Smart Productivity Hacks For The Overwhelmed Multitasker

Doing many things at once might seem like the ultimate productivity hack, but it actually does more harm than good. Here’s how to deal with extra-busy seasons without burning yourself out

From endless to-do lists at work to the whirlwind of running a home and attempting to maintain a social life, it's no wonder we're feeling like our lives are spiraling out of our control.

So, we start juggling. We eat lunch while answering emails. We call to check on a recent project while drafting a message about something entirely unrelated. It feels efficient – until it doesn't.

Here’s the truth: multitasking might actually be making you more overwhelmed and less productive.       

// Why multitasking doesn’t work

Science backs this up. The American Psychological Association (APA) reports that switching between tasks (even predictable ones) slows us down and increases the likelihood of errors. Every time we shift our focus, the brain pays a “switch cost,” particularly when the tasks are complex or unfamiliar.

The same is true outside the workplace. A Psychology Today article connects multitasking to a decline in academic performance, something that was especially noticeable during the pandemic.

To illustrate just how our attention works (and fails), experts highlights a famous experiment involving a gorilla.

// The invisible gorilla

This classic 1999 study by Christopher Chabris and Daniel Simons reveals how easily our minds miss the obvious. Participants watched a video of people passing basketballs and were asked to count the number of passes made by those in white shirts.

Midway through, a person in a gorilla suit strolls into the frame, thumps their chest, then walks off. Sounds unforgettable, right? Yet roughly half the viewers never saw the gorilla at all.

This phenomenon is called inattentional blindness – when we fail to notice something completely obvious because our attention is focused elsewhere.

// What to try instead

Instead of spreading your attention thin, the secret lies in strategic single-tasking and smarter routines that make room for flexibility. Yes, life gets hectic. But how we manage that chaos can either fuel or fry our brains.

These four practical habits are a great place to start:

1.     Time-block your day around mental energy

You don’t need a minute-by-minute schedule, but breaking your day into focused blocks (think 60–90 minutes) for deep work with breaks between can dramatically increase output and lower stress. Early birds should tackle analytical tasks in the morning, while night owls might find it better to save creative work for late afternoon.

2. The “two-tab” rule

Whether you’re on your laptop or phone, discipline your browser and apps. Limit yourself to just two open tabs or apps at a time: one for your primary task, one for reference or communication. This cuts down digital distraction and forces you to prioritize in the moment.

3. Swap checklists for “must-win” shortlists

Create a daily “must-win” list with only three high-priority items. Psychologically, it feels achievable – plus, you're more likely to finish what actually matters than chase the illusion of doing it all.

4. Embrace mindful moments

Even three minutes of intentional stillness or breathwork between tasks resets your brain’s capacity to focus. It’s not indulgent, it’s maintenance. Apps like Headspace or just a quiet walk can lower mental clutter and leave you sharper for your next task.

// Emiliana D'Andrea