Does this scenario sound familiar?
A coworker stops by to chat. As they’re talking, you send off a quick email response, while also checking a phone notification and jotting something else onto your to-do list… all in the name of multitasking and getting everything done.
But then, the coworker leaves, and you realize you can’t quite remember the details of their story, and you forgot the attachment on that email. Plus, you have to recheck your phone notification and make sense of the poorly scribbled note on your list.
Multitasking has become the norm for almost every area of life, especially the workplace. Whether you work behind a desk, on a job site, in a warehouse, or somewhere in between, there’s a good chance you regularly find yourself juggling multiple things at once. And when the to-do list is long, doing two, or more, things at the same time can feel like the obvious way to get ahead.
But research suggests multitasking often has the exact opposite effect.
How Multitasking Affects Your Brain and Productivity
Despite multitasking often being heralded as a sign of achievement and efficiency, an article from Brown Health University pointedly states, “Our brains are not set up to multitask. We are designed to be ‘monotaskers,’ that is, to focus on and complete one task at a time.”
What we call multitasking is actually something else entirely. When you try to simultaneously do two things that require your attention, this is called task switching. Brown University explains that this constant switching between tasks requires extra mental effort, making you more prone to errors and difficulty focusing.
UCLA Health takes the same view of multitasking, pointing out that every time you switch tasks, your brain needs time to refocus. Those tiny delays may not seem significant, but over the course of a workday, they add up. Plus, multitasking can increase mental fatigue and make it more difficult to retain information.
In other words, answering three emails while participating in a meeting might make you feel productive. But if you miss half the meeting, have to fix one of the emails, and come away mentally exhausted, you probably aren’t coming out ahead.
Can You Multitask Effectively at Work?
Now, that doesn’t mean that multitasking is impossible.
Research highlighted by The Wall Street Journal suggests the brain may be capable of true multitasking under certain circumstances. Researchers found that after repeatedly practicing a task, participants eventually became so familiar with it that the task required less conscious control, freeing up mental resources for something else.
The key word, however, is practice. There’s a big difference between pairing a familiar, almost automatic, task with something else versus trying to simultaneously perform two complex tasks that both require your full attention.
Brown University found the same thing, giving an example of walking on a treadmill while reading since walking is largely automatic. Similarly, at work, an experienced employee may be able to complete a familiar, repetitive task while having a casual conversation.
However, operating unfamiliar equipment while receiving new instructions, writing a report while answering messages, or handling two tasks where mistakes could create safety or quality problems isn’t the best time to attempt multitasking.
How to Stop Multitasking and Work More Efficiently
If multitasking isn’t the secret to getting more done, what is?
Brown University recommends working on a single task for a set period before switching to something else. UCLA Health similarly recommends blocking out time, identifying your priority task, and limiting distractions. A few simple strategies can make this easier.
- Prioritize before you start. Decide what needs your attention first instead of bouncing between whatever feels most urgent.
- Group similar tasks. Instead of checking messages every few minutes, set aside specific times to respond to emails, return calls, complete paperwork, or handle other routine responsibilities.
- Protect your focus. When possible, silence unnecessary notifications and remove distractions while working on something that requires concentration.
- Take intentional breaks. Moving from one task directly into another all day isn’t necessarily productive. A short break can give your brain a chance to reset before you tackle the next thing.
Being Busy Doesn’t Always Mean Being Productive
There will always be moments when multitasking is unavoidable. A customer walks in while the phone is ringing. Your supervisor needs something while you’re finishing another task. An urgent problem suddenly lands at the top of your to-do list.
Work can be unpredictable, and sometimes several things really do need your attention at once. The next time you’re tempted to multitask, resist the urge to automatically attempt everything at once. Decide what deserves your attention right now, finish what you can, and then move on.
The goal isn’t to eliminate multitasking altogether. It’s to stop making it the default when you have a choice.
About Express Employment Professionals
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