How can you slow down and focus on single-tasking in a world encouraging you to hustle constantly?
Lately, I've been thinking—a lot—about trying to slow down and focus on one task at a time. That's when I started reading about single-tasking or monotasking.
Table of Contents
- Why We Multitask
- When Multitasking Doesn't Work
- What is Single-Tasking?
- Time Chunking: The Productivity Happy Medium
- How to Start Single-Tasking in 3 Simple Steps
- Good Multitasking: A Final Word About Multitasking
When I was a freshman in college—long before Instagram, Snapchat, TikTok, and everything else—my friend asked me a question that still sticks with me. He asked, "When was the last time you just listened to music?"
He was a music major, so he thought about music—a lot. I couldn't answer, because I wasn't sure I had ever just listened to music—without driving, hanging with friends, cooking, or some other "main" activity.
Fast forward two decades later (and two children later), and I can barely remember the last time I was only doing two or three things at one time.
Why We Multitask
If I focus on one task, I can almost hear my to-do list growing and expanding. I have articles to write, data to input, edits to make, a load in the washer, a load in the dryer, and my son will need a new box of diapers in the next day or so.
To put it mildly, the chatter inside my brain at any moment is a nightmare. This incessant worrying, planning, and pre-planning do nothing positive for my stress levels. And, to be honest, when you set out to complete three tasks only to become distracted by three more, it's more than likely that you will achieve nothing.
It's like having 100 browser tabs open. Instead of going to work on one tab, you are endlessly toggling between them, context switching, and forgetting why you're here in the first place.
Suddenly, single-tasking doesn't sound so bad.
When Multitasking Doesn't Work
Simply put, multitasking is a quick and easy way to drain our brain power.
Multitasking typically happens when someone tries to perform two tasks simultaneously. Multitasking can also describe instances when someone is working on one thing while preparing and thinking about half a dozen other tasks.
There have been many studies on multitasking and its effect on the brain. Here are some findings from scientists and psychologists who studied multitasking and task-switching:
- Task switch cost is a loss of accuracy and/or speed that happens when shifting between tasks.
- Too much multitasking can interfere with both working memory and long-term memory.
- Media multitasking is associated with attention lapses and forgetfulness.
“Un-learning” this behavior can be challenging—especially in a busy world filled with demands to be met, media to be consumed, and expectations to exceed.
Still not convinced? Here are a few examples of bad multitasking and its effects.
Examples of Bad Multitasking
- Texting and Driving: Engaging in texting or phone conversations while driving can lead to accidents due to distractions from the road.
- Working and Social Media: Accidentally sending an inappropriate message or email to a colleague when distracted by social media while working.
- Walking and Texting: Bumping into obstacles, tripping, or even falling into unsafe areas while walking and texting simultaneously.
- Emailing During Meetings: Missing important details or decisions made during a meeting due to focusing on email or other tasks.
- Working on Multiple Projects Simultaneously: Making mistakes or overlooking critical details when juggling multiple complex tasks at once.
- Checking Emails While in a Conversation: Sending emails with errors or overlooking important details in a conversation when not fully present.
- Shopping and Talking on the Phone: Okay, this isn't really work-related unless you work at a store. it's so rude to talk on your phone while checking out, so don't do it!
What is Single-Tasking?
Single-tasking means doing one task. It's as simple (and as difficult!) as that.
It eliminates distractions and interruptions so you can use your time effectively. Single-tasking follows the same ethos as working smart or slow work. It's acting on your tasks with one important distinction: there can only be one priority at a time.
The Benefits of Single-Tasking
- Improved Focus: Single-tasking allows for better concentration on the task at hand, improving focus and attention to detail.
- Increased Productivity: By concentrating on one task without distractions, individuals often complete tasks more efficiently and with higher quality.
- Reduced Stress: Juggling multiple tasks can be stressful. Single-tasking promotes a sense of calm and reduces the feeling of being overwhelmed.
- Enhanced Memory and Learning: Focusing on one task at a time improves information retention and makes learning and remembering details easier.
- Better Problem-Solving: Single-tasking enables individuals to approach problems with a clearer and more focused mindset, leading to better problem-solving abilities.
- Higher Quality Work: Quality tends to suffer when attention is divided. Single-tasking allows for a more thoughtful and thorough approach, resulting in higher-quality outcomes.
- Enhanced Creativity: Focusing on one task provides the mental space for creativity to flourish, as the mind can fully engage with the task at hand without constant interruptions.
- Improved Time Management: Single-tasking helps individuals prioritize and manage their time more effectively, reducing the likelihood of procrastination.
- Greater Work-Life Balance: By focusing on one task at a time, individuals can better compartmentalize work and personal life, leading to a healthier work-life balance.
- Increased Mindfulness: Single-tasking encourages mindfulness, allowing individuals to be fully present in the moment and engage more deeply with their work.
- Improved Communication: Being fully present in conversations and meetings leads to better communication and understanding, fostering positive relationships.
Time Chunking: The Productivity Happy Medium
If single-tasking feels out of the question, but you can't deny that multitasking hasn't worked too well for you, let's explore the beauty of chunking as a productivity tool.
You might be familiar with chunking as a memorization tactic, too. A popular form of chunking is how we separate phone numbers. Instead of memorizing a number with ten digits, in the United States, we "chunk" our phone numbers into three groups of digits that look like this:
- 000-000-0000
Time chunking follows a similar model, especially when used to break up bulky projects. Chunking describes the practice of allocating blocks of your time throughout the day. Each "chunk" is dedicated to a specific, singular task.
Chunking allows one to keep concentration, but switch energy and focus after a pre-determined period of time. This can prevent burnout, allow space for smaller tasks, and give the brain a break from intense focused energy on one task.
Instead of a work day that looks like this:
- 9am-5pm - Project X
- 5pm-6pm - Everything else
It can look like this:
- 9am - 12pm - Project X
- 12pm - 1pm - Break
- 1pm - 2pm - Emails, etc
- 2pm - 6pm - Project X
Of course, this schedule assumes that you didn't procrastinate until the last minute. Unless the so-called "Project X" needs to be completed in one day, preserve your brainpower by chunking the work throughout your week.
How to Start Single-Tasking in 3 Simple Steps
In the spirit of single-tasking, I pared this down to three steps. It goes without saying that you'll also need to suss out and eliminate common distractions, find times when your creativity tends to peak, and make other tweaks to break your habit of doing it all.
1. Prioritize
In this step, we will break up your tasks and prioritize them. Up until very recently, my biggest to-do list mistake was including everything. Each morning, I would sit with a cup of coffee and write down everything I "needed" to do that week or even that month.
As a result, this list was long and unwieldy. It actually lent itself to multi-tasking, because I would do a few minutes of work on one task, become distracted, work on another for a long time, and so on. By the end of a day, or even three days, I hadn't crossed anything out.
My attention span loved being fed new tasks every few minutes, but my anxiety didn't love the fact that I needed to stay up later to complete my most important tasks. What was my problem?
Prioritization can be an enemy of multitasking, so that's what I set out to master. My to-do lists needed Edward Scissorhands-level pruning.
To get my to-do lists to work better for me—and to wean myself off my addiction to multi-tasking—I knew I needed to have a visual representation of an organized brain, even if I was faking it for the time being.
To prioritize, I break my to-do lists up a few times.
1. Type of Task
What kind of task do I have to do? Does it involve meeting or emailing with others? Does it involve data or concentrated work? Does it require research and a well-rested brain?
How important is this task? Does it need to be finished and delivered yesterday? Identify each task by importance, too. This clarifies what "needs" to happen and what can wait a little while.
- High-Priority
- Medium-Priority
- Can Wait
2. Brain Power Needed
Not all tasks are created equally. For example, I can queue up a podcast and do it anytime when I have work requiring repetitive tasks or data input. However, when I need to write a long article (like right now), I can't command my brain to recharge on the spot. I need my energy and creativity tank filled up, or at least more than half full!
3. Time Needed
Last, but certainly not least, is the time needed. For me, this is the filter that creates motivation and energy. When I know how long I expect a task to take, I can knock a few out in an hour. The thrill of checking off a few to-dos gives my brain the dopamine rush to move on to a bigger task!
2. Edit Your Schedule
Live by the schedule and die by the schedule, if you need to. Set alarms, real-time alerts, and "events" that are just blocks of time designated for rest and brain space.
3. Shake it Out
Take meaningful breaks between tasks.
Single-tasking is not a cure-all for burnout. If you're someone with a busy schedule, single-tasking might help you prioritize and focus. However, when you have a heavy workload, there are times when no amount of prioritization can shrink it.
This is why it's so important to take meaningful breaks. If you need to schedule a break, do it.
Many people love using the Pomodoro Technique to ensure brain breaks. The Pomodoro Technique works by breaking your working time into 25-minute stretches. There is a five-minute break for every 25 minutes worked (aka one Pomodoro). The Pomodoro Technique is a great way to ease into single-tasking and give your mind a little respite throughout a workday.
A Final Word About Multitasking
We wanted to end by making one important point. Scientists have found—and we absolutely agree—that one form of multitasking is *chef's kiss* perfection.
Walking is a great way to multitask. Try walking while taking a phone call, having a 1:1 meeting, brainstorming, or problem-solving. If you're feeling particularly stuck on a task, try walking it out!
