You’re at work. You’re on fire today! You’re jumping back and forth between your daily sales calls, updating your CRM, and oh, we can’t forget – you’re also eating. Wow! “I’m doing so well!” you text to your best friend, while eating a salad, filling in new data, and…well, this is a cautionary tale.
The truth is, and based on a study by the American Psychological Association, multitasking like this can cost you or your company 40% in decreased productivity. The myth of multitasking is real, and if you want more proof that this is more than just a danger at work, consider that the CDC found that in 2021 alone, distracted driving (whether texting while driving or fiddling with a navigation system) was the cause of 13% of all car crashes.
Multitasking Myths & The Science Behind it
Multitasking at work makes people feel productive, when in reality, it deters productivity. Updating spreadsheets or CRM automation tools, taking calls, writing notes…these are all a factor behind wasted time, even though it feels as if you are doing quite the opposite. The human brain is a complex machine, and it can trick us into feeling that doing more is “productive.” The fact is, and according to the MIT Sloan Management Review, we are rarely capable of doing more than one thing at a time. And when we do, it can actually decrease our IQ and cause chronic stress.
The Fleeting Attention Span
We have an attention span of 8.25 seconds, which is almost a full minute less than that of a common goldfish. We only have so much we can accomplish at once, and here at TemPro, we have seen that a lot of this can be eliminated with better systems (to be discussed, but first we have to discuss this whole “goldfish” issue we have). We will repeat: a goldfish has a higher attention span than a human being.
What does this have to do with multitasking?
According to an article by Forbes.com, the simple fact is, we are not equipped to focus on more than one task at a time. A part of the brain called the “prefrontal cortex” is responsible for attention. It is designed to focus on one goal at a time. When you try to “task-switch,” or bounce from one thing to another, the cognitive load takes a toll on your ability to focus or concentrate. Let’s examine how this applies in business.
The Loss Of Productivity (And Money)
A study by Wendy Cole states that multitasking exposes employees to distractions that can lead to 2.1 hours of wasted time every day. If you do the math, that is 546 hours per year. Say, you are paying this employee $15 an hour. Want the hard facts? This accounts for $8,100 lost annually (imagine if you are paying them $150,000 a year – you lose $39,375 per person.
As you can see, it is not just lost productivity, but lost income. Now, whether you are a manager, a CEO, or an IT technician, these numbers should frighten you. All of this time we thought that multitasking was the best thing an employee could do. In fact, most job applications require this in the text:
“Capable of multitasking.“
This is a dangerous way to look at the workplace, and we have some tips that may allow for you and/or your employees to avoid the pitfalls of lost productivity. Utilize CRMs for consultants, CRMs for corporate teams, and more.
Some Tips To Help Avoid Lost Productivity
Want some tips to improve productivity that can prevent that “40% lost productivity” figure? We have this covered for you. Below are some great ways to improve productivity while reducing multitasking.
1) The “No Cell Phone” Rule
For one, consider avoiding potential distractions. Here at TemPro, we had a client who was forced to place his cell phone in a locked drawer during his workday. Though it may sound extreme, this is actually not a bad idea! Americans spend an average of 5 hours and 16 minutes on their phones. If you want to be less distracted, put aside anything that can…well, distract you!
2) Blocking Out Time
Also consider blocking time out. What does this mean exactly? Well, consider the pioneering work of Michael Lennington, author of: “The 12 Week Year”:
“Your best intentions are only realized to the extent that you have a system to support them.”
This means that if you block your day into specific goals, rather than meandering through without a plan, you are much more likely to succeed. This can be done by specifying what the first two hours of your employee’s workday involves, then the next two hours, and so on. Even if the tasks are the same hour upon hour, you could set up a system that makes this fun!
That brings us to Tip #3:
3) Take A Breather
Another great tip is to take breaks. Follow what is called a ultradian rhythm, which states that 90-minute sessions of focused attention with 20-minute breaks in-between allows for us to reset. This also provides some time to take out that phone and play “Candy Crush” to unwind (see? There is a time and a place for everything, and to reduce multitasking, give your employee time to focus on the next 90-minute cycle).
4) Utilize To-Do Lists
We sell Glide apps for that can be customized for any company. One we recommend is our “Daily Task Management Template” that will allow you or your employees to map out their day. This helps organize their minds, allowing for them (or you!) to have a very clear overview of what needs to be accomplished. Even if you do not buy our template, this tip works wonders.
5) Unrealistic Deadlines (*Advanced Managers Only*)
This is a more advanced strategy, but it can do wonders. If you say that by your third hour on-the-clock you have to have made 20 phone calls, or inputted 200 rows of data, that individual will prioritize this. The psychology behind this is not quite proven, but at TemPro, we have seen this work. If you set deadlines – and we mean daily – then there is no time to waste on an iPhone or checking emails.
Want An Easy Way To Reduce Multitasking?
At TemPro, we sell Glide apps that provide a way to organize yourselves. Use our “Daily Task Management Template” and customize it for your company. Then, follow the above tips to set a schedule. Give every employee a different version (this is easy with our no-code customization features) and have them block their days out. Furthermore, we have plenty of other templates, and many can improve your productivity.
Stop wasting time on spreadsheets or navigating chaotic CRM systems. We hope this article has been helpful for you, and whether you are a manager or an employee, Glide apps are our game, and we invite you to try them out at a low cost. Regain that 40% loss of productivity with a customized Glide app.
