Multitasking Can be Bad for Business

Author: Mark Kornegay

June 2009

Multitasking seems to be unavoidable in our daily lives, especially at work. From reading and sending e-mails, to editing budget proposals and coordinating meetings, the sheer volume of tasks we have each work day seems insurmountable. Multitasking appears to be the efficient and most logical way to keep our work organized, but it actually can be harmful to you and your business.

You can do a couple of things at the same time if they are routine, but once they demand a higher level of thought, your focus and attention to detail slip.  Studies have shown that people make 50 percent more mistakes when they multitask, and they will take 50 percent longer to complete each of the assignment they are currently working on, costing your business valuable time and, depending on how large the mistake, possibly customers.

Recently, a survey of Microsoft engineers demonstrated that, when they were interrupted by e-mail messages, they often took up to 20 minutes to return to their original task. Even a small e-mail message is capable of causing a significant decrease in production. The following tips will help keep you focused and productive:

• To prevent errors and ensure you make the most of your time, prioritize carefully. Instead of trying to finish multiple tasks at the same time, after one project is finished, try to switch quickly and efficiently to the next. You may think you can answer the phone while writing an e-mail to a client, but it’s the same choice as texting while you’re driving – a risky one.
• Designate specific times during the day to check your e-mail and reply to messages.  Don’t go into your inbox randomly; you could lose valuable time–up to 20 minutes each time you check.  You’ll wish at the end of the day that you had more time to accomplish the jobs you needed to do.
• If you find yourself making multiple calls to people to collect more information, or simply because you forgot something, you may be making inefficient use of your time. Try to collect all of your notes and questions before making the first call. Microsoft Outlook has a Notes capability that can help you organize your thoughts; similarly, smartphones also have this function. With these tools, if you contact a client, you don’t have to make multiple calls to discuss previously forgotten items. You can save yourself – and your client – a lot of time.
• Don’t spread yourself too thin. Look for unnecessary tasks to eliminate instead of taking on more projects. Doing this will help you focus on your more important customers and clients.
• Don’t make yourself available to coworkers or clients at all hours of the day. Cut down the list of people who have that much unrestricted access to you. By doing so, you’ll be eliminating potential distractions so that you can stay more focused on the task at hand.
• When you do come in contact with multitaskers, try to find settings and locations that draw them away from their mobile phones, laptops or smartphones. Meeting in a hall or lobby or at lunch will keep you and the multitasker focused on the main goal.
• Turn to the Web to find resources with more advice on ways to organize your day and avoid multitasking, including www.workplace911.com and http://office.microsoft.com/outlook.
• By implementing a few of the aforementioned tips, you’ll be able to significantly increase your productivity and quality of work.

About the Author: Mark Kornegay is the Central Region general manager for Managed Partners in Microsoft’s Small and Mid-market Solutions and Partners (SMS&P) group.  For more information, please visit www.microsoft.com/midsizebusiness.