Multitasking, an enthralling phenomenon draws diverse views – sometimes, in extreme positive and sometimes, in extreme negative. Some find it efficient, while others opine it as a hindrance to creativity. What exactly is the truth?

Multitasking – as we hear or read this word, an intriguing image visualizes in our mind.

A person fervently working on his laptop, taking an important call, quickly consulting the work related folders, asking the assistant to process some information and sipping coffee, simultaneously. Amidst all this, a frantic colleague barges in his office, and he even solves his problem in a jiffy…

The list is endless. You may envisage a student, a homemaker, a professional or anyone else with such romantic visualizations.

In the modern world, multitasking is apparently taken for granted and is considered a fascinating phenomenon.

People believe in and create the myth that successful and impressive personalities are marvelous at multitasking.

There is a good debate going on about multitasking. Some approve of it and some do not.

What exactly is Multitasking?

Multitasking, a phenomenon, having its roots in computer science, connotes a different meaning to the masses. A common man takes multitasking as handling more than one task at the same time; whereas in the world of computers, multitasking refers to executing more than one task in time-sharing mode.

The key here is “time-sharing”. It says multitask, but not at the same time.

Now, let’s comprehend “time-sharing” in context of multitasking with the aid of an example. Arnav has three tasks in hand (of equal priority) and he juggles between the three, giving each task a dedicated 30 minutes time interval.

On the other hand, Nick has ten tasks in hand, and he rather than prioritizing his jobs, juggles between all, giving each task a dedicated slot of 10 minutes.

Both are multitasking, but Arnav’s approach is commendable while Nick’s is not.

Here lies the vital point to fathom multitasking properly. When your mind frequently switches between tasks, it takes time to accommodate to each task. In case you do not give it sufficient time to deal with the problem in hand, it loses its efficiency.

If you keep on increasing the number of tasks, the brain consumes more time in switching between the tasks, rather than working on them.

Before Nick’s mind gets acclimatized to a certain task, he switches to next, next, and next task, consequently draining his brain. While he is convinced that he is doing a great job multitasking, he is actually making himself slow and less efficient.

I am not implying that one should not multitask, but instead, multitasking should be carried out with care. Every person’s capability of handling multifarious tasks is not the same.

Multitasking without proper consideration, negatively affects both productivity and IQ. I suppose, no one wants that!

Pebble – Glass Tumbler Approach – How to Multitask

To be proficient at multitasking, one needs to follow the Pebble – Glass Tumbler Approach. We can accommodate multi-sized pebbles in the same glass tumbler only if we are acquainted with the appropriate sequence of putting these diverse articles.

If the sequencing is incongruous, then all the assorted pebbles cannot find their place in the glass tumbler.

Take two glass tumblers. Put grains of sand, then small pebbles, followed by bigger sized pebbles. You will notice that the biggest sized pebbles in the lot will fail to find space in the glass tumbler.

In the second tumbler, place big pebbles first and let them settle. Then, drop small pebbles and finally grains and let each type adjust properly.

What do we learn by following these two approaches?

Due to smart arrangement, diverse matter is accommodated methodically in the second tumbler as compared to the first one. The same tactic applies to multitasking.

Categorize and Prioritize

You need to develop an understanding for categorizing tasks according to your priorities. Working on different tasks concurrently in a given time period, without estimating their utility, is not something to feel proud of. It only highlights the lack of task and time management.

Do not compare yourself with others. Every person’s capabilities and expertise is different. Identify your strengths and categorize and prioritize accordingly.

When multitasking is carried out with categorizing and prioritizing, your efficiency and effectiveness are affected positively, but it is not the absolute truth.

Correlation between ‘Efficiency and Effectiveness’ & ‘Multitasking with Categorization and Prioritization’

In order to understand the relationship between ‘multitasking with categorization and prioritization’ and ‘efficiency and effectiveness’, let us assume that in this case ‘efficiency and effectiveness’ are dependent on ‘multitasking done with categorization and prioritization’.

“According to Oxford Advanced Learner’s Dictionary, ‘Efficiency’ is the quality of doing something well with no waste of time or money; and ‘Effectiveness’ is the quality of producing the result that is wanted or intended”.

For better comprehension, let us study the diagrammatic representation of the relationship between ‘multitasking done with categorization and prioritization’ and ‘efficiency and effectiveness’.

On the ‘X’ axis, we have taken ‘Multitasking done with Categorization and Prioritization’ and on the ‘Y’ axis, we have taken ‘Efficiency and Effectiveness’.

The curve of ‘Efficiency and Effectiveness’ shows the relationship between ‘multitasking done with categorization and prioritization’ and ‘Efficiency and Effectiveness’ with which work is performed.

If there is efficiency and effectiveness, productive work is accomplished (even if there is no multitasking); but work done efficiently and effectively without multitasking is not a subject matter of discussion here. Thus we limit our discussion only with the relationship between ‘multitasking done with categorization and prioritization’ and ‘Efficiency and Effectiveness’.

Optimality – Strategic Key to Multitasking

As the level of ‘multitasking done with categorization and prioritization’ increases, the level of ‘efficiency and effectiveness’ also increases; but the rate at which ‘efficiency and effectiveness’ increases, varies at different levels of ‘multitasking done with categorization and prioritization’.

In the beginning, as shown in the figure above, ‘efficiency and effectiveness’ increase at an increasing rate. After a point, ‘efficiency and effectiveness’ curve rises at a diminishing rate and this trend continues till point ‘P’. Subsequently, further increase in multitasking will cause ‘efficiency and effectiveness’ to decline, no matter how much categorization and prioritization is implemented.

Here, the level of ‘multitasking done with categorization and prioritization’ which helps in attaining the highest level of ‘efficiency and effectiveness’ is termed as ‘Optimal Multitasking’, marked as ‘OM’ in the figure.

Optimal multitasking, thus, is the extent of multitasking with which you can maximize your efficiency and effectiveness. This level differs from person to person and situation to situation. So, there can be no absolute value defined for optimality as such.

Therefore, as per one’s competency, one should set a limit for multitasking. I may be able to multitask efficiently with two tasks only, but you may work out deftly with three tasks in a given period. Some other person can show proficiency while handling more than three tasks or even more.

Thus, most importantly, it is essential to find the optimal level as per your personality.

Multitasking is an approach to increase your efficiency and effectiveness, but with the precondition that it is properly done making use of categorization and prioritization. If you continue multitasking indiscriminately, it is going to affect your efficiency and effectiveness adversely.

Depending upon your discretion, multitasking can prove to be a boon or bane of your life.

Make a rational choice!