Multitaskers Anonymous

Image Credit: Peter Kim at OnlineCollege.org/Mulltitasking

@SROGALSKY

WINNIPEGAGILIST.BLOGSPOT.COM

PROTEGRA.COM

Steve Rogalsky

Pair up…

Charting the Effort

1 Task

2 Tasks

3 Tasks

4 Tasks

5 Tasks

6 Tasks

0%

20%

40%

60%

80%

100%

120%

Time spent switch-ing tasksTime spent on task(s)

?

From: QSM 1, Systems Thinking (Dorset House, 1992). Jerry Weinberg

Charting the Effort

Project 1

Project 2

Project 3

Project 1

Project 2

Project 3

Project 1

Project 2

Project 3

Project 1

Project 2

Project 3

$

$

$

Assume no task switching costs. When is the project value realized?

Charting the Effort

?

$

$

Assume no task switching costs. When is the project value realized?

Project 1

Project 2

Project 3

$

$

$

Project 1

Project 2

Project 3

But… Why is multitasking slower?

1. Kahneman

• System One• System Two

Thinking, Fast and Slow

1. Kahneman

• System One– Happily

Multitasks

1. Kahneman

• System Two– Is Selfish– Drains easily– Prefers working

alone– Demands

singular focus– Is used for

Knowledge work

2. Inventory• In a Physical

Environment:–Work piles up on

the floor• In your life:–Work piles up in

your head

• Before the backlog => Existential Overhead• After the backlog => Cognitive Ease

Credit: Jim Bensonhttp://ourfounder.typepad.com/leblog/2009/07/personal-kanban-and-existential-overhead.html

Backlogs help organizing your inventory

3. Zeigarnik EffectWhen we finish a task:– We get closure

and stop thinking about it.

When we don’t finish tasks– We keep thinking

about them. We yearn for completion.

3. Zeigarnik EffectTherefore:• If your WIP = 10,

Even if you are only working on 1, You are still thinking of all 10

• Every increase in WIP= a) An increase in Technical Debtb) More work for us in the future

3a. Zeigarnik Side EffectIn order to get the feeling of completing something…

We look for things we can complete – even if those things are not priority items

4. MemoryThere are 3 things that help our memory: i. Coherence

ii. Concentration

iii. Sequestering

Credit Jim Bensonhttp://www.personalkanban.com/pk/expert/processing-and-memorypost-1-why-limit-wip-series/

i. Coherence

End to end vs. out of order

ii. Concentration

All at once vs. 2 minute segments

iii. Sequestering

Movie theatre vs. At home

Multi-tasking Destroys…

i. Coherence

ii. Concentration

iii. Sequestering

Limiting your WIP helps…

i. Coherence

ii. Concentration

iii. Sequestering

In Summary: Limit Your WIP

Starting things w/o finishing =

Finishing things =

Fostering Completion =

:( :) :)

Credit: Jim Benson

So… How Do I Say…

1. Esther Derby:– Stop saying yes to everything–When you say no, hold to it• If they learn they can pressure/convince you

once…

2. Johanna Rothman– If you are expected to run a project

without full time resources, say no. If management isn’t committed to the project…

– Saying no is difficult, but so is running a project with part time resources.

If you can’t say no…1. Suggestions from J.B. Rainsberger:–What’s the good business

reason to do this?–Why should I do this specifically

today?–What would be the consequence

of not doing this?

If you can’t say no…2. Suggestions from Esther and Johanna:– What should I stop doing?– I can do that instead of ____.

Which is more important?– I can do that, and here is how it will

affect _____ (other work, commitments, etc)

If you can’t say no…2. Suggestions from Esther and Johanna:– I can start on that project after

______.– When do you need this project?– Let me tell you when we can start

that project.

If you can’t say no…2. Suggestions from Esther and Johanna:– I can’t fit that project in right now, I

can do it ______– I can’t do that, but I can do this

_______

Need reinforcement?

Try Kanban - Visualize your workflow and your WIP

Thanks! More Info?• http://

winnipegagilist.blogspot.ca/2012/01/multitasking-game-handsnumberssong.html

• WinnipegAgilist.blogspot.ca– Search for “Multitasking game”– Game Credit: Alan Cyment– Also available on TastyCupCakes.org

• PersonalKanban.com– Jim Bensen– Tonianne DeMaria Barry

• Thinking, Fast and Slow– Daniel Kahneman

• Other Credits– Additional links for Jim, JB, Johanna, Esther articles can all be found on

the blog. above