'In reality, multitasking is inefficient'

When working on multiple projects, it's better to do one thing at a time until that thing reaches a conclusion, Graham Alcott, author of How to be a Productivity Ninja: Worry Less, Achieve More and Love What You Do tells Ankita Rai.

(Read excerpt from Alcott's book here)

Multitasking is a default mindset in the corporate culture we work in. A lot of people believe that multitasking makes them even more efficient at what they're doing. Why do you think monotasking is a better idea?

When most people talk about multitasking, what they really mean is continually refocusing from one unfinished thing to the next unfinished thing.

As a result, your brain is constantly having to remember where and what each task is up to. You are building your habits around regular interruption rather than focus.

I favour 'multi-projecting' but 'mono-tasking'.

On the bigger picture level, we are working on different on-going projects all the time.

It is much better to do one thing at a time, until that thing reaches a conclusion, then move on to the next thing.

In the book you write that knowledge work means that you are not just the worker but the boss too. How does one manage attention when working in the 'boss mode'?

We are all our own bosses (because in knowledge work we have a level of autonomy to decide how each task gets done).

So even though you may have a manager as well, your manager expects you to do 'boss mode' work, which means clarifying or planning projects and actions.

And even though you may have people who work for you, you're also expected to actually do some work yourself, not delegate it all.

So that's what I mean by being both the boss and the worker.

Once we acknowledge this, it is up to us to decide how much time we spend in 'boss mode' (thinking and planning) and worker mode (doing the work itself).

Mostly, it is the 'boss' decisions that require a higher level of our attention.

Almost universally, the most difficult boss-mode decisions should be taken at the start of the week.

What usually happens when I'm coaching people on their productivity is that they're not being clear whether they're in boss mode or worker mode.

Hence it's easy to lose focus or start worrying about things that can wait.

Flitting between both of these modes too often leads to inefficiency and stress.

Image used for representational purposes only.

Photograph: Daniel Lobo/Creative Commons