Multitasking is redefined thanks to new app The human brain is not designed for multitasking, according to most research, and our work performance decreases dramatically if we are forced to juggle two or more tasks at one time. The EU-funded TASKFIT PRO project aims to revolutionise multitasking by increasing efficiency through new time-management software. Digital Economy Society © alphaspirit, Shutterstock Individual task performance is disrupted when a person switches from one task to another, and two negative effects of this are lowered efficiency and decreased accuracy. Studies have shown that if we switch many times between tasks per day it can add up to a loss of about 40 % of our total productivity. This is known as the ‘switch cost’ and the goal of the EU-funded TASKFIT PRO project is to reduce this as much as possible. TASKFIT PRO follows on from a previous project that designed a prototype of time-saving task management software for corporate customers, including SMEs. The researchers interviewed managers of companies already using the software and found that Taskfit resulted in a 9 % reduction in working hours. ‘Our mission with Taskfit is to revolutionise multitasking,’ said Levente Szilagyi, project coordinator. ‘The product is designed to take the overhead part of task handling (switching, context management, administration) off our shoulders, so that we can focus on the task itself and get it done with the least possible time and effort.’ Trimming the ‘switch cost’ All files and web pages (regardless of format and location) relating to one task are stored and sorted together in the system. When a worker needs to switch to a particular task, they click a button and all the relevant files appear simultaneously, without having to search for them. The tool runs as a background application, and automatically records the time that each worker spends on a task, negating the need for completing timesheets. These time-saving initiatives are increasing efficiency and productivity in the workplace, and effectively reducing the ‘switch cost’. It was not all smooth sailing for the project – the team members encountered unexpected technical difficulties in finding a clear-cut user experience design that would be well received, forcing them to change certain elements of the original idea. Ultimately, they succeeded in placing Taskfit on all the relevant mobile and desktop platforms with largely identical functionality, however Windows Phone was finally dropped as it has a low and still-shrinking market share. Moving to the market The next steps for the team are to bring the software onto the market. They are now investing in scaling up sales and marketing operations to ensure success at the next stage. Further useful applications of the software include using the extensive and precise data collected by the system to better inform future product development, to feed into studies about workplace behavioural patterns, and to optimise global business processes overall. The data collected by the project team is particularly useful for researchers because it is precise and nonbiased, and all information is collected via the same system. The earlier version of Taskfit is currently available for iOS and Android devices, and can be downloaded from the Apple App Store and Google Play Store. The software is designed to work well with Windows desktops, Android smartphones and tablets, iPad and iPhone, masOS and Linux. It also complements tools like Google Calendar, Office 365 Calendar, Wunderlist, Jira, Youtrack, iBPM, Oracle BPM, MS Project and BaseCamp. Keywords TASKFIT-PRO, task management, Taskfit, occupational health, workplace, efficiency, SMEs, apps
