The multitasking myth: Why single-tasking is your secret weapon for research productivity

Picture this: You're deep in your literature review, synthesising complex findings, when your phone buzzes with a WhatsApp from your supervisor. You quickly reply, then notice an intriguing conference call for papers in your email. As you skim the details, another notification pops up – a reminder about that data analysis deadline. Sound familiar?

If you're nodding along whilst simultaneously checking your email (yes, I see you!), you're experiencing the multitasking trap. We've all been there – juggling multiple research tasks, convinced we're being incredibly productive because we're doing so much at once.

Here's the uncomfortable truth: For complex cognitive tasks like research, multitasking is largely detrimental to your performance and represents an inefficient use of your precious intellectual energy.

This isn't just my opinion; it's what the scientific evidence overwhelmingly demonstrates. In this blog post, I'll unpack the myths surrounding multitasking, reveal its true impact on your research quality, and equip you with practical, evidence-based strategies to reclaim your focus and excel in your academic journey.

The multitasking illusion: What's really happening in your brain?

Let's be frank: the idea that we can effectively juggle multiple demanding tasks simultaneously is deeply appealing. It feeds our desire for efficiency and control over our ever-expanding to-do lists. However, psychological research tells a different story entirely.

What we perceive as multitasking is actually rapid "task-switching", where your brain frantically shifts attention between activities. And this switching comes at a significant cognitive cost that most of us vastly underestimate.

The evidence (partly) for multitasking (Ts&Cs apply)

In a study titled "Juggling on a high wire: Multitasking effects on performance," researchers Adler and Benbunan-Fich shed light on the often-debated impact of multitasking. They found that how multitasking affects your work depends critically on what you're trying to achieve. When it comes to productivity – that is, how much work you get done – there's a surprising "sweet spot." Moderate levels of multitasking actually led to better overall output compared to completing tasks one by one or trying to juggle too many things at once. This suggests that a bit of task-switching can sometimes boost your efficiency, perhaps by offering a mental refresh or allowing you to optimise downtime.

However, the picture changes entirely when we look at accuracy – how well and correctly you do your work. The study revealed a consistent linear decline in accuracy as multitasking increased. Simply put, the more tasks you try to manage simultaneously, the more likely you are to make mistakes.

This highlights a crucial trade-off: while a moderate amount of juggling might help you pump out more work, it often comes at the cost of precision. For tasks demanding high quality or minimal errors, focusing intently on one task at a time remains the most effective strategy.

The evidence against multitasking

A pivotal meta-analysis by Jeong and Hwang (2016) examined 49 media multitasking studies, providing robust evidence about the effects of multitasking. For those unfamiliar, a meta-analysis combines the results of multiple scientific studies; think of it as a "super-study" that provides the clearest possible picture. The authors defined “media multitasking” (where multitasking is also referred to as dual-tasking), as performing two or more tasks at the same time, with at least one involving the use of media such as television, mobile apps or internet browsers.

Their findings revealed that media multitasking has negative effects on cognitive outcomes, including comprehension and performance. When you're simultaneously drafting your methodology section whilst intermittently checking social media, your ability to think deeply, analyse critically, and retain information suffers dramatically. It's like trying to listen to two lectures simultaneously – you'll miss crucial details from both.

There was also another very interesting finding: usually, when you hear a persuasive message (like an advertisement, a political argument, or even a nuanced point in a research paper), your brain works hard to process it. You might think, "Is this true? Do I agree with this? What are the counterarguments?" This is referred to as central processing or elaboration. You're actively thinking and evaluating.

However, when you're multitasking, your brain is overloaded. It doesn't have the mental capacity to do that deep, critical thinking. So, what happens instead?

• Reduced Counterarguing: You're less likely to come up with reasons why you disagree with the message. Your brain is too busy managing the different tasks to formulate effective counterarguments. It's like your internal "fact-checker" is on a coffee break.

• Increased Peripheral Processing: Because your brain can't do the heavy lifting of central processing, it relies on simpler, more superficial cues. This is called peripheral processing.

• Easier Acceptance: With less critical thinking and counterarguing, you become more susceptible to simply accepting the message as it is. It's not necessarily that the message's logic convinces you, but rather that your guard is down, making you more open to being persuaded.

In essence, the study suggests that multitasking, by distracting you and limiting your cognitive resources, makes you more vulnerable to persuasion because you're less able to evaluate incoming messages critically.

So, while that buzzing phone might make it harder to focus on your lit review (negative cognitive outcome), it might also make you more likely to click on that sponsored post and buy something you don't need (positive attitudinal/persuasion outcome).

The study also identified key factors that worsen multitasking's negative effects:

• User Control (Less Control over the Media): The negative effects of multitasking are more pronounced when the media user has less control over the media they are using. For example, suppose you're watching a forced advertisement you can't skip, or attending a lecture where you can't easily pause. In that case, the negative impact on your cognitive performance might be greater than if you were, say, casually browsing a website you can easily navigate.
• Task Relevance (Tasks that are Unrelated): When tasks being performed simultaneously are unrelated to each other, the negative effects on cognitive performance are more pronounced. If you're trying to study for a history exam while simultaneously watching a cooking show, the unrelated nature of these two tasks will likely have a more detrimental effect on your learning than if you were, for example, doing research for your history paper while listening to a history podcast.
• Task Contiguity (Physically Distant Tasks): Multitasking has greater negative effects when the tasks are physically distant from each other. An example might be trying to hold a conversation with someone in the same room while simultaneously engaging in a complex online game on a screen across the room. The spatial separation of the tasks might contribute to a greater cognitive load and thus worse performance.

For research's heavy lifting, like writing, critical thinking, and complex problem-solving, the message is crystal clear: focus on one thing at a time.

The hidden cost of context switching

Why does multitasking harm cognitive performance so dramatically? It comes down to "context switching". Imagine your brain as a computer that must perform several operations every time you switch tasks:

1. Disengage: Pull away from the current task
2. Reorient: Determine what the new task requires
3. Activate: Load relevant information and rules for the new task

This process is neither instantaneous nor effortless. It consumes valuable cognitive resources, leading to:

• Increased errors: Fragmented attention makes you more prone to mistakes
• Reduced comprehension: You don't fully absorb information when your focus is divided
• Slower task completion: Paradoxically, trying to do more results in less, taking longer for each task
• Mental fatigue: Constant switching is exhausting, leading to burnout and decreased motivation

Academic multitasking scenarios: The everyday reality

Let me paint some pictures you'll recognise from your own research life.

The literature review labyrinth

You're synthesising findings from 20+ papers, identifying gaps, building your argument, then your phone buzzes. It's just a quick reply to a colleague, you tell yourself. Returning to your review, an email notification appears: a fascinating conference opportunity. You open it, bookmark it for later, then return to your literature review... only to discover you've completely lost your train of thought. Those precious minutes of regaining mental momentum? That's context switching in action.

Data analysis versus grant writing juggling act

Perhaps you're running complex statistical analyses – work that demands intense focus and accuracy – while simultaneously drafting a grant application that requires creativity and strategic narrative thinking. Bouncing between the precise, logical world of data and the persuasive, visionary world of grant writing typically results in errors in one and lacklustre output in the other. Both demand deep cognitive engagement, but in fundamentally different ways.

The PhD student's dilemma

PhD students face particularly challenging demands: supervising undergraduate projects, attending departmental meetings, teaching, and finding time for their own thesis. Each role requires distinct mental states and skillsets. Attempting to plan a tutorial whilst pondering your thesis methodology is a recipe for half-baked ideas and mounting stress.

Reclaiming your focus: Evidence-based strategies for research excellence

Now for the encouraging news: you can change these habits and cultivate a more focused, productive research approach. These strategies are grounded in research principles.

Master single-tasking for superior outcomes

This is your foundation. Embrace "monotasking" by dedicating specific time blocks to one task only, particularly for high-cognitive-demand activities such as writing thesis chapters or manuscripts, data analysis, literature review, and grant writing.

Turn off all notifications. Close irrelevant tabs. Immerse yourself completely. You'll find your prose flows more smoothly, arguments become more coherent, and you complete sections faster. So, give it your undivided attention.

Practical tip: Use the Pomodoro Technique (25 minutes focused work, 5 minutes break) or longer blocks (90 minutes) if that suits your rhythm. During these periods, silence your phone, close email, and resist jumping to other tasks.

Changing human behaviour to stop multitasking

Many studies tried to change people’s behaviour and make them stop multitasking. Parry and le Roux (2019) categorised the interventions they found in the studies they reviewed into three main types:

• Awareness Interventions: These interventions aimed to increase individuals' awareness of their media use, task-switching behaviour, or the importance of focusing on a primary task. Examples included pop-up alerts or applications that tracked and displayed computer activity.
• Restriction Interventions: These interventions involved limiting access to media by separating individuals from their devices, restricting access to certain activities (such as notifications), or creating dedicated workspaces for specific tasks to prevent switching.
• Mindfulness Interventions: These interventions focused on cultivating greater attention and awareness of one's present state, to improve self-control over actions and mitigate the effects of media multitasking. These often involved guided mindfulness exercises.

The review then analysed the efficacy of these different intervention types in terms of both behaviour change and cognitive outcomes. While some interventions were effective at changing behaviour or cognitive outcomes, the authors noted that no single category of interventions consistently produced improvements in attention-related performance across the board.

Design your environment for deep work

Your physical and digital environments massively influence your ability to focus. One way to go about limiting the temptation to multitask is to set your environment up for success as a less distracting environment supports better cognitive control.

Digital optimisation strategies

• Notifications OFF: Disable all non-essential notifications on phone, computer, and tablet – yes, even subtle vibrations
• Close irrelevant tabs: If you're writing, you don't need social media or news feeds open
• Use focus apps: Tools like Freedom, Cold Turkey, or built-in 'Focus' modes block distracting websites for set periods

Physical space optimisation

• Designate distraction-free zones: Even just a desk corner can become a deep work sanctuary
• Minimise visual clutter: A tidy workspace contributes to a tidy mind
• Consider noise: Invest in noise-cancelling headphones for silence, or find quiet cafés with ambient background noise

Practical tip: Before starting deep work sessions, perform a "digital check-in." Briefly handle urgent emails/messages, then commit to complete digital silence. Inform colleagues or family about your unavailability if necessary.

Harness planned breaks and strategic task batching

Single-tasking doesn't mean working for hours without breaks. Breaks are essential for maintaining cognitive function – the key is making them intentional and purposeful.

• Scheduled breaks: Step away from your desk, stretch, grab a drink, or take short walks. This allows your brain to consolidate information and prevent fatigue.
• Batch similar tasks: Instead of multitasking within cognitively heavy work, batch similar, lower-demand tasks together. Dedicate 30 minutes at the day's beginning or end to process all emails rather than checking intermittently. Set aside specific times for administrative tasks, meeting preparation, or reading updates. This is task batching, not detrimental multitasking. It reduces context switching whilst handling different work types.

Practical tip: Use timers for breaks. When breaks end, transition back to focused work with clear intention. Avoid break activities that pull you into further distractions (browsing social media during 5-minute breaks easily becomes 30 minutes).

When is multitasking actually acceptable?

Not all parallel activity is detrimental. The key is understanding the tasks involved.

Non-cognitive benefits of background activities

If tasks aren't cognitively demanding, or if secondary activities are purely for background ambience or passive enjoyment, they might not significantly impede primary tasks. Listening to instrumental music whilst writing or performing routine lab work might not negatively impact performance. Similarly, engaging with media during repetitive, low-cognitive physical tasks (like organising your office) might make them more tolerable.

The crucial distinction: are you asking your brain to actively process two complex information streams, or is one stream purely for background or passive enjoyment?

Task batching versus true multitasking

There's a significant difference between performing two complex tasks simultaneously and strategically batching similar, lower-cognitive tasks. Task batching – grouping similar small tasks (emails, scheduling, administrative checks) and tackling them together – is an efficiency strategy, not detrimental multitasking. It reduces context switching by dedicating specific time for less demanding activities, leaving larger blocks free for deep work.

Overcoming common challenges

Changing ingrained habits is tough. Here are common hurdles researchers face and navigation strategies.

Conquering urgency and FOMO

Academic environments often feel like constant deluges of "urgent" requests, emails, and opportunities, creating FOMO – fear that immediate responses are essential or you'll miss something important.

• Set boundaries: Communicate your availability. Let colleagues know you check emails at specific times: "I'm focusing on writing until 12 PM, so I'll respond to emails afterwards."
• Prioritise ruthlessly: Not everything is genuinely urgent. Use prioritisation matrices (like Eisenhower's: Urgent/Important, Important/Not Urgent, etc.) to decide what truly needs immediate attention versus what can wait.
• Trust the process: Believe that dedicating focused time to your most important tasks will ultimately make you more productive and less stressed, even if it means slight delays in responding to non-critical communications.

Managing multiple deadlines and stakeholder demands

Research projects often involve multiple stakeholders (supervisors, collaborators, funders) and overlapping deadlines, which can feel like legitimate multitasking justification.

• Proactive planning: Instead of reacting to deadlines, plan proactively. Break large tasks into smaller, manageable chunks. Allocate specific, dedicated time slots for each chunk.
• Time blocking: Use your calendar to block "deep work" time for critical tasks. Treat these as non-negotiable appointments with yourself.
• Transparent communication: Keep supervisors and collaborators informed about your progress and bandwidth. Clear communication about focused work periods manages expectations: "I'll focus on the grant proposal this morning, but I'll touch base on data analysis after lunch."

Frequently asked questions

Is background music or noise acceptable whilst working on research?

It depends on the nature of the noise and the type of task. For highly cognitive tasks, such as writing or complex analysis, silence or instrumental music without lyrics is generally best. Research suggests that music with lyrics can interfere with verbal processing, which is crucial for many academic tasks. For repetitive or low-cognitive tasks, some individuals find background noise or music helpful for focus or motivation. The key is experimenting and being honest about whether it's genuinely helping or subtly distracting.

How can I transition from lifelong multitasking habits to single-tasking?

It's a gradual process, not an overnight switch. Start small: pick one hour daily, or one specific task (your most challenging writing task), and commit to single-tasking during that period. Use the "trigger-response-reward" loop: identify multitasking triggers, consciously choose single-tasking responses, and notice improved outcomes. Be patient and persistent with yourself.

What if I have multiple equally urgent things demanding attention?

Prioritisation is key. Use frameworks like the Eisenhower Matrix: Urgent/Important, Important/Not Urgent, Urgent/Not Important, Not Urgent/Not Important. Tackle truly urgent and important items first, one at a time, until complete. For other tasks, schedule dedicated time slots based on their importance and urgency. Remember, perceived urgency often isn't true urgency.

Does this apply to managing email and calendar?

Yes, but with a nuanced approach. Constantly checking emails and calendars is detrimental multitasking. Instead, "batch" these activities. Set specific times (9 AM, 1 PM, 4 PM) to process emails and manage calendars. This reduces cognitive drain from constant interruptions. Treat your calendar as a tool for blocking focused work time, not just meetings.

Will single-tasking make me fall behind on other research aspects?

Paradoxically, single-tasking often makes you more productive overall. By completing tasks more efficiently with fewer errors, you free mental space and time. You might complete fewer tasks per hour, but individual task quality and completion speed improve, leading to greater long-term output. It's about working smarter, not just harder.

Your research, reimagined

Embracing single-tasking might feel counterintuitive initially, especially in cultures that glorify busyness. However, evidence and the lived experiences of numerous successful researchers suggest that a dedicated focus is the bedrock of high-quality academic output.

As researchers and postgraduate students, your most valuable asset is cognitive capacity. Don't let multitasking efficiency illusions fracture it. Consciously dedicate full attention to one demanding task at a time. You're not just being "productive", you're developing deeper comprehension, nurturing creative thought, and ultimately producing more impactful, high-calibre research.

So next time you find yourself with numerous open tabs or your hand hovering over your phone mid-sentence, pause. Take a breath. Choose one task. Dive deep. Your research and peace of mind will thank you.

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Looking for ongoing support throughout your research journey? The Research Masterminds Success Academy offers live workshops, helpful resources, and a supportive community of fellow PhD students. It's a space designed to help you develop academic skills, maintain motivation, and complete your research while still enjoying life beyond your studies. https://www.researchmasterminds.com/join-the-academy

This blog post was created through a collaborative process. I provided the initial ideas, draft content and related research, and AI (Claude.ai) assisted in restructuring and refining the material. Final edits and insights are entirely my own.

Thank you for the cover photo by Kaboompics.com.