Running payroll, answering a customer query, organising a delivery, managing a staff training session – there are so many distractions and conflicting calls on the time of a manager.  The same is true if you own a home with insurance, shopping, cleaning, repairs – or if you’re a working parent with school meetings, dinners, drop offs and pick ups – and don’t forget all that washing.

So many of us are tempted by multi-tasking, be it answering emails whilst on a conference call or writing a report whilst watching TV, or juggling cooking dinner with answering a call. Many experts are realising that multitasking is a myth and we’re actually better off if we focus.  Here’s why.

Our brains can only concentrate on one cognitive task at a time

Multitasking means completing more than one task at the same time. But scientists and psychologists tell us that actually, no matter what we think we’re doing, we’re not actually multitasking: we’re toggling back and forth between two tasks.

The reason for this is in the cerebral cortex, the part of our brain responsible for executive processing – actions such as thinking, planning, monitoring, accessing memory and so on. The cortex divides controls into two stages – goal shifting and rule activation. Goal shifting is when we shift our attention from one task to another and rule activation is when the brain identifies what it needs to do. Essentially, our brains will turn off the rules for the previous task and turn on the rules for the new task depending upon the goal (Rubinstein, Meyer,& Evans, 2001 via Psychology Today). These stages don’t happen simultaneously but separately and in a linear way. 

In many cases, we would be more efficient if we concentrated on one single task: consciously stopping one task and moving to the next one.

Why do we think we can multitask?

Do you remember the story about the multitasking super manager that can do everything at once? The media repeated that story over and over again at one time.

Or maybe it was related to the rise of technology – from emails to messaging – that advertisers tell us will allow us to work anywhere, any time, juggling tasks?

Or is it that you feel that answering an email whilst on a Teams call is productive?

Whatever it was that led us to believe we can multitask, it’s being disproved by studies that show that multitasking leads to:

• Reduced quality of work including errors and misunderstanding
• Burnout as rapidly moving between tasks is tiring
• More stress as there’s pressure to get more done
• Lack of creativity as this needs time and space

How do you stay focused in a distracted world?

If the way to deliver better quality, accurate and creative work and answers, then we need to stay focused and switch back to what’s been termed mono-tasking – doing one task at a time.

Here are 7 actions that can help you get back on a single-minded track:

1. Focus on one task at a time. Dedicate a set amount of time to it before moving onto the next one.
2. Block out set times in your diary to work on a task without interruption and
3. Link similar tasks together and action them in that set time.
4. Turn off notifications on your phone or computer and set boundaries with family and work colleagues.
5. Use time management tools and techniques such as the Pomodoro technique that sets a precise work/time cycle.
6. Take breaks. You have to prevent burnout.
7. Set priorities and complete the urgent and critical tasks first. Use tools such as the Eisenhower Matrix to do this. 

Here are extra ‘Hour Hands top tips’ for staying focused

1. I set theme days when I work on specific activities all day. The theme could be marketing or social media, or could be for client A or client B: rather than jumping between jobs or clients. Of course, this isn’t always possible but setting themes for at least one or two days a week makes a big difference to me.

2. A very simple thing that I do is close tabs after I’ve finished with a document or website. It means that I’m not distracted by a notification nor by being tempted to go back to that site/document ‘just to check’.

3. To keep focused, I use a practice of being ‘in the now’. It’s rooted in Hindu traditions and yoga. We waste so much time being distracted that it takes away from being productive, and it impacts us emotionally too. So focusing on one thing at a time is about emotional wellbeing as well as being more efficient.    

We believe that it’s really important to break the habit of trying to multitask – which takes time. But with awareness and intention, it is possible to do. Of course, if there are just too many tasks and not enough time in the day to do them, you can always outsource.    

Next time you’re trying to multitask to get things done – think about Hour Hands

Add Hour Hands to your contacts list if you need help with any aspect of your business from bookkeeping to acting as a virtual PA. Or if you need help with one off tasks such as developing a business plan, organising a team recognition event, or if you simply need a ‘helping hand’ with a task or three. 

In fact, we can handle most tasks that don’t require your personal time, giving you time to concentrate on something else that you are better skilled at doing or, to allow you time to enjoy doing something that fills you with happiness.

If you think that we can help – or if you’d like to talk about it and find out, do fill in the contact form or give us a call. We’re always on hand and happy to help!