As a business coach, I do a lot of work with clients around time management. Time (especially for a service-based business) is one of our greatest resources and I believe, one of the resources most eroded through poor management. It’s not just me who says multi-tasking is NOT an effective management tool, but studies have proven this. I’m also going to share how it can, in fact, lose us clients or business.
Learn How Multi-tasking Doesn’t Work
It Slows Our Brain and Hinders Our Performance
Studies have proven that constant switching between tasks is ineffective. This is particularly the case when the tasks are complex and require proper brain power. We are constantly switching gears and become ineffective, no different from an interruption when we’re in the middle of an important task. So, rather than being mentally sharp, we are split, slow to respond and ineffective. Actually, it does NOT save us time, because our output and effectiveness are hindered.
It Causes Us to Make Mistakes
Because we are not focused on a single task, but rather doing a few things at once, that is when mistakes creep (or sometimes leap) in. Mistakes cost a business money and reputation. Taking an extra moment to do something right will save far more time than having to fix a problem.
It Can Lose Us Clients and Business
Imagine this. You’re paying someone to coach you and you’re talking to them on the phone. You might not hear their fingers on the keyboard but every so often you hear the whoosh of an outgoing email on a Mac computer. But more than this, when you talk or ask a question there is a very definite lag. Sometimes even the person says, sorry, what was that? They are not listening to you, but instead are doing emails! How do you feel? I experienced this once and was not impressed. It sends the message that your time has little value, your input is not important and that person doesn’t value your business. Unless I’m on a Zoom call, I don’t even sit in front of my computer, so there is zero temptation to even read an email, even just the subject heading.
It Wastes Other People’s Time
I’ve had Leadership Coaching clients complain about staff or associates who are in meetings (especially via Zoom or Teams) and are clearly doing their emails at the same time. Meetings go slower, take longer and everyone’s time is wasted. Instead, focus on short, sharp and time management meetings that move quickly and effectively, so no-one has time to email. Set expectations upfront about being ‘present’ and call on them for an answer to a question if you can tell they are not listening. The chance of being ‘called out’ might reduce instances too.
We are Not Taken Seriously
I had someone who rang me about coaching; they were clearly washing the dishes and asked questions I had already answered (because they were doing two things at once and not well). To me, that person wasn’t serious about business coaching (or possibly even their business) and I didn’t pursue them as a serious lead. Yes, it was rude, but it also told me that they didn’t really value what I had to say, nor were committed to the process.
We are Less Productive
The American Psychological Association said that shifting tasks can cost up to 40% of productive time. I believe this for sure. How can you possibly effectively talk to someone and write or read an email? As far as I know, none of us has two brains – it simply doesn’t work well.
It Can Cause Anxiety
Multitasking, just like lots of interruptions, can cause anxiety. There is the frustration of not being able to do something well, not finishing things and of course that high energy focus you are trying to bring to the game to make it work, only to find nothing really gets done effectively or well.
It Gives You a False ‘High’
Some people thrive on ‘being busy’ and doing ‘a million things at once’. That isn’t many of us and often multi-tasking is used as a form of managing procrastination. That person can struggle with sitting down and just tackling one thing and one thing well, so they do many things in an effort to appear busy and good and may even help motivate them. In my opinion, it is a false high and can result in burnout down the track. Maybe not for everyone or straight away, but definitely for some.
Some Effective Alternatives to Multi-Tasking
- Plan ahead. We often experience instances where we are kept waiting; so plan ahead. Have an article you can read, or clear out junk emails via your phone. If you’re the one waiting, perhaps boil the kettle in anticipation of offering a tea or coffee.
- Fill in gaps of time with micro-tasks. You’re ringing someone and waiting for them to answer, or be connected. Rather than just staring at the wall, you could be tidying your desk a little, putting pens in your drawer, or putting books back on the bookcase. These micro-organisational tasks will help you stay organised and fill in this micro windows of time.
- Only multi-task in special instances. For example, cycling and listening to a podcast is a great combo of tasks being shared. Returning a phone call from a friend, whilst hanging out washing might work; although I wouldn’t do this with a client, out of respect and also because it will hinder taking notes.
- Being a time mastery guru and learn as much as you can and implement other effective strategies, so that your ‘go to’ is not multi-tasking. Great time mastery skills will help you very effectively and save you a heap of time; the right way.
If you’re wanting help with Time Mastery, Business Coaching or Leadership Coaching – just ask – I’m here to help.
