It takes 23 mins to recover after an interruption

It’s time to examine the good, the bad, and the very ugly elements of context switching. Even better, we’ll take a look at some strategies for managing it.

Context switching is like mental channel-flipping. However, every time you switch gears from one task to another, you’re not just changing tasks – you’re rewiring your brain’s focus and attention. Thanks to distractions and interruptions, the cognitive toll quietly accumulates. And trust me, it’s a debt you don’t want to rack up.

We found about 82 percent of all interrupted work is resumed on the same day. But here’s the bad news - it takes an average of 23 minutes and 15 seconds to get back to the task - Gloria Mark, study lead for “The Cost Of Interrupted Work”

Consider the math of lost productivity: studies indicate it can take a whopping 23 minutes to regain focus after a distraction. Add up those 23-minute chunks over the course of a day, and you’re hemorrhaging valuable time. And that’s not even counting the “resumption lag”, the mental reboot it takes to gather your wits and resources to dive back into your original task.

Despite the difficulties associated with the choppy seas of context switching, there are some strategies you can use to steer clear of the rocks and get back to smooth sailing.

Understanding context switching

“The more information you have to keep in short term memory, the harder it is to get back to the level of high performance." - Bryan Braun, Multitasking

The cognitive load: More than just a switch

Think context switching is just about flipping from one task to another? Think again. It’s more like asking your brain to suddenly speak a different language. You’re not just pausing task A to do task B; you’re asking your neurons to stop their current dance, change partners, and waltz to a completely different tune.

Here’s the kicker: when you jump from one task to another, your brain doesn’t fully come along for the ride. 

A piece of your focus – let’s call it “attention residue” – is still chilling back there with the old task. It’s the mental equivalent of having too many apps open on your phone, each one sapping a bit of your battery and slowing down everything else. 

Ultimately, each switch drains your cognitive battery and your cognitive works, making it harder to fully engage with the new task and turning multitasking into a game you’re set up to lose.

The cost of context switching 

You know that feeling when you’re deep in the task, and suddenly you’re yanked out for some meeting or another? It’s like tearing yourself away from a good book, but worse.

Here, we’re going to break down those moments and look at what they’re really costing you – and it’s not just time.

Time: This is the time lost during the switch and the time it takes to regain focus. This is not just a matter of minutes but can accumulate to hours or even days over a longer period.

Error: The likelihood of making errors increases, especially when switches occur at poor breakpoints in the code. This could lead to bugs that are hard to trace back and fix, thereby increasing the overall time and cost of a project.

Productivity: Both perceived and actual productivity take a hit. This is not just about the individual but can have ripple effects across the team and the project. Let's say you're working on a feature that's a dependency for other tasks. Every time you switch away from it, you're not just delaying your own work; you're delaying everyone who's waiting on you. That's the ripple effect. Moreover, the quality of your work can suffer, which can lead to more time spent on reviews and revisions. 

Emotional costs: Stress, job strain, annoyance, and frustration are common emotional costs. These not only affect the individual but can also impact team dynamics and the overall work environment. When you're stressed or frustrated, it's not something you keep entirely to yourself. You might become less patient in code reviews, more irritable in meetings, or even just less engaged in general. These shifts in behavior and mood can be sensed by your team, and let's be honest, emotions are contagious.

The benefits of context switching

But wait, there’s more! Believe it or not, context switching isn’t all doom and gloom. There are some silver linings to uncover. Could it be that a little distraction isn’t such a bad thing after all?

“People who took breaks experienced statistically significant boosts in their wellbeing—making them feel more vigorous and less fatigued.” - TIME

Task persistence and engagement: Some studies indicate that forced “micro-breaks” can result in more completed tasks. However, the validity of these studies is still under scrutiny.

Enjoyment: Some developers report that task switching alleviates monotony, making the work environment more dynamic and less tedious.

Incubation: Switching tasks can help in subconsciously processing a difficult problem, providing fresh perspectives when you return to the original task.

Why context switch

Self-interrupted breaks: Occasionally, we go on self-imposed breaks which can vary in length. These could be due to mental fatigue or a need for a change of pace.

Being blocked: Waiting for code to compile, for a colleague to review your work, or for a required piece of information can force a context switch. These are often unavoidable and can be highly disruptive.

Side tasks: These could be smaller tasks like bug investigations, client queries, or urgent fixes that need immediate attention. These are often the most problematic as they are unplanned and can occur at any time.

Meetings: Whether it’s a stand-up, a sprint review, or a client call, meetings are a common reason for context switches. The disruption here is twofold: the meeting itself and the time it takes to refocus post-meeting.

External interruptions: These could be anything from instant messages and emails to someone walking up to your desk. While some of these are important and require immediate attention, others are not and serve only to disrupt your flow. 

Some approaches can help differentiate between what’s important and not:

• Ask for context: If someone does interrupt you, it's okay to ask how urgent the issue is. A simple, “Do you need this now, or can it wait until I'm done with my current task?” can help you gauge the importance of the interruption.

• Team agreement: Have a team-wide agreement or policy about what constitutes an “urgent” issue that would warrant an immediate interruption. Make sure everyone is on the same page so you can minimize unnecessary disruptions.

• Visual cues: If you're in an office, use visual cues to signal when you're in deep work mode and shouldn't be disturbed unless it's urgent. This could be as simple as putting on headphones or setting a “busy” indicator on your messaging apps.

Strategies for managing context switching

Know your landscape

The first line of defense against the chaos of context switching is a deep understanding of the tasks you’re juggling. Let’s be real: not every task on your to-do list is a five-alarm fire. Some tasks demand your full intellectual horsepower, while others are the cognitive equivalent of a leisurely stroll. 

Practical tips to help you and your team get stuff done with fewer stops and starts from Tango

By mapping out the mental weight of your tasks, you can strategically allocate your brainpower. For example, save the heavy cognitive lifting for your “genius hours” – those times when you’re most alert and focused – and relegate the lighter tasks to your less stellar moments.

Tech tools: Your digital Swiss Army Knife 

Ah, technology – the cause of, and solution to, many of life’s problems. Task management software serves as your digital dashboard, helping you keep tabs on what's most important. Automation acts like a trusty assistant, handling the routine tasks so you can concentrate on what really matters. But be cautious of tool overload: integrating too many new apps can clutter your digital workspace, increasing the risk of mistakes and inefficiency.

The workspace culture

Let’s not forget that you’re not coding on a deserted island. The atmosphere of your workspace – whether it’s a bustling open office or a Zoom-filled screen – has a massive impact on your context-switching game. 

A culture that respects deep work and minimizes “Hey, got a sec?” interruptions can be a game-changer. This means establishing some ground rules: know when to Slack someone, when to shoot them an email, and when to actually talk face-to-face. And for the love of code, respect the “Do Not Disturb” sign or status. It’s not just a suggestion; it’s a lifeline for focus.

Special considerations: The nuances that matter

Creative work is in its own universe

When you’re diving into the creative abyss it can really feel like a new universe. These aren’t tasks you can just pick up and put down. They demand your full, undivided attention. To protect your time, you might need to carve out dedicated “deep work” periods and create a sanctuary free from Slack notifications.

“Deep work is also an activity that generates a sense of meaning and fulfillment in your professional life. Few come home energized after an afternoon of frenetic e-mail replies, but the same time spent tackling a hard problem in a quiet location can be immensely satisfying.” - Cal Newport, Deep Work

From “Deep Work” Rules

The 20% rule and the art of automation

You're probably familiar with the 80/20 rule, also known as the Pareto Principle. It suggests that 80% of your results come from 20% of your efforts. But what if we flip that? What if you could shave off just 20% of your workload? That small change can be a game-changer for your stress and overall happiness.

Automation can be your ally here, but let’s be clear: automation isn’t just a “set it and forget it” deal. It’s more like teaching a robot to make your morning coffee; it takes some initial effort and fine-tuning to get it just right. 

This involves:

• Identifying the repetitive tasks that are good candidates for automation.

• Selecting the right tools or scripts to perform the automation.

• Testing the automation in a controlled environment to ensure it behaves as expected.

• Monitoring the automated tasks, especially in the early stages, to catch any errors or inefficiencies.

• Iteratively refining the automation process based on real-world performance and feedback.

Fine-tuning your automation setup is an ongoing process. As your tasks evolve, your automation strategies will need to adapt. But once you get it dialed in, the time and mental energy you save can be game-changing.

It’s more than just tasks

Managing context switching isn’t just about clawing back lost minutes or squeezing out an extra chunk of a task before lunch. It’s about elevating the caliber of your work and, by extension, the quality of your life. It’s about building a work habitat where you’re not just extinguishing daily fires but actually laying the bricks for something monumental.

Perhaps surprisingly, context switching has many unexpected gifts that must also be examined within the bigger picture of your team and org culture. 

By decoding the enigma of context switching and putting tactics into play to help us manage it, we’re not just optimizing our tasks; we’re optimizing our human experience, leaving for happier teams and higher-quality outcomes.

If you liked this, I also recommend reading "The productivity tax you pay for context switching" which includes concrete suggestions for reducing the cost of context switches.