Multitasking: Why it fails at work and how to focus

Multitasking might seem productive, but research shows it's really just quick task switching that wears out your focus, causes more mistakes, and can lead to burnout. In this article, we'll look at why your brain can't truly multitask, clear up some common myths, and share six practical strategies to help you and your team work better by focusing on one thing at a time.

Multitasking is a myth. What you’re really doing is switching between tasks. It's almost always more efficient to focus on one task at a time.”

What is multitasking?

Multitasking means trying to do several things at once or quickly switching between them. Even if it feels efficient, it's a myth: your brain can handle only one task that requires your full attention at a time.

Every time you switch tasks, your attention gets scattered, mistakes go up, and your working memory gets tired. Things like notifications, texts, and social media make this problem worse.

Examples of multitasking

Some multitasking is easy to spot, but sometimes it looks like you're being productive when you're really just switching tasks. These habits actually wear down your ability to think clearly:

• Responding to text messages during a phone call

• Listening to a podcast while writing an email

• Jumping between tabs or tools mid-task

• Checking a to-do list while in a meeting

• Scrolling social media during a virtual presentation

• Reading docs while replying to Slack

These habits can feel harmless, but they scatter your focus and interrupt the flow of deeper work.

What are the effects of multitasking on cognition and productivity?

Multitasking doesn't just slow you down; it actually changes how your brain works. Each time you switch tasks, it uses up your mental resources, making decisions slower and leaving you feeling tired.

Over time, the effects compound:

• Reduced short-term memory: Constant switching weakens your ability to retain information

• Lower output: Tasks take longer, and quality suffers

• Increased burnout risk: Mental fatigue accumulates throughout the day

Our research shows that 71% of knowledge workers felt burned out in the past year, with the highest rates among those who feel uneasy without their phones: 65%, compared to 45% who don't.

How multitasking affects your brain

Multitasking puts too much pressure on your brain's prefrontal cortex, tires out your working memory, and creates 'switch costs' that slow down your thinking. Your brain can't handle multiple tasks at once; it just switches quickly between them, and each switch makes it harder to focus.

The brain regions involved in task switching

Three key brain regions manage your attention and decision-making:

• Prefrontal cortex: Controls focus and executive function

• Parietal lobes: Process sensory information and attention shifts

• Anterior cingulate cortex: Monitors errors and manages conflict

These parts of your brain work best when you focus on one thing at a time. If you try to handle several mental tasks at once, they get overloaded, which slows you down and leads to more mistakes.

Switch costs and cognitive load

Every time you shift from one task to another, your brain pays a "switch cost." This includes the time it takes to refocus, recall where you left off, and suppress distractions from the previous task. Over a workday, these switch costs add up, draining your mental energy and reducing your overall output.

Attention residue and its effects

When you switch from one task to another, some of your attention stays with the first task. This is called attention residue, and it means you're not fully focused on what you're doing now. This leads to lower quality work and the feeling that something is left unfinished.

5 multitasking myths

A lot of people think they're good at multitasking, but that's not how the brain really works. Here are five common myths that show the difference.

Myth 1: Humans can multitask

Is it possible to multitask? Not really. Studies show the human brain isn't built to focus on multiple tasks simultaneously. What feels like multitasking is actually rapid task switching, which drains working memory, increases mistakes, and creates measurable switch costs.

Multitasking is a myth. What you’re really doing is switching between tasks. It's almost always more efficient to focus on one task at a time.”

Myth 2: Multitasking isn't that bad

Does multitasking really cause problems if you're good at it? Yes. Many people believe they've developed multitasking ability, but research shows little connection between confidence and actual performance. Just because task switching feels normal doesn't mean it's not slowing you down.

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Myth 3: Multitasking increases productivity

If you're doing two things at once, doesn't that mean you're getting more done? Not quite. Studies by Dr. David Meyer and Dr. Joshua Rubinstein found that context switching can reduce productivity by up to 40%. While multitasking may feel efficient, it often makes you less effective.

Myth 4: There are different types of multitasking

Are there actually different kinds of multitasking? Not really. Words like task switching, context switching, and attention residue all describe what happens when you try to do more than one thing at once.

• Multitasking is the attempt to juggle two activities simultaneously.

• Task switching is the mental act of shifting between them.

• Attention residue is what lingers from the last task, which clouds your cognition as you move to the next task.

Myth 5: Multitasking at work is ok

Is multitasking at work really a problem? Yes, even if it feels normal. Our research shows that the average knowledge worker switches between 10 apps up to 25 times a day. All this switching means more missed messages, forgotten tasks, and less efficiency.

One common form, media multitasking, involves bouncing between tools like email, chat, and project software. In addition to typical switch costs, media multitasking has been linked to weaker working memory and poorer long-term mental health.

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6 ways to be productive without multitasking

Your brain isn't wired to juggle multiple tasks at once. These six strategies help you reclaim your attention and find your flow.

Remote work has increased distractions with more pings, more meetings, and less time to focus. It’s clear something needs to change.”

1. Try timeboxing

Timeboxing helps you commit your full attention to a task by assigning it a fixed block of time. When the timer starts, you focus on that task alone: no checking emails, no switching tabs.

Research from UC Berkeley's Becoming Superhuman Lab found that "Focus Sprint" participants who avoided switching tasks felt 43% more productive.

2. Schedule time blocks

Time blocking helps reduce task switching by grouping related tasks. Instead of reacting to every notification, set focused blocks to handle similar work.

For example, you could check your email once in the morning and again before you finish work. This helps you stay in control of your time and keeps your working memory fresh.

I block time between meetings for focused work and short breaks—and set my Slack to “heads down” so others know I’m unavailable.”

3. Use do-not-disturb features

Turning on do-not-disturb mode helps minimize switch costs caused by digital pings. Use it across devices, including your computer, phone, and chat apps, to stay focused during deep work.

You're not ignoring your team; you're just giving your brain the space it needs to think clearly and finish one thing before starting another.

Distractions are costly. With Asana, teams stay in flow because everyone knows what they’re working on, without extra meetings.”

4. Try the Pomodoro Technique

The Pomodoro Technique encourages short bursts of focused work followed by intentional breaks. You work for 25 minutes, then take five to reset. After four cycles, take a more extended break.

This method helps you handle mental tasks without burning out. It also gives you set times to check social media or reply to messages, so you don't lose your focus.

5. Align your priorities

Multitasking doesn't really work, especially when everything seems urgent. Figuring out which tasks matter most helps you focus on what's important right now.

If a new request isn't as important as what you're working on, keep going. If it is more important, finish your current task first, then switch over on purpose instead of reacting right away.

6. Set MITs

Identify your most important tasks (MITs) daily to focus your energy where it counts. According to Dr. Sahar Yousef, setting daily MITs can cut procrastination and lower burnout.

When you share your MITs with your team, it helps keep you accountable and makes it easier to ignore every phone call, ping, or pop-up.

From task switching to single tasking

It's not easy to stop multitasking, especially if it's part of your daily routine. But when you focus on one thing at a time instead of juggling tasks, you'll notice you're more engaged, productive, and make a bigger impact.

The shift from task switching to single tasking starts with small changes: turning off notifications, setting clear priorities, and protecting blocks of time for focused work. With the right tools and habits, you can reclaim your attention and do your best work. Ready to help your team focus on what matters? Get started with Asana today.

How to find focus & flow in a distracted world

Get science-backed tips from experts in psychology and neuroscience. Learn how to minimize distractions and focus on high-priority tasks, so you can flourish at home and at work.

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Frequently asked questions about multitasking