Multitasking — why what you call it is actually rapid switching

Multitasking – doing several things at once – is, when it comes to demanding tasks, almost always something else entirely: rapid switching between tasks, with one’s attention jumping back and forth. Each switch takes a little time, and the more complex the tasks are, the more time it takes. This applies to virtually everyone. However, the research says less than is often claimed about the long-term effects of multitasking on the brain, and that distinction is worth bearing in mind.

Two things at once, or two things in turn

Some things can be done at the same time. You can walk and talk, or do the washing-up and listen to the radio, because one of the tasks is so ingrained that it requires almost no attention.

This isn’t possible with two tasks that both require you to think. Writing an email whilst following a meeting, or reading a report whilst replying to a chat, actually happens alternately. You do a bit of one, then a bit of the other, switching so quickly that it feels as though you’re doing both at the same time.

Every switch comes at a cost

Joshua Rubinstein, David Meyer and Jeffrey Evans measured the cost of such switches. Participants were asked to switch between different tasks, and the researchers measured how long it took compared to sticking to a single task. Every switch cost time, and the cost increased when the tasks were more complex or less familiar.

Individually, we’re talking about fractions of a second. But over the course of a working day involving hundreds of switches — between documents, windows, chats and the phone — it becomes noticeable. What’s more, these switches don’t just cost time. It is during these switches that mistakes creep in, as part of one’s attention remains fixed on the previous task.

Those who multitask the most aren’t the best at it

Eyal Ophir, Clifford Nass and Anthony Wagner compared people who frequently used multiple media simultaneously — such as television, chat and the web — with people who rarely did so. One might think that those in the habit of doing so would be better at it. The opposite turned out to be true: those who multitasked a lot found it harder to filter out information that was not relevant to the task.

The study attracted a great deal of attention and has been frequently cited as evidence that multitasking impairs brain function. But it is more complicated than that.

What the research doesn’t know

Melina Uncapher and Anthony Wagner — the same Wagner as in the study above — later reviewed the research in this field. Their conclusion was cautious. The links between heavy media multitasking and poorer attention were mixed: some studies found them, others did not. And where such links were found, it was not possible to determine the direction of causality. It may be that multitasking impairs attention, but it may also be that people who are already more easily distracted are drawn to doing several things at once.

So what stands up to scrutiny is the immediate cost: switching between demanding tasks takes time and increases the risk of errors. What does not hold up is the claim that multitasking has been proven to cause permanent damage to the brain. Why screens haven’t ruined your attention span, even though it often feels that way, is explained in the article on screens and concentration.

The myth of the ‘natural multitasker’

Perhaps the most widespread idea is that some people are naturally good at multitasking. There is little reason to believe this. Most people who think they’re good at it measure their ability by how much they manage to start, not by how well they do it.

Here’s what to do instead

One thing at a time, in blocks. Decide what you’re going to do for the next 30 minutes and close everything else. This isn’t a sign that you’re worse at multitasking — it’s the approach that works for almost everyone.

Group the little things together. Emails, messages and quick queries take up less of your time if you deal with them in a block than if you tackle them as they pop up. You can find out exactly how much each interruption actually costs in the article on interruptions at work.

Let your phone be just that: a phone. Every time you look at it whilst doing something else, it’s a switch, even if it only takes a few seconds.

Make a note of where you were. Before switching tasks, write a line about what the next step was. This makes it easier to pick up where you left off.

The full picture of how to structure your working day to protect your focus can be found in the guide on focus at work.

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