How many of us would consider multitasking a skill we’d talk about in a job interview? Proud to convey the impression we can juggle multiple things at once?
Some of us might genuinely think we are pretty good at the juggling act. Unfortunately, however, we are far worse than we think.
In fact, 2.1 hours of lost time is the daily average attributed to an aspect of multi-tasking called ‘context switching’.
What is Context Switching?
So many of us feel overwhelmed, not just by the amount of tasks on our plate, but by the variety of tasks and contexts our tasks reside within. As a result, in navigating the work-life juggling act, most of us will be suffering from a type of multitasking called context switching. We’ll now unpack what this is about.
Throughout a day - and even within an hour - we can switch between lots of tasks. Sometimes very rapidly switching from one thing to another before a task is completed. You can think of this as multi-tasking. Studies reveal an unsettling fact: on average, we spend a mere 1 minute, and 15 seconds on a task before switching to something else. Now I don’t know about you, but not many of my tasks can be completed in just over a minute.
However, the challenges and consequences of multi-tasking become even more dire when we consider the types of tasks we’re switching between - and this is where context switching comes in…
Some tasks on our plate will be similar in context because of the skills involved or the mindset needed for a particular subject or domain of our life. Other tasks could be in wildly varied contexts and require vastly different skills and knowledge to complete them.
Just say we’re focusing our attention on the discussion happening in an online meeting, and then we notice a notification come through about a very different subject. Our brain in an instant can get momentarily hijacked from one context into another, which comes at a cost - even if we don’t follow the distraction into completing that task. I mean, we are in an online meeting after all, so we’ve got to stay focused ;) Regardless, throughout our day we will switch from the online meeting to email then an in-person interaction (you know, talking to another human IRL!), then into a spreadsheet, then an SMS exchange with {insert partner|child|friend} … and the list goes on.
This switching has become an incredibly common aspect of our day, particularly as the lines between work and life are increasingly blurry in new hybrid or remote working scenarios. It is likely we don’t even realise how much context switching we are doing.
Precious mental energy and time are wasted in readjusting to new goals and information when switching contexts. Now to be fair, working within one context could mean that multiple tasks are required to reach one goal, like researching, summarising findings, and outlining a new blog on the subject. This consolidated focus can make meaningful progress on a project.
Unfortunately, the reality is that the average time spent on one context before switching to another is only 10.5 minutes. Throughout the day, on average, we dedicate a mere 33 minutes and 58 seconds to a single context. Now consider that it takes approximately 23 minutes to refocus and regain performance effectiveness following a switch or distraction, and you won’t be surprised that we’re losing an average of 2.1 hours a day!
Strategies to overcome Context Switching
There are a few strategies we can use to mindfully choose to focus deeply and diligently on a single context. By staying on task - or at least within one context or style of work - we can increase not just our productivity, but also our performance levels, our sense of achievement, and overall our wellbeing. And, as a bonus, with less of the frenzied stress we experience switching in vain attempts to juggle it all at once. Imagine how great it would feel to take care of all those emails in one fell swoop, or at least a good chunk of them!
Here are two strategies that, when combined, can be a great help in combatting context switching.
Batching
Grouping together tasks of similar contexts and tackling them in a single dedicated block of time can significantly boost your productivity. By doing so, the switching you undergo pertains to akin ideas or types of work. This approach effectively minimises the effort and time needed to readjust every time you switch tasks.
Batching also works for styles of tasks. For instance, batching the time spent responding to emails. Even though emails can range in contexts, you are repeating a similar style of task and way of thinking. It also means if you have a scheduled time you know you will devote to email, you can focus on the task at hand rather than swapping apps every time you hear that inbox ping. (Bonus points if you turn off notifications!)
For people with higher levels of emotional stability, batching emails was shown to reduce stress.
Time Protecting
This involves creating a chunk of time usually 30 minutes to 2 hours and blocking it off in your calendar to give yourself space for deep focus. Set your status as ‘busy’ and your notifications to silent. Know your priorities and set your goal for that time. Lastly, set a timer, knowing you have a clear timeframe may help you prioritise that singular goal even more, helping you stay more mindful in that focused mindset.
These strategies serve as an excellent starting point for practicing the art of monotasking and doing #1ThingWell. When you intentionally allocate time and make thoughtful choices about your priorities, you unlock not only wellbeing benefits but also the immensely satisfying feeling of making good progress on tasks and even getting them efficiently ticked off your to-do list.
Here are some advantages
intention setting
Being mindful about setting a purposeful priority can lead to deep engagement with the task and a heightened ability to stay focused, minimising the risk of distraction and better handling potential interruptions.
Prioritisation & Progress
Working through priorities can lead to feeling a sense of meaningful progress and accomplishment. It is so fulfilling to be able to see and acknowledge what you have achieved when your head hits the pillow at the end of the day.
higher performance and less overtime
Reclaiming time lost in context switching and gains from deeper levels of focus may lead to fewer after-work hours. An intervention study using computer-assisted time protectors resulted in a reduction in work activity, and increases in self-reported performance, job resources, and task immersion.
more control over our schedule
Creating boundaries and clearly blocking out time directs others to respect your schedule and think twice about when they schedule a meeting, or if that meeting is really better as an email.
Utilising batching and time protection represents an excellent initial step in mastering the art of mindful focus on the present task. It offers us a chance to rewrite the efficiency narrative we've long embraced, possibly even bolstering our skill set for substantial long-term benefits - with this one being something to proudly boast in a job interview.
To explore additional resources on mindfulness, time management, and strategies to enhance your overall wellbeing, whether at work or in your personal life, be sure to check out the extensive collection available in Benny Button's resource library.
Discover Our Performance Workshops & Experiences.
Our Mindful Action and Monotasking workshops are designed to empower you with the skills to master attention, focus your thoughts, and manage your emotions effectively, ultimately enhancing your overall performance. Take a glimpse into these workshop offerings below, or for a comprehensive overview, feel free to download our Complete 2023 Experiences pack.
Mindful Action Workshop
Achieving peak wellbeing and performance hinges on optimising our attention and actions. Our objectives include identifying modern-day traps, habits, and biases that hinder mindfulness and attention. Additionally, we'll explore how mindfulness practice bolsters mindful actions, fostering improved wellbeing and performance in work and life.
Monotasking Workshop
Monotasking, focusing on one task at a time, enhances wellbeing and performance. Our goal is to establish an effective approach that prioritises tasks and fosters deep focus when needed. This strategy improves productivity, promotes mindfulness, and reduces stress, contributing to a more balanced and successful life.
Recharge Well Workshop
In light of rising stress and burnout risks acknowledged by the World Health Organization, how people recover and perform is crucial. Prioritising activities that recharge and rejuvenate is essential. Our designed experience assists individuals in exploring recovery strategies within their daily routines for sustained success and productivity.