You are at your desk trying to play catch up on a project that is almost due. You probably have four tabs on your laptop with everything you "need." An email pops up from your manager, and you immediately click to read it. You must respond to it, so you stop your work to reply.
As you struggle to get back to work, you put on some relaxation music on YouTube to help you focus. You also find yourself switching between Facebook, Instagram, and X Twitter.
What you're doing is known as multitasking (but is it really?)!
Modern-day technology has made it easy to do numerous things in one go. Notifications from your computer and mobile phone are all fighting for your attention. You can open multiple tabs on your laptop and ferociously jump from one screen to the next in a bid to do everything at the same time.
But does multitasking really work, or is it a mere myth? Does multitasking make us more efficient, or are we simply lying to ourselves?
The truth is that the human brain is unable to practically complete multiple cognitive tasks that require your full attention at the same time. Of course, some multitasking pairings are less harmful than others. For example, if you are folding laundry while listening to music or scrolling through Facebook as you watch TV. But this is because the cognitive load needed for such simple tasks does not compete.
So, yes, multitasking is a myth, as we're about to learn.
What Is Multitasking?
From a computing perspective, multitasking is the ability of a computer to run various programs simultaneously by shifting the working of the central processor across the different computer programs.
Multitasking makes us believe that the programs are working simultaneously when, in reality, the computer switches its attention among the different programs it's running. This is called context switching.
The same concept applies to humans, allowing them to perform multiple deeds simultaneously. So, when multitasking, you're not genuinely performing numerous things simultaneously but shifting your attention between tasks rapidly. For example, many of us are guilty of media multitasking where we are, say, listening to a podcast while responding to an email. This may feel productive since you're doing two things that are all important. But the thing is, a little concentration on the podcast can make you lag in replying to your email. Depending on the email's importance, you might find yourself trying to write a simple response for an hour or more - something that should have only taken minutes.
In short, while most of us have unhealthy multitasking habits, it is clear as day and night that multitasking is a myth. Yet, according to research, 72% of employees are pressured into multitasking during their working day. In fact, some people believe they're the only ones who have the multitasking ability. And with the increase in remote working and virtual meetings, this number is bound to rise.
3 Types of Multitasking (And Why It Isn't What You Think It Is)
Most of us can indeed perform two simple things simultaneously (such as chatting through instant messaging and listening to the radio), but the same can't be said for cognitive jobs. Studies show that you become less productive when your brain constantly shifts gears to switch back and forth between complex tasks that require your maximum attention. You're also more prone to making a mistake.
To help you understand this better, let's try to understand the three types of multitasking and how each impacts our ability to perform optimally.
- Multitasking: trying to do two things or more simultaneously.
- Context switching: shifting back and forth between different tasks.
- Attention residue: performing numerous tasks in rapid succession.
1. Multitasking: What Doing Two Tasks at Once Does to Your Brain
Most of us believe that multitasking is simply the art of doing multiple things at the same time. Think of a busy receptionist receiving numerous phone calls while still attending to walk-in customers. Or Facebooking while talking to your mom on the phone.
You may not know that your brain must rapidly switch between tasks when you change what you are doing. This back-and-forth shifting taxes the brain, making it less efficient. You'll be unable to focus generally, even when you're not multitasking.
According to Dr. Meyer, attempting to juggle tasks that require the same mental and physical resources means one or all of them will suffer.
Here are more ways in which multitasking negatively affects our brains:
- Causes increased anxiety:According to neuroscientists, multitasking literally eats into your brain's energy reserves, making you lose focus and feel more anxious.
- Impedes creative thinking: The reduced brain space and extra anxiety caused by multitasking can make you lose your creativity.
- Affects your short-term memory: Multitasking negatively affects your working memory---the part of your brain responsible for managing essential information as you go about your business. In short, task switching affects your cognitive health.
- Leads to less productivity and more errors: Studies have shown that shifting between stuff can rob someone of 40% of their productive time. Multitasking can also lower your IQ by almost ten points, rendering you vulnerable to making more mistakes.
Want to learn more about your amazing brain?
Read our Introduction to Neuroscience: Brain Basics series; it's in our free members area.
2. Context Switching: What Happens When You Bounce Between Tasks
We have already established that our brain cannot perform two or more tasks simultaneously. So, when we are "multitasking," we're simply alternating between different tasks in rapid succession.
This context-switching eventually takes a toll on you. You'll lose up to 20% productivity when you switch between tasks. This is because jumping from one task to another requires more neural processing since you must "remind" your mind of the new task's description and shift attention to the information needed to do the new task.
As a result, when you bounce between two tasks or more, you lose the benefits of efficiency and automaticity that you get from focusing on a single job.
3. Attention Residue: How Multitasking Impacts Us After We've Switched Tasks
When many people multitask, it involves doing various multiple tasks in quick succession, with minimal or no mental break between tasks.
In her 2009 paper titled "Why Is It So Hard to Do My Work?" Sophy Leroy, a University of Minnesota business school professor, points out that moving from one thing to another instead of concentrating on one task at a time makes people less productive.
People must switch their minds from the other task to thoroughly shift their attention and perform effectively on the new one. Yet, studies show that switching your mind from one unfinished task to another is difficult. Your subsequent task performance will surely suffer.
This is what Leroy calls "attention residue," a situation where your mind is still focused on a previous task even as you start another one. As you can see, we are not machines, and some bits and pieces of thoughts and ideas will remain lingering even after crossing an item off the to-do list.
4 Multitasking Myths: The Truth About Multitasking
There are several myths surrounding multitasking. Let's look at some of them.
Myth 1: Humans Can Do Multiple Tasks Simultaneously
While the idea of doing two or more things at once sounds productive, multiple sources have proven that the human mind is incapable of focusing on more than one task simultaneously. So, true multitasking does not exist.
Instead, we're just switching between tasks at lightning speed. This shift results in different switch costs. You'll find yourself taking longer to finish tasks, and you'll also be prone to making more errors due to poor concentration.
Myth 2: Multitasking Increases Productivity
The biggest myth of multitasking is that it increases productivity.
Doing two or more things at once means you're getting more done, right? Wrong! In fact, this is the opposite of what happens, as we have seen throughout the text.
Context switching between different tasks can cost you almost 40% of your productive time. It takes a lot of mental effort to transition between complex tasks, meaning multitasking makes you not do work effectively and efficiently.
Myth 3: Multitasking At Work Is Okay
The average U.S. employee changes between 13 apps 30 times a day, according to one study. Furthermore, over one-quarter of employees say shifting between these work apps makes them miss messages and actions, while 26% claim app overload lowers their efficiency at work.
Research also shows that only 2.5% of people can multitask effectively. That means, for most of us, no matter how much we try to convince ourselves that multitasking works, we can only perform one thing at a time --- and do it well.
Therefore, the fact that workplace multitasking happens often doesn't make this habit okay. Moreover, employees also do what we call media multitasking (switching between multiple media), which further negatively impacts their working and long-term memory.
Myth 4: Multitasking Isn't That Bad
So, you've been task-switching for the longest time, and you even feel you're a great multitasker. Nothing can convince you about the negative effects of multitasking.
But your perceived ability to multitask does not negate the fact that actual multitasking is a myth and brings more harm than good.
Learn more about Why You're Not Good at Multitasking.
The Effects of Multitasking: Burnout and Overwork
Multitasking does not just affect your productivity---it also impacts your mental health by leading to stress and burnout.
You may think multitasking is all you need to cut through your enormous workload. Still, as we have seen already, multitasking is actually bad for your productivity.
Researchers at Stanford University found that people who multitask are highly distracted and can hardly recall information. That means they have to spend a lot of time trying to recover from distractions and thus take more time than necessary on the same task. This leads to overwork and burnout.
5 Ways to Reduce the Amount of Multitasking You Do Each Day
Despite popular beliefs, multitasking comes with more downsides than good. Psychologist Clifford Nass notes that frequent multitaskers are constantly distracted. They can't filter out errors and cannot manage a working memory.
The problem is that even with all the adverse effects of task switching, the practice is so deep-rooted in our society that it can be hard to quit.
Here are some things you can do to break the habit and focus on one thing at a time.
1. Optimize your work environment for focus.
Other than notifications from your phone or laptop, your environment can also act as a distraction that causes you to multitask.
You can ensure your environment isn't drawing your attention by doing simple things such as decluttering (both digital and physical) and removing distractions such as your phone. Doing this may not guarantee that you won't multitask, but it will help you focus and stay committed to your task.
2. Limit your email time and work in bursts.
One of the greatest contributors to multitasking in today's work environment is email. You're busy writing your report when an email notification pops up, and you immediately click to read it. And because the email is "important," you don't see this as multitasking. The truth is communication time eats a lot into our productive time.
Start by tracking and limiting the time you spend on email. You can do this by using apps such as Rescue Time and then start working through your emails in "bursts." This habit will not only help you focus but also make you more creative and productive.
3. Create a schedule with dedicated time for focused work and cognitive tasks.
A daily schedule gives structure to your day, allowing you to be more focused, productive, and in control. It is also one way to help you avoid multitasking.
Start your day by dedicating non-negotiable time for your "focused work." It could be as short as 20-30 minutes or as long as 60 minutes. Your goal should be to focus on the current task without any distractions. If you are someone who has difficulty with such a structured schedule, you may want to consider the Auto Focus System.
4. Alternate between periods of focus and breaks.
Trying to focus for four hours straight is not easy. If you try to do that, you'll likely get distracted and shift your mind to other things that will lead you to multitask. Give yourself small breaks of about five to ten minutes every hour to refuel and refocus.
Make sure to get up from your work area, stretch your body, have some fresh air, and grab some water or a coffee. Remember, this is not the time to check your emails, phone, or social media. Give your brain a break from the screens and return with renewed energy and clarity.
If you are creative or work on projects where formally scheduled breaks might interfere with the process, we recommend checking out the Flowtime Technique to see if it's a good fit for you.
5. Schedule time blocks.
Time blocking involves putting together similar tasks and completing them in a time block. This strategy helps you protect your focus time from unwelcome stimuli, distractions, and notifications. This is particularly helpful for email since most people work with their inboxes open. You're drawn out of focus every time a notification comes in.
You can avoid all the distractions by scheduling a time block of 30 minutes to one hour in the morning and another one just before you retire for the day to check and respond to emails.
One way to manage your time well is by using the Pomodoro time management method to schedule your work time and breaks. You can try 25 minutes of work time and 5 minutes of rest time.
Are Some People Better At Multitasking Than Others?
Have you ever heard of the phrase, "women are better at multitasking than men?" Women, especially those with children, will be juggling between running a home and working.
However, studies show that a woman's brain is no better than a man's brain when it comes to juggling multiple tasks simultaneously and switching between tasks. So, while men and women certainly outperform each other in some cognitive exercises, multitasking isn't just one of them.
But, different personalities do have different multitasking abilities (both men and women). Heavy multitaskers like ENFJ, INFJ, ENFP, INTP, ENTP, ESTJ, ESFJ, ESTP, and ESFP will also get overwhelmed easily.
What about younger versus older adults?
You would imagine that people born in the digital era must be better at multitasking compared to older adults who are trying to play catch up. Well, the answer is no. According to research, children who multitask take longer to complete an assignment and will have an impaired memory of what they're studying because of the divided attention.
This is not to say that effective multitasking is utterly impossible.
Studies have shown that a small percentage of people (2-2.5%) are what we call supertaskers. Since the chances of you being among this number are minimal, it's good to learn and stick to single-tasking rather than task-switching.
Go From Task Switching to Single-tasking
The concept of multitasking, which became popular in the late 1990s to early 2000s, is a mere myth. Even though we do it a lot in real life (or at least think we're doing it), this once sought-after skill in the workplace may appear effective at face value.
However, both switch-tasking and trying to do more than one task at a time lead to less productivity and more errors.
So, it's always better to focus on one thing unless you're doing two tasks that have little correlation.
As we have learned, the human brain cannot concentrate on two or more cognitive tasks at once. Instead, it quickly shifts back and forth among different competing tasks, leading to a "switch cost," a gap that occurs when the brain retains information related to an unfinished task and switches its attention to other tasks. When multitasking, you'll take longer to finish and are more likely to make errors due to poor concentration.
Therefore, if you want to be more efficient and productive in your work, it pays to perform a single task at once instead of two or more. Single-tasking means less stress and more focus, which means high output.
Hopefully, this guide has given you some insights into multitasking and what you can do to stop multitasking, better manage your time, and live in the moment. When you feel less pressure to get everything done all at once, stress goes down, which is important in preventing burnout.
