Double-Tasking : The efficient alternate to Multi-Tasking

Up to a point of time not very many years ago, a person who could multitask at the workplace was looked upon with favor as one with positive skill sets and great potential - the proverbial go-to person when several things needed to get done quickly.

These Multi-Taskers could be typing an email while at the same time participating, on mute, on a conference call and during that same time also firming up with an admin assistant, a discussion time slot and agenda for a team meeting . I personally can confess to have belonged to that 'notorious' club of Multi-Taskers for a very long time !

Then came several valid insights on multi-tasking and the best explanation I have come across is from Dave Crenshaw, a celebrated author and expert on time management. Dave is on the dot with his comments that multi-tasking is actually switch-tasking i.e. a person who is multi-tasking at any point of time is actually switching from one task to another rather than doing both simultaneously.

This switching and switching back or switching to a third task appears to happen in a flash and is generally perceived by the multi-tasker as an efficient time saver. However, its not actually that smooth a transition from one task to another from an efficiency and quality perspective, although it appears to happen quickly. Lets take the example above..... the individual could end up missing several important items being shared on the conference call, could be communicating in a rush with the admin assistant and without the required clarity. Over and above, without due focus, the email could include the ID of an unwarranted receiver or could miss addressing some crucial response required. So, while it appears to have saved time, the end result is that it could eventually take much more time if these inefficiencies have to be undone and redone due to a possible goof up caused by lack of focus.

If one were actually to measure the total time taken for several tasks done individually with full focus and compare it to the time taken multi-tasking, contrary to the common perception, the multi-tasking actually takes up more time overall ! Here's a simple experiment to validate - take a sheet of paper and time how long it takes you to write the alphabets A-Z in one set of lines and then thereafter, the numbers 1-26 in another set of lines. Then repeat the same activity, however this time round writing the letter A of the alphabet and then below it the number 1, then the alphabet B and number 2 below, and so on till the alphabet Z and number 26. Voila.... the second method - switch tasking - would have taken 25-50% more time than the first method - single tasking.

Several smart professionals realize this in due course however are compelled to continue 'multi-tasking' due to pressures of a tight schedule and time constraints. After all, there are just 24 hours in a day, right and by multi-tasking they are 'saving time' . Not a very smart approach, in fact one that can be rectified with better scheduling, anticipation and prioritization. Also, most importantly, the concept of Double-Tasking !

Double-Tasking follows a basic principle similar to that of multi-tasking, however eliminates the challenges caused by 'switch-tasking' within the multi-tasking. Let me break this down.... when tasks requiring the use of the same human senses or skills or faculties, are done together, the human brain and body cannot achieve this, hence while the person appears to be multi-tasking, they are actually switching from one task to another in multiple quick succession. While the efficiency is in question from the first time it is undertaken, as time passes the stress levels caused by this continue to grow, with its multiple residual effects and inefficiencies.

So how does one overcome the constraints of time in an efficient manner..... by use of Double-Tasking in a well planned manner. What do I mean exactly ? When different human faculties are required, two tasks can be done very efficiently simultaneously. For example, listening to a podcast while jogging, speaking to a colleague while on a treadmill, reading a newspaper or a memo while having a cup of coffee during a break , having a mini team meeting over lunch, meditating or reflecting while traveling on an airplane, reading a book while supervising a sleeping child, listening to voice messages while in the shower, etc. etc. - the list can go on and on.

What is unique about each of these is the mutually exclusive use of the faculties which results in most efficient use of time. The bonus is also having the feeling of satisfaction and not of stress building up. Again, it requires efficient planning to get it right - one needs to have both activities in the combination available to do at the planned time.

Take a look at your list of activities and To-Do s. Identify all those that qualify for Double-Tasking. Pen them into your calendar together appropriately. Always pen in some buffer time. Review and evaluate the results after a week. Make adjustments as required. Review again weekly. At the end of a month you should be having a smooth running Double - Tasking Calendar that you will be proud of ..... and also plenty of extra time in your schedule !