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Managing Information in Multitasking Craziness

Explore time management in IT-rich environments, strategies to maintain work continuity amidst interruptions, and the fragmentation of working spheres. Field study in an investment management company reveals insights into device switching and role variances. Discover the impact of working sphere fragmentation and the paradox of IT support to integrate fragmented work. Rethink strategies for IT to support continuity in dynamic work environments effectively.

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Managing Information in Multitasking Craziness

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  1. “Constant, Constant Multitasking Craziness” Managing Information in Multiple Working Spheres Victor M. González Gloria Mark University of California, Irvine

  2. How fragmented is work really? Previous studies of time management in information work Yet these studies have generally not examined time management in IT-rich environments We explore to what extent work and tool use really is fragmented What strategies do individuals use to maintain continuity of their work amidst task switching and interruptions?

  3. Field study Field work at an investment management company Focused on one team that develops, tests, and supports financial software for a major client Fourteen people in three roles observed: managers (4), analysts (6), developers (4) Each person: 3 1/2 days of observation, each activity timed to the second Total of 477 hours of observation done over 7 months

  4. Coding of events Event = the amount of time that people spent in continuous uninterrupted use of a device or engagement in an interaction with other individuals Examples: telephone call typing a Word document talking “through the cubicle wall”

  5. How fragmented is work actually?

  6. How fragmented is work actually?

  7. How often do people switch devices?

  8. How often do people switch devices?

  9. Any difference in roles? Developers tend to spend less time in formal meetings than analysts and managers Developers spend more time on the PC (~4 minutes) than analysts and managers No other significant differences found

  10. Working spheres • Maybe switching events is not so bad when it’s the same project? • What becomes difficult is switching between projects, or working spheres

  11. How fragmented are working spheres? Average length of a working sphere segment: 11 minutes, 28 seconds Even when removing “non-significant” interruptions (2 minutes or less), average working sphere segment: 12 minutes, 18 seconds

  12. Internal and External Interruptions

  13. The paradox in IT support Information technology mainly supports individual tasks e.g. document writing, sending email IT is not designed to support the integration of information into larger themes, associated with projects It is the users’ responsibilities to integrate their work that is fragmented over time and space! We need to rethink how IT can support the continuity of working spheres

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