In today’s fast-paced world, the pressure to multitask is higher than ever. But here’s the truth: multitasking doesn’t make you more productive. In fact, it often does the opposite, especially in complex environments like IT. Let’s explore a real-world example from the manufacturing industry that sheds light on why multitasking might hold you back and what IT professionals can learn from it.

The Manufacturing Parallel: A Lesson in Overload

Imagine a manufacturing company that produces custom products, each requiring multiple operations across various workstations. The shop floor is divided into stations, each with its own tools and queue of tasks. At first, this system seems efficient. Orders are processed, materials are allocated, and products move smoothly from one station to another.

But as the volume of work increases, the system starts to break down. Workers, overwhelmed with tasks, begin prioritizing the easiest jobs rather than the most critical ones, leading to delays in important orders. This situation mirrors what often happens in IT environments when team members juggle too many tasks simultaneously.

The Chaos of Overcapacity and Poor Prioritization

To manage the growing workload, the manufacturing company began labeling tasks by priority. However, as priorities shifted throughout the day, confusion only grew. Visual cues like red flags and helium balloons, meant to indicate urgency, added to the clutter. The company even hired expediters to push critical tasks through the system, leading to conflicts and further chaos.

In the IT world, we face similar challenges. Multiple projects, limited resources, and shifting priorities can lead to confusion and inefficiency. Just like in the manufacturing shop, IT workers may end up focusing on tasks that are easier or more enjoyable rather than those that are most important.

Applying Manufacturing Lessons to IT: The Power of Focus

So, what can IT learn from manufacturing? One key lesson is the importance of limiting work in progress. It might seem counterintuitive, but holding back work until it’s ready to start can significantly improve productivity and reduce stress.

Manufacturers in Japan have mastered this with a system called kanban. In a kanban system, work is “pulled” through the process only when there’s capacity to handle it, rather than being “pushed” all at once. For IT teams, this could mean assigning new tasks only when previous ones are completed, helping to maintain focus and reduce the mental load on team members.

The Myth of Multitasking in IT

Many of us pride ourselves on multitasking, but the reality is that it’s often just task-switching. We’re not making meaningful progress on multiple tasks simultaneously; we’re just juggling them. This constant switching doesn’t just slow us down; it also increases stress and reduces overall productivity.

For IT teams, the solution lies in better task management. By focusing on what’s truly important and limiting the number of tasks in progress, teams can work more efficiently and effectively, just like a well-organized manufacturing shop.

Conclusion: Focus on What Matters

Whether in manufacturing or IT, the key to productivity is focus. Limiting work in progress and prioritizing tasks effectively can reduce stress, improve efficiency, and ensure that the most important work gets done. Don’t fall into the trap of multitasking—focus on what really matters, one task at a time.