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Esther: Welcome back to the BusinessMakers Overtime Show, heard here and online at theBusinessMakers.com. I'm Esther Steinfeld -
Katie: And I'm Katie Laird.
Esther: And we are talking all about multitasking, and in Segment 2 if you just listened, we actually have one of our amazing sponsors here, Carl Kleimann of Odyssey One Source, and he's gonna be joining our discussion today as we talk about multitasking. Those of you who are phenomenal at multitasking -
Katie: Or think you're phenomenal. (Laughter)
Esther: - think you're phenomenal at multitasking. We've actually uncovered some research that shows that you're not. Whether or not you think you are doesn't matter. Because this research shows that our brains really can only take one task at a time -
Katie: Yeah.
Esther: - which is interesting because we think we're so good at having several things open at once. Writing this, writing that, working on this, working on that. But the truth is we're not.
Katie: Yeah.
Esther: We'd be doing a lot better work if we just focused on one thing at a time, put that away, and then took something else out, worked on that, kind of compartmentalized our day instead of working on seven things at one time.
Katie: So there was an article on WebWorkerDaily.com that actually takes a look at a Stanford research project. And a quote from that article, one of the researchers was shocked to find out that the high multitaskers did worse than low multitaskers in all three basis aspects of successful multitasking. So now those three multitasking aspects, the ability to focus on the relevant and ignore the irrelevant, which is definitely a problem with me when I'm multitasking. The ability to keep information organized in your brain, and also the ability to switch from one task to another. Now I know that the guys at Stanford are really smart, but I have no idea why those were shocking results. (Laughter)
Esther: (Laughter) I know.
Katie: But they do have interesting suggestions. There's a great book called Time Management in an Instant which is all about "sixty days to make the most of your day," and they really do give some very practical advice, you know, creating designated task times. So you have early morning phone call times, you have email this part of the day, and also interesting things that they talk about are kind of go into the physical realm. Maintain a desktop inbox, don't just rely on electronics, you know, having that kind of tactile physical reminder of the work that you're doing is really pretty important apparently when it comes to any sort of tasking, multi or uni. Can you unitask, I don't even know. (Laughter)
Esther: I think you can. I think that's the whole point, because I often find that I'm working on several things at one time and never fully focused on one thing at one time. So I'm working on several things, but I think I could do a much better job if I was only thinking about that one thing. Does that make sense?
Katie: Yeah, absolutely. So Carl, from an HR prospective, any experience that you've had working with companies that are trying to get a grasp on this multitasking generation that's out there?
Carl: You know, I think it's early. I think companies are still probably less cognoscente than they could or should be about the effects of multitasking, meaning I think can tell you get down and analyze it granularly, you're not real sure of the effects of multitasking. But I agree with the research. I think it's very difficult to multitask, particularly in deep thought type of work that our knowledge economy calls for today. I think it's different than the world we lived in two decades ago that required maybe less intense thought in a lot of trades.
Katie: Absolutely. Now, do you see any companies kind of moving towards encouraging employees to shutoff the cell phones or to really eliminate that extra electronic gadgetry that's kind of adding -
Esther: Even Facebook and Twitter. Companies that are blocking those sites or Gmail.
Katie: Or social networks. Like what are the trends?
Carl: You know, I see some of that, but it's not because of the effects of multitasking. I see that because of companies who are concerned about potential leaks of confidential information. Maybe they're just concerned about the amount of time employees are spending. But that's why I say I think it's early on the effects of multitasking. I think as more research comes out, more and more companies will grow concerned about that.
Esther: There is a site called Brazen Careerist. Are you familiar with Brazen Careerist?
Katie: Mm-hmm, yes.
Esther: It's a really fabulous site. It's got a lot of kind of unconventional business advice. There is an article that I read recently that I just found so interesting and it's called Don't Tell Me You're Busy. It's by Penelope Trunk, it's phenomenal. If you Google it, Don't Tell Me You're Busy, it will come up - Brazen Careerist, and basically she says, "There's a big difference between a busy day and full day." That's kind of her point is that, have a full day, not a busy day. Stop telling people you're busy. The article's called Don't Tell Me You're Busy.
Katie: Huh?
Esther: So, don't say you're busy. Stop doing busy work. Stop doing this and doing that, doing this, doing that. Really invest in projects, really invest in what you're doing, and you'll have a much better outcome.
Katie: Absolutely.
Carl: I agree and there are some great tools available today that can analyze employees activity on the Web for example. And I'm not a proponent of micromanaging employees or watching over their activity, but I do suggest to employers that they might analyze a day or a week of the overall company activity if they're concerned about the amount of time that's being devoted to those kinds of activities.
Esther: Especially because the Internet is such a big part of business these day. I mean we have to have it, we have to use it. and how much of that time is spent playing around on Facebook and how much of that time is actually spent doing your work?
Carl: Absolutely and not only that, but there are certain elements of that that may be very productive. Some businesses may lend themselves to employees spending time on Facebook or employees spending time on LinkedIn, so don't just assume that social media is negative to the outcome of the business. Make sure you're tuned in to how that plays into the business' goals.
Esther: So how do you manage all those projects at one time?
Carl: I think multitask in segments, and what I mean by that is, if you're working on a specific task, it's okay to work on multiple tasks in the day, but let's not work on multiple tasks at the same time. One of the things I've done recently is turn off the little flash on Microsoft Outlook that pops up.
Esther: Oh yeah, that's genius.
Katie: Oh hallelujah. That changed my world.
Esther: Yeah, that's a great tip. It's so small, but it's such a great suggestion.
Carl: It does. There's no way to not be distracted when that little flash of the email comes up.
Esther: Oh, you wanna see what that email says when that thing pops up.
Katie: (Laughter)
Carl: Yeah absolutely. It's human nature, so I think it's little things like that that will ultimately make a difference.
Esther: I love that suggestion.
Katie: Something we've implemented in our office is this focus on passive communication, because a lot of times whenever I get most disrupted and complete put off track is when someone will come into my office. You know, maybe it's important, maybe it's really not important at all. They're talking about creamer and you know, who knows what. But by - and this is
Esther: (Laughter) We're outta creamer.
Katie: And this may be kind of counter intuitive but we actually promote the use of instant messaging within the company because a lot times you just need a quick link to something or you have a real quick question that takes two answers, and that's really helped us be more productive. And I mean, I guess we are multitasking.
Esther: I totally agree. And you actually have - you have separate offices and we actually have an open office, so that makes it even more difficult because our marketing department has eight desks that are lined up next to each other. So to not say something to the person when you're in the middle of a train of thought, you don't wanna be interrupted, we have a rule or we kinda gauge the level of intensity that's going on at the desk next to you if you have something to ask. You wait or you send -
Katie: How furrowed is the brow? (Laughter)
Esther: How furrowed is the brow exactly. So you put it off, you send an email, you send an instant message. Even though we sit next to each other, we use instant messenger because otherwise we would be interrupting each other all day long. We'd never get anything done.
Carl: It reminds me of teenagers I've noticed, that even when one's riding in the back seat and one in the front seat, they're texting one another and not talking.
Katie: (Laughter)
Esther: Yeah, yeah, and we actually joke about that. We think it's kind of funny that we instant message each other, but at the same time I respect that people don't want to be interrupted with my simple question that can be answered in two seconds when they're in the middle of something important. So you have to respect that about people.
Carl: One other thing I would add is this is a generational issue for certain, meaning that the younger generations certainly I think have a better capacity for multitasking. So as managers, I think it's important not to judge one's ability to multitask by our own ability. I'm particularly more of deep thought kind of person. I don't multitask real well, but I certainly have coworkers that multitask very well, and so I think it's important to recognize that people have different capacities.
Esther: And some people are skilled at multitasking, that's true. Some people really can get a lot done when they have lot going on at one time.
Katie: And prefer that way which my hat's off to them. (Laughter)
Esther: Prefer it yes. They prefer that.
Carl: Yeah.
Esther: Yeah.
Katie: Well, we're gonna wrap up this most excellent and exciting of BusinessMakers Overtime Show.
Esther: This has been a fun show.
Katie: It has been fun. But we have one more thing that we're gonna talk about.
Esther: This is awesome!
Katie: And we are so excited about it. We've talked about this before, but please, if you're anywhere near the computer, near an Internet connection, go to -
Esther: On your phone. Get out your phone right now.
Katie: On your phone, whatever. Yeah, you are allowed to multitask in this moment. Head over to theBusinessMakers.com/31days. That's theBusinessMakers.com/31days and sign up for our incredible Upcoming Ways to Grow Your Business entrepreneurial email extravaganza.
Esther: It's basically business boot camp.
Katie: It's business boot camp. Every single day, you're gonna receive for 31 days, an email from one of the business makers talking about a different aspect that can kind of help boost your business a little. Help you kind of grow into a not so small business. And there'll be all sort of interactive activities. We're gonna have tips, we're gonna have quotes.
Esther: You can follow the hashtag on Twitter.
Katie: Follow the hashtag on Twitter. It's really gonna be a fun way to, not only grow your business, but really connect with us in a whole new way.
Esther: Absolutely, and you can actually go to the BusinessMakers Facebook page which is Facebook.com/theBusinessMakers and in our forum on our fan page, you can actually introduce yourself to the other people who are participating in this 31 days project. It's a great way to build a community, to build a network. It's just - it's really awesome what's going on over there right now, so check it out.
Katie: It's kind of like small business owner summer camp. Sarah would be so proud of us. (Laughter)
Esther: Yeah.
Katie: Except it's the spring, never mind. (Laughter)
Esther: It's almost summer, close enough. Well I guess that wraps up another wonderful Episode 31.
Katie: Thirty-one, yeah, how appropriate.
Esther: Here we go. Sounds great.
Katie: Pushing the 31 days and the show number 31. (Laughter)
Esther: You've been listening to the BusinessMakers Overtime Show, heard here and online at theBusinessMakers.com. I'd like to thank our very special guest and sponsor, Carl Kleimann of Odyssey One Source.
Carl: Thank you for having me.
Katie: Yay!
Esther: It's been great to hang out with you tonight. I'm Esther Steinfeld -
Katie: And I'm Katie Laird.
Esther: We'll see ya next week.