The Multitasking Mirage: Why Doing It All At Once Means Doing It All Worse (and Draining Your Brain)

I used to think I was great at multitasking. I would be in a meeting listening to the conversations and sending emails and texts at the same time. When I walked out of the meeting, I truly felt I had accomplished more in less time. But the truth was, I had created more work for myself by having to "fill in the blanks" I had missed during the conversation which often led to bad assumptions or having to re-engage and ask for "clarification" on a particular topic. All of which took up valuable time and resources that I could have, no SHOULD have been using to complete the rest of my daily work. And on top of that, it added an unnecessary level of stress and fear that I would be called out for not paying attention in the meeting in the first place. All of which led to mental fatigue. A feeling of being completely drained at the end of a long work day. Does this sound familiar?

We live in a culture that glorifies busyness. We’re constantly told to maximize our time, to do more with less, and to “multitask” our way to success. But what if this widely accepted practice is actually a counterproductive myth? What if, instead of boosting efficiency, it’s hindering our performance, draining our cognitive resources, and even impacting our physical health?

The truth is, multitasking, as we commonly understand it – performing multiple tasks simultaneously – is a neurological impossibility. Our brains simply aren't wired to truly handle multiple streams of complex information at the same time. What we’re actually doing is task switching – rapidly shifting our attention back and forth between different activities. And this constant toggling comes at a steep cognitive cost.

The Illusion of Productivity:

We often believe we're saving time by multitasking. For example, we might try to answer emails during a conference call, listen to a podcast while writing a report, or scroll through social media while watching TV. We feel busy, but are we truly being productive? The reality is that our attention is divided, and we’re likely performing both tasks at a lower quality than if we focused on each one individually. This illusion of efficiency can actually lead to decreased overall performance and increased errors.

The Cognitive Toll of Task Switching:

Every time we switch our attention from one task to another, our brains incur a “switching cost.” This cost represents the time and mental energy required to disengage from the first task, re-engage with the second, and reload the relevant information into our working memory. These micro-delays may seem insignificant on their own, but they accumulate rapidly, leading to several negative consequences:

• Reduced Attention Span: Constant task switching trains our brains to have shorter attention spans, making it increasingly difficult to sustain focus on any single task for an extended period. This can have long-term implications for our ability to concentrate and engage in deep work. (Why do you think TikTok videos are, on average, less than 45 seconds long?)
• Increased Errors: When we divide our attention, we’re more prone to making mistakes. Our focus is diluted, and we’re less likely to catch errors or inconsistencies. This can be particularly problematic in tasks that require precision and accuracy.
• Impaired Memory: Multitasking negatively impacts our working memory, the cognitive system responsible for holding and manipulating information temporarily. This makes it harder to retain new information, process complex concepts, and make informed decisions.

The Brain Under Pressure:

Neuroimaging studies have provided valuable insights into the effects of multitasking on the brain. Research suggests that frequent multitasking can:

• Impact Prefrontal Cortex Function: The prefrontal cortex, responsible for executive functions like planning, decision-making, and working memory, is heavily involved in task switching. Constant toggling can overload this area, leading to decreased cognitive control and increased impulsivity.
• Increase Stress Hormones: Task switching triggers the release of stress hormones like cortisol. Chronically elevated cortisol levels can have detrimental effects on both physical and mental health, contributing to anxiety, sleep disturbances, and even cardiovascular problems.

The Glucose Connection: Fueling the Switching Frenzy:

Our brains rely on glucose for energy. Engaging in demanding cognitive activities consumes significant amounts of glucose. Task switching, being a particularly taxing cognitive process, can lead to rapid glucose depletion. This can manifest as mental fatigue, difficulty concentrating, brain fog, and even irritability. When glucose levels drop, our ability to perform cognitive tasks efficiently is compromised. This becomes even more problematic when combined with other stressors. This is why you feel completely exhausted after a long day of work, even though you may not be physically active (I.E. sitting at a desk all day).

Zoom Fatigue: The Multitasking Amplifier:

The rise of remote work has brought with it the phenomenon of “Zoom fatigue.” Video conferencing platforms like Zoom require us to process a large amount of visual and auditory information simultaneously, often while also trying to manage other tasks like checking emails or instant messages. This combination of visual and auditory overload, coupled with the pressure to maintain eye contact and appear engaged on camera, exacerbates the negative effects of multitasking, leading to even greater cognitive strain and glucose depletion. The constant switching between focusing on the speaker, monitoring your own image, and managing other applications adds another layer of cognitive load.

Real-World Consequences and Examples:

The negative effects of multitasking are evident in various real-world scenarios:

• Texting While Driving: This is perhaps the most dangerous example of multitasking. Studies have shown that texting while driving significantly impairs reaction time and increases the risk of accidents, comparable to driving under the influence of alcohol.
• Air Traffic Controllers and Breaks: Air traffic control is an extremely demanding job requiring constant vigilance and rapid decision-making. Controllers are responsible for the safe and efficient movement of aircraft, processing vast amounts of information about flight paths, weather conditions, and aircraft positions. To mitigate the effects of mental fatigue and prevent errors, controllers have strict limits on shift length and are mandated to take regular breaks throughout their shifts. These breaks allow them to rest, replenish glucose levels, and return to their duties with renewed focus. This is a crucial safety measure that recognizes the limitations of human cognitive capacity.
• Ineffective Meetings: Trying to answer emails or browse the internet during meetings prevents us from fully engaging with the discussion and can lead to missed information and poor decision-making.
• Reduced Learning: Attempting to study while watching TV or scrolling through social media hinders our ability to absorb and retain information, ultimately impacting learning outcomes.

Breaking the Multitasking Habit:

Fortunately, we can train our brains to be more focused and productive by implementing strategies that promote single-tasking:

• Time Blocking: Allocate specific time slots for different tasks and avoid switching between them during those designated periods. I've blocked out 2 hours every morning on my calendar for "Deep Work". This allows me to catch up on emails, learn something new, or write a new Built Different newsletter.
• Minimize Distractions: Create a focused work environment by closing unnecessary tabs, silencing notifications, and finding a quiet space. I always have my phone on silent mode. The constant bing bonging of text message notifications, email notifications, social media notifications, phone calls, etc. can be exhausting just hearing them.
• Practice Mindfulness: Mindfulness techniques can help us improve our focus and attention span by training us to be more present in the moment. Every day, I spend anywhere from 10 minutes to 60 minutes practicing mindfulness. I've found the Insight Timer app to be super helpful for this. And a good set of noise cancelling ear buds is a must to help block out the surrounding noise.
• Prioritize and Focus: Identify the most important task and dedicate your full attention to it before moving on to the next.
• Take Regular Breaks: Short breaks can help prevent mental fatigue and allow your brain to recover. I often block off time on my calendar for exercise. This could be a quick 5K on the dreadmill next to my desk (That wasn't a typo. While I don't LOVE the treadmill, I often dread using it. I'd much rather be outdoors, running on the trails at a local park). Not only does a regular exercise break help prevent mental fatigue, I've found it to be incredibly beneficial in terms of resetting my focus on work, setting intentions, and on the trails is where I often have the best ideas because I'm not actively searching for them.

Conclusion:

Multitasking is a pervasive myth that undermines our productivity, strains our cognitive resources, and negatively impacts our well-being. By understanding the true nature of task switching and adopting strategies that promote focused attention, we can unlock our true potential and achieve more meaningful results. It's time to ditch the multitasking myth and embrace the power of single-tasking.

How Autodesk and the AEC Collection Can Help:

In the fast-paced world of Architecture, Engineering, and Construction (AEC), managing complex projects with numerous stakeholders and intricate workflows can feel like a constant juggling act. While we've established that multitasking isn't the solution, having the right tools to streamline workflows and promote focused work is essential.

Autodesk understands this challenge. The Autodesk AEC Collection provides a comprehensive suite of integrated software designed to facilitate collaboration, improve communication, and optimize project delivery. By utilizing the AEC Collection, teams can:

• Centralize project data: With platforms like Autodesk Docs, teams can access and manage all project information in a single, central location. This reduces the need to constantly switch between different applications and file versions, minimizing task switching and promoting focused work.
• Streamline workflows: The interconnected nature of the AEC Collection allows for seamless data exchange between different software applications. This reduces manual data entry and repetitive tasks, freeing up time for more focused and creative work.
• Improve collaboration: Tools like Revit and the Autodesk Construction Cloud facilitate real-time collaboration among project stakeholders. This ensures everyone is working with the most up-to-date information, minimizing confusion and reducing the need for constant communication and clarification.

By leveraging the power of the Autodesk AEC Collection, AEC professionals can minimize distractions, streamline their workflows, and create a more focused and productive work environment. While you can't truly multitask, you can optimize your workflow to minimize the need for constant task switching, allowing you to achieve more in less time and with less stress.

Ready to ditch the multitasking myth and embrace a more focused approach to your AEC projects?

Connect with me or subscribe to the Built Different newsletter for more insights on leveraging Autodesk solutions alongside your current tech stack. You can also book some time with me to discuss how Autodesk Construction Cloud can help your team streamline workflows and promote focused work so you can unlock the full potential of your project data.

Resources:

• American Psychological Association (APA) on Multitasking: The APA provides valuable resources and articles discussing the cognitive effects of multitasking: https://www.apa.org/topics/research/multitasking
• The National Library of Medicine: Digital multitasking and hyperactivity: unveiling the hidden costs to brain health: https://pmc.ncbi.nlm.nih.gov/articles/PMC11543232/
• Science.org: Multitasking Splits the Brain: https://www.science.org/content/article/multitasking-splits-brain
• Harvard Medical School: Sugar and the Brain: https://hms.harvard.edu/news-events/publications-archive/brain/sugar-brain
• "The Cost of Interrupted Work: More Speed and Stress" by Gloria Mark, Daniela Gudith, and Ulrich Klocke: This research paper explores the impact of interruptions and task switching on work performance and stress levels: https://ics.uci.edu/~gmark/chi08-mark.pdf