Mindfulness

Too Much Load, Multitasking! Can't Avoid It? Here's How To Do It Right!

Truworth Wellness

Apr 2, 2025 • 5 min read

With endless emails, back-to-back meetings, and a growing to-do list, it’s no surprise that employees often find themselves juggling multiple tasks at once. While multitasking might seem like the only way to get things done, doing it wrong can lead to burnout, mistakes, and reduced productivity. So, how can you handle the load without feeling overwhelmed? Here’s how to multitask the right way.

The Myth of Multitasking: Are You Really Doing It Right?

Most of us believe that multitasking means doing multiple things at the same time. But in reality, what we call multitasking is often just task-switching—rapidly shifting attention from one task to another. The problem? Each time we switch, our brain needs time to adjust, making us more prone to errors and decreasing overall efficiency.

Instead of switching chaotically between tasks, structured multitasking—grouping similar tasks together and prioritizing them wisely—helps in getting more done with less stress.

Step 1: Prioritize and Plan Before You Start

When everything feels urgent, it’s easy to get stuck in reactive mode, constantly shifting between tasks without real progress. The key is to prioritize:

Use the Eisenhower Matrix: Categorize tasks into four quadrants – Urgent & Important, Important but Not Urgent, Urgent but Not Important, and Neither Urgent Nor Important.
Follow the 80/20 Rule: 80% of your results often come from 20% of your tasks. Identify those high-impact activities and focus on them first.
Time-blocking: Dedicate specific time slots for certain tasks instead of trying to do everything at once.

Having a clear plan allows you to tackle tasks systematically and prevents unnecessary stress caused by last-minute urgency.

Step 2: Batch Similar Tasks Together

Instead of switching between writing an email, attending a call, and working on a report, try batching similar activities together.

✔ Respond to emails in designated slots rather than checking them throughout the day.
✔ Schedule all meetings back-to-back so you don’t interrupt deep work.
✔ Set aside creative work time for tasks that require deep focus, like writing or strategizing.

This approach reduces cognitive load and keeps your brain from constantly shifting gears. You’ll find yourself completing tasks faster and with better accuracy.

Step 3: Leverage Technology Wisely

Technology can either be your best friend or your worst enemy when it comes to multitasking. Here’s how to make it work for you:

Use productivity tools like Trello, Asana, or Notion to keep track of tasks.
Turn off unnecessary notifications to minimize distractions.
Use focus-enhancing music or white noise to stay concentrated.
Automate repetitive tasks with email templates, calendar scheduling, and AI-based assistants.

The right technology stack can significantly reduce time spent on repetitive or unimportant tasks, allowing you to focus on high-value work.

Step 4: Follow the Two-Minute Rule

If a task takes less than two minutes, do it immediately instead of adding it to your list. This prevents small tasks from piling up and consuming more mental space than necessary.

Micro-tasks, such as replying to quick emails or filing a document, often take less time to complete than to schedule. Doing them on the spot saves time and energy.

Step 5: Master the Art of Saying No

One of the biggest reasons for overload is the inability to say no. Setting clear boundaries is crucial:

Decline unnecessary meetings if an email update would suffice.
Push back on unrealistic deadlines and suggest a more achievable timeline.
Balance priorities by communicating workload concerns with your manager or team.

Saying no strategically allows you to protect your time for the tasks that truly matter. It also helps you maintain quality instead of spreading yourself too thin.

Step 6: Take Strategic Breaks

Ironically, the more overloaded you feel, the more important breaks become. Your brain needs downtime to function effectively. Try the:

Pomodoro Technique – Work for 25 minutes, then take a 5-minute break.
Walk-and-refresh method – A quick walk outside can reset your focus.
Power naps (if possible) – A 10-20 minute nap can boost alertness.

Short, intentional breaks enhance focus and energy, allowing you to sustain high productivity levels throughout the day.

Step 7: Evaluate and Optimize Your Multitasking Strategy

At the end of the week, review what worked and what didn’t. Ask yourself:

✔ Did multitasking improve efficiency or create more stress?
✔ Which tasks were best suited for multitasking?
✔ How can I adjust my approach next week for better results?

By tracking and adjusting your strategies, you’ll gradually develop a system that works best for your workflow.

Bonus: The Role of Mindfulness in Multitasking

Mindfulness might seem like the opposite of multitasking, but practicing mindfulness can actually enhance your ability to manage multiple responsibilities effectively.

Stay present – When working on a task, give it your full attention, even if briefly.
Write things down – Reduce mental clutter by jotting down ideas instead of trying to remember everything.
Slow down intentionally – Pausing before switching tasks prevents careless mistakes.

A mindful approach helps you become aware of when you are overloading yourself and enables better decision-making in prioritizing tasks.

Conclusion: Multitask Smarter, Not Harder

Multitasking isn’t about doing everything at once; it’s about managing tasks efficiently without feeling overwhelmed. With structured prioritization, batching, smart tech use, and regular breaks, you can master the art of multitasking without the chaos. The key is not just working more, but working smarter. Start applying these techniques today and feel the difference in your productivity and mental well-being!

Remember, the goal isn’t to do it all—it's to do what matters most, effectively and without unnecessary stress. Happy multitasking!