How many of us haven’t been in a situation where we are managing five browser tabs, answering Slack messages whilst trying to be ‘present’ on a Zoom call? I hate to break it to you, but this level of multitasking isn’t as productive as you think. The irony is, multitasking as a whole is counterproductive. As someone who used to think multitasking was a strength I possessed until it literally burnt me out, I want to tell you what focus studies in neuroscience say and how you can design your workday for genuine productivity.
1. Why Working on Multiple Tasks Simultaneously Is Bad For Your Brain
The Science Behind The Cost of Task Switching
For every task switch you make, the following occurs:
- Your brain undergoes the inefficient process of reorienting itself, which consumes energy
- As much as 40% productivity is deemed unachieved
- The error rate is higher than normal
To me, there was a time when I was answering emails alongside drafting a client proposal, and my only concern was getting the work done. Little did I know at the time that ‘multitasking’ is essentially just a buzzword that means working while being distracted.
2. The Things You Think Help That Are Productivity Killers
These regular habits are more harmful to your productivity than you might think:
- ☑ Running through your emails without any structure (causes mental whiplash)
- ☑ Social Media “Glances” (Seen 15 minutes later…)
- ☑ Switching work tasks every few minutes – this is the worst culprit of all (the biggest offender)
Shocking Stat: Knowledge workers spend an average of 3 minutes on a single task before switching it—no wonder we feel fatigued!
3. Single Tasking: Your New Superpower
How to Exercise Your Focus Muscle
The 90-Minute Focus Block Method
- Pick one meaningful task
- Set a timer to 90 minutes
- Close all other tabs and apps
- Work until the timer rings
Bonus Tip: Implement productivity control apps like Controlio software to appreciate actual focus time versus distractions.
4. Designing a Marketing Freedom Zone
Digital Decluttering 101
For Individuals:
- Turn off all non-urgent notifications
- For important work, enter Full-Screen Mode
- Set rehearsal focus hours ahead on the calendar
For Teams:
- Create ‘no-meeting’ chunks in the calendar for uninterrupted collaboration time
- Use “Set status” icons (🔴 Busy, 🟢 Available)
- Adopt Controlio software to monitor common distractive workflows.
Expert picks recommend productivity features designed to eliminate interruptions as the best features.
5. Improvement on the Pomodoro Technique
Why 25 Minutes Is Not Effective
Classic Pomodoro suggests 25 minutes of work; however, recent studies suggest the following:
- More creative work requires longer blocks of time (60-90 mins)
- Administrative work is more effective with shorter sprints (15-25 mins)
My Personal System:
- 🎯 Deep Work: 90-minute sessions (twice daily)
- ⚡ Shallow Work: 25-minute sprints (batch tasks)
- ☕ Break: 15-30 minutes (between focus sessions)
6. How Can Focus Be Increased By Leaders
Stop Rewarding Ineffective and Unproductive Work Methods
If your team is encouraged to
- Respond to messages within minutes
- Take part in unproductive meetings
- Be ‘present’ at work for long periods of time
… You are encouraging distraction as opposed to productivity.
Better Approach:
- Evaluate and measure work output instead
- Focus time should be protected
- Use monitoring software for employees to track workflow interruption (not micromanaging)
7. Surprising Advantages of Mono-Tasking
After stopping multitasking for all my clients, I noticed:
- ✅ Deadlines are being met
- ✅ Work is being maintained to a higher standard
- ✅ Decreased stress
- ✅ Leaving on time
As an example of clients, marketing teams reduced overtime by 30% by implementing no internal meetings during “Focus Fridays.”
Your 7-Day Focus Challenge
- Day 1: Identify your current distractions
- Day 2: Schedule 2 focus blocks
- Day 3: Disable notifications for 4 hours
- Day 4: Try the 90-minute technique
- Day 5: Batch shallow tasks
- Day 6: Analyze what worked
- Day 7: Design your dream schedule
Final Thoughts: Quality Over Quantity
Real productivity goes beyond the number of tasks you complete. It’s about giving the right work your undivided attention. Remember:
- ✔ You cannot multitask
- ✔ Better focus leads to better outcomes
- ✔ Controlio software (or other focus tools) should aid shallow focus, never shatter deep focus.
What do you struggle with most regarding focus? Tell me in the comments, and I’ll give tailored advice!
P.S. Want to work on spotting your distraction habits? Grab my Focus Audit Worksheet [here].