8 March 2026

The End of Food

Recommendation

Journalist Paul Roberts investigated the global food-delivery system and he reports that food product production and prices have advanced like the production and prices of other contemporary consumer goods. The economics of the food system push an ever-faster product cycle driven by supply-and-demand pressures. The infrastructure that delivers food to consumers uses ever-advancing technology. However, food itself is not an ordinary consumer “product.” Inexpensive food is an illusion, because the process externalizes many food production costs as cheap labor or cheap oil. Roberts explains why the food-delivery system is mired in economic, political and cultural problems, and examines the crisis that looms if it runs out of fuel or water, or both. BooksInShort recommends this investigation to readers who want to understand the production, market and consumer implications involved in feeding the people on our planet.

Take-Aways

  • The global food economy based on cheap transportation may not be sustainable.
  • Early societies formed around crops. As demand grew, farmers moved to rural, nutrient-rich lands. As they raised more grains, they also bred more livestock.
  • Meat is an efficient source of calories, but current Western consumption levels are unsustainable.
  • Fertilizers and pesticides increase yields, but with environmental consequences.
  • Extreme hunger prevents progress. Nutrition-deprived children never develop the mental and physical abilities necessary for eventual self-support.
  • In the ’80s and ’90s, the U.S. favored a global food market based on each nation’s “comparative advantages,” the few products it could produce and export.
  • But many nations face such poverty or disrepair that they cannot meet basic needs.
  • The U.S. farm subsidy system is broken, but politicians are afraid to modify it. U.S. grain exports are competitive only due to subsidies and cheap fuel.
  • Buying “organic” may not be the most sustainable choice. Other factors, such as the agricultural methods used and proximity to market, also matter.
  • Only informed consumers can create the demand needed to change entrenched systems.

Summary

The Evolution of the Global Food System

Humans have adapted to a diet based on meat as an efficient calorie source. They’ve learned to cultivate, store and prepare wheat, corn and rice. The first societies that generated grain surpluses earned the ability to settle in villages and towns. Cities first organized around food economies, importing crops from ever-greater distances as nearby farmers depleted their soil to meet demand. Ancient Rome imported more than 30% of its wheat from Egypt, 1,000 miles away. As Rome lost its military power, its food system fell apart.

“In 1900, the average American family spent half its household income on food.”

In 1798, Thomas Malthus demonstrated that although food production follows linear growth, population grows geometrically. Thus, he predicted, demand would eventually supersede supply. Developing nations, then including the U.S., staved off this prediction by taking over new land. Farmers eventually learned to plow up buried soil nutrients and to rotate crops to avoid depletion.

“By 1980, that share had dropped to less than 15%. In this sense, the modernization of food production marks one of the biggest transfers of wealth in human history.”

Over time, technology enabled more efficient food distribution and preservation. America became known for “superabundance,” particularly after the discovery and use of nitrogen fertilizer dramatically improved yield per acre. In modern times, fertilizer usage grew with the development of hardier, faster-growing crops. Scientists bred plants to be more “uniform,” hence easier to harvest mechanically. Then it bred animals the same way, to be meatier and more convenient for mass processing.

“The government’s price guarantees turned out to encourage farmers to overproduce, because no matter how low the real market price fell, farmers still got paid for every bushel they grew.”

In the U.S., regulations and subsidies protected farmers from the “boom and bust” of natural market fluctuations. Growers invested heavily in transport and irrigation, as experts encouraged them to specialize. Farms became more profitable, but less self-sufficient. Food processors and manufacturers organized to buy raw resources from farmers, who innovated in their own niches, whether milling grains or mixing fertilizer, and increased their yields. Investors saw these single-crop “input” operations as safer investments than individual farms. This spurred consolidation. Conglomerates bought family farms, and created price-dictating monopolies in many sectors, including fertilizer, seeds, meatpacking and granaries. Breeders fed their animals more protein and antibiotics so they could grow more meat, while eliminating the deficiencies and diseases created by raising animals in closed indoor “factories.” Processors began to measure meat in “pounds per square foot.” By 2000, this system created huge surpluses, driving down prices so much that some state governments paid farmers to grow less.

“Demand for grape flavor by makers of sodas, gum, candy and other foods now exceeds the quantity of grape flavor produced naturally – that is, in actual grapes – by...ten to one.”

Rewarding overproduction has negative repercussions. Food gets wasted or dumped. Prices drop as yields rise. To maintain their cash flow, farmers plant more and spend more to boost yield, perversely driving down per-bushel prices. Higher crop productivity demands continuous doses of fertilizer and pesticides, which sap soil nutrients and pollute the groundwater. The pervasive use of heavy machines and harsh chemicals makes food-sector jobs more hazardous. In this environment, rich nations still can import what they need, but the push for lower food prices creates import-dependent poor nations that can’t feed their people.

The Rise of “Value Added” Food

Food-manufacturing companies have supported lowering global trade barriers, making the food business global. By the end of the 20th century, big companies dominated the food supply. Processors continually “add value” to their strongly branded offerings to drive up profits. Manufacturers sometimes radically alter inherently fragile foodstuffs to accommodate the process of production. Like farmers, these companies got trapped in a relentless cycle of producing more of what the market wants, in their case, “convenience.”

“Wal-Mart has so successfully squeezed the supply chain...that since 1985 it has driven down U.S. grocery prices by a stunning 9.1%.”

Manufacturers vie with fast-food chains and other restaurants for convenience-food dollars. Marketers, fast food chains and grocery retailers drive down raw costs, and sell processed foods at a big markup. Today, Americans spend 21% of their food money at Wal-Mart, which dominates the market. This figure will keep rising. Retailers can now squeeze manufacturers, based on consumer demand for food that is uniform, plentiful, cheap, safe and handy. The “supermarket format” is rolling out globally, duplicating this paradigm even in agrarian nations.

“Much of that price drop has come from Wal-Mart’s success at cutting labor costs, which...has driven down average U.S. wages by 2.2%.”

For example, when its Chicken McNuggets succeeded commercially, McDonald’s pressured processors to lower chicken prices. The industry cut its costs and boosted its efficiency. It engineered a more manufacture-friendly, meatier bird that matured quickly. This chicken suits the market, but its meat is of poorer quality. It doesn’t retain moisture well when cooked, so processors compensate by injecting it with salts and other chemicals. In some cases, chickens are bred to be so heavy with breast meat that they find standing difficult. In another example, to make Chilean raspberries available in the U.S. four days after picking, growers developed varieties that endure long travel – but they just don’t taste as good.

Health Consequences of “Supersizing”

When Florida Representative Juan Zapata introduced a bill barring high-fructose corn syrup products (HFCS) in schools, the food industry went ballistic. Corn syrup is a $2 billion market. Corn refineries challenged the science Zapata used to link HFCS to obesity. But, in fact, much of today’s processed, salty, fatty, sugary and preservative-laden food is not suited to human biology. Humankind’s physical realities contradict the “more is better” theory of food economics. People’s delicate bio-mechanisms perform many duties, including maintaining body fat and signaling the brain when the body has eaten enough, or when it needs more. Studies show that larger portions lead to overeating. The food industry’s think tanks echo your doctor: if you want to lose weight, eat less and exercise more. But if every U.S. consumer shed 100 calories a day, U.S. food industry sales would decline more than $30 billion. The food and diet industries and the medical sector reap huge rewards from having a heftier population. Zapata’s bill died in committee.

Plugging into the Global System

The foundation of the global “low-cost, high-volume” food economy is “comparative advantage,” the idea that nations will prosper if they produce and sell the crops they grow best, and import anything else. This free-trade view says that economically struggling countries should plug into the global system. This theory has practical flaws: It’s based on consolidating farm sectors globally, yet many farmers in poor countries need money to buy food to eat if they no longer grow it. Companies like Nairobi-based green bean exporter Vegepro can’t pass their fuel cost increases on to retailers, who expect straight, uniform beans. Vegepro relies on Kenyan smallholders to grow extra beans to provide a buffer in case of emergency. Processors reject tons of beans each year and Kenyans don’t eat them. Thus the margins for this industry rest on the backs of those who have the least.

“Whatever China lacks in quality, however, it makes up in quantity.”

Countries that once purchased U.S. exports now have their own surpluses, many ironically financed by U.S. companies. In the ’60s and ’70s, the U.S. gave vast foreign aid to nations in Asia, South America and Africa, often in the form of food or farming aid, like seeds. Private lenders followed, offering these nations subprime credit for development projects. In the ’80s, this strategy backfired as debtor nations defaulted. For example, in 1982, Mexico seemed about to default on its $80 billion debt, much of it to U.S. lenders. This led to a policy of “restructuring” foreign debt when possible, in Mexico and, later, in Asia. In exchange for guaranteeing this debt, the U.S. and other international lenders required these nations to modernize their economies.

“China’s...farmers’ [diversity] contrasts sharply with the single-crop monoculture model in the United States and...actually generates more calories per acre.”

This policy focused first on agriculture, seeking “comparative advantage,” getting rid of farm subsidies and other “barriers to trade.” Trade agreements dramatically reduced barriers to the flow of capital and commodities across borders, increasing the number of import-dependent nations. The U.S. now has to compete with a growing number of other producer countries. In the global economy, it’s cheaper, for instance, for Tyson, a U.S. firm, to operate ranches in Argentina and import beef to the U.S. than to raise cows at home.

“China used the promise of its massive markets to persuade U.S. officials to override safety concerns about imported food.”

Rising middle-class populations in China, India and other emerging markets are redrawing the global food axis, and connecting to rising producer nations, like Brazil and Argentina. A barrier-free food trade is a tidy theory, but the food system has a long history of externalizing costs. This includes farm subsidies. Although the U.S. has gotten other countries to abandon subsidies, U.S. grain can compete globally only because the government subsidizes the crops. Farmers and food processors rely on artificially low prices. A 2006 report said subsidies save Tyson $288 million a year.

“The belief that [the U.S.] food supply is ‘among the safest in the world,’ and certainly safer than it used to be, repeated endlessly by food companies and FDA officials, requires more caveats and qualifications by the month.”

In Kenya, scarce rainfall, and reliance on chemicals and specialized seeds subverted the “green revolution,” convincing those leading the growth of other nations to devise more comprehensive approaches to economic development and better solutions to hunger. Current policy is shifting away from supporting large, consolidated operations, and toward direct aid for farmers. Small farmers who produce surpluses can reinvest in agriculture or education, or find other work. This viewpoint emphasizes local and regional markets, independent food security and fair prices for farmers. The building blocks for development are nutrition, infrastructure and minimum wage.

Unintended Hazards and Costs

Bacteria-caused food poisoning has always existed, but the factory-like, just-in-time global food economy can transmit virtually untraceable food-borne illnesses quickly. Strains like Salmonella, which now sickens more than a million people annually, have grown more opportunistic. Decades of treating livestock with low doses of antibiotics have created resilient strains of bacteria. Ensuring 100% food safety is no longer possible.

“Transportation is...problematic. In many developing countries...rail lines are limited or nonexistent and roads are in appalling shape.”

Human stomach acid formerly killed E. coli when it showed up in meat, but the bacteria has become acid-resistant because cattle are fed a corn-based diet. E. coli wreaks havoc on the human intestines. Since the average hamburger contains beef from 55 animals, tracing a deadly pathogen is virtually impossible, particularly since the industry has resisted regulation. The U.S. courts have affirmed that slaughterhouses and consumers are responsible for coping with pathogens, even if pathogens can be shown to thrive in certain herds and conditions, and even though just changing a cow’s diet before slaughter would greatly lower the risks. E. coli spreads through water systems and even on the wind.

“How are you supposed to compete in the global market when you can’t even reach the port?”

To meet future global food demands, people must eat less meat. The Western model is not sustainable. Neither are the ever-increasing yields made possible by planting additional farmlands, or by using fertilizers and pesticides. Just as the U.S. starts importing about half of the nitrogen it needs, its soil and water systems will be choking on past nitrogen excesses. Nitrogen compounds run off fields, into ground waters, spurring algae overgrowth and creating dead zones. Pesticides degrade the environment. Industrial farming has lowered prices, but it bears large externalized social and environmental costs. Remedying the damage will cost billions and will undermine future crop yields.

The Gene Pool

“Transgenic” science manipulates genetic data at the cellular level and can even transfer genes from one species to another to enhance good traits, such as hardiness. However, genes act unpredictably, especially after the first generation. In the last two decades, chemical input companies, like Monsanto, began buying seed markets. Monsanto planned to engineer “seed-chemical platforms” for specific agricultural purposes. U.S. courts have given patent protection to these seeds to encourage investment, but one consequence is that, in some cases, farmers can no longer legally save seeds for the future. Altered seeds can’t cure all of modern agriculture’s problems. Ironically, simple changes, like planting cover crops, might offer better solutions.

“In the minds of many health advocates, obesity hadn’t simply happened to humanity; it was being encouraged by a food industry whose bottom line depended...on processed foods and snacks.”

“Organic” farming is an alternative to the status quo. Those drawn to organic methods tend to reject “factory” farming and embrace a holistic view. Yet, most consumers are not yet inclined to pay more for locally grown foods or cut back on eating meat. Buying “organic” and even buying local have strong plusses, but they are not always the best choices. Lasting change can only come about through informed consumer demand for sustainable agricultural processes and fair-food trade. Meanwhile, though the global food economy is probably already unsustainable because it is based on cheap oil, it actually may grind to a halt over another increasingly scarce resource: water.

About the Author

Journalist Paul Roberts’ work has appeared in the Los Angeles Times, Washington Post and National Geographic. He is also the author of The End of Oil.


Read summary...
The End of Food

Book The End of Food

The Coming Crisis in the World Food Industry

Bloomsbury,


 



8 March 2026

Skills for New Managers

Recommendation

Most of us developed our management skills, or lack thereof, in the same way: through trial and error. But Morey Stettner’s new book will give anyone freshly promoted to the ranks of management a valuable head start by spelling out practical steps that new managers can take to be effective. For all of you old-timers, reading this book will induce a near constant mental stream of "I wish someone had told me that when I was starting out." For example, Stettner’s first step, writing out a basic plan of how you want to manage your subordinates, might at first seem a bit naive to veterans. But consider this point: How much time did you spend thinking about the techniques you would use in managing people before taking over your first managerial assignment? The probable answer is not much. In a clear voice laced with illustrative examples, Stettner covers the critical skills managers rely on every day: speaking, listening, criticizing and disciplining. For his insightful treatment of these topics, BooksInShort recommends this book to managers new and old, employees and students of management - But then again, aren’t we all?

Take-Aways

  • Having a managerial role model helps you create your own managerial template.
  • Developing a management credo gives you a touchstone for charting your path as a new manager.
  • Your ethics play a significant role in how effective a manager you are.
  • Having total control, if you mean calling all the shots in the workplace, is a management myth.
  • New managers need to keep their words and actions overwhelmingly consistent.
  • You need to develop a voice that roars in the office.
  • Listening is the management skill that new managers develop least.
  • Motivating an employee involves a lot more than doling out money.
  • When criticizing an employee’s work, use facts not opinions.
  • When disciplining an employee, think about the lesson you want the employee to learn.

Summary

The Successful New Manager

New managers are like children leaving the nest, you wish the best for them, but you know they think they know it all. To avoid this pitfall, consider a template for being a manager and a management credo to guide your success. To develop a template, think about your role models. Who were the best bosses you ever had? Think about a strong leader, such as a coach or a volunteer coordinator. The person you select will be your role model. Use your knowledge of this person to complete the following five sentences and you will be on your way to being a successful new manager.

  1. When faced with adversity, this manager will ....
  2. To improve teamwork, this manager will ....
  3. When explaining a concept, this manager will ....
  4. To keep control of an unruly group, this manager will ....
  5. Employees respect this manager because ....
“Exploit pride, not labor.”

Successful managers are leaders. Leadership is comprised of three basic and vital elements: patience, communication skills and ethics. To be able to write your own management credo, define how you will act in regard to these three factors. Take the following diagnostic tests on patience, communication skills and ethics to understand your potential managerial strengths and weaknesses. On all three, rate yourself from 1 to 5 on this scale:

  • 1 = never.
  • 2 = occasionally.
  • 3 = sometimes.
  • 4 = usually.
  • 5 = always.
  • When I tell someone to do something and they don’t do it, I say it in a firmer tone.
  • When someone talks slowly, I interrupt.
  • When I see someone do something wrong, I instantly point it out.
  • When someone keeps me waiting more than a minute or two, I resent it.
  • When someone doesn’t answer my question right away, I cut in and repeat it.
“By turning key employees into experts, you can create a teaching corps so that the members of your team essentially educate each other.”

[If you score 17 or more you have an overly controlling mindset and may lack patience.]

  • When I ask a question, I’m very curious to hear the answer.
  • I like to speak in front of groups.
  • If I disagree, I confirm I’ve understood the other person before I give my view.
  • If I need to cover many points, I outline what I want to say ahead of time.
  • When I give instructions or explain complex ideas, I number each item.
“Bosses love information.”

[If you score 15 or less, you are losing opportunities to bond with others.]

  • I set an example of the high ethical standard I want my staff to follow.
  • If I’m in an ethical bind, I’ll talk about the situation with a wise mentor.
  • I’d rather admit doing something wrong than cover it up and hope I don’t get caught.
  • I apply "the sniff test" when facing an ethical dilemma: If it smells bad I don’t do it.
  • I’m at peace with my ethical behavior.
“The real test of your management skills rests on your ability to grow into the job.”

[If you score 18 or below, you have questionable ethics.]

Developing Your Management Credo

Your management credo is a set of written beliefs that summarizes your goals and commitments as a manager. The document you create should be short, between 500 and 1,000 words. Choose a format that works for you, since, after all, you will have to use it. The format can be as simple as a list of "my goals" and "things I commit to." Use the information in the above tests to guide you in writing your credo. After you have written your credo, set it aside for several days. Then go back to it to make sure you agree with it.

“You need to develop a strong spine to manage.”

Do this as many times as necessary. When you are fully comfortable with the document, re-write it one final time so that you can keep it with you. Remember that it will be the touchstone for the attitude you want to project and how you want to lead to get results.

Six Management Myths

New managers bring excitement and expectations to their jobs. Unfortunately, they also bring myths about successful management.

“The best way to build momentum as a new manager is to make it clear to everyone what you stand for.”

Steer clear of these six management myths from the beginning:

  • Myth 1: You must call all the shots - No you can’t. Collaboration is the key to success. Besides, why would you want to call the shots? Who has the energy to do that?
  • Myth 2: You can’t trust anyone - The command-and-control model is ridiculous in this era. Absolute control is as stupid as absolute trust. Both positions are naive and alienating.
  • Myth 3: You must remain objective at all times - Being strong doesn’t mean being objective and removed. As long as you base your decisions on facts and not emotions, your employees will respect a show of passion.
  • Myth 4: You must defend your staff - This is true, but not when they have done something stupid. Again, base your action to defend on facts and not on a knee-jerk emotional response. When you choose the latter, you really are defending your own ego, not your employees.
  • Myth 5: You cannot back down - Backing down in the workplace is not the same as backing down in the schoolyard. In the workplace, it is often strategically better to stay out of dogfights. In the schoolyard, you have to fight to survive. Under these six specific circumstances, backing down may be the best and only option: 1) You state the wrong facts; 2) You are fighting for peanuts; 3) Circumstances have changed; 4) Precedent saves you; 5) Your boss disapproves, and 6) Great results hang in the balance.
  • Myth 6: You are the best teacher - Sometimes you are, other times you are not. Develop experts on your staff into teachers and trainers instead of trying to be an expert on everything. Remember that your employees have talent - which is why you hired them.

Building Momentum in a New Job

To build your momentum, be clear about what you stand for and keep your words and actions consistent. To avoid sending mixed messages, follow these three rules: 1) Do not improvise when you could repeat yourself instead; 2) Do not fake it, and 3) Do not oversell or over-promise.

“The whole point of trying to help your employees feel motivated is to help them become more productive as well as happy about their work and thus not want to move on to another job.”

To build momentum, you can also:

  • Prepare a written plan for your first group employee meeting. Preparing a written plan will help you will avoid the temptation to "wing it." Remember that first impressions tend to stick long after the meeting is over.
  • Look for ways to score quick wins and unclog "input channels." When you score quick wins, your employees will understand that you are responsive to your team’s efforts. By unclogging input channels, you will get enough to evaluate your own job performance.

Listening

New managers tend to speak more than they listen. Do the opposite; listen more than you speak. Successful listening requires interpreting, assessing and responding. Interpreting is the process of restating what you have heard to make sure that there is mutual understanding of the topic being discussed. Assessing is the process of judging what you have heard from an open-minded perspective. Responding is the process of letting the other person know what you feel about the topic being discussed.

“The right way to criticize is to focus on observable actions, not attitudes.”

Use effective eye contact and body language and fight off the defensive reflex, which comes quite naturally. Eye contact shows your interest in the speaker. When you break eye contact, do so for a second, but avoid sharp darting movements. A "wandering" eye can be a sign of nerves and, to some people, indicates a lack of confidence. Try to maintain a strong, yet calm posture. Avoid yawning at all costs.

Speaking

Effective speaking is critical to a new manager’s success. Pay attention to how you communicate and to your voice. You need a voice that roars. To make sure that your voice works for you, start with your inflection. Practice placing emphasis on the words you want to highlight. Then pay attention to your projection. Do you project far enough to speak to a group effectively? If not, practice speaking to the person farthest away from you.

“Treat delegating as a chance to build rapport with your employees.”

Get rid of language fluff. Be very conscious of using too many qualifiers, repeating your thoughts or rambling before or after you have made your point. "Package your points" when addressing employees so you can present your point in an easy-to-understand manner. Remember the power of three. People grasp ideas that come grouped in three more readily than other rhetorical forms. Try using "there are three steps to this process" or "I have three reasons for asking you to do this" when speaking to employees.

“Radiate enthusiasm with your body language when you first meet someone.”

Asking the right questions is another aspect of successful speaking. Questioning lets you get the information you need and lets you show your employees that you respect their ideas and opinions. Form questions that are simple, direct and based on facts. The best questions are simple prods such as, "What is the significance of that?" or "Do you want to ask something else?"

Motivating and Criticizing

Motivating employees is more difficult than it sounds because people are complicated. Using money as a motivator only takes a manager so far. Pay close attention to what your employees need and you will learn how to motivate them effectively. Beyond money, all employees need attainment, power, belonging, independence, respect and equity.

“The only way to help people feel motivated is eyeball-to-eyeball.”

Criticizing employees is more difficult than it appears. For effective criticism, focus on performance, not personality. If you cover readily observable events, you can disarm the natural defensive reflex. Be very conscious of the terms you use when criticizing. Use descriptions rather than inferences. Inferences are more easily misinterpreted.

Discipline

Deciding when and how to discipline an employee can be a new manager’s most challenging task. First, to avoid reacting emotionally, understand what is at stake before you discipline an employee. Ask yourself; 1) What are the short- and long-term repercussions of the employee’s behavior?, 2) What is the rationale for the employee’s behavior?, 3) What lessons do you want your choice of discipline to send? Six types of behavior that occur on a regular basis may require discipline. They are absenteeism and tardiness, disrespect and lack of cooperation, substance (including alcohol) abuse, use of unsafe practices, theft or a personal problem that disrupts the work of the office. Be sure that you understand office policy on these issues before you discipline.

Organization

A new manager can use many techniques to maintain order and efficiency. Common suggestions include: creating an optimal hour for peak performance tasks, establishing a call-back procedure, investing in the future and banishing time wasters. Manage your down time by using slow periods to do tasks you never seem able to accomplish otherwise.

Demonstrate your organizational skills at every opportunity and use these five strategies to get noticed by others in the company: 1) Give updates on your promises; 2) Put everything down on paper; 3) Confirm key facts; 4) Post your whereabouts, and 5) Keep your office tidy.

About the Author

Morey Stettner is a writer and communication-skills consultant in Portsmouth, NH. He is the author of The Art of Winning Conversation and editor of Working Smart and Executive Strategies, two monthly newsletters published by the National Institute of Business Management in McLean, VA. He also writes weekly front-page articles on effective management for Investor’s Business Daily.


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Skills for New Managers

Book Skills for New Managers

McGraw-Hill,


 



8 March 2026

The Myth of Multitasking

Recommendation

Dave Crenshaw has managed to stretch a clear, simple concept into an entire book, but it is a useful, helpful concept. Crenshaw debunks the myth that multitasking can be effective and advocates focusing on one task at a time instead. He teaches this lesson by telling the story of a gifted business coach, Phil, and his stressed-out client, Helen. He uses the format of a business novel to demonstrate that multitasking is not an efficient way to get things done. Every time a person changes from one task to another, which Crenshaw calls “switchtasking,” he or she loses time and focus. The remedy, the author explains, is to cut down on interruptions, manage how you allocate your time and concentrate on a single task at a time. This is not exactly a groundbreaking theory in time management, but it is certainly a helpful reminder. BooksInShort suggests this book to managers who must help employees handle their time and to people who need guidance to quit multitasking so they can actually get things done.

Take-Aways

  • The notion of multitasking is a misleading canard.
  • Humans cannot simultaneously perform two activities that require concentration.
  • “Background tasking” is doing two or more tasks that don’t take mental effort, such as washing the dishes while chatting on the phone.
  • “Switchtasking” is going back and forth from one task to another, giving the appearance of multitasking.
  • Switchtasking takes more time than background tasking, disrupts your focus and reduces your productivity.
  • “Active switches” are self-inflicted interruptions of your attention span; “passive switches” are disturbances others initiate.
  • Giving other people less than your full focus can damage your relationships.
  • Reduce work interruptions by scheduling “recurring meetings” and letting people know when you will be available.
  • Use a time log to clarify how you spend your time so you can budget it better.
  • Corporate culture reflects the work habits of the people at the top, so set a good example.

Summary

Why Multitasking Is a Myth

Phil, a business and time management coach, arrived punctually for his meeting with Helen, the owner of GreenGarb, a successful, environmentally friendly clothing chain. Helen had asked for Phil’s help because her job was devouring all of her time and energy, leaving her feeling stressed out and emotionally drained. Like many of the other business owners and executives who hired Phil, she wanted less pressure and more leisure.

“There are lies, damned lies, and multitasking.”

As Phil followed the receptionist down the hall to Helen’s office, he noticed the busy, hectic atmosphere that dominated her workplace. Employees’ desks were overflowing with papers and reports, people were rushing about, phones were ringing unanswered and the employees all looked stressed. The ambience could best be described as “controlled chaos.” Phil’s years as a business coach had taught him that a “business truly is a reflection of its owner,” so he drew a few conclusions about Helen’s organizational style from this disorder.

“Multitasking quickly became as popular and accepted as the automobile and the hamburger.”

When Phil entered Helen’s office, she waved him toward a seat. She was wrapping up a meeting with two other men, while her colleague Sally watched. It was clear that Sally was waiting to grab a quick moment of Helen’s time. As soon as Helen finished her meeting and the men left, Sally rushed up to Helen with several key questions about merchandise that was in production. In one case, Helen had already dealt with a supplier’s query, but had been too busy to tell Sally. In another, Sally had submitted new designs that Helen had not yet had a chance to consider. Helen answered Sally’s queries in a rush and turned to Phil in desperation when Sally departed.

“Switchtasking is very costly. It is a less effective and less efficient way to get things done.”

She shook her head, “I just don’t have enough time to do everything I need to! Everyone is constantly demanding my attention. I’m behind on checking my e-mail. My voice mail is full. I’m constantly thinking about what I need to do...I guess that’s what you’re here for, isn’t it?”

The Multitasking Queen Faces a Coup

Phil listened sympathetically and then asked, “Tell me, Helen: When I say the word ‘multitasking,’ what comes to mind?”

“The more responsibility you have, the more hats your wear, the more likely you are to become inefficient. It’s a law of switchtasking.”

Helen proudly answered that she saw herself as the “queen of multitasking,” and that the term should be her middle name, because she always did several things at once. She told Phil that she expected all of her employees to multitask. Then Phil burst her bubble: “Multitasking is a lie,” he said. “Because everybody in our fast-paced world has accepted it...we’ve all adopted it as a way of life...but the truth is that multitasking is neither a reality nor is it efficient.”

“Generally the more extensive a person’s job description, the more responsibility for management a person has, the more they are assaulted by passive interruptions.”

The word “multitasking” became popular with the advent of the computer. Originally a computing term, it referred to the machine’s ability to do two tasks at the same time. However, computers really can’t do two things simultaneously. They just switch back and forth between tasks so rapidly that they give the appearance of doing several things concurrently.

“If you and I don’t set up a schedule and protect our time, we allow ourselves to be run over by the traffic of information.”

Like computers, human beings are not capable of doing two things at once when both require mental concentration. Instead, people tend to do “background tasks,” that is, handling one thing that doesn’t take mental effort, such as washing the dinner dishes, while also talking on the telephone or watching television.

“Once you see the truth about how you are using time, you’ll have more clarity about what you want to do instead.”

In reality, multitasking is never an efficient way to accomplish assignments. Phil praised Helen for working hard, but he elicited her rueful acknowledgement that no matter how hard she was working, she just wasn’t achieving the results she hoped to attain. “Your lack of effectiveness has everything to do with your multitasking,” he explained.

“Helping people understand the simple truth will help them change their behavior faster than simply trying to get them to change their behavior.”

Phil began to quiz Helen about how she would spend a typical workday. Helen explained that, on a normal day, she would get tens if not hundreds of e-mails, so she checked her in-box a couple of times each hour. She also admitted that employees popped into her office without notice at least two or three times every hour to ask questions or enlist her input. In addition, she received at least one phone call every hour.

“All you can do is find the best way to operate within the time you’ve been given.”

Phil made up a chart showing Helen that, on average, every hour of her workday contained at least half a dozen interruptions. “But that’s why I multitask!” exclaimed Helen. She defended her workstyle by explaining that she had learned to handle several things at once. For instance, she said, if she was writing a report and someone dropped by her office with a question, she would stop writing, address the inquiry and then return to working on the report.

“Unless you’re trying to communicate with a teenager, instant messaging is usually an inefficient business tool.”

“So you really didn’t multitask, did you?” Phil asked. “You were switchtasking. You switched back and forth between two tasks. It happened so fast that you didn’t recognize it.”

The Hazards of Switchtasking

Every time an interruption occurs while you are working, you have to change your focus. That breaks your concentration. Each time you pick up a different task, it takes longer to regain control of your attention. The time lost with each interruption might be small, but it all adds up in the form of a price called the “microswitching cost.” If Helen really gets six interruptions every hour, her microswitching cost could be as high as 30 minutes per hour. Research shows that the average multitasker loses up to 28% of the workday to interruptions.

“When we act as if multitasking is a good thing, we seriously damage our relationships with others.”

Switchtasking costs more than just time. It can threaten your business and your personal life. If you habitually give your colleagues, employees, suppliers, customers and family members less than your full focus, you can damage these important relationships. For instance, if you file papers or take calls while customers or suppliers are in your office, they will interpret those interruptions as a sign that they’re not important enough to receive your full attention. Your children will feel resentful if you answer business calls, send e-mails from your PDA or read reports while they’re trying to play with you or talk to you about events in their lives.

“The people we live with and work with on a daily basis deserve our full attention.”

Switchtasking is not an effective way to work. Even if you think you are good at multitasking, trying to do two things simultaneously means that completing any given task will take you more time than it would take someone who focuses on one chore at a time. Try to avoid both “active switches,” changes in focus that you initiate, such as taking a break from writing a memo to make a phone call, and “passive switches,” those interruptions that other people initiate. Passive switches are the bane of the busy executive’s day.

Reducing Interruptions

Some of the most common interruptions happen when co-workers drop into your office, for work-related reasons or just to visit. The ding that signals a new e-mail and the insistent ring of the telephone announce other common interruptions. You can control some work delays by muting the sound on your computer, or getting up from your desk and walking a visitor to the door, but it is harder to control others, like when the boss asks you to step into the conference room.

“Multitasking: A polite way of telling someone you haven’t heard a word they said.” [ – UrbanDictionary.com]

Helen asked Phil how she could reduce the number of interruptions she faced everyday from employees who genuinely needed to ask her questions. The first method he suggested was to “set recurring meetings.” If you need to consult with a particular employee frequently, then schedule a daily meeting at an agreed time for a defined length. The more information the employee requires, the more often you should meet, but focus tightly on moving work along in your mutual processes. Recurring meetings may be necessary for those employees who are answerable to you or who constantly require your input.

The second method for reducing interruptions is to tell your associates clearly when they can reliably anticipate that you will be available. For instance, if clients understand that you always return phone calls between four and five in the afternoon, they will feel comfortable leaving messages. Similarly, you can post a sign on your door telling employees when you’ll have office hours available to answer their questions. To avoid having to switchtask throughout the day, announce in advance when you will be available.

Phil explained to Helen that she needed a clearer understanding of how she was spending her time. He set up a time log that anyone could use. To create something similar, in the first column, list your anticipated activities, such as “lost time,” sleep, work, leisure, family time, community service, exercise and friends. Lost time refers to the small increments of time you spend doing the things you barely pay attention to, such as washing your hands, brushing your hair, getting a cup of coffee or putting on a coat. Lost time can eat up as much as an hour each day.

Label the second column “boundaries,” and use it to describe your activities. For example, a work-related boundary might include travel time to the office or to outside appointments. Do not let your categories overlap.

In the third column, estimate the time you will spend on each activity. Total the number of hours you estimated for each activity, keeping in mind that a week has only 168 hours. If you planned for more hours than that, you’ve overestimated how much time you can give some of your activities. Look at some of the larger categories, such as sleep and work, and revise your estimate.

Phil asked Helen to write a sentence at the top of her worksheet reading: “There is only one time line. There is only one you.” This helped drive home the idea that a day has only so many hours. You can’t fit 65 minutes worth of work into a 60-minute hour, just as you can’t pour two cups of coffee into a single mug. When you know how you spend your time, you can create a time budget for the future.

Changes in Time

How do you change your deeply ingrained habits? Phil told Helen to take these steps:

  • Accept that multitasking is not an effective way to get things done.
  • Gain a clear understanding of how you use your time every week.
  • Use this understanding to construct a realistic weekly time budget.
  • Build into your calendar recurring appointments with the people you need to interact with the most.
  • Let people know when you will be available by phone and in person.
  • Avoid making active switches and curtail the number of passive switches in your life.
  • Focus on the people or task you are dealing with at the moment.
  • Include lost hours and travel in your time budget.
  • Turn off your computer’s e-mail alert signal and check e-mail only at set times.
  • Avoid instant messaging and other such distractions.

Helen asked Phil how to wean her company from its addiction to switchtasking. He suggested first educating her employees about the inefficiency of multitasking and switchtasking. He said her second step should involve improving the company’s operations. However, before Helen could do that, she needed to understand how her “personal systems” affected her “business systems.” In other words, her corporate culture reflected her work habits. Taking concrete steps to change the way she operates would show her employees how to use their time more wisely, too. Once her changes were in place, Phil worked with her firm’s managers, as a group and individually, to help them avoid switchtasking and gain focus – just like Helen.

About the Author

Dave Crenshaw has coached business executives for the past decade. A frequent keynote speaker, he founded the Fresh Juice Strategy program.


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The Myth of Multitasking

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