Stop Wearing Multitasking Like a Badge of Honor: Why Multitasking Doesn’t Work

I know it's hard. I was there too, and if not careful, I can quickly find myself back there… doing that task while trying to answer IMs and that email that just can’t wait, but I also have to work on that spreadsheet. When I get through it…I am exhausted. I feel like I need a sweat towel, a snack, and a large glass of water.

I am passionate about the idea that work can be controlled and methodical in any industry. Yes, even in claims administration.  I have always worked in fast-paced environments with serious financial consequences if the work was not done accurately and on time. For example, in the mortgage industry, if wages and debts aren’t calculated properly, it could delay final mortgage approval and hold up someone's dream home. Or, in claims, if forms are not filed timely and accurately, a state agency could assess a fine to my company, and the injured worker could be left wondering about the status of their claim. And when I did make errors, I almost always knew it was because I was working too fast, doing too much at one time, and not giving my full attention to my thought work.

Early in my career, I did not believe that work could be methodical. Now I have a totally different view.  When I realized that I could not “multitask”, I set up a block schedule and built in times for “chaos” and for thought.

Here is what neuroscience says about this and why multitasking doesn't work.

1.       Your Brain Literally Cannot Multitask - It's Task-Switching

Here's the truth: your brain can't do two things at once. What feels like multitasking is really your brain playing hot potato - frantically tossing your attention back and forth between tasks. Think of it like trying to have two phone conversations at once. You're not really listening to both people simultaneously; you're rapidly switching between them, missing pieces of each conversation. That's exactly what happens when you're working on a spreadsheet while answering IMs - your brain is constantly saying "okay, spreadsheet now... wait, message... back to spreadsheet... oh, another message." No wonder you feel scattered!

2.       Every Switch Costs You Performance and Energy

Every time you jump from one task to another, it's like your brain has to completely change gears. Imagine driving and constantly shifting from first gear to third gear to reverse - your engine would be working overtime and burning way more fuel. That's your brain on multitasking. Each switch takes extra mental energy and time to refocus. By the end of the day, you've burned through your mental fuel tank, which is why you feel like you need that snack and water break. You've been working harder, not smarter.

3.       Multitasking Increases Errors When Accuracy Matters Most

When you're splitting your attention, you're giving each task only a fraction of your brainpower. It's like trying to read a book while watching TV - you might catch the gist of both, but you're missing important details. In your work, those "details" could be the difference between a mortgage closing on time or a claims form being filed correctly. What mistakes are you making when working too fast? That's your divided attention failing you at the moment when precision matters most. Your brain simply can't give 100% accuracy when it's only paying 30% attention.

4. Only 2.5% of People Are "Super-Taskers" - And Even They Have Limits

We all know someone who claims they're great at multitasking (maybe that someone is you!). But research shows that only about 2-3 people out of every 100 can multitask without their performance suffering - and even then, only on really simple tasks. For the rest of us, thinking we're good at multitasking is like thinking we're good at juggling while blindfolded. We might keep the balls in the air for a while, but eventually, something's going to drop. The real kicker? The people who think they're the best multitaskers are often the worst at it.

Solution:

Do you want a real science-based solution, not just some productivity hack? I mentioned before that I switched to a block schedule. What is that and why does it work?

1.       Our brains CRAVE single focus flow states

What that means is that we like to know what will happen next. Your brain gets in a rhythm. The executive command center can engage fully with the task you are trying to complete. Your brain becomes more efficient, using less energy while producing high-quality work. You are in that flow state. If you have a task of calculating wages across multiple files… You have the rules of wage calculation pulled up in your working memory, you have the tech tools you need out, and you can quickly work with different files and stay in that brain flow to achieve faster, more accurate work.

2.       Sustained Attention Builds Mental Muscle

You know those people who have a gym schedule. Well, a block schedule is a gym schedule for your brain. The more you use that executive function portion of your brain, the stronger it gets. When you practice giving one task your full attention for extended periods, you're strengthening your brain's capacity for deep focus. This is why people who consistently use time blocking often find they can concentrate for longer periods.

3.       Your Brain Needs "Switching Recovery Time"

Did you know that when you switch quickly from one task to another, you get what scientists call “attention residue”? – sounds slimy!  It is when your brain is still stuck on parts of the previous task, even though you've told it it’s time to move on. Like having the Baby Shark song stuck in your brain when trying to have a conversation. Block scheduling gives your brain time to fully disengage from one task before moving to the next, clearing out that mental residue. This is why you probably notice you can think more clearly and make fewer errors when you're not constantly jumping between tasks.

4.       Planned Chaos Time Actually Reduces Stress

Neuroscience says planned chaos is a brilliant part of the block schedule. When your brain knows that there is a set time to handle interruptions and complete quick tasks, it can relax during focus time because it knows the small things will get taken care of. This reduces what researchers call "cognitive load" - the mental burden of trying to remember and manage multiple competing priorities. It's like telling your brain, "Don't worry about those emails right now, we have a specific time set aside for them later." This lowers stress hormones and allows for clearer thinking during your focused blocks.

5.       Energy Management Follows Natural Brain Rhythms

Block scheduling also works because it respects your brain's natural energy cycles. Your prefrontal cortex - responsible for complex thinking, decision-making, and error monitoring - has limited energy that gets depleted throughout the day. By scheduling your most demanding "thought work" during your peak energy times and saving routine tasks for when your mental energy is lower, you're optimizing your brain's performance. This is why you probably find certain times of day work better for deep thinking versus administrative tasks. Get to know yourself. Figure out where your brain works best.

Conclusion

Stop wearing that multitasking badge like it's an honor. Take it off your resume – it's not a skill, it's a liability. The science is clear: you're not being productive, you're being busy. There's a difference.

Instead, add that you're a master at focused work and strategic time management. That you can deliver high-quality results because you give your full attention to what matters most. That's the kind of professional every organization actually needs.

Here's what I want you to try: Start with just one hour tomorrow. Pick your most important task and protect that hour as if it were sacred. Turn off notifications. Close extra browser tabs. Tell your brain, "For the next 60 minutes, we're doing one thing really well."

Yes, it will feel clunky at first. Your brain will practically itch for distraction – that's normal. You've trained it to expect constant stimulation. But just like building any new habit, consistency beats perfection.

The payoff? You'll finish that hour feeling accomplished instead of scattered. Energized instead of drained. And probably surprised by how much quality work you actually completed.

I've been where you are – exhausted, scattered, making mistakes because I was trying to do everything at once. The shift to intentional, focused work didn't just change my productivity; it changed how I felt about my work entirely.

Your brain is designed for focus, not chaos. It's time to work with it, not against it. Give yourself permission to do one thing at a time. Your future self – and your work quality – will thank you.