it really a productive strategy?

What is multitasking and how does it really work?

Multitasking is commonly understood as performing several activities simultaneously. We often imagine that we can easily juggle between making a phone call, writing an email and analyzing reports. However, in practice, human multitasking is largely an illusion. Our brains are not capable of truly performing complex tasks simultaneously.

Multitasking vs multithreading – what’s the difference?

Multitasking is the ability to perform multiple tasks simultaneously, whereas multithreading is an operating system feature that enables multiple tasks to be executed within a single process. Multitasking is a human skill, while multithreading is an operating system feature.

Conclusion: Human multitasking is a trap. It leads to fatigue and lower quality of work. Computer multithreading is an efficiency based on true parallelism.

The pros and cons of multitasking in project work

Although research points to the negative aspects of multitasking, there are some situations where it can be useful, especially in project work:

• Helping to fill “dead” times, such as answering simple emails while waiting for a file to load.
• Combining routine tasks. 
• Responding quickly in emergency situations.

However, there are definitely more disadvantages to multitasking. First of all, it causes a decrease in productivity, as constantly jumping between tasks is a waste of time. When our attention is distracted, we make mistakes much more easily. Operating on multiple fronts, we often perform tasks superficially, which leads to lower quality work. The constant pressure of being on top of everything is exhausting and stressful.

Does multitasking really improve productivity? What research shows?

The brain cannot deal with multiple complex tasks simultaneously. Instead, it quickly switches between them (this is called context switching). Each such switch costs us time and energy:

• Studies indicate a reduction in productivity of up to 40%. This is a result of the cognitive costs associated with having to re-implement a task after each interruption.
• Distractions and lack of full concentration increase the likelihood of mistakes by about 50%.
• Multitasking negatively affects key mental functions such as memory, concentration and the ability to think logically. Some studies suggest that intense multitasking can lower intelligence quotient (IQ) by up to 15 points.
• A momentary sense of productivity is often mistaken for actual achievement. This is the result of the brain’s neurological “reward” for quickly completing small chunks of tasks.

Only about 2.5% of people can multitask effectively without a drop in performance. For most of us, multitasking is a trap. Nevertheless, there are some exceptions. Simple, routine tasks, or those that do not require intensive thinking, can sometimes be combined without a significant drop in performance.

Task types vs multitasking suitability

How FlexiProject helps you fight unproductive multitasking?

Now that we know that multitasking is a trap, we need good project management tools. The kind that help us focus on what’s really important. That’s why FlexiProject, a project management system , has features that promote focus and efficient operation:

• All project tasks are gathered in one place. This allows easy assignment of priorities and quick verification of the most important activities.
• Each task has a clearly defined owner. 
• The effective Gantt chart and the presentation of task dependencies in the Gantt charts facilitate precise time planning and work organization.

Use smart techniques like Pomodoro and to-do lists

It’s worth introducing proven work methods that help you focus on a single task. One such method is the Pomodoro Technique, a simple but effective strategy for working in short, intense blocks. It involves 25-minute periods of complete focus, called “pomodoro,” followed by a five-minute break. After four such cycles, a longer break of 15 to 30 minutes is recommended. Creating to-do lists (this to lists) is equally helpful. These help you know what is most important at any given time, allowing you to consciously focus on one task instead of thinking about “everything at once.” These techniques, combined with tools such as the Gantt chart, which facilitates precise scheduling and increases the timeliness of activities.

How to reduce multitasking in your team? Practical tips

Multitasking harms not only individuals, but the entire team. It leads to decreased productivity and frustration. So how can you effectively reduce multitasking in your team?

• Start with education. Explain to the team what multitasking really is. 
• Encourage working on one priority task in a given block of time. Introduce the “one task, one goal” rule and establish “quiet hours” for uninterrupted work.
• Communicate regularly what is most important so that everyone understands smart goals.
• Limit distractions. Turn off unnecessary alerts from emails or instant messaging, especially during deep work.
• Clearly assign tasks. 
• Introduce regular breaks. Encourage short breaks or use the Pomodoro Technique.

Managing time and priorities is made much easier with invaluable tools like FlexiProject, helping to combat chaos. Reducing multitasking takes time and effort, but the results – improved quality of work, team satisfaction and more efficient projects – are well worth it.