The Myth of Multitasking

"Multitasking is really just switchtasking, and it wastes time, energy, and focus." – Dave Crenshaw

1. Multitasking is a Myth

Multitasking is not what it seems. While many believe they can handle multiple tasks simultaneously, the brain is incapable of truly performing more than one cognitive activity at a time. Instead, it switches rapidly between tasks, creating the illusion of multitasking. This constant switching diminishes productivity and increases errors.

Studies back this up. Researchers at Vanderbilt University found no evidence that the human brain can process two cognitive tasks at once. Instead of multitasking, what actually occurs is "switchtasking," where the brain jumps back and forth repeatedly. This process is neither effective nor efficient because each switch requires time and focus to adjust to the new task.

The consequences of multitasking can be severe. Errors multiply when a person juggles tasks, and the time spent readjusting to each task adds up. Whether it's checking emails during a meeting or responding to texts while cooking, multitasking leads to subpar results, no matter the situation.

Examples

• A study found that multitasking reduces productivity by up to 40% and lowers IQ temporarily.
• Typing emails during calls often results in typos or misunderstood information.
• Drivers using phones, often labeled as multitasking, are slower to react to critical road changes.

2. Active vs. Passive Switching

Task switching comes in two forms: active and passive. Active switching occurs by choice, like answering an email while on a call. Passive switching, on the other hand, happens unintentionally when external interruptions, like a coworker dropping by, break focus. Both types of switches disrupt your workflow.

Active switching might give a false sense of control, but it’s deceptive. When people believe they’re handling tasks simultaneously, they are actually losing focus on both tasks. Passive switching is equally damaging, as it forces an unexpected break in attention. External disruptions, such as phone notifications, initiate passive task switching and worsen productivity decline.

Both types of switching result in lost time. Each task switch requires "re-focusing time," which is the duration it takes to mentally reconnect with the interrupted task. This compounded lost time adds up quickly in a workday, reducing output.

Examples

• Choosing to text amid conversations disrupts meaningful interactions and communication clarity (active switching).
• A coworker interrupting midway through a report breaks your train of thought (passive switching).
• Notifications from apps disrupt focused work sessions by prompting immediate attention shifts.

3. The Cost of Switching

Switchtasking is not only inefficient but also costly. Each time focus shifts between tasks, the brain requires a few minutes to reorient itself, drastically reducing output over time. This invisible cost accumulates throughout the day and steals valuable hours from meaningful work.

Let’s consider Helen, a CEO who struggles with workplace interruptions. When her assistant asks questions while Helen drafts important emails, she ends up losing significant focus. By the time she refocuses on her email, it takes her nearly 5 minutes to regain momentum. Over the day, interruptions like this compound significantly, resulting in a massive dip in productivity.

Even small switches, such as replying to instant messages while on a Zoom call, drain both time and energy. Tasks that should take 30 minutes might stretch over an hour due to these frequent transitions.

Examples

• Research shows frequent interruptions increase task completion times by up to 50%.
• Helen's ability to complete emails slows each day with constant task switching.
• Workers lose 10-15 minutes per interruption in regaining their original task focus.

4. Scheduled Availability Reduces Interruptions

One effective technique to minimize interruptions is time-blocking periods for communication. Scheduled meetings for questions or feedback allow uninterrupted time for focused work. By offering clearly defined “availability windows,” individuals can reduce unplanned disruptions.

For Helen, setting a daily meeting at 10:00 a.m. with her assistant allowed her to batch questions into one focused session instead of fielding them sporadically all day. This system provided uninterrupted time to work in between scheduled availability.

Likewise, establishing open-door hours lets coworkers know precisely when they can seek help, avoiding random interruptions. For phone calls, voicemail messages with clear response times can further reduce intrusions.

Examples

• Having scheduled daily 10-minute team sync-ups in the morning eliminates most ad-hoc workplace queries later.
• Posting “Open Office Hours: 2 PM – 4 PM” discourages non-urgent midday interruptions.
• Helen’s assistant adjusted to bringing daily questions to their prearranged time slot.

5. Budgeting Time Provides Clarity

Understanding how you actually spend your hours can reveal poor habits and inspire change. Time budgeting involves tracking and evaluating your week to identify inefficiencies and areas calling for adjustment.

For Helen, a business consultant’s advice opened her eyes. When adding up her weekly schedule, Helen believed she spent 28 hours with family and 70 hours working. Yet the numbers didn’t align with the 168 hours in a week. Upon careful reflection, she realized she wasn’t truly present with her family and overestimated her time with them.

This exercise forced her to reallocate time. Writing down daily activities highlighted how much she was juggling work at home. She adjusted her schedule to prioritize genuine family time.

Examples

• Tracking sleep schedules reveals whether you’re sleeping enough or overworking.
• Measuring how much time your commute takes each week enables smarter route planning.
• Realizing Helen spent her “family time” working helped her prioritize her family properly.

6. Setting an Example as a Manager

Leaders influence their teams not through mandates but by leading by example. If a manager commits to focusing on one task at a time rather than switchtasking, employees are more likely to adopt the same behaviors.

Helen introduced weekly structured meetings and gave her employees set office hours for clarifications. Over time, her team saw the benefits and began replicating similar practices for their own work schedules.

Leaders must demonstrate consistency. If a manager constantly multitasks during meetings, it sends a contradictory message. Instead, visibly practicing focused work builds trust and respect.

Examples

• Helen’s strict meeting schedules encouraged employees to prep questions in advance instead of interrupting spontaneously.
• Workers emulated her designated “focus hours” to complete key projects faster.
• Consistency in her no-multitasking approach helped new hires quickly align with company culture.

7. Family Time Demands Full Presence

“Being there” is different from truly being present. Many misjudge how much time they spend with loved ones because switchtasking blurs the boundaries between work and home life.

Helen’s wake-up moment came when she recognized that working on emails while sitting with her family wasn’t quality family time. This insight steered her to create device-free zones and allocate undivided attention to loved ones.

Genuine family interactions amplify relationships. When prioritized over distractions, they foster happiness and strengthen bonds.

Examples

• Removing phones during dinner improves family discussions.
• Using weekends to fully unplug from work rejuvenates relationships.
• Helen’s household implemented weekly activities free from work-related interruptions.

8. Avoiding Burnout with Focused Work

Overloading your brain with multiple small tasks leads to fatigue. By focusing on one task at a time, you reduce mental exhaustion and create space for better decision-making.

Frequent task switching drains mental energy and causes burnout faster. But adopting a single-tasking mindset can preserve energy for critical work. For example, tackling one major project first instead of juggling small fragments ensures better outcomes.

Focused work promotes deeper satisfaction while improving time efficiency, ultimately preventing overwork and exhaustion.

Examples

• Spacing complex reports into uninterrupted two-hour focus blocks avoids overwhelm.
• A worker focusing solely on emails for 30 minutes clears the inbox faster without tension.
• Single-tasking breaks prevent burnout during high-pressure deadlines.

9. Technology Doesn't Replace Focus

Notifications, alerts, and handy tools promise productivity but often lead to chaos without mindful discipline. Technology should complement focus—not replace attention.

Overusing tools for multitasking worsens productivity. Helen found balanced usage essential. Instead of answering every ping instantly, she allocated email review slots throughout the day. This reduced reactionary responses.

Tech should aid clear goals, not dilute them. By controlling volume and filtering, users can maximize efficiency.

Examples

• Disabling email pop-ups reduces constant disruptions.
• Scheduling “Do Not Disturb” hours improves focus with fewer interruptions.
• Helen used software to help manage meetings yet limited app distractions during personal hours.

Takeaways

1. Set specific “focus hours” with all devices off for concentrated work. Block these in your calendar.
2. Track an average week’s activities and honestly evaluate how much time you’re spending where to find opportunities for improvement.
3. Post your office hours or availability clearly to reduce unscheduled interruptions during your productive periods.