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First published in Polish by Barbara Habrych

Some days ago, I typed the word “multitasking” into the search engine of a leading portal displaying job ads. Almost 500 ads contained this keyword.

Among employers, “multitasking” is still synonymous with effectiveness and performance.

However, research^[1] shows that you cannot simultaneously do properly two tasks requiring your attention. We seem to be doing a number of tasks at the same time whereas, in reality, we keep switching from one task to another, wasting our energy, compromising the quality of work and effectiveness.

^{photo: Shutterstock}

Trends and reports describing the future of work show that it is not multitasking that is particularly sought-after and increasing in importance, it is just its opposite:  the skill of concentration, indispensable to do “deep work”^[2].

For those whose work consists of creation, solving complex problems, research, analyses and other intellectual labour, it is imperative to learn to focus on one task and finish it.

If you do not develop this skill, your day may look just like the one described with a good dose of humour by Mariusz Szczygieł^[3]:

"I have never told anyone that I am a person with a tiring habit. I start arranging my CDs. When arranging the fifth one I suddenly remember I was to start my washing. I stop arranging the CDs, I go to the washing machine. On my way there I find a note in the hall that my neighbour wants me to phone her. I call her straight away as the note has been there for 3 days. She tells me I have to go to the cellar as there is something there apparently left by me. I am just about to go there but I realise that I promised a book to my first-floor neighbour - I will hand her the book on my way. And if I already take the book, I might just as well take another 10, which I want to put on the landing for my neighbours. I arrange the books to be put on the landing but there is a phone call from my mum that she has run out of bread. I go back to get some money and a bag for the bread. When still at home, I get a phone call from a radio station asking if in five minutes I could present my opinion on unified book prices. I can... Having expressed my opinion I remember that I was to put some medicine into the fish tank. I look for the medicine and I feel like eating something. I go to the kitchen. Having eaten I have to lay down and have a nap. In two hours, my telephone rings: it’s my mum asking where her bread is. Then it’s the neighbour’s turn: Is this stuff in the cellar yours? I realise that I have completed ONE task out of them all: the books for my neighbours are now on the landing. Oh, and I had dumplings for lunch. That happens to me every day".

I am convinced that the writer is able to focus on writing, which is evidenced by his books and reportages. However, when reading the story, I guess how much effort he puts into struggling with everyday distractions.

Why is it good to finish one task before moving to another?

Because in this way you reduce the negative influence of so-called attention residue as shown in research conducted by Prof. Sophie Leroy^[4].

She created two groups of employees:

• Group A was told to solve linguistic puzzles which were then interrupted by giving the group another complex task necessitating concentration.
• Group B was allowed to finish the puzzle and then they were given another task.

Between the two tasks, both groups were given a test to determine the value of attention residue left after the first task.

During the experiment, Group A performed worse on the second task than Group B.

Therefore, this research shows that when switching from task X to task Y, we do not concentrate our entire attention on the new challenge. Our attention residue remains with the previous task, thus lowering our effectiveness and concentration.

What is the practical implication? By working for a longer time on one task and not switching to another you can minimise the negative influence of attention residue. Owing to that your effectiveness improves.

This is also proven at the neurobiological level: when concentrating intensely on one task, you can stimulate the creation of myelin sheath around neurones, which allows the nerve cells to conduct nerve signals faster and without interference.

How to apply these conclusions to office work?

Situation 1

Somebody is entering your office when you are writing an email.

What to do? Ask your visitor to hang on a moment to take down your thoughts, make a note of key phrases, sentences and ideas in points and only then give your visitor undivided attention.

Situation 2

You are working on a complex problem and the next task in your calendar is a scheduled meeting.

What to do? Finish your work 10-15 minutes before the meeting, write where you left off and what you want to continue when you are back. Only then you are ready to participate in the meeting.

Situation 3

You are working on a task requiring concentration. However, your mailbox is open.  When you are working, checking your mail every five minutes distracts your attention: you have a message, but you cannot reply as you want to go back to the task you have just interrupted. As you do not reply, attention residue reduces your effectiveness.

What to do? For the time of the task requiring concentration switch off messaging and alerts, close your mailbox and communicators.

I am interested in your ways to improve concentration at work.  Will you share them?

Barbara Habrych – an educator, HR expert, business and education coach. She specialises in the recruitment and the labour market, HR processes, adult education, tutoring and the development of future competencies. She is an EPALE ambassador.