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Multitasking Infection, PMCamp Berlin 2014

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I developed the game "Multitasking Infection" to show managers that multitasking can have severe effects not only to themselves but especially to their teams. in addition this game aims to make anyone aware of the negative effects and how to deal with them successfully.

More information as well as the templates can be found at: http://www.multitasking-infection.com

The game is available under Creative Commons License (Creative Commons Attribution 4.0 International License)

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Multitasking Infection, PMCamp Berlin 2014

  1. 1. MULTITASKING Don’t infect your Team
  2. 2. MULTITASKING Christoph Moser (chris@vividbreeze.com) I DEVELOPED THE GAME MULTITASKING INFECTION TO SHOW MANAGERS THAT MULTITASKING CAN HAVE SEVERE EFFECTS NOT ONLY TO THEMSELVES BUT ESPECIALLY TO THEIR TEAMS. IN ADDITION THIS GAME AIMS TO MAKE ANYONE AWARE OF THE NEGATIVE EFFECTS AND HOW TO DEAL WITH THEM SUCCESSFULLY. ADDITIONAL MATERIAL (TASK SHEETS ETC.) WILL BE MADE AVAILABLE VERY SOON. THE GAME IS AVAILABLE UNDER CREATIVE COMMONS LICENSE SUMMARY
  3. 3. MULTITASKING Christoph Moser (chris@vividbreeze.com) YOUR WORKPLACE https://www.youtube.com/watch?v=xO_oEGHWSMU
  4. 4. MULTITASKING Christoph Moser (chris@vividbreeze.com) MANY OF US (LOVE TO) MULTITASK
  5. 5. MULTITASKING Christoph Moser (chris@vividbreeze.com) More than half of the 1.100 participants stated they respond to e-mail immediately or as soon as possible. 21% respond to incoming e-mails within a meeting “Infomania” Study for Hewlett-Packard (Wilson G, 2005) PEOPLE LOVE TO MULTITASK
  6. 6. MULTITASKING Christoph Moser (chris@vividbreeze.com) POSSIBLE REASONS? LACK OF SELF-DISCIPLINE SOME LIKE TO BE DISRUPTED CURRENT TASK IS BORING OR DIFFICULT LOVE A WELCOME DISTRACTION OTHERS EXPECT THAT I’M REACTING ASAP …
  7. 7. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE PROJECT MANAGER Five Salty Balls by Gabriel Rojas Hruska , https://www.flickr.com/photos/bluefade/4229364807/ WE USUALLY MULTITASK
  8. 8. MULTITASKING Christoph Moser (chris@vividbreeze.com) GREAT (PROJECT) MANAGERS DELEGATE TASKS http://www.recruiter.com/i/10-things-that-make-a-good-project-manager-great/
  9. 9. MULTITASKING Christoph Moser (chris@vividbreeze.com) QS UX DEV Manager MULTITASKING IS INFECTIOUS PM
  10. 10. MULTITASKING Christoph Moser (chris@vividbreeze.com) HOW DO I RECOGNISE? NOT YET ANOTHER NON-SENSE MEETING! ARRGG – I WANT TO STAY FOCUSSED FOR 30 MINS…. UX DEV
  11. 11. MULTITASKING Christoph Moser (chris@vividbreeze.com) MULTITASKING = TASK SWITCHING
  12. 12. MULTITASKING Christoph Moser (chris@vividbreeze.com) 10-point fall in IQ by people getting distracted by phone calls or incoming emails. “Infomania” Study for Hewlett-Packard (Wilson G, 2005) Chronic Multitaskers perfomend extremely bad at all tasks given compared to non-multitaskers. Multitaskers use their brains less effectively. Cognitive control in media multitaskers (Nass, C et al., 2009) Participants who had to perform three tasks simultaneously regulary forgot one of the tasks and made three times as many mistakes compared to working on two tasks at the same time. Divided Representation of Concurrent Goals in the Human Frontal Lobes (Charron S, Koechlin E, 2010) CONSEQUENCES
  13. 13. MULTITASKING Christoph Moser (chris@vividbreeze.com) LOSS OF BRAIN POWER
  14. 14. MULTITASKING Christoph Moser (chris@vividbreeze.com) CONSEQUENCES Participants lost a significant amount of time when they switched between tasks. The more complex the task, the more time they lost. Executive Control of Cognitive Processes in Task Switching (Rubinstein et al., 2001)
  15. 15. MULTITASKING Christoph Moser (chris@vividbreeze.com) SWITCHING TIME t Task Interruption Task + Interruptions Switching Time Total
  16. 16. MULTITASKING INFECTION
  17. 17. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE PLAYERS
  18. 18. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE DEVELOPMENT TEAM Designs the product in a way customers love. QS UX Finds pragmatic solutions for complicated problems. An expert in finding bugs and errors. DEV
  19. 19. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE PROJECT MANAGER PM
  20. 20. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE TASKS Contribute Slides to a Presentation Research Tasks Help with Technical Problems Administrative Tasks
  21. 21. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE SIGNIFICANT OTHERS Need Help Managers Other PMs Colleagues Members of other Teams
  22. 22. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE WHOLE PICTURE UX QS DEV Others Others PM
  23. 23. MULTITASKING Christoph Moser (chris@vividbreeze.com) THE RULES Project Managers receive 1 point per correctly completed task on time1 PT 1 PT -1 PT If a task is not completed correctly (of not on time) the Project Managers receive minus 1 point Team Member receive 1 point for each entity (block)
  24. 24. ROUND 1
  25. 25. ROUND 1 8 Minutes (equivalent to 8h workday) Project Manager approached tasks on TODO-List sequentially (one after the other) Others Others ask project managers or other team members occasionally for help. Team-Members do their job
  26. 26. LEARNINGS?
  27. 27. MIKE SAYS ” The usual example is that the ScrumMaster must protect the team from an overly aggressive product owner.” Mike Cohen, 2011
  28. 28. HOW CAN WE DECREASE MULTITASKING ?
  29. 29. ROUND 2
  30. 30. ROUND 2 2 Minutes Preparation Time. 8 Minutes (equivalent to 8h workday) Project Manager approached tasks on TODO-List in any order she or he likes. Others Others ask project managers or other team members occasionally for help. Team-Members do their job
  31. 31. LEARNINGS?
  32. 32. MULTITASKING Christoph Moser (chris@vividbreeze.com) HOW CAN WE DECREASE MULTITASKING? !   Say “no” or “come back later, please” !   Check your emails only once an hour !   Disable your messenger !   Plan Meetings carefully !   Prioritise and batch tasks for others !   Occasionally work somewhere else !   Establish “Office Hours” !   Only delegate tasks if you really cannot solve them on your own
  33. 33. FEEDBACK
  34. 34. MULTITASKING Christoph Moser (chris@vividbreeze.com) PMCAMP BERLIN 2014
  35. 35. MULTITASKING Christoph Moser (chris@vividbreeze.com) !   Create no-disturbing slots !   Scrum Master is SPoC for the team !   Agree on other busy signals (Status in Messengers, Traffic Light, etc.) !   Don’t pick up the phone when you are busy (if the problem is urgent the person will visit you) !   Plan Meetings around common arrival times or breaks !   Plan Meetings efficiently, split meetings with different participants (e.g. technical and managerial part) !   Mutual education of members about when to interrupt and when not to disturb PMCAMP BERLIN 2014
  36. 36. MULTITASKING Christoph Moser (chris@vividbreeze.com) LEARNINGS The Game needs about 15 Minutes of preparation of the environment. The one team per table setting was quite good. If you have only 40 minutes, use only one round without measuring team performance. If you plan to run the whole game with two rounds, it will take about two hours. Let the discussion about improvements run freely for about 15 minutes without pushing the team to the improvements you have already thought about before. The QS Task (comparing two rows) was too easy – it will be altered soon. Although project managers are kind of aware about the negative effects of Multitasking, the game helps to put a focus on it.
  37. 37. THANK YOU
  38. 38. MULTITASKING Christoph Moser (chris@vividbreeze.com) WHO WAS THIS GUY? Christoph Moser Dipl-Ing. tech. Informatik, MBA Agile Coach, Agile Project Manager Strong Background as Java Developer and Information Architect Certified Scrum Master Certified Scrum Product Owner Keen runner, photographer and cook chris@vividbreeze.com 0049 173 36 18 15 8 www.vividbreeze.com

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