The document discusses the pros and cons of multitasking using examples from computing, project management, and an experiment. It shows that while multitasking may seem productive, it often leads to lower quality work and delays completion of tasks. Specifically, an example of managing three projects showed that multitasking resulted in all projects being delayed and lower overall profits than focusing on one task at a time.

1. The good, the bad, and the ugly Tal Aviv

2. What is multitasking? (computing) The simultaneous execution of multiple tasks ( programs ) under the control of an interrupt-driven operating system.

3. What is multitasking? (buzzword, figuratively) The practice or capability of handling more than one task at the same time. Wikipedia – 7/26/2009 http://en.wiktionary.org/wiki/multitasking

4. Is Multitasking “Good” or “Bad” Most professionals Pride themselves on being able to multitask. Deal with more then one project / task at a time Claim to wear more then “one hat”.

5. Is Multitasking “Good” or “Bad” Consider If you are not multitasking, are you wasting precious moments? We can read, eat, and listen at the same time simply because we want every free minute counts. Throughout our lives, doing it all in less of a time is the way of life.

6. Is Multitasking “Good” or “Bad” Consider the following situation: You are a critical resource and you are currently working on 3 projects. How long will it take to finish all 3 projects? Project 1 Project 2 Project 3 Expected Duration 5 Days 5 Days 3 Days Expected Sales in $ 5,000,000 5,000,000 3,000,000

7. Is Multitasking “Good” or “Bad” Assume you start working on project 1. After 2 days, the Project manager of Project 2 comes and ask for status update. You don’t want to show no progress so you stop working on project 1 and start working on project 2.

8. Is Multitasking “Good” or “Bad” A day later the Project manager that knows your task should take only 3 days asks for a status update and start screaming when he hears that you made no progress. You calm him down promising to work on his project the next day.

9. Is Multitasking “Good” or “Bad” A week has passed and the current situation is No Project was completed, all PM’s are upset Day 1 2 3 4 5 Project 1 1 2 2 3

10. Is Multitasking “Good” or “Bad” Another week of multitasking has passed: No project is completed. All PM’s are screaming their heads off Day 1 2 3 4 5 6 7 8 9 10 Project 1 1 2 2 3 3 1 1 2 2

11. Is Multitasking “Good” or “Bad” Week 3, finally we see some results Project 1 is done after 12 days (estimated 5) Project 2 is done after 13 days (estimated 5) Project 3 is done after 11 days (estimated 3) Day 1 2 3 4 5 6 7 8 9 10 11 12 13 Project 1 1 2 2 3 3 1 1 2 2 3 1 2

12. What if Multitasking was not allowed? The time to complete the 3 project is still the same but: Project 1 is done after 5 days Project 2 is done after 10 days Project 3 is done after 13 days Day 1 2 3 4 5 6 7 8 9 10 11 12 13 Project 1 1 1 1 1 2 2 2 2 2 3 3 3

13. What if Multitasking was not allowed? Project 2 & 3 are still late, but over all performance is greatly improved. How soon will the company start bringing money in? How much money will they make in the 13 days if multitasking is not allowed? If multitasking is not allowed, what will be the impact on the organizational culture?

14. $$$ Oriented results In real life cash flow is the life line of a company. The speed of $$$ recovery might mean the survival of the organization. Is time important?

15. 3 Projects with multi tasking Project break even point is after 4 weeks Profit after 6 week: $16,400 Project Cost Revenue per week Days to complete Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Project 1 $10,000 $5,000 12 -$10,000 -$10,000 -$4,000 $1,000 $6,000 $11,000 Project 2 $10,000 $5,000 13 -$10,000 -$10,000 -$6,000 -$1,000 $4,000 $0 Project 3 $6,000 $3,000 11 -$6,000 -$6,000 -$3,600 -$600 $2,400 $5,400 Total $26,000 $13,000 -$26,000 -$26,000 -$13,600 -$600 $12,400 $16,400

16. 3 Projects with NO multi tasking Project break even point is after 3 weeks Profit after 6 week: $34,200 Project Cost Revenue per week Days to complete Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Project 1 $10,000 $5,000 5 -$5,000 $0 $5,000 $10,000 $15,000 $20,000 Project 2 $10,000 $5,000 10 -$10,000 -$10,000 -$5,000 $0 $5,000 $10,000 Project 3 $6,000 $3,000 13 -$6,000 -$6,000 -$4,800 -$1,800 $1,200 $4,200 Total $26,000 $13,000 -$21,000 -$16,000 -$4,800 $8,200 $21,200 $34,200

17. Results? We broke even 1 week earlier when no multi tasking was involved. We more then doubled our profit after 6 weeks. ($34,200 Vs. $16,400)

18. Is multitasking good or bad – Exercise Pt.1 Each person gets 2 sheet of paper, one blank, one striped. You will tear each sheet on paper in to 5 stripes You will tear each stripe in to 6 pieces The pieces do not need to be symmetrical or identical No additional equipment to be used. After 3 tears you will switch to the other sheet and vice versa. The instructor will call out the time every 30 seconds

19. Is multitasking good or bad – Exercise Pt.1 What is the class distribution for: Time? Yield (errors)?

20. Is multitasking good or bad – Exercise Pt.2 Repeat the exercise but this time no multi tasking. Finish with one sheet and only then move to the other sheet. The instructor will call out the time every 30 seconds. What is the class distribution for: Time? Yield (errors)?

21. Is multitasking good or bad? Set up time How long does it take you to switch from one task to another? How long does it take you to get your mind off of the previous topic and focus on the new one? Do you need different tools, set up, information, etc? Who accounts for all the time lost?

22. Bad Multitasking Bad Multitasking is the act of dropping a primary function or activity for any length of time, in order to take up another task, simply to show that progress is being made on more than one project.

23. Bad Multitasking In the first example we saw impacts to revenue due to project multitasking, but is multitasking always bad?

24. Bad Multitasking Consider an administrative assistant, do you really want them to finish typing a letter before picking up the phone? The situation must be investigated before a decision to multitask or not to multitask