Is Multitasking a Myth? (And What to Do In Your Business Instead)
- Katie Rodwell
- Oct 2
- 5 min read
Are you currently juggling multiple emails, Microsoft Teams DM, a client meeting and a to-do list as long as your arm while still being behind?
This is something many of us in business are all too familiar with. We’ve been told that multitasking is a skill we absolutely need to be a capable business owner (and parent, and friend). But does multitasking actually help us? Is it effective? And is there a way we can manage it without running ourselves into the ground?
I’m diving into what it really is, why it usually backfires, leaves us running on empty and can make our jobs harder, especially as women and mums.
FIRST, LET'S TALK ABOUT WHAT MULTITASKING IN BUSINESS ACTUALLY IS (A MYTH)
Multitasking, as we know it, is doing two (or more) demanding tasks at the same time. But that is incredibly rare and it’s actually rapid task-switching / rapid context-switching.
Jumping from one to the other, then back, whether it’s replying to an email during a meeting, replying to a text while you’re going through your expenses and so on. Each switch forces you to restart because your brain cannot focus on two things at once.
To be clear I’m not talking about things like listening to music, or a podcast while washing the dishes or organising your documents. I’m talking about multiple tasks at once that require direct focus and attention.
JUST READING ABOUT IT FEELS OVERWHELMING, SO IS MULTITASKING REALLY AS GREAT AS WE THINK?
The short answer is no. It may feel faster, but context switching, especially as rapidly as ‘multitasking’ increases the time it takes to complete a task, the stop, start and repeat burns brain fuel and drains energy (neurodivergent people will be familiar with this - if you haven’t heard of the spoon theory, this article is a great place to start). It also keeps you stuck in the ‘shallow work’ mode where creativity goes to die (to put it bluntly).
There are exceptions (see tips further down), but it isn’t a place we can / or should operate from all the time and is a big contributing factor to burnout.
In 2024 a study found that 72% of business owners suffer or have suffered from mental health conditions, 42% of business owners had previously experienced burnout and at the time of the study, 24% were in burnout. (you can ready more about the study here). It’s not the sole cause, but it does play a big part.
HERE'S MORE OF AN OUTLINE OF THE NEGATIVE IMPACT IT CAN HAVE ON BOTH YOU AND YOUR BUSINESS
Lower quality work:
The speed you’re trying to get as many things done as possible, can inevitably lead to mistakes when attention is split. Wrong dates, missed attachments, forgotten follow - ups, missing invoices - the list goes on.
Inconsistent client experience:
Response times and delivery times vary because your brain is in too many places at once, emails get missed, deadlines get missed, and client satisfaction drops.
Feeling stuck with limited business growth:
Strategy, client relationships, marketing and the core of your business needs ‘deep work’. Constant interruptions keep you busy and it may feel like growth, but the reward is very little and you soon realise busy doesn’t mean building.
Invisible stress, anxiety and low mood:
The mental load of keeping everything in your head, switching constantly and burning mental energy in the process can have a HUGE impact on your mental health and eventually, your physical health, which more often than not does lead to full burnout.
THE CONNECTION BETWEEN MULTITASKING, SOCIETAL EXPECTATION AND CULTURAL CONDITIONING FOR WOMEN AND MOTHERS
You don’t have to be a feminist to know that multitasking has, throughout our lives and history, been an expectation on women. I myself have joked in the past about being able to multitask because I’m a woman. We often default to running our businesses, managing the home, taking care of the kids, cooking, cleaning and all the rest, all at the same time - and then wonder why we’re so exhausted, emotionally and physically.
We are expected to (intentionally or unintentionally):
Remember, plan and anticipate more than most, for multiple people at once, at work and at home.
We’ve been praised for juggling it all without complaint and criticised when we struggle (or even just say we're tired).
The need to prove ourselves by doing more and over performing to show that we are capable which leads to adding to our pile of things to do.
That’s not to say that men don’t do these things, my husband is very hands on and he helps where he can in equal share. But, generally speaking, these are the cultural conditions we’ve been raised on as a society. And the result for women is overwhelm, neglected health and lost identity, so acknowledging it matters.
SOME QUICK TIPS TO MULTITASK EFFECTIVELY - SO YOU CAN PERFORM YOUR BEST WITHOUT BURNING OUT IN THE PROCESS.
The common denominator throughout this, is that we all end up stressed, and worse off than if we did things one at a time. It’s false productivity and I know that your goal wasn’t to do more things at once in your business, it’s to have the freedom to do less. So….how do we make that happen when, unfortunately, multitasking is inevitable?
Pair low effort tasks:
Fold your laundry while listening to music, write notes on your train journey to work, listen to and send voice notes while you walk, whether it’s for a daily leg stretch or just from one room to another between bigger tasks.
Batch tasks:
Group similar tasks together - set a time block for emails, an hour for finances, set days for meetings versus days dedicated to focused work. The idea is to limit context switching as much as possible which isn’t easy, but can be done.
Work in sprints:
Use 20 minutes to an hour to focus on one task, no distractions and make a note of where you finished so you can pick up easier later or another day.
Protect boundaries:
Set response times, limit what counts as urgent work and create buffers between meetings to give your brain time to reset slowly. Have these boundaries with yourself too and not just your clients.
Review your calendar weekly and plan:
Plan your week around your personal time, set yourself three big weekly goals and make a note of where your time is most valuable. Think of the 80 / 20 rule.
These are only a few recommendations that work for me. It’s also a good idea to take a look at your busy
schedule to see what you can let go off, and whether it’s worth bringing someone on to help with the smaller tasks that are pulling you away from the ones that need you - or whether you need support juggling the larger tasks and to-do lists - which is where I come in (check out how I can support you here).
Get in touch if you’d like to know more about how I can help you (button below) and let’s make it happen.
ABOUT KATIE, EXECUTIVE ASSISTANT AND FOUNDER OF KATIE RODWELL REMOTE EXECUTIVE ASSISTANCE
Meet Katie! Your executive assistant and behind-the-scenes support for your small business. She’s also your personal cheerleader, because we all need an extra clap to keep things moving.
And she’ll be the first to remind you to celebrate yourself, too.
If you're looking to outsource tasks such as admin, social media, calendar management, email management, and more, book a free consultation below.
Comments