Why You Can’t Multi-Task (And When You Can)

Multitasking is a glorified term today. People who can do so many things at once without batting an eye are seen as valuable assets and looked up with pride. But is juggling responsibilities and tasks really the way to go? 

Here’s my two cents: multitasking no matter what they tell you is more of a myth than a skill. 

No matter how well organized, in control, and energetic you are, you cannot handle so many high-focus tasks simultaneously and get them done. When we multitask, we are actually switching between jobs, and the constant switching hinders our productivity. 

Let’s take a look at multitasking, why it doesn’t work the way we think it does, and find some practical strategies to use instead of trying to achieve it all while actually getting nothing done.

The Reality of Multitasking

You probably know a person or two who brags about how good of a multitasker they are. Especially in today’s “hustle and grind” work culture, you’ll see them typing away on their phone while walking, driving, sitting in a meeting, or even making a phone call. 

Because of this braggadocio, you may still feel the temptation to squeeze out just a little bit more productivity by pairing two items from your to-do list or calendar.

Don’t.

You can’t multi-task. Not really, and neither can anyone else.

We know from several really well-conducted studies into human psychology and brain science that we don’t actually multitask. Not in the sense that we’re doing two activities at the same time with sufficient focus. Instead, the human brain “task switches” constantly between the two demands vying for attention. And it doesn’t switch all that well.

Think of task switching as less like multi-tasking and more like juggling. You have a couple of balls in the air, but you’re only really touching one at a time. You’re catching and releasing quickly, and hopefully, you’re paying just enough attention to the other balls so that as they come down, you can swoop in and catch a new one just after releasing the prior one.

Cost of Task Switching

Juggling works really well as an analogy because there are really only two outcomes when you attempt to juggle tasks: you either drop one or do both slowly.

The transition between activities in task switching isn’t seamless. It takes the brain a few moments to adjust every time you switch. By some estimates, when you attempt to multitask, you actually take 40 percent longer to finish than you would, giving one task your complete attention at a time.

That or you end up dropping the ball. Sometimes, dropping the ball looks like missing some contextual clue, having too many typos, or not retaining everything shared in a meeting. But other times, dropping the ball can be more costly, like the potential costs of texting while driving.

When You Can Get Away with Task Switching

The juggling—and ball-dropping—analogy also gives us a clue as to when we can get away with multi-task-switching. 

If you’re comfortable dropping one of the balls, go for it. But make sure you drop the right one. In other words, make sure you pair cognitively demanding tasks with ones that aren’t cognitively demanding or at least aren’t that costly. Listening to an audiobook while working out or going through your email box are good examples. 

Yes, retention might suffer, but it’s okay as long as you don’t have to retain every idea in the book.

You cannot multitask. No one can. You can only task switch. You can only juggle. So, if you give into the multi-task temptation, just make sure you know which ball to drop.

The Myth of Multitasking

People today wear badges of honor showcasing their multitasking abilities or the ability to have it all. They believe this shows their efficiency or how well they can manage their busy lifestyle, but multitasking is actually a misleading label. 

If you try to handle too many high-focus tasks together, it can cause frustration and decrease performance. You can’t possibly get everything done like that.

Your ideal strategy should be to recognize and accept that you should focus on one task at a time for a more effective way to get things done.

How to Find Balance in Your Work

Learning when you can afford to switch tasks is the way to it. You need to see the relevance and importance of the task at hand. 

For instance, if you are in a meeting, you need to be fully focused on the discussion to avoid missing any vital parts. There should be no distractions, such as talking on the phone or quieting your thoughts.

But if you are doing repeated tasks that do not require much thought or mental effort, like house chores, you can listen to a podcast along with it on an audiobook. You can also use your mind elsewhere while you get the task done, of course, as long as you are not messing it up.

Tips for Effective Task Management

If you want to utilize your productivity the best, here are a few strategies you can use:

• Prioritize your responsibilities and tasks into those that require your full attention and those that can be completed simultaneously with other repetitive or low cognitive demanding jobs.
• Use to-do lists or project management apps to organize your tasks according to their priority levels.
• Allocate specific time slots to each task. Try to eliminate or minimize distractions during these times, such as phone notifications or unnecessary tabs, so that you can focus fully on the task.
• Practice mindfulness to stay present on the task at hand. Use deep breathing techniques or self-meditation to clear your mind and improve your concentration.
• Every day, sit down for a moment to look at what you have accomplished. Reflecting on the positives will further reinforce the benefits of focusing on a single task, and you will be encouraged to continue doing the same.

Wrap Up

It’s not truly multitasking; it’s task-switching. If you’re tempted to juggle multiple tasks, be clear on which ones you want to set aside.

The more understanding and accepting you are of your brain and body’s limitations, the more strategically you can choose which tasks you can pair and which you need to work on alone to keep your focus. 

You should remember that juggling isn’t really about keeping all the balls in the air; it’s about knowing which ones you cannot afford to drop without missing a beat!