The Harm of Multitasking

Research consistently shows that doing more than one task at a time takes a toll on productivity and overall performance.

Even for low-complexity tasks where switch costs are relatively small (a few tenths of a second per switch) they can add up to large amounts when we switch repeatedly back and forth between tasks. It was found that even momentary mental blocks caused by shifting between tasks can result in a loss of productivity of up to 40%. As tasks get more complex we lose significantly more time. The time costs are also greater when we need to switch to relatively unfamiliar tasks (complexity).

Predictable tasks switching (by schedule) incur smaller costs than random task switching. And switching between tasks in the same context has a much lower cost in comparison to switching to tasks in a new context.

Key suggestions

Minimize Distractions

By minimizing distractions we can maintain focus and avoid task switching. There are several strategies that you can use:

1. Eliminate visual distractions: Remove all unnecessary items from your workspace and keep your desk clean and clutter-free.

2. Minimize auditory distractions: If you are in a noisy space use noise-cancelling headphones or white noise machines to block out background noise.

3. Turn off notifications: Disable notifications on your computer and phone during focused work. Use ‘silent mode‘ or ‘focus mode’ that can be set up to allow only certain important notifications.

4. Create physical barriers: Use an isolated room or dividers to block out visual distractions and create a sense of privacy.

5. Set clear boundaries: Communicate with others that you need uninterrupted time to work. You can buy and use physical “Do Not Disturb” signs to communicate it.

Use Time Scheduling

“Sometimes people ask why I bother with such a detailed level of planning. My answer is simple: it generates a massive amount of productivity. A 40 hour time-blocked work week, I estimate, produces the same amount of output as a 60+ hour work week pursued without structure.”, Cal Newport, author of “Deep Work“.

Step 1: Use backlog of tasks

Make an inventory of your incoming tasks including deadlines and level of importance to prioritize them in your backlog/to-do list.

Also, keep a list of recurring tasks to ensure enough time is allocated for them: learning, sport, dinner, etc.

Then daily schedule out the next work day or do it each morning before work starts. It can take just 20 mins.

Step 2: Time Blocking

Time blocking is scheduling specific blocks of time for a specific task or activity on your calendar. This technique was popularized by Cal Newport.

It is already better than just using to-do lists as they:

• lack the context of what time you have available

• ignore not-urgent but important tasks like learning, sport, etc.

• lack commitment device

Task batching

Task batching is an element of time blocking. When you batch tasks, you group similar tasks (tasks in the same context) together so you can work on them at once. As you may remember switching between tasks in the same context has a much lower cost in comparison to switching to tasks in a new context.

Examples:

1. A software developer might switch between coding different features of a project, testing the code, and reviewing the work of their colleagues.

2. A sales representative might switch between making calls to potential customers, sending follow-up emails, and updating customer information in their CRM.

3. A student might switch between reading different textbooks, taking notes, and reviewing past assignments when studying for an exam.

Day theming is an extreme example of task batching when you allocate an entire day for a group of tasks (same context).

Timeboxing

Timeboxing is an element of time blocking. They are similar but there is an important difference.

Time blocking suggests scheduling specific blocks of time for a specific task. For example, "I will develop code for a project from 9 am to 12 am on Monday."

In contrast, time boxing suggests imposing a limit on how much time is allocated to a specific task. For example: "I will finish development of feature A for a project between 9 am to 11 am. And will test it from 11 am to 12 am".

Timeboxing helps to fight Parkinson’s law which states that work expands to fill all the time available for its completion. It happens as we tend to spend more time on a task than we should, affected by the time that is perceived to be available (circumstantial) rather than how long the task can really take (objective).

Scheduling specific times for tasks requires estimations which, over time, can help you make them more realistic.

Breaks

Research suggests that work intervals of 90-120 minutes followed by breaks of 15-20 minutes are effective for maintaining focus. You need to experiment to find the optimal frequency of breaks and their duration for you. They can be different for different tasks.

During breaks make sure to move around and ideally spend time outside. Do something physically active that allows you to forget about work for a while.

As a side topic, I want to mention 2 popular work/rest techniques:

• 25/5 (Pomodoro Technique): intervals of 25 mins of focused work with 5 mins breaks. This technique was verified by research and while it is better than no technique small intervals of fixed duration of work and rest make it not suitable for all tasks, especially ones that require long periods of concentration.

• 52/17 (52-17 Rule): intervals of 52 mins of focused work with 17 mins breaks. This technique was popularized by the productivity software DeskTime, which analyzed the habits of its users to find the that optimal work-to-break ratio for most of the users was 52/17.

Step 3: See the results

Fixed mindset

Dr. Carol Dweck noticed a significant difference between students’ approaches to success and failure and its impact on their achievements. It inspired her to start doing research and build a theory around it.

“My work bridges developmental psychology, social psychology, and personality psychology, and examines the self-conceptions (or mindsets) people use to structure the self and guide their behavior. My research looks at the origins of these mindsets, their role in motivation and self-regulation, and their impact on achievement and interpersonal processes.”, Dr. Carol Dweck.

In her book ‘Mindset: The New Psychology of Success‘ she distinguishes between fixed and growth mindsets:

supporting research: (Yeager, Dweck, 2012)

Key conclusions

1. Everyone can improve and grow through effort and perseverance.

2. Mindset is not binary, it sits on a spectrum between growth and fixed mindsets. This approach allows a more nuanced understanding of how people view themselves and their abilities. It also highlights the fact that a variety of factors, including past experiences, cultural background, and environment can influence mindset.

Key suggestions

1. Emphase the power of effort and perseverance. See challenges as opportunities for growth.

2. Do not praise innate ability or talent, praise effort, progress, and the strategies to overcome challenges.

3. Accept that mistakes are a natural part of the learning process and use them as opportunities for reflection and growth.

4. Develop strategies for coping with setbacks (emotions play a big part here). Reframe negative self-talk and seek support from peers, friends, and mentors (who have a growth mindset).

Upper Limit Problem

Dr. Gay Hendricks working with his clients as a therapist noticed that many would make progress toward their goals but then self-sabotage when they were on the verge of achieving success.

"People would start to make progress and then suddenly something would happen to throw them off track. It was as if they had an invisible upper limit on how much success or happiness they could allow themselves to experience. As I delved deeper into this phenomenon, I began to realize that we all have an inner thermostat that determines our level of success and happiness. And when we approach or exceed that limit, we tend to self-sabotage or create problems for ourselves to bring us back down to our comfort zone.", Dr. Gay Hendricks.

Dr. Hendricks defines the ‘upper limit problem’ as a self-imposed limit that we place on our own happiness, success, and abundance.

Key suggestions

You need to remember that thoughts, feelings, and behaviors are connected. And teach yourself to recognize triggers that might manifest as self-limiting behavior.

Top limiting behaviors

Unnecessary worry

It is worrying about something we have no control over. Worrying is useful only if we can actually do something about an issue and if it leads to taking positive action right away. Ask yourself 2 questions: “Is my concern a real possibility?” and “Is there any action I can take right now to make a positive difference?“.

If you have a real concern that can be addressed take action. This can help to reduce your anxiety and give you a sense of control over the situation.

If your worry is not real or cannot be addressed try to practice mindfulness:

• Breathing exercises: focus on your breathing, taking slow, deep breaths in through your nose and out through your mouth. Notice the sensation of your breath as it moves in and out of your body, without trying to change it.

• Awareness of surroundings: use your senses to become more aware of your surroundings. Notice the sounds, smells, and sensations around you. Be present and fully engaged in your experience.

• Being at present moment: bring your attention back to the present moment whenever you notice your thoughts drifting. Do not judge yourself or your thoughts, simply observe them and then bring your focus back to your breath or your surroundings.

• Meditation: meditation is a practice that involves training your mind to focus on a particular object, thought or activity in order to achieve a state of calm and clarity. There are many books, workshops, and YouTube videos that explain it well.

Criticism and blame

Criticism and blame are often used as coping mechanisms to avoid taking responsibility for our own actions and feelings.

Embrace a mindset of personal accountability, which involves acknowledging and owning your shortcomings and take actions to overcome them.

Deflection

Deflection is avoiding uncomfortable emotions or situations by distracting ourselves with other activities or thoughts. It can manifest in various ways, such as procrastination, addiction, or self-sabotage.

To overcome deflection cultivate self-awareness of emotions, thoughts, and behaviors. Pay attention to the situations that trigger deflection and try to identify the underlying fears (uncomfortable emotions). By acknowledging and addressing underlying fears we can start to break free of deflection.

Zone of Genius

Dr. Hendricks uses the idea of 4 zones:

1. Zone of Incompetence: activities that we are not skilled at or do not enjoy doing. When we operate in this zone, we may feel frustrated, stressed, or overwhelmed.

2. Zone of Competence: activities that we are capable of doing, but may not excel at. When we operate in this zone, we may feel comfortable, but not particularly fulfilled or energized.

3. Zone of Excellence: activities that we have developed high proficiency in through hard work and dedication. When we operate in this zone, we may feel successful and recognized, but may not experience the same level of fulfillment and satisfaction as in the Zone of Genius.

4. Zone of Genius: activities that we are uniquely talented at and passionate about. When we operate in this zone, we experience a deep sense of fulfillment, energy, and inspiration.

To discover your Zone of Genius identify the unique abilities and talents that you possess and pay attention to activities that make you feel deeply fulfilled and energized. Once you have identified your Zone of Genius focus on maximizing your time spent in this area, and delegating or outsourcing tasks that fall outside of your Zone of Genius to others who may excel in those areas.

Set a goal

The first step is to set a goal for reading. 

Science-based benefits/goals of reading

1. Knowledge: Exposure to new ideas, perspectives, and approaches, can help to expand your knowledge and understanding of the world.

2. Communication Skills: Expansion of vocabulary and communication skills, as you encounter new words, and perspectives and learn how to express your own thoughts more clearly. (Duff, Tomblin, Catts, 2015)

3. Understanding of Others: Enhancement of empathy and understanding of others, as you are exposed to different perspectives and experiences. (Kidd, Castano, 2013), (Bal, Veltkamp, 2013)

4. Creativity: Boosting creativity and imagination. It can help you come up with new ideas & think outside the box. (Bal, Veltkamp, 2013)

5. Stress relief: You can always read for fun, it is a great way to unwind and reduce stress. (Adler, 2021)

Select a book

When the goal is set select a book accordingly:

• Knowledge & Communication Skills: Specialized books in the domains that you want to understand better.

• Understanding of Others & Creativity: Fiction books where you can get maximal emotional involvement in a narrative.

• Reducing Stress: Anything that brings you joy.

Advice

Audiobooks vs Reading vs Reading with Listening

Despite the strong belief of many people that reading or reading with listening should provide more benefits like better understanding and information retention compared to listening to audiobooks research does not support it. (Rogowsky, Calhoun, Tallal, 2016)

Of course, if you are distracted (multitasking) during listening you will get fewer benefits but provided usage of the same environment there is no difference in the outcome between listening, reading, or listening with reading.

Speed reading 

There is a trade-off between the speed with which you encounter words and understanding and retention of the material. 

In some cases, it is a good idea to decrease comprehension and increase speed - to check if you want to read/listen to the book, get a general understanding, or find specific information.

Bear in mind that a normal pace for most readers is 200 to 400 wpm (words per minute). This is faster than we normally gain information through listening, and pretty good for most purposes. (Rayner, 2016)

Lighting

Research demonstrates no significant differences in reading rates between males and females under different illuminations. However visual performance under LED (light emitting diode) is poor; it is uncomfortable for prolonged reading and causes early symptoms of fatigue. 

Interestingly that males preferred CFL (compact fluorescent light) and females preferred FLUO (fluorescent tube light) for faster reading and visual comfort. (Ram, Optom, Bhardwaj, 2018)

Spacing, and Contrast

Line-spacing

Line spacing of 1.5 is a safe choice to ensure consistent readability and comprehension on a variety of fonts. (Paterson, Tinker, 2008) and (Rello, Pielot, Marcos, 2016)

Contrast

Strong contrast improves reading performance. The majority of people prefer a pure black font using pure white in the background or white font with a pure black background. (Näsänen, Ojanpää, Kojo, 2001)

Fonts, Font-sizes

Despite popular recommendations for particular fonts and font sizes for more conformable and speedy reading research shows that such recommendations can not be made for the general population.

Fonts

Different fonts are effective for different people so custom reading experience can help people read more effectively.

Preference ≠≠ effectiveness. People do not know what is good for them in terms of font choice for reading.

Familiarity with a font should not drive preference as it has a small effect on reading speed. A font should not be chosen just because people are used to seeing it.

Font-size

A single size does not fit all fonts. If an application has a few font options for the same piece of text, then each font needs to be adjusted in size according to the font's characteristics.

The Readability Consortium conducting research on digital readability using individuated typography to improve reading speed and comprehension created a site where people can take the five-minute Virtual Readability Lab tests to discover the font and spacing that will help them read better.