Multi-Tasking and GTD – Introvert Friend or Foe?
photo: Sparklefish
WARNING – Long post ahead…..
My friend and regular Living Introverted reader Chad generously brought a very relevant career issue for introverts to my attention recently: the growing culture of multi-tasking and Getting Things Done in the world of work (not to mention our personal lives).
In a world where we all see the help wanted ads and postings on Monster.com and other career sites that use phrases such as “fast-paced environment”, “ability to multi-task required”, “dynamic environment” and “must be able to handle crazy-tight deadlines”, one has to wonder where we, the methodical and thorough introverts fit in.
It’s not that we’re mentally incapable – on the contrary, as a group, introverts are highly intelligent and creative. But this multi-tasking environment expectation seems to be that we will all dance in to work in the morning jacked up on caffeine with a plan to spend the next eight or so hours working through a multitude of tasks at lightning speed, switching gears mid-assignment in order to handle something else that’s come along to take a higher place on the list of priorities – to switch gears immediately and do it gracefully and with a smile.
While some of this is bound to happen at almost any job sometimes, and we can certainly handle it well in reasonable doses, the implication that working or living like this is somehow good, productive or enjoyable seems ludicrous to many introverts (and probably also to many extroverts, if they’d think about it and admit it). Introverts don’t work this way by nature, and flitting from one mission to another and then another is antithetical to how we do work best.
Let’s look at both multi-tasking and Getting Things Done as concepts. We’ve been hearing the phrase “multi-tasking” for years now. What started as a phrase to convey the idea that you will have to answer the phone and still get your invoicing, filing, and budget reports done in a certain time frame, has morphed into the idea that you will have a headset bolted to your skull, a Blackberry in one hand and the keyboard of your laptop under the other, and you’ll be busily using all of them at once, while still working on the design for next year’s model of whatever you’re producing and that you can switch from doing those things to a new set of things at the drop of a hat.
GTD (Getting Things Done) is a relatively new, and not all together bad concept (when used for good and not evil). It mainly focuses on getting rid of the extraneous, organizing and prioritizing and using your strengths to get more done productively in less time. In theory, it can work – it you’re allowed to apply it correctly to your own situation.
So let’s see about the concept of Getting Things Done, which was developed by David Allen. It’s not a bad one, until it’s being used as a sort of mandate for living and working – and someone else forced that mandate on you. In fact, when used correctly by smart employers, GTD should actually work well for introverts because the focus is on leveraging one’s own strengths, and I would assume (not necessary a good idea, but it’s what I’m doing right now anyway) that this means individual strengths, including the introvert strength of deep focus and complete follow through, and the abilities to sort, organize and prioritize pretty effectively.
GTD could become a problem when employers begin to look at it as a tool for trying to motivate each individual in a company to behave and work in a way that reflects some sort of pre-set norm, and forgets that each person has his or her own best and most effective way of working.
Multi-tasking is a horse of a different color and can more easily become a problem. Introverts don’t generally multi-task well. It’s not that we can’t do it – we can. But it’s usually not our optimal modus operandi, which as I alluded to a moment ago is to go at one task at a time, with focus and the intent of following through. Switching mental gears for us takes some time. Maybe this is because it’s our nature to think everything through and to try to find patterns in things and situations, and changing things up on a constant basis just doesn’t fit with that. Maybe it’s because that’s just the way most people’s brains work most efficiently – by not doing twelve things at a time or twelve different things in rapid succession.
In reality, it’s becoming more and more evident that in many cases multi-tasking is inefficient and actually involves the use of more time and energy than when tasks are completed in a logical order. Even if time is saved, the quality of the completed work may suffer.
The American Psychology Association talks about this in its Monitor on Psychology article, Multitasking Undermines Our Efficiency, Study Suggests. According to a study in the Journal of Experimental Psychology: Human Perception and Performance (Vol. 27, No. 4), “…multitasking may actually be less efficient–especially for complicated or unfamiliar tasks–because it takes extra time to shift mental gears every time a person switches between the two tasks.” Exactly.
This of course, depends upon the difficulty of the tasks being performed, and the person performing them, but it seems that the human brain was made to focus on only one or two things at a time. Constant switching of gears means that the brain has to stop what it is doing and prepare itself to start something else. And it’s not that extroverts can do this better than introverts, both have trouble with it. I think introverts notice it more because we’re naturally less inclined to be readily and easily distracted.
This discussion brings up another work related issue. That’s the issue of the introvert’s desire for autonomy and self-direction on the job, paired with an environment that encourages us to leverage our introvert strengths – concentration, focus, thoroughness, complex thinking and problem solving. We may have trouble performing these things in an atmosphere that is chaotic, as in full of noise and movement and lots of people bustling around us.
Let me qualify what I just said, because some chaotic work situations benefit greatly from introverts and some introverts can flourish in them. For example, an emergency room nurse, who may be an introvert, is working in what could easily be called a chaotic environment. But the abilities to concentrate, focus, be thorough and solve problems are highly valued in a person who works in a hospital emergency room, and that nurse is able to get value from his or her job because it utilizes some core introvert strengths and respects them.
Many introverts are more than able to handle jobs that are fraught with tight deadlines that might make other people very nervous (could be looked at as a chaotic atmosphere). But if the environment is right, and there is an atmosphere of autonomy for the introvert to work in, meaning that he or she can decide how to meet those deadlines by leveraging individual strengths, then the situation is likely to be a good one.
The bottom line is this. In this extroverted world, some companies have adapted a screwed up mentality of “get this stuff done no matter what and get it done now”, and they’ve applied a one-size fits all, multi-tasking methodology that probably doesn’t work all that well for anyone, not just the introverted employees. Plus the media has played its role in helping to develop this new ethic, and we’ve bought into the idea of cramming more activity into less time.
So what can we do? How is an introvert going to find a job in a world that covets the ability to get a lot done in a tiny amount of time – in spite of the fact that quality probably suffers as a result? Do we figure out how to adapt so that we can have a job or do we figure out a different way?
As Chad comments, “And I have to wonder, is there no place left for the slow thinker, one who focuses intently like a laser on a single issue at a time? That is my question. I believe that when I personally work on a project basis, I get as much done as someone who does several at once, we just get them done in a different order, but no one is looking for that.”
Do I have answers and recommendations? This post has gone on long enough and I’ll try to address some possible ways we can adapt, improvise and overcome (thanks, US Marine Corp for that – it works in so many situations) in the near future. I bet readers have some ideas of their own to share.
Thanks for the post fodder, Chad!
Good stuff. I have found that I can multi-task within a set of similar tasks (translating, writing, research) but I have a hard time going between tasks with different skill sets, such as moving from writing to phone calls or quiet research into meetings. Moving from a non-social activity to a social one is quite a gear change for me.
What I think when I hear that employees multi-task is that they are doing more than one person’s job due to downsizing. Where I used to work, we were “cross-trained”, which allowed the business to be run with a skeleton staff. If someone didn’t show up or was sick, I could do her job as well as mine. Normally, I can work very well in stressful situations for short periods of time. But after a long day of being pulled in too many directions, I am in emotional melt-down territory. Even if a person is happy in that type of environment, I doubt he or she is really accomplishing that much. I’ve noticed co-workers appear to be busy “multi-tasking”, but not all of the tasks get finished (and I end up completing them, however, they don’t seem to notice that.)
Really interesting post and one that I can relate to. I recently started a job where I supervise several different areas. Although I am familiar with the basic concepts of each of the areas, I have much to learn in terms of laws/guidance/computer systems that are specific to this department. Most of my day consists of multi-tasking and learning with all of these areas. I find that I do a lot in one day, but don’t often accomplish much and don’t have the opportunity to fully think through/understand things. While I am more than capable in working and supervising in this kind of environment, I feel very mentally drained at the end of the day. I agree with April’s post that many employees/supervisors are quite busy multi-tasking from one “hot” priority to another, but if allowed to focus their energy on one task at a time, I think they would be more productive, accurate in their work, and happy — I know I would be.
At my current place of employment, it seems that multi-tasking is equivalent to half-assing.
Hi Lee Ann,
This is a great topic to talk about. The concept of “multi-tasking” is one I am a little too familiar with. We can perform multiple things in rapid succession, but at what price? At times the price is substandard work and at other times it can be at the cost of our health and well being.
As I sit here looking a two monitors with a total of six different programs running, I would feel a like a hypocrite talking about our need to slow down. Sadly, this is the way many people work and like them, I tend to take on more than would be considered sensible by most people.
This being said, we do need to be mindful of our need to not only complete tasks but to also take breaks from the hectic pace of life. As long as we allow ourselves to work ourselves to insanity, there we will be.
Thanks for all you do.
Lee Ann,
I had a chance to chat with Mr. Allen, who follows not only GTD, but EffTD.
Part one of the interview can be found here:
http://tinyurl.com/EffTDGTD
I know you’ll enjoy it. You pretty much ave to.
Eventually yours,
Mike Vardy
@ Glen – Yes, I agree. It’s easier to multi-task between tasks that are somewhat related than to completely switch from one area to an unrelated one or one that may be related but that is new or unfamiliar. I always wonder about the people who have multiple phone conversations and IM chats going on, not to mention their Twitter and Facebook account running – all at the same time. It’s impossible to pay attention, and yet, they try to do it.
@ April – Yup. It’s become a fairly sure bet that multi-tasking is not a guarantee for accomplishing more in less time – it seems to be the other way around. I wonder what would happen if you stopped completing other people’s unfinished work?
@ Imelda – I agree that the key is to focus on one task at a time, maybe two at the most. This is what our brains are built to do optimally, anyway. Even if the one task isn’t finished to completion at the time, the progress on that project will most likely be increased, as will quality.
@ Mark – Indeed. My husband works at a company like this. It frustrates him to no end.
@ Roger – I would guess that part of your personality likes the challenge of taking on lots at a time. But it’s obvious that you know when to say when – as you wrote, “This being said, we do need to be mindful of our need to not only complete tasks but to also take breaks from the hectic pace of life. As long as we allow ourselves to work ourselves to insanity, there we will be.”
@ Mike – Welcome, and thanks for the link. I did go and read the interview (I do like the idea of GTD, although I don’t follow it – I have my own methods for stopping the madness), and will be spending more time on your site – I am quite enamored with the concept of eventualizm, and think I may go meditate for a while on it
Great article. I think us introverts are often misunderstood and that the world is moving so fast people aren’t taking time to think about what direction they are going. Personally, thinking through each process allows me the ability to efficiently carry out project; doing them to the best possible degree. Introverts are so misunderstood.
What a timely article! I was just fired yesterday. I was working in an activity dept. in a nursing home. Perhaps I should have known better. Multi-tasking was the order of the day – I guess I thought my empathy and caring could fit in somehow. It didn’t. I could not give residents the time and attention they needed. It was all about seeing everyone for 10 mins and get it down in the books. And yes, drop that and do this. It set me to journaling which I now love, and yes I am quiet and an introvert and I love it. They people in the office were extroverts and did not understand me at all. They were actually rude to me. But I will find a better place for me, and they can all have fun running about together.
Thanks for your site and the encouragement it gives me.
My previous job had deadlines and such, but I handled that pretty well from the get-go, I think mostly because I had a specific task (proofreading/copyediting). I remember my manager being startled when I calmly performed a rush job on my second day.
After about an hour’s worth of training, I was essentially told “Here. X is leaving, so you’ll be taking over his division. When you need help to stay on top of the deadlines, ask Y. Otherwise, we’ll all be working on divisions B and C.” Then they were startled a few months later when they realized I never needed X.
My current job, the introversion caused a bit of frustration at first, because I think my boss is very extraverted, even though we’re both superficially similar in personalty. (Don’t get either of us started talking, EVER.) And we both tend to omit transitions.
But my boss has realized that I’m a “one-track” person and is no longer expecting me to constantly do 5 things at once. (Okay, 3.) So that’s helped lower the stress.
@ Quote – Yes, I agree. There is a lot of value in having the ability to follow through with a project, and it seems that many have forgotten about that.
@ Connie – Oh, I am so sorry about your job! It would seem to me that your desire to spend quality time with the clients at the nursing home would be something they’d appreciate! I have also gotten into the habit of journaling – it helps me sort through problems and is a wonderful meditative practice. I hope you have good luck in finding a better job!
@ Carradee – I’m glad your boss understands that the way you work is fine, and actually in the end is probably more productive. I also can identify with what you said about calmly handling rush jobs and being able to work through your jobs efficiently on your own. When left to our own devices, we’re often quite adept at working calmly, quickly and effectively.
Interesting post. It’s nice to know that something I once thought was “wrong with me,” is actually quite right with me!
I wasn’t crazy about GTD, myself. On the whole, it seemed pretty good for most people. But I found zenhabits.net worked better for my non-multitasking nature.
Thanks for exploring this topic!
@ Marki – I am also a fan of Zen Habits. My own method for getting stuff done is a sort of morphed and mangled GTD, combined with suggestions from Zen Habits with some twists of my own. But I don’t multitask.
I should note somewhere that most introverts aren’t great multitaskers, but if they are Perceivers, too – and strong ones, they might actually do OK with multitasking.
Thanks for your comment!
I don’t think it’s entirely fair to associate GTD with multi-tasking – it’s just a systematic way to organise all the things you need to do so you can stop going mad trying to remember them all in your head. It doesn’t *require* you to jump insanely from one mode to another (e.g. computer to phone call to meeting). I can’t operate like that either, I need time to gather my thoughts when I change gears, but GTD is great for making sure that when I DO change gears, I don’t have to think too hard about WHAT to do and can focus instead on HOW I’ll do it.
@ Catherine – Yes, I agree that GTD and multi-tasking aren’t the same. But they’re in this post together because I have heard many stories from people and witnessed many who have tried to use GTD and felt it made things much more complicated, rather than making things easier – much in the way that multi-tasking makes things more complicated in the sense that it is frustrating for people who don’t handle it well.
I also don’t think that GTD can be implemented as a blanket answer for organizing and accomplishing by an employer who thinks it’s the ultimate answer and that it will work for everyone.
I myself don’t mind GTD, although I’ve developed my own hybrid of it for keeping myself on track. The point is that multi-tasking and GTD or any other organizing system isn’t going to work for everyone and it’s not fair for employers to think that it will.
Thanks for your comment!
I have always thought of myself as a multi-tasker, even though I’ve known I was introverted. But, I have to put it into context of “it depends on the work.” When I was an admin assistant doing repetitive, routine tasks, I would figure out the most efficient way to get the lot of tasks done: unlock the office, start the coffee, grab a pile of mail, start taking voice mail messages, sort the mail into piles, organize the phone mail messages, etc.
With my current job as project manager, again, it depends on the context. Sometimes I feel like the guy from Office Space, but I’ll start email, start answering email, get my coffee, open the project tasks list, update, answer a few more emails. When I’m in meetings, I’ll take my computer along to keep up with email, and other tasks while I’m listening, if my full attention isn’t required 100% of the time. If I’m running the meeting or a key participant, then it’s full focus.
Also, I found that the creative side (whether it’s designing a database or creating a piece of jewelry) thrives on mental multi-tasking. Even when I need to fully focus on a mental task, I find mentally grazing on other things (looking out the window, talking to a neighbor, doodling, a little web-sufing) in short little bursts un-kinks some of my mind knots and lets me more thoroughly explore an item. To some, it looks unproductive. For me, it unleashes deeper creativity and gives the part of my brain working hard a little break and gives it more energy to refocus. Kind of like working different muscles during your workout.
@ Jenn – You’re right – it does depend on the work. Repetitive tasks become automatic and little brain power is given them.
I have trouble multi-tasking when I’m working because it takes a lot of brain cells (maybe I just don’t have that many!) to get some of my jobs completed. I think, like you, that when I’m creating something that isn’t work related, my brain is always multi-tasking – because it seems to unlock doors or open up boxes that I hadn’t looked in for a while.