In today’s fast-paced, always-connected world, project managers are often expected to juggle multiple tasks, respond to constant emails, manage team dynamics, and oversee deadlines – all at the same time. Multi-tasking has become synonymous with efficiency and productivity, but this widespread belief is fundamentally flawed. Neuroscience and cognitive psychology have proven that the human brain is not built for multi-tasking. Instead, attempting to do so leads to inefficiency, errors, and burnout. For project managers, understanding this multi-tasking myth and adopting single-tasking as a productivity strategy can transform how projects are managed and delivered.
The Science Behind the Multi-Tasking Myth
The term “multi-tasking” originally referred to computers executing multiple processes simultaneously. While computers can handle parallel processing, the human brain cannot. What we call multi-tasking is actually “task-switching”—the brain rapidly shifting focus from one task to another. This switching creates significant cognitive overhead.
How the Brain Handles Tasks
The prefrontal cortex, the area of the brain responsible for decision-making, planning, and goal-setting, works best when it focuses on one task at a time. When you attempt to multi-task, your brain must disengage from one task and re-engage with another. This process isn’t instantaneous—it takes time and energy. Research from the American Psychological Association (APA) shows that task-switching can reduce productivity by up to 40%. Additionally, when switching tasks frequently, the brain experiences “attention residue,” where part of your focus remains stuck on the previous task. This residue reduces your ability to fully engage with the new task, leading to slower progress and lower-quality outcomes.
The Cost of Multi-Tasking
For project managers who oversee complex workflows and high-stakes deliverables, multi-tasking can have severe consequences, such as:
- Increased Errors: Divided attention leads to mistakes in calculations, overlooked details in plans, or miscommunications with stakeholders.
- Slower Task Completion: Constantly switching between tasks disrupts momentum and forces you to repeatedly “relearn” where you left off.
- Mental Fatigue: The cognitive load of juggling multiple tasks drains energy faster than focusing on one thing at a time.
- Reduced Creativity: Creative problem-solving requires deep focus—something multi-tasking actively undermines.
- Burnout: The stress of trying to “do it all” can lead to exhaustion and reduced job satisfaction.
Why Single-Tasking Works
Single-tasking – or monotasking – is the practice of dedicating your full attention to one task at a time until it’s completed or reaches a natural stopping point. This approach aligns with how our brains are wired and offers numerous benefits for project managers:
- Improved Focus: By eliminating distractions and focusing on one task, you can achieve deeper concentration and higher-quality work.
- Faster Task Completion: Without the delays caused by task-switching, single-taskers complete their work more efficiently.
- Better Decision-Making: Single-tasking allows project managers to think critically without being overwhelmed by competing demands.
- Enhanced Creativity: Focusing on one problem at a time fosters innovative thinking and better solutions.
- Reduced Stress: Single-tasking creates a sense of control over your workload, reducing anxiety and preventing burnout.
The Impact of Multi-Tasking on Project Management
Project management often demands attention across multiple areas – team coordination, stakeholder communication, risk mitigation, budget tracking, and more. While it’s tempting to try addressing everything simultaneously, this multi-tasking approach often backfires.
For instance, constantly checking emails while preparing for a meeting means you’re likely to miss important details in both tasks. Or jumping between tools or platforms such as project management software, spreadsheets, communication apps, and reports creates inefficiencies as you lose focus during each switch.
In these scenarios, single-tasking allows project managers to concentrate fully on one responsibility at a time—leading to better results across all areas.
Strategies for Adopting Single-Tasking in Project Management
Transitioning from multi-tasking to single-tasking requires intentional changes in how you approach your workday. Here are some actionable strategies for project managers to help you do just this:
Prioritise Tasks
Use frameworks like the Eisenhower Matrix (urgent vs important) or MoSCoW (Must-have, Should-have, Could-have) prioritisation methods. These will help you identify which tasks require deep focus versus those that are routine or administrative.
Time-Block Your Schedule
Dedicate specific blocks of time for focused work on high-priority tasks (of course, make sure you have properly prioritised your tasks first). Reserve separate time blocks for responding to emails or attending meetings so they don’t interrupt deep work sessions.
Eliminate Distractions
Make it easier on yourself by silencing notifications on your phone and computer during focused work periods. You could even try tools like website blockers (e.g., Freedom or StayFocusd) if digital distractions are an issue you find hard to deal with.
Batch Similar Tasks
Just because you are single-tasking doesn’t mean you can’t make the process even more efficient by grouping similar tasks together (e.g., responding to all emails at once instead of sporadically throughout the day). This reduces context-switching and allows you to stay in the same mental mode for longer.
Communicate Boundaries
This is so important – make sure you let your team know when you’re unavailable for interruptions during focused work periods. Also set clear expectations about response times for non-urgent matters. Adding a note to your email signature can be a useful tool for this but just make sure it doesn’t come across as unapproachable – especially to important clients!
Use Productivity Techniques
Try methods like the Pomodoro Technique (working in 25-minute intervals with 5-minute breaks) or Deep Work sessions (90-minute periods of uninterrupted focus). These techniques help maintain concentration while preventing burnout.
The Role of Technology in Supporting Single-Tasking
While technology is often blamed for enabling distractions, it can also support single-tasking when used wisely. Tools like Trello or Asana allow project managers to organise tasks visually and focus on one step at a time. Time-tracking apps like Toggl help monitor how much time is spent on specific tasks and focus-enhancing apps like Forest help you stay off your phone during deep work sessions. By leveraging these tools strategically, project managers can create an environment conducive to single-tasking.
Less is More
The multi-tasking myth has persisted for too long in project management circles. While it may seem like handling multiple responsibilities simultaneously is efficient, science tells us otherwise – our brains simply aren’t designed for it. For project managers seeking greater productivity and better results, embracing single-tasking is not just a choice; it’s a necessity. By focusing fully on one task at a time, project managers can improve their efficiency, reduce stress levels, enhance creativity, and deliver higher-quality outcomes for their teams and stakeholders. In a world obsessed with doing more faster, sometimes slowing down and doing less – but doing it well – is the smartest strategy of all.
