Source: https://jipanel.com/blog/19/eliminating-task-switching-to-improve-productivity-of-teams

Task Switch to Your Advantage

Task switching has two extremes of impact:

1. High negative impact through decreasing effective output and personal efficiency by succumbing to the cost of task switching.
2. High positive impact through increasing effective output and personal efficiency by harnessing the value of task switching.

Cost of Task Switching

The cost of task or context switching is researched and described in great detail. It is defined as the delay in time which is necessary to switch from one task to another.

The brain needs time to release focus from one task and build up focus on another task. Focus mostly does not come naturally. Achieving focus in itself requires focus.

Decrease Cost

One effective technique to minimize switching costs is to keep track of progress and next steps.

Note down the current state of the task and the next steps at the end of each working session. The progress log does not need to be high resolution. One or a few bullet points are sufficient.

In addition to the current state, also note down the next steps. This includes tasks you did not complete or did not get to in this session. A shortlist of scribbled tasks is sufficient to refocus the mind on the task at hand of the next session assigned to this project.

Utilizing short notes of progress and the next steps at the end and beginning of sessions greatly accelerate project progress by reducing task-switching costs.

Value of Task Switching

While the cost of task switching is often covered, not much attention is attributed to the value of task switching. Task switching has multiple upsides, which you only need to learn to exploit.

When working hours on end on a single task, you frequently fall into a rut and get distracted. The rate of progress tends to decrease over long periods of time. Task switching will keep you motivated and eager during the whole day, by providing the mind with diverse input and tasks.

Task switching feels the best when you can scratch a task off your todo list and feel the work session was a success. Having a clear ending time on sessions and vowing to task-switch at the end of sessions, will require you to better estimate how long you need to achieve a goal and keep you focused on the task at hand.

Working on multiple tasks of different projects in multiple, consecutive work sessions will allow you to achieve more overall, by keeping you motivated and increasing focus.

Increase Value

Multiple strategies can help you maximize value generation when practicing task switching.

Taking a short 5 to 10 minutes between tasks will work wonders by increasing long term focus and motivation.

Just a few ideas about what you could do:

• stretch
• move around
• meditate
• check social media
• get a cup of hot coffee or tea
• get a drink
• chat with your coworkers, spouse, children, or friends
• go outside

The goal of the short break is to get a quick motivation boost and reset your mind.

Thanks for Reading 👏

Check out last week’s article on scheduling work in chunks here:

✋Divide Your Day into Chunks and Achieve More by Increasing Efficiency

Follow me on Medium and IG: https://www.instagram.com/antonbegehr/

Stay tuned for more articles, leave a high-five ✋, and add a comment!