Maria Braun

How to cope in times of distraction and multitasking

Working in times of chaos
 

Why multitasking is becoming increasingly important

The modern business world is an environment overflowing with information, meetings, notifications and demands. In response to this chaos, many professionals resort to multitasking, believing it to be the way to keep up with everything. However, research and practice show that this is a misconception.

The increase in stimuli and information, and our productivity.
Every minute, we are bombarded with new emails, tasks and messages. Our brain, although extremely flexible, is not designed to constantly jump between tasks. The result? Decreased concentration, increased fatigue and lower quality of work.

What is multitasking and why doesn't it work?
Definition and common mistakes
Multitasking is performing several tasks at the same time. However, we often confuse it with rapid task switching, which is even more cognitively demanding.

Neurological limitations of the human brain
Research shows that the brain is not able to perform two complex tasks at once effectively. Every change of context costs energy and time. According to researchers at Stanford University, multitasking can reduce productivity by up to 40%.

Research: decreased efficiency and cognitive errors
People who frequently multitask perform worse on working memory tests and are less effective than those who work in monotasking mode. They make more mistakes and have greater difficulty filtering information.

Multitasking and personal and professional development
How dividing attention inhibits the development of competencies
Constant distraction prevents you from entering the so-called flow state, which is key to deep learning and creativity. Superficial work does not support the development of expert competencies.

Impact on work quality, relationships and decision-making
Multitasking reduces the quality of communication and promotes misinterpretations and conflicts. It also leads to poorer decision-making, as there is no space for analysis and reflection.

Time management vs. multitasking
The difference between productivity and busyness
Many people confuse being busy with being productive. Multitasking gives the illusion of progress, but does not lead to the achievement of key goals.

Why effective time management requires focus
Time management is the art of prioritisation and elimination. Without deep concentration, it is difficult to make wise choices and carry out valuable projects.

Strategies for combating distraction
Focus techniques: Pomodoro, deep work, mindfulness. Let's discuss each technique
 

The Pomodoro Technique – history, principle of operation and effectiveness
 

Where did the name ‘Pomodoro’ come from? The Pomodoro Technique was developed in the 1980s by Italian student Francesco Cirillo. The name comes from a kitchen timer in the shape of a red tomato (‘pomodoro’ in Italian), which he used to divide his study time into blocks. The idea was simple: study with full concentration for a set period of time, then take a short break – without feeling guilty.

How does this method work?

The basic version of the Pomodoro Technique is as follows:

• Choose one task you want to complete.
• Set the timer for 25 minutes (1 ‘pomodoro’).
• You work on the task with full concentration – without checking your emails, phone or having conversations.
• After 25 minutes, you take a 5-minute break.
• After four ‘pomodoros’ – a longer break (15–30 minutes).

Why does Pomodoro work?

This technique works because it combines several effective mechanisms:

It blocks distractions by imposing a time frame.

It enhances focus because 25 minutes is an easy amount of time to ‘mentally grasp’.

It introduces regular breaks that prevent cognitive fatigue.

It gives you a sense of control – instead of 8 hours of work, you have 1 Pomodoro to get through.

For people who are information overload or prone to multitasking, Pomodoro is an excellent first step to regaining control over time and attention.

Deep Work – how deep work builds real value
 

What is Deep Work?

The term ‘Deep Work’ was popularised by Prof. Cal Newport in his book of the same title. It is a form of work in full concentration, without distractions, on tasks that require deep thinking, creativity and intellectual engagement. It is the opposite of so-called shallow work – superficial tasks that take up time but do not create real value (e.g. reviewing emails, aimless meetings, quick chat responses).

Why is deep work so valuable today? In the age of digital noise, the ability to focus for long periods of time is becoming increasingly rare. At the same time, it is becoming increasingly valuable. Newport writes:

"The ability to do deep work is one of the most valuable skills of the 21st century – and fewer and fewer people have it."

Companies and professionals who are able to create in a state of deep focus achieve better results, learn faster, make better decisions and build a competitive advantage.

Deep Work principles in practice:

• Plan blocks of deep work – e.g. 2 hours in the morning, without meetings, phone calls or Slack.
• Remove distractions – close unnecessary tabs, turn on focus mode, mute notifications.
• Work in rhythm – create your own deep work system: every day at the same time or on set days.
• End the day with a closing ritual – make a short summary, close tasks, prepare for the next cycle.
• Keep ‘shallow work’ to a minimum – check your email twice a day instead of every 5 minutes.
• The effects of Deep Work
• Introducing deep work into your life can have a real impact on:
• the pace of learning and developing skills,
• the quality of tasks and projects,
• a sense of meaning and satisfaction from work,
• resilience to information stress.

For leaders and teams, it is also a way to create an organisational culture that values results rather than being ‘busy’.

Mindfulness – mindfulness as an antidote to distraction
 

What is mindfulness?

Mindfulness is the practice of consciously directing your attention to the present moment – without judgement and with full acceptance of what is happening here and now. In the context of work and time management, mindfulness means consciously deciding not to act automatically, under the influence of impulses or distractions.

It is not meditation as such – although one often supports the other. It is rather a way of being and reacting: with intention, with concentration, without racing thoughts.

Why does mindfulness work in the world of work?

In an age of multitasking and constant bombardment with information, we lose touch with what we are really doing. We work, but we don't know why. We talk, but we don't listen. We go through the day, but we don't experience it.

Mindfulness teaches us to:

• notice moments of distraction and return to our goal,
• stop before acting impulsively,
• make decisions more consciously,
• cope with pressure and sensory overload.

How to practise mindfulness in your daily work?

• Start your day with 1–2 minutes of mindful breathing – before you open your email inbox.
• Before each major task – pause and set your intention: ‘Now I will focus only on this.’
• One task = full presence – without jumping between windows and tabs.
• Mindfulness during meetings – listen with your whole self, not just ‘waiting for your turn’.
• End of the day – conscious reflection: what did I achieve today? What distracted me?

Benefits of practising mindfulness at work:

• greater resistance to stress and information overload,
• improved concentration and reaction time,
• better management of emotions and energy,
• building a work culture based on awareness and relationships.

Mindfulness does not require a revolution – just conscious micro-decisions. In times of digital noise, mindfulness can be the most valuable resource for a leader and every employee.

Reducing information noise
Turning off notifications, limiting the number of open tabs, filtering information sources – these are concrete steps that reduce cognitive chaos.

Creating a space conducive to concentration
It is worth investing in an ergonomic office, as well as clearly defining hours of silence and focused team work.

Alternative: Monotasking and priority management
Planning based on goals, not tasks
Instead of focusing on the number of tasks, it is worth planning activities that support strategic goals. This increases the meaningfulness of work and motivation.

Eisenhower's methods and the Pareto principle
The Eisenhower Matrix helps to separate what is important from what is urgent. The Pareto principle (80/20) reminds us that 20% of activities bring 80% of results – and it is worth focusing on them.

New work models in the era of distraction
Asynchronous communication, flexible time blocks
More and more companies are focusing on asynchronous communication and allowing employees to plan their day according to their biological rhythm.

Digital minimalism and digital hygiene
Digital detox, limiting screen time and more conscious use of technology are elements of modern work hygiene.

The role of leaders in counteracting multitasking

• Creating a culture of focus and responsibility
• Leaders influence organisational culture. When they set an example of focused work and wise prioritisation, teams follow suit.

Delegation, trust and team prioritisation
Delegating responsibilities and building trust make it possible to reduce task overload. It is also crucial to set priorities together as a team.

Business consulting and eliminating multitasking
How consultants can support leaders and teams
Consultants help analyse processes, identify bottlenecks and implement work models that promote concentration and efficiency.

Examples of implementations and work transformation results
Companies that have undergone a change process under the guidance of consultants report increased efficiency, reduced burnout, and greater team satisfaction.

Tools to support better work organisation
Digital task management and task automation
Applications such as Asana, Trello, and Notion help manage tasks, assignments, and priorities in a transparent and organised manner.

Technologies that support focus (e.g. Noisli, Freedom)
Applications that block distractions, play sounds that promote focus, and monitor working time really support productivity.

Multitasking in everyday life: how we transfer it to work
Habits from home that kill our efficiency
Watching a TV series while cooking, browsing your phone during a conversation – these are patterns that translate into a lack of attention at work.

Conscious change in daily routine
Introducing moments of silence, meditation, and doing one task at a time are habits that are also worth practising outside of work. Let's pause for a moment on the topic of meditation:

Why does meditation help in the fight against multitasking?
Regular meditation practice, even for a few minutes a day, strengthens the ability to focus and control attention. Studies show that people who practise meditation perform better on cognitive tests, are less distracted and return to interrupted activities more quickly. This is particularly valuable in a world where we constantly jump between tasks.

How to meditate to support effective work?
The simplest form is to focus on your breath for 2–5 minutes a day. Just close your eyes, focus on your inhalation and exhalation, and consciously notice moments of distraction. The point is not to prevent thoughts from arising, but to learn to notice them and return to the ‘here and now.’ For more advanced practitioners, apps such as Headspace, Insight Timer, and Calm can be helpful.

Meditation in organisational culture

More and more companies – especially those operating in a hybrid model – are promoting short mindfulness sessions during the working day. These help to reduce stress levels, increase mental resilience and improve problem-solving skills. Leaders who meditate often manage themselves and their teams more effectively because they are able to make decisions with greater clarity and calm.

You can also read up on the subject. I recommend the following books:

1. Deep Work: Rules for Focused Success in a Distracted World, Cal Newport, Studio Emka Publishing House

2. The One Thing: The Surprising Truth Behind Extraordinary Achievement, Gary Keller, Jay Papasan, Galaktyka Publishing House

Examples of organisations that have focused on focus
Companies with a culture of deep work (e.g. Basecamp, Cal Newport-inspired)
Basecamp limits the number of meetings, works asynchronously and emphasises efficiency, not availability. The results? Greater focus and better results.

What changes have brought real results
Teams that switched from multitasking to monotasking saw an increase in project completion rates and a decrease in employee turnover.

Multitasking is not the solution – it is an illusion of productivity. Effective work requires concentration, priorities and conscious decisions.

Step by step: How to start the change

1. Eliminate unnecessary distractions.

2. Plan your day in blocks of focused work.

3. Use apps that support concentration.

4. Convince your team to work deeply.

5. Monitor progress and celebrate results.

FAQ
 

Can multitasking be useful sometimes?
Yes – for simple, routine activities (e.g. listening to a podcast while walking), but not for tasks that require thinking.

How can you convince your boss that multitasking doesn't work?
Refer to research and examples of companies that have achieved success through focused work. Suggest a trial week of monotasking for the team.

How can you avoid falling into the trap of ‘productivity for show’?
Focus on results, not on the number of tasks completed. Regularly review your goals and adjust your actions to your priorities.

Does monotasking slow down work?
No, on the contrary. Thanks to deep concentration, tasks are completed faster and with fewer errors.

What apps help reduce distractions?
Freedom, Forest, Focus@Will, Noisli, Cold Turkey, as well as classic planning tools such as Todoist, Notion and Trello.

You can find more articles on running a business on my blog. And if you would like to meet in person to discuss what specifically you can change, I invite you to an individual consultation. 

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