Many people will tell you they’re great multitaskers — who hasn’t seen that in a cover letter? However, the work of researchers like Victor M. González, Ph.D., Gloria Mark, Ph.D. and David Strayer, Ph.D. indicates otherwise.
Their studies in the areas of attention span and time management show that most of us are actually engaged in rapid task-switching rather than actual multitasking. True “supertaskers,” capable of simultaneously and fully paying attention to many things, are rare. In fact, when Strayer and his team asked 200 people to drive a vehicle while talking on the phone, doing math problems, and remembering a list of words, 97% failed to keep up with all of it.
The consequences of dividing your attention as a recruiter can be significant. Perhaps not as serious as crashing a vehicle, but more impactful than you might expect! Fortunately, there are tools and techniques to help recruiters avoid the pitfalls of trying to do it all at once.
The Costs of Multitasking
Studies like Strayer’s show that most people’s brains are just not wired for true multitasking. What we perceive as multitasking is actually redirection of our attention from one task to another in quick succession. This illusion of efficiency comes with some clear drawbacks:
- The Switch Cost
Each time we shift our attention, there’s a cognitive price to pay – the “switch cost”. This refers to the time and mental effort required to disengage from one task, reorient ourselves to a new one, and resume focus. As Dr. Strayer pointed out in an interview with Freakonomics author / podcaster Stephen Dubner, these constant micro-shifts add up, consuming valuable time and energy throughout the workday. - Increased Errors and Reduced Quality
When our attention is fragmented, we’re more prone to making mistakes, such as failing to call a candidate or email a prospect. A 2004 research paper by Drs. González and Mark shows that frequent interruptions and task-switching lead to decreased accuracy and attention to detail, even for highly demanding information work. - Stress and Cognitive Overload
Perhaps the most significant cost of chronic multitasking is its impact on our well-being. There is a strong correlation between rapid task-switching and increased stress levels. When we constantly juggle tasks, our brains remain in a heightened state of alertness, never fully able to relax and recharge. This kind of continual mental load can lead to burnout, decreased job satisfaction, and even impact our physical health.
Getting into Focus: Tools for Control
Workflow management tools and strategies can be valuable allies in the recruiter’s battle against ‘simulated multitasking.’ The goal is to organize, prioritize, and track your work, while minimizing distractions and supporting a more focused approach. Here are some common tools and methods:
- Task Management Apps
Services like Todoist, Asana, or Trello enable you to build organized task lists, assign priorities, establish due dates, and monitor progress. This visual approach aids in maintaining concentration and prevents important tasks from being overlooked. Some of our larger PCRecruiter offices, who manage extensive projects and larger teams, have found that integrating Monday.com with their recruiting database can simplify this sort of planning and process oversight. - Concentration-Enhancement Apps
Tools such as Freedom or Forest use website blocking and gamification to reduce digital interruptions during designated work session to promote focused work. You can further improve your ability to focus by silencing notifications, closing unnecessary tabs, and communicating to colleagues that you’re going off the radar for a while. - Productivity Trackers
You can analyze how you actually spend your time on digital devices with tools like Toggl Track or RescueTime. Awareness is the first step toward killing your time-wasting habits and revealing areas in your workflow that could be improved. - Efficient Email Strategies
Adopting methods like inbox zero, email batching, and smart use of email filters can make it easier to handle the constant stream of messages and avoid frequent interruptions to read messages.
The Power of Sequencing: One Task at a Time
For recruiters, one particularly effective method of prioritizing and staying on task is to embrace the power of sequencing, which helps you dedicate attention to just one task at a time. This shift in approach can help you get through your calls, emails, LinkedIn outreach, and beyond with greater intentionality. It has the added bonus of making it much easier to onboard new recruiters to get started without having to be concerned with what to do next.
Here’s how to incorporate sequencing into your recruiting operation:
- Identify Steps: Start by making a list of the elements in your process. What emails do you typically send? What calls do you typically make? When you usually send a message or connection request on LinkedIn? Put it all down in a list. Make separate lists for your candidate development, business development, or any other recruitment processes.
- Put Steps in Order: Arrange the steps chronologically, taking note of the pauses you would include between them. If your process is more complex, with side branches or sub-workflows, you may want to employ a flowchart diagram tool to visualize the process. Remember to break any large tasks into manageable pieces that maintain a sense of momentum.
- Build a Sequence: Use PCR’s Sequencing tool to create a workflow that mirrors the flowchart you’ve built. If you need help, reach out to the support team.
- Execute the Sequence: Silencing notifications, close unnecessary tabs, and close your door. Dedicate 25-30 minutes (see the Pomodoro Technique) to getting the assigned tasks done. This creates a sense of urgency and helps maintain focus within the dedicated block.
Moving Beyond Multitasking: A Cultural Shift
While the above focuses on individual strategies, it’s essential to acknowledge the broader context. Truly combating the negative effects of multitasking also requires organizational and societal change. Workplace cultures that value constant availability, rapid response times, and an “always-on” mentality contribute to the problem.
By advocating for healthier work-life boundaries, promoting focused work practices, and implementing organizational policies that support these shifts, we can create a more sustainable and productive work environment for recruiters and the companies they serve.
Want to learn more about how PCRecruiter + Sequencing can help your recruiting operation achieve greater success? Get in touch!
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