Multitasking generates invisible fatigue how to stay focused at work

Emails, Slack messages, Teams, WhatsApp, discussions with colleagues, tasks piling up… It’s not easy to stay focused at work. Here are recommendations from two occupational psychologists to help you stop flitting from one thing to another and be more productive.

When Morgane* is working from home, she leaves her mobile phone on her desk, in front of her. “As soon as her screen lights up with a notification, I can’t help but check it…” A message from her partner, another from a friend… “It distracts me from my tasks, but I can’t bring myself to put my phone away,” says the thirty-something.

At the office, however, this project manager in a large company doesn’t dare pull out her personal cell phone as often. “I have a work phone, and I’m afraid it won’t look professional if people see me on my personal one…” But there’s something else that distracts her: her colleagues’ conversations in the open-plan office. “When they talk about projects I’m working on or share gossip, I listen in,” she smiles.

So, to avoid getting too scattered, she blocks out a slot in her calendar for each task with a limited time. “I try to stick to it nd I give myself little rewards: I tell myself, ‘Okay, after this, I can make myself a coffee.’ Or when I’m working from home. ‘After this, I can goof off for ten minutes on Instagram.'”

For Margaux Tancrède, scheduling time slots for tasks is a good method .”You can also assign colors to them: blue for internal meetings, orange for meetings with clients… This allows you to have a clear overview of your schedule and to manage it effectively. An essential first step to avoid getting scattered,” explains this occupational psychologist at Moka Care, a company specializing in mental health in the workplace.

To prioritize

To improve concentration, it’s best to be well-organized and prioritize your tasks . To do this, you can use the Eisenhower Matrix, which involves classifying each task according to two criteria: its importance and its urgency,” suggests Margaux Tancrède.

They should be divided into four categories: • “Important and urgent”: to be done immediately by yourself (example: finalize a report due, resolve a blocking problem, etc.). • “Important but not urgent”: to be scheduled in your calendar (prepare a presentation, advance a major project, attend training, etc.). • Urgent but not important: to be delegated or dealt with quickly (reply to a simple email, forward a document requested by a colleague, etc.). • Neither urgent nor important: to be deleted or postponed (example: notifications without implications, non-priority tasks).

“This method can be practiced on paper at first, then become a mental reflex,” explains Margaux Tancrède. “The idea is not to mechanically fill in all the boxes, but to identify three to five important tasks each morning to know where to focus your energy.”

You can also organize your day according to the level of attention and involvement required by the tasks you need to complete. If you’re more productive in the morning, it’s the ideal time to tackle those that require heightened concentration. And for those who tend to multitask, Margaux Tancrède recommends giving it up: “Multitasking generates invisible cognitive fatigue. Instead, focus on one task at a time to complete it before moving on to the next.”

Take regular breaks

He who wants to travel far spares his horse. “You have to take breaks to be efficient,” insists Margaux Tancrède. But how often? For how long? Some employees rely on the Pomodoro Technique, one of the best-known time management techniques .

It involves alternating 25-minute work sessions with short breaks of five to ten minutes. After three or four sessions, it’s time to take a longer break of 20 to 25 minutes. Taking breaks is also essential for your physical health: if you spend the day sitting, ANSES (the French Agency for Food, Environmental and Occupational Health & Safety) recommends taking five-minute breaks every 30 minutes, including walking or physical exercise, to combat a sedentary lifestyle and its health consequences.

Check your messages at designated times

Like. Morgane, your workday may be disrupted by notifications. That’s why it’s a good idea to turn them off. For example, by switching to “do not disturb” mode on Slack or Teams.

The best approach is to set aside specific times to check your messages, according to your work commitments. For example, three times a day,” suggests Margaux Tancrède. The same applies to your personal phone. “It’s a situation that is rarely serious enough that it requires being reachable at a moment’s notice,” reminds Laure Miché-Roche, a clinical psychologist specializing in work-related issues.

At the office, colleagues might come to talk to you while you’re engrossed in a task. To avoid forgetting it, jot it down so you can get back to it later. “Don’t hesitate to ask if your conversation can wait, so as not to break your concentration and to discuss it at a more convenient time,” suggests Laure Miché-Roche. Noise-canceling headphones can also be a valuable tool if ambient conversations bother you.

The importance of getting a good night’s sleep

It can also be helpful to take a step back and reflect on the reasons for your lack of concentration. “We are less easily distracted when we are having fun, when the task interests us,” observes Laure Miche-Roche. “Is this a sign that you are bored at work?”

Your ability to concentrate also depends on your sleep. “If you don’t get enough, it will negatively impact your concentration. That’s why taking power naps is so important!” says Margaux Tancrède. Finally, your difficulty concentrating at work may stem from personal problems: an argument with your partner, health issues… “In those moments, you have to forgive yourself,” suggests Laure Miché-Roche.