The importance of pausing
So if multitasking makes you stupid, how can we handle the constantly increasing requirements for efficiency? Well, we have to work smarter and take pauses
Most of the tasks we perform today require significant concentration. The never-ending flow of information and tasks to be completed requires that we can focus on what is important and be able to filter out what is not important.
The ability to stay concentrated for a long time is limited. Our brain needs regular mental breaks, especially when we need our creativity. When we let our thoughts wander off or when we engage in introspective thoughts, our brain switches to other neural pathways and activates the so-called Default Mode Network (DMN). One of DMN's tasks is to process previous information, consolidate and create meaning for it all. You have probably experienced that brilliant ideas or solutions to a difficult problem came to your mind during a walk, when relaxing on the sofa or when you were about to fall asleep. It is that “aha experience” after a long time of frustration I am talking about.
In an average work environment, we manage to keep ourselves concentrated for 45 minutes, by then our body give signals for a break. We yawn, squirm our body, let our thoughts wander etc. However, most of the time we do not listen to these signals. Humans are largely controlled by the short-term consequences of our behavior so we think it will be faster if we just keep on going instead of taking the well-deserved break and then increase your productivity
Here comes a simple technique that I call “power hour”. Try it when you need to focus on an important task:
1. Begin by eliminating all distractions. Block 75 minutes in your calendar. Turn off the function where the mail pops up, shut down documents and web pages on the computer that are not relevant. Turn off the sound on the phone and sit in a room where no one is disturbing you. Work concentrated for 20 minutes.
2. After 20 minutes, take a 2-minute micro-pause. Stretch, drink a glass of water, take a few steps around the room.
3. Then return to concentrated work for another 20 minutes. Remember - no distractions. In this way, you will become more proactive than reactive!
4. At the next micro-pause (2 minutes), move again. Reach your arms to the ceiling or even dance (if you are sitting in a windowless room or if you are not shy that is…)
5. Now we are in the last intensive work interval. 20 minutes.
6. After completing the last intensive part, you take a longer break of 10-15 minutes and do something that is not related to the work! Talk to a colleague, take a walk.
If you follow these steps, I promise you will stay focused. Do it preferably in the morning when your energy levels are high and try to book meetings in the afternoon.
References: Short introduction film about Default Mode Network
https://www.youtube.com/watch?v=6A-RqZzd2JU
Ariga, A., & Lleras, A. (2011). Brief and weird mental "breaks" focused on: Deactivation and reactivation of task goals preempt vigilance decrements. Cognition, 118, 439-443