Mindful Context Switching Instead of Multitasking

Interruptions and requests come at us 24/7

I've been at my job for a long time. I've had many years of experience in different departments, projects, geographic locations, and even in very different disciplines. I've been extremely lucky to have those experiences. I don't take it for granted. Ever. But there is a downside to all that experience. I've slowly become what feels like the one place for all the institutional knowledge for much of my firm. I am hit with questions, problems, ideas, obstacles, presentations that need help, general advice, ways to fix major risk issues, design, food, clean-up, career questions, and so much more every day. I told my boss recently that I'm going to start keeping track of how many times I'm interrupted in the day with an issue. I want to do this both for fun and to make sure I'm not seen as the least productive member of our team.

I'm grateful people see me as a valuable resource so I also try very hard to respond as quickly as I can. That is where this becomes a problem. Context switching is not easy, and I'm not very good at it. When I'm working on a spreadsheet, or if I'm doing some research, responding to emails, or doing any task and I get an unexpected zoom call, chat, or phone call, I'm asked to not only change what I'm working on but also change my mindset, context, and sometimes even my environment. While doing expenses or other important but mundane administrative issues, I may be asked to switch to a conversation about a theoretical design change or to a process totally unrelated to what I was focusing (which happens all the time for me). This takes a few minutes to rewire my thoughts. Then when new ask or conversation is complete I need to switch back to the previous task, context, and way of thinking. This again takes time. Computers can perform what is known as context switching very quickly. All humans do this very poorly and I'm no exception. I cannot do change my contexts quickly.

Context Switching

In computing, context switching refers to the process of storing the current state for one task, so that this task can be paused and another task can be taken up and worked on. Computers may seem like they do everything at once, but each task is done one at a time, and all the context is stored in memory for retrieval later. People just do not do this well. To make it worse, the space between one task and another is the perfect time to get distracted. Personally, I will end up checking my phone or social media, getting a snack, using the restroom, looking at emails again (where I could need to context switch all over again), or start a conversation with a friend. We may feel busy all day, but we get very little done most days.

In life we always needs to balance removing distractions so we can get stuff done, with the need to respond to others so we can be helpful, show them that we care, or simply move our careers forward when our boss calls. To find the right balance I picture a dial or control of some sort where we can choose the right balance.

• At one end of the dial we remove all distractions or interruptions. We can get a lot done, but our responsiveness to others suffers. People counting on us get stuck and can't get our help, input, or even some simple encouragement for their problems.

• At the other end we make ourselves available at anytime to anyone and we can respond to others needs quickly and on demand. The others in our life can progress with their work fast, or receive the care they need, but our output and work suffers.

I read a posting in Ness Labs recently about this problem and using their ideas, I think I have some tips to try that may help balance that dial. I think the first thing to remember is that you can change this dial depending on what you are working on, and what may be going on around us. That balance is not a given or just "how life is", we have control of how we manage both ends of the spectrum. Anne-Laure La Cunff of Ness Labs called it "mindful context switching."

Below are a couple ideas to implement that may lower all our stress and help gain the feeling or control and accomplishment back to our lives.:

1. Control and block your time. You can schedule time for different aspects of your life or tasks. Need time to complete a task that need deep-thinking or concentration? Schedule a block of time when you can move the dial to "privacy" and remove distractions. Is this a busy time at work or with family, move the dial more to "open if needed" and know that you will only be able to complete shorter tasks because you will probably be interrupted. Just knowing you have this control in life can remove the stress you feel from being out of control. Do this mindfully and feel the stress level lower.

2. Communicate. Tell others in someway how responsive you expect to be. You can do this with a shared calendar, with automatic responses in email or chat, by having a consistent schedule with time you are not available, or by simply warning those around you. Let them know you are still there to help, but you have work to get done and need time with no distractions. You will reach out when you are available again. Trust them. They will understand.

3. Break tasks into the smallest chunks possible. This helps with scheduling, taking breaks, feeling like you are accomplishing things, and also gaining control. By having a better idea of how long something will take it is easier to block. By building in time between parts of a longer task it gives the ability to context switch when you choose and not from interruptions.

In the book "Algorithms to Live By" authors Tom Griffiths and Brian Christian add an idea about how to help us know where to set our dial at for any period of time. They say, "You should try to stay on a single task as long as possible without decreasing your responsiveness below a minimum acceptable limit. Decide how responsive you need to be—and then, if you want to get things done, be no more responsive than that."