Juggling it All: Practical secrets for Effective Multitasking
Today, we’ll talk about multitasking. There are many supporters and detractors of this skill. Some say it’s a great advantage, while others consider it a myth—something impossible to do without negatively affecting productivity. That dichotomy of opinions led me to investigate a bit more so I could offer you this article with some secrets to manage multitasking properly—without losing your mind in the process.
“The shortest way to do many things is to do only one at a time.”
What is multitasking?
To begin, it's important we agree on what multitasking really means. In my opinion, the different perceptions about whether multitasking is truly possible stem from using the same word to refer to different things.
The official definition given by the Oxford Dictionary refers to a computer system's ability to “operate several programs at the same time”, and extends to people as “the ability to do several things at the same time”. So, literally, it means doing two things at once, in the same moment.
Taken literally and applied outside of computer systems to human beings, we could affirm that multitasking is only possible if just one of the tasks demands our attention.
As long as the other tasks run on autopilot and don’t require attention, we can talk about multitasking.
However, the moment two things we're doing at the same time both require attention, it becomes impossible to properly focus on both and do them well.
For example, if we’re walking and talking on the phone at the same time, even though one of those tasks may seem automatic, we run the risk of tripping, falling, or going the wrong way if we lose focus on walking due to the conversation—or risk saying something poorly thought out if we get distracted by walking and lose focus on the call.
The problem isn’t multitasking—it’s multi-attention
In researching this article, I came across a concept that I thought was excellent: the problem isn’t multitasking, it’s multi-attention. It’s from an article I really liked by Pilar Navarro Colorado. Here’s the link if you’d like to check it out: Dale la bienvenida a la multitarea.
I believe this concept clears up much of the debate. It’s definitely very difficult, counterproductive, and almost impossible to properly focus on two different things at once. From this perspective, I agree with those who claim that trying to multitask and attend to several things at the same time inevitably leads to failure in at least one of those tasks.
That said, I think the conversation about the possibility of multitasking can be interpreted another way.
Multitasking or multiproject handling?
Some people can only handle one project at a time. They can be highly efficient if all their tasks are related to that one project. These are people who sometimes struggle to "switch channels" quickly—to stop focusing on one topic and effectively move on to another. It’s not a good idea to assign more than one responsibility or project to them at a time. Only when they’ve completely finished one can we assign them another.
At the same time, there are other people who are more flexible or better able to shift their attention. They can concentrate on a project but, if they’re interrupted and need to switch topics for even a few minutes, they have the ability to shift their attention quickly and efficiently.
This is the concept of multitasking that, in my view, is interesting and worth learning to manage.
It’s not about doing two things at once with your attention divided. It’s about having multiple “channels open” and being able to switch focus quickly and efficiently.
Why should entrepreneurs develop the ability to multitask?
Seen this way, entrepreneurs can benefit enormously by developing the ability to handle multiple projects or topics at the same time—in the sense of having several channels open and being able to efficiently shift attention from one to another.
Let’s say that, instead of a sequential process focused on one project, it’s a process where you can switch from one project to another and move both forward simultaneously.
As entrepreneurs, we often have to wear many hats at once. That necessarily means we have to pay attention to very different matters at the same time. I don’t mean the same second (full coincidence in time and space), but within the same day, week, or even a single afternoon.
So, let me be clear: when I refer to the multitasking skill, I’m not talking about giving attention to multiple things at the exact same moment, but rather the ability to manage several tasks or projects during the same period—being able to shift focus from one to another with ease.
Maybe instead of calling it a “multitasking skill,” it would be better to call it a “multiproject skill.” What do you think?
Secrets to managing multitasking
Understanding that this is what we mean by multitasking, here are some tips and secrets to help you stay tuned in to multiple channels and switch from one to another with relative ease and efficiency:
Do one thing at a time. While you may have several tasks or projects on your list, try to focus on one at a time and avoid constantly jumping between them. This will help you be more productive and reduce stress.
Practice mindfulness. Mindfulness helps you stay focused on one task while remaining aware of your surroundings. Practice mindfulness during simple tasks and gradually apply it to more complex ones.
Reduce distractions. Stay focused by eliminating distractions like social media notifications or email pop-ups. This will help you avoid interruptions and maximize concentration.
Prioritize tasks. Identify which tasks are most important and urgent. Dedicate the necessary time to complete those before moving on to others.
Set a schedule. Organize your day into time blocks and assign specific tasks to each. This ensures that important tasks get done within a set timeframe.
Use time management techniques. Techniques like the Pomodoro Technique or time boxing can help you stay organized and focused on one task at a time.
Take breaks. Even if you have a lot of work to do, take breaks to recharge. This will help maintain productivity and prevent burnout.
Delegate tasks. If your to-do list is too long, consider delegating some tasks to others when possible.
Be realistic. Don’t expect too much of yourself. Set realistic and achievable goals for each task.
Start small. If you’re not used to managing multiple things at once, start slow. Begin with two simple tasks and gradually increase the number and complexity.
Remember, managing multitasking doesn’t mean doing many things at once—it means doing several things effectively and efficiently.
The quote from Samuel Smiles that opens this article summarizes the main secret: In order to do many things or manage many projects, you must train yourself to do one well at a time. And find the resources that allow you to close chapters easily and move on to the next without stress.
