What is multitasking? Why do people pursue it?<\/h2>\n\n\n\n
In popular culture, multitasking often implies working on at least two tasks at the same time. And, it would seem that professionals often need to turn to such a practice.<\/p>\n\n\n\n
Let\u2019s take software engineers, for example. According to a survey by Electric Cloud<\/a>, they spend only 19.1 hours of the 41.5 they usually work per week, on building software. The remaining 22.4 hours are spent on brainstorming, emails, meetings, as well as waiting for builds and tests to complete. That\u2019s a lot of diverse work right there.<\/p>\n\n\n\n Moreover, if we consider that software engineers often actively work on one project, but also provide maintenance for one to three projects they\u2019ve already completed, that leaves little time to focus on one project or task at a time. Even when the said projects or tasks are labeled as a priority.<\/p>\n\n\n\n So, it seems only logical that you would try to answer some client emails while attending a meeting about the recurring problems in your newest app feature, in order to save time.<\/p>\n\n\n\n After all, if it usually takes 10 minutes to perform Task 1 and 10 minutes to perform Task 2, working on both tasks at the same time should take 10 minutes in total, right?<\/p>\n\n\n\n But, in reality, this kind of simultaneous work is almost impossible<\/a> \u2014 because most brains are simply unable to process separate sets of information with the same devotion.<\/p>\n\n\n\n In other words, while we think<\/i> we are working on two tasks at the same time, we are actually focusing more on Task 1 and letting Task 2 serve as a distraction to Task 1. As a result, neither task gets done with the expected quality, and we may experience a 40% decline in productivity<\/a>.<\/p>\n\n\n\n Although most people need to invest extra effort to divide their attention across multiple tasks (and still fail), ~2.5% of the population<\/b> doesn’t have this problem.<\/p>\n\n\n\n They\u2019re called supertaskers<\/a>.<\/p>\n\n\n\n Supertaskers simply HAVE the cognitive ability to work on multiple tasks simultaneously, without making mistakes, or pausing. In fact, they actually perform better<\/i> when multitasking than when single-tasking. According to David Strayer, the co-author of the experiment<\/a> that singled out these multitasking geniuses, this is because supertaskers have different brains than the rest of the population.<\/p>\n\n\n\n You may be a supertasker if you:<\/p>\n\n\n\n You can also take official tests to help define your multitasking ability, such as the one you can find at supertasker.org<\/a>.<\/p>\n\n\n\n Most of the time, context switching is the real<\/i> multitasking.<\/p>\n\n\n\n Namely, what ~97.5% of the population would call multitasking, is actually jumping between tasks \u2014 i.e. switching between contexts \u2014 in such rapid succession, that it seems<\/i> like we are working on two tasks at once.<\/p>\n\n\n\n It is a popular practice at the workplace, given the amount of workload we face every day \u2014 but, it comes with a cost.<\/p>\n\n\n\n So, people aim to work on multiple tasks in a short time period because they think this practice will help them save time.<\/p>\n\n\n\n But, instead of speeding up work, when you switch the focus of your attention from one task to another, you tend to experience the Cognitive Switching Penalty<\/a>. Your brain spends extra time and energy loading and reloading contexts into your working memory \u2014 and, this significantly slows down your progress on the tasks you\u2019re trying to multitask on. You feel busy throughout the day, but, you get less done, and feel more tired.<\/p>\n\n\n\n Various research shows that multitasking, or context switching, has other negative effects on our cognitive abilities, our time use, and even our profitability:<\/p>\n\n\n\n One study from 2008<\/a>, indicated that jumping between tasks may speed up work on your main task<\/b>, instead of slowing it down \u2014 but, only if we get interrupted<\/i> on a task, and not seek out new tasks ourselves.<\/p>\n\n\n\n The participants from this study took 23 minutes to finish the task that interrupted them and refocus attention on the previous task afterward. But, they would still finish their main tasks quicker than people who weren\u2019t interrupted \u2014 and, with the same quality.<\/p>\n\n\n\n This would occur because the people who were interrupted knew they were losing time, so they would speed up work. <\/b><\/p>\n\n\n\n Unfortunately, the downside of such context switching was an increase in stress levels \u2014 which wasn\u2019t unexpected, given the faster pace of work.<\/p>\n\n\n\n In short \u2014 those that have high cognitive flexibility.<\/p>\n\n\n\n Being cognitively flexible<\/a> means you\u2019re able to<\/p>\n\n\n\n Cognitive flexibility may also manifest as task switching (set-shifting<\/a>) \u2014 the ability to unconsciously shift attention between one task and the next.<\/p>\n\n\n\n To test your cognitive flexibility, try The Stroop Color and Word Test (SCWT) or The Wisconsin Card Sorting Test (WCST) \u2014 a great score on them indicates that you have the mental ability to switch between thinking about multiple concepts, or even think about multiple concepts at the same time.<\/p>\n\n\n\n The Stroop Color and Word Test (SCWT)<\/a> is a simple one \u2014 you get a written list of colors, but they are written in the wrong <\/i>color of ink (e.g. the color blue is written in red <\/i>ink). You need to identify each color and say it aloud, and not read the word (e.g. say red<\/i>, for the word \u201cblue\u201d written in red<\/i>).<\/p>\n\n\n The Wisconsin Card Sorting Test (WCST)<\/a> revolves around sorting cards based on various criteria, such as color, number, or shape.<\/p>\n\n\n\n The criteria will change throughout the test, but you won\u2019t be able to tell when \u2014 you\u2019ll need to pay attention to the error messages indicating you should change your matching strategy.<\/p>\n\n\n\n You can find an example of the test online, at PsyToolkit<\/a> (pictured below).<\/p>\n\n\n Yes, most researchers show that switching context through tasks and projects has more detriments than benefits \u2014 but, given the amount of workload we have on our hands, working on multiple tasks and projects during the day is rarely just an option, and more often a necessity.<\/p>\n\n\n\n However, you can work on easing the detrimental effects of context switching \u2014 here are 11 tips on how best to handle switching between projects and tasks, without losing productivity<\/strong>:<\/p>\n\n\n\n One of the best ways to jump between tasks and projects in rapid succession is to make sure that the tasks in question do not require:<\/p>\n\n\n\n Example:<\/b><\/p>\n\n\n\n Combine a motor task, such as replacing the battery in your laptop or setting up a new desktop computer, with a cognitive task, such as discussing feature ideas for your new app with the colleagues you share an office with.<\/p>\n\n\n\n Considering that these two tasks require faraway areas of the brain, you\u2019ll create the illusion<\/i> that you\u2019re not even performing two types of tasks at the same time, thus minimizing the negative effects of jumping between tasks.<\/p>\n\n\n\n If you have recurring tasks you need to tackle each day, even if the said tasks belong to different projects, it\u2019s best that you group them together into time blocks<\/i>. Time blocks represent specific time periods during the day which are reserved only for specific tasks.<\/p>\n\n\n\n This technique is a great solution when you want to organize work on your priority tasks throughout the day \u2014 just make sure you give yourself enough time to finish everything at a reasonable pace.<\/p>\n\n\n\n To ensure you understand when it\u2019s time to switch to the next time block, it’s best that you use an app such as Clockify time tracker<\/a> \u2014 a type of software that will enable you to keep track of your time blocks<\/a> down to a second.<\/p>\n\n\n\n Example: <\/b><\/p>\n\n\n\n You don\u2019t have to spend these entire time blocks working \u2014 take breaks throughout your blocks, but, make sure you always move on to the next block once the time for the previous one has expired. If the time estimates<\/a> you gave for the completion of these tasks were correct, you\u2019ll have no problem finishing everything you need during a time block.<\/p>\n\n\n\n \ud83d\udca1 To learn more about how best to time block your day, as well as download ready-made time blocking templates that will help you make the process easier, check out the Time blocking planner and templates post<\/a> on our blog.<\/p>\n<\/div>\n\n\n\n Sometimes, your tasks will vary in relevance and importance. Some tasks will be a priority, while others will be less relevant, to the point of looking like distractions when compared to priority tasks (emails and meetings are the first to spring to mind).<\/p>\n\n\n\n But, you\u2019ll still need to perform them.<\/p>\n\n\n\n For this purpose, you can try a time management technique called Timeboxing<\/a>.<\/p>\n\n\n\n On the surface, this technique is the same as Time Blocking \u2014 you assign your tasks to specific time periods, and work on them during these times.<\/p>\n\n\n\n But, while time blocking is meant to help you find time for your priority tasks, timeboxing is meant to help you limit<\/i> the time you\u2019ll spend on secondary tasks. You\u2019re supposed to work on tasks during the allotted timeboxes, and as soon as the time is up, you\u2019re supposed to move immediately.<\/p>\n\n\n\n We already mentioned that you need to be careful when defining time blocks, because you\u2019ll need to finish what you want during this time \u2014 but, with timeboxes, you\u2019re just aiming to finish these tasks as soon as possible. So, once a timebox is up, move on to your next timebox or priority task with no regret \u2014 you can always come back to them later when you have more time.<\/p>\n\n\n\n Example: <\/b><\/p>\n\n\n\n Take the first time block you\u2019ve assigned yourself for the day (the one related to reading and responding to emails, from 9:00 am to 9:30 am), and divide it into short timeboxes which you\u2019ll use to limit the time you spend on individual<\/i> emails to 5 minutes.<\/p>\n\n\n This is a great tactic to help remind you it\u2019s time to refocus your attention to a different task or project.<\/p>\n\n\n\n You set up a visual and\/or sound alarm, and work on one task\/project until a sound goes off and\/or a visual cue appears, after which you switch to another task\/project.<\/p>\n\n\n\n For this purpose, it\u2019s best that you use a suitable app, such as a Pomodoro app. They\u2019re based on a popular time management technique called Pomodoro<\/a>, which is similar to time blocking, only more structured. You alternate between 25-minute work blocks and 5-minute break blocks, in 4 cycles that are followed by a 20-minute break.<\/p>\n\n\n\n With a Pomodoro app, the end of each work or break block is marked with a sound alarm and\/or visual notification.<\/p>\n\n\n\n Example:<\/b><\/p>\n\n\n\n The suggested 25\/5\/4\/20 routine is the official Pomodoro technique. But, you can also tweak these times to your liking. Research shows that we work best in 90-minute segments<\/a> \u2014 it\u2019s the perfect time to help you build focus, but not exhaust you.<\/p>\n\n\n\n So, you can:<\/p>\n\n\n\n As you are working in longer blocks, it\u2019s best that you work 2 cycles at a time and then take a longer, 30-minute break.<\/p>\n\n\n To implement this modified routine, you can use the Pomodore feature in Clockify\u2019s app for macOS<\/a> or Clockify\u2019s extensions for Chrome or Firefox, which also have Pomodoro timer built in.<\/p>\n\n\n\n Simply, go to the extension\u2019s settings and set the timers for work, breaks, the number of cycles, and turn on the sound notification.<\/p>\n\n\n\n Then, start the first timer, and start working. Each time a work or break block ends, you\u2019ll hear a sound alarm, and get a visual notification at the corner of your screen.<\/b><\/p>\n\n\n What is another great way to minimize context switching, but still perform all your tasks? Grouping tasks by type, and tackling one type per day.<\/p>\n\n\n\n Of course, there are still some types of tasks that you will have to tackle on a daily basis \u2014 for example, if you were to skip emails altogether on Monday, you\u2019d probably be swamped with them on Tuesday. So, avoid doing that.<\/p>\n\n\n\n But, you can<\/i> use this tip for meetings, growth, strategy planning, and similar, larger-scale tasks.<\/p>\n\n\n\n Example: <\/b><\/p>\n\n\n\n Jack Dorsey, the CEO of Twitter and Square, is one famous example whose daily habits you can try to emulate for this tip. He parses his entire week by type of task<\/a>, and then focuses on only one type of task each day:<\/p>\n\n\n\n Moreover, on the days that start with \u201cT\u201d, he starts his work at Twitter and moves on to Square in the afternoon.<\/p>\n\n\n\n\n Time tracking software used by millions. Clockify is a time tracker and timesheet app that lets you track work hours across projects.<\/p>\n\n One of the biggest problems you\u2019ll face when you have multiple tasks to work on during the day is \u2014 guilt<\/i>.<\/p>\n\n\n\n While working on Task 1, you\u2019ll feel guilty because you\u2019re not working on Task 2.<\/p>\n\n\n\n While working on Task 2, you\u2019ll feel guilty because you\u2019ll think you should have worked on Task 1 more.<\/p>\n\n\n\n According to business coach Andee Love in the article she wrote for Fast Company<\/a>, the solution to minimizing this guilt lies in creating two schedules that divide tasks into two groups, based on their connection.<\/p>\n\n\n\n The type of connection you\u2019ll base the division can revolve around:<\/p>\n\n\n\n \ud83d\udca1 Clockify allows you to track time for projects grouped by clients, tasks grouped by project, as well as add locations to your time worked through custom fields<\/a>. Sign up for a free account here<\/a>.<\/p>\n<\/div>\n\n\n\n If you selected the type of task, then you should divide your tasks into two groups based on their type \u2014 Type 1 is your A Schedule<\/b> and Type 2 is your B<\/b> Schedule<\/b>, and you\u2019ll work on each at a time.<\/p>\n\n\n\n You can alternate between these schedules on a daily basis (similarly like Jack Dorsey, the CEO of Twitter and Square). Or, you can alternate between these schedules on a weekly or biweekly basis.<\/p>\n\n\n\n Example: <\/b><\/p>\n\n\n\n While Andee Love was working as a coordinator overseeing autism programs at two different schools, she divided her work by location, and grouped it into the following schedules:<\/p>\n\n\n\n She knew ahead of time where she’d be each day, which gave her enough time to properly prepare, fully focus on her work in one school at a time, and finish everything with less stress.<\/p>\n\n\n\n If you\u2019re able to simplify a task or make it more automatic in any way, then do it. You\u2019ll reduce the task\u2019s demand on your attention, leaving \u201cmore\u201d attention you can then use for the second or third task.<\/p>\n\n\n\n Bear in mind that we are not specifically talking about using automation tools<\/a> here \u2014 although, automating some tasks with tools is always recommended if the type of task permits it and if there\u2019s an app for it.<\/p>\n\n\n\n Alternatively, you can create a checklist that details the steps you need to undertake to tackle a task, and then work on following these steps each time you have to tackle the said task \u2014 in order to emulate real automation.<\/p>\n\n\n\n Example:<\/b><\/p>\n\n\n\n Break the process of responding to emails into several steps, and then create a checklist detailing these steps. Each step you finish, put a checkmark next to it.<\/p>\n\n\n\n After a while, you\u2019ll memorize the steps to the process of responding to emails, and start doing them automatically, thus making this cognitively demanding task less demanding.<\/p>\n\n\n\n When stopping work on Task 1\/Project 1 and switching attention to Task 2\/Project 2, make sure that you pause work on Task 1\/Project 1 only <\/i>after completing a \u201cmeaningful whole\u201d on it.<\/p>\n\n\n\n This \u201cmeaningful whole\u201d is a place where you can easily pause work, and resume it later with ease.<\/p>\n\n\n\n Examples:<\/b><\/p>\n\n\n\n No matter whether you switch after one task, one subtask, several tasks, or several subtasks, you\u2019ll resume work on them much more easily later, because you\u2019ll be starting work on a new \u201cmeaningful whole\u201d.<\/p>\n\n\n\n When working on multiple tasks, chances are that these tasks will have some sort of dependent relationship \u2014 i.e. the beginning or completion of one task may depend on the beginning or completion of another task.<\/p>\n\n\n\n Sometimes, you\u2019ll be the one to tackle all these dependent tasks.<\/p>\n\n\n\n Other times, your teammates will be responsible for some of the dependent tasks.<\/p>\n\n\n\n In either case, you\u2019ll want to explain the said tasks\/projects as much as you can, to help you, and others, jump on these new tasks\/projects with more ease.<\/p>\n\n\n\n Just think about the questions and problems you usually have when starting a new task or project and try to answer them, to facilitate future work for everyone.<\/p>\n\n\n\n Example:<\/b><\/p>\n\n\n\n To document everything of importance when setting up the tasks and projects you will jump between, answer the following set of questions:<\/p>\n\n\n\n If you\u2019re looking to improve your context switching abilities in the future, it\u2019s best that you work on improving your cognitive flexibility:<\/p>\n\n\n\n Even if you’re not a supertasker, there are several strategies you can try to emulate the strengths of supertaskers at any time, in order to be better at jumping between projects and tasks:<\/p>\n\n\n\n Eliminate distractions around you<\/b>.<\/p>\n\n\n\n According to Dr. Adam Gazzalay<\/a> from the University of California, this is a key strategy. Shut the door, silence your phone, block distracting websites, close your email inbox, turn on a noise-canceling app, and wear headphones as a sign that no one should interrupt you. This way, you\u2019ll make it easier to focus on whatever task you\u2019re currently focusing on.<\/p>\n\n\n\n Focus only on what you can control<\/b><\/p>\n\n\n\n Keith Alvey, a Disaster Division executive for the American Red Cross, advises against regretting decisions<\/a> you\u2019ve already made or worrying about what you cannot change. If you refrain from thinking about your past and future tasks, you\u2019ll be more productive with the tasks you are currently working on.<\/p>\n\n\n\n Improve your results by playing video games<\/b><\/p>\n\n\n\nCan anyone really multitask?<\/h3>\n\n\n\n
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What is context switching?<\/h2>\n\n\n\n
What is the cost of context switching?<\/h3>\n\n\n\n
The cost of context switching on our cognitive abilities<\/h4>\n\n\n\n
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The cost of context switching on our time use<\/h4>\n\n\n\n
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The monetary cost of context switching<\/h4>\n\n\n\n
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Does context switching have any benefits?<\/h3>\n\n\n\n
What type of people are better at context switching?<\/h3>\n\n\n\n
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![\"The](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/The-stroop-test-min1.png\")
<\/figure>\n<\/div>\n\n\n![\"The](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/The-Wisconsin-Card-Sorting-Test-WCST.png\")
<\/figure>\n<\/div>\n\n\nHow best to switch between projects and tasks?<\/h2>\n\n\n
![\"How](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/How-best-to-switch-between-projects-and-tasks-min.png\")
<\/figure>\n<\/div>\n\n\n\n
Tip #1:<\/b> Multitask on tasks that require different parts of the brain<\/h3>\n\n\n\n
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Tip #2: <\/b>Group all tasks of the same type together<\/h3>\n\n\n\n
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![\"time](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/time-blocking-time-entries-min1.png\")
<\/figure>\n<\/div>\n\n\nTip #3: <\/b>Limit the time you\u2019ll spend on certain tasks<\/h3>\n\n\n\n
![\"timeboxing\"](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/timeboxing-min1.png\")
<\/figure>\n<\/div>\n\n\nTip #4:<\/b> Use visual\/audio reminders to guide your work<\/h3>\n\n\n\n
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![\"pomodoro](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/pomodoro-time-entries-min1.png\")
<\/figure>\n<\/div>\n\n\n![\"Pomodoro](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2020\/10\/Pomodoro-timer-Clockify.png\")
<\/figure>\n<\/div>\n\n\nTip #5: <\/b>Schedule all tasks of the same type on the same days<\/h3>\n\n\n\n
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![\"Illustration\"](\"https:\/\/clockify.me\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/clockify\/default@2x.png)
\n <\/picture>\n <\/div>\n<\/div>\n \n\n\n\nTip #6:<\/b> Implement A\/B Schedules<\/h3>\n\n\n\n
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Tip #7:<\/b> Make cognitively demanding tasks less demanding<\/h3>\n\n\n\n
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Tip #8:<\/b> Pause work on tasks or projects in the right places<\/h3>\n\n\n\n
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Tip #9:<\/b> Always document everything<\/h3>\n\n\n\n
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Tip #10: <\/b>Improve your cognitive flexibility<\/h3>\n\n\n\n
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Tip #11:<\/b> Emulate supertaskers<\/h3>\n\n\n\n