How to Multitask Like a Badass

By Lon W. Schiffbauer, BA, MBA, PhD, SPHR

‘K, before we get started, let’s get something straight: multitasking doesn’t work.

Now, yeah… I know. The title… We’ll get to that, but first, we need to acknowledge the cold hard truth that multitasking turns us into morons. Countless peer-reviewed studies have shown that multitasking results in reduced productivity and performance, lower grades, and an erosion of just about any measure of human performance.

I mean come on, when was the last time you saw an NBA player posting to TikTok while setting up for a three-pointer?

Now I could sit here all day and cite study after study that debunks the pernicious multitasking myth, but you know what? It wouldn’t matter; you’re going to it anyway.

Scratch that.

I’m going to do it anyway.

So if we know that multitasking doesn’t work, and in fact reducing our performance, why do we insist on telling ourselves otherwise?

Because the promise is just so damned seductive.

Listen, like you, I have a lot of shit to get done, and precious little time in which to do it. Furthermore, some of the things I have to do are so mind-numbingly dull that I swear I can feel my lifeforce leaving my body. And then, come on, multitasking just feels so intuitive; the idea that if we’re doing two or more things at once then we’re getting more done.

The truth is, no matter how many studies are done, we’re just not going to give up on multitasking. As awful as the practice is, we’re going to keep doing it. End of story.

Okay, so if we’re going to do it anyway, how are we going to make the most of this dubious practice? Here are six things you should bear in mind:

First, recognize that multitasking is going to result in a lower level of performance. And in some cases, that’s okay! I mean come on, let’s face it, not everything we do requires the very best of what we have to give.

I’m just saying.

The next consideration is the cognitive load of the task. By this I mean how much brainpower and focused concentration does a task require? Some tasks intellectually kick your ass and require every ounce of brainpower you can bring to the table. On the other hand, some things can be done with half your brain tied behind you back.

Another consideration is the degree to which you can start and stop a task on a dime. The best sort of activity to multitask is one that can be easily and quickly put on pause when your attention is demanded elsewhere. In the same way, you’ll want it to be something easy to start back up. One of the well-founded criticisms of multitasking is that we’re not so much doing multiple things at once but rather switching from one task to another. This task-switching comes at a cognitive cost. However, the easier it is to move in and out of the task, the less it will cost you.

Next, what’s the risk of the task usurping all your attention and stealing you away from the primary activity? It’s not like jotting down a shopping list is likely to become all-consuming during a Zoom meeting. On the other hand, it’s entirely possible that a video game will pull you completely, leaving the meeting high and dry. If the activity is likely to suck you in completely then it is not a good multitasking candidate.

The fifth consideration is one of value-add to what needs to be done. Since we’re multitasking at a cost to our performance, we should do everything we can to make sure that, cumulatively, we’re creating greater value in multitasking than if we were unitasking. For example, let’s say I’m in an hour-long meeting with 14 other faculty discussing possible ways to help students see the value of general education. If I treat this meeting as a unitask and do nothing else, I can deliver 100% of myself to the discussion. However, the discussion doesn’t need 100% of me. It can benefit just fine from 70% of my engagement. So now I’ve got 30% of my attention up for grabs. I should invest that 30% in something of value, such as answering student emails. Both these activities—participating in the discussion as answering emails—are value-add. Now what I should not do with this extra 30% is surf social media or play a video game. It’s not that leisure isn’t an important activity (it is), it’s just that it’s not what has to be done right now. Schedule some solid leisure time for yourself later on.

The sixth and final criterium for a suitable multitasking activity is that it should be unobtrusive. It should not be anything that is distracting to those around you or is disruptive to the primary activity. This is a cardinal rule if you’re multitasking during a meeting, class, lectures, or some other group activity.

Putting it into Practice

So, with these considerations in mind, here’s how to multitask like a boss:

Have at the ready a set of tasks that:

  • Are not dependent upon high performance
  • Have a low cognitive load
  • Can be easily started and stopped
  • Are not likely to consume your full attention
  • Are value-add to what needs to be done
  • Is not distracting to those around you

For me, this list looks like:

  • Cleaning up my email
  • Reviewing tomorrow’s lecture notes
  • Planning a to-do list for the weekend
  • Sketching a rough outline for my next article

Next, take a look at your week’s schedule and find activities and chunks of time that look like good multitasking candidates. In general, I look for activities that take more than an hour and have no clear deliverable due at the end.

Anything less than an hour or so doesn’t offer much breathing room for the mind to drift between tasks. Of course, this depends on the nature of the activity. If someone is just reading a policy document that doesn’t apply to me verbatim for 30 minutes then yes, I’m going to multitask. On the other hand, if I’m attending a quick 30-minute standup meeting, I’m going to be all there and fully present.

I then look at what the activity requires of me. If there’s nothing expected from me during or after the activity, other than my attendance, then there’s really little need for me to be fully present.

So, what do these candidates typically look like for me? Well, meetings are always on the top of my list. Department meetings, committee meetings, or any meeting that is vague, poorly-scoped, lacks a meaningful agenda, and has very little to do with my day-to-day job is an automatic candidate.

I also target professional development sessions, seminars, and training workshops. Now I want to be clear here: I very much enjoy these activities and derive a great deal of value from them. So why then would I multitask? Remember, multitasking isn’t necessarily an inditement of the value of the event. I enjoy these events, but they are not geared directly toward me and my specific needs. They are broad survey events designed to meet everyone on some level. This means that a good portion of what they have to offer will likely have minimal value to me. My job is to listen for the golden nuggets of insight that will provide me with real value. Until then, I can divide my attention.

Of course, there are many other things that could be considered a qualified activity, but this gives you and idea. As so with that, go forth, use your time wisely, and multitask like a badass!

Lon is an Associate Professor of Business Management at Salt Lake Community College and holds an MBA, a PhD, and is a certified Senior Professional in Human Resources (SPHR). In addition to his academic background, Lon spent close to 30 years working and consulting for such companies as FedEx, Intel, eBay, and PayPal, as well as a variety of small to mid-sized companies around the world.