Sustainable Productivity: Task Switching, Tools, and Well-Being
How IT and AI Professionals Can Redesign Workflows to Combat Burnout and Drive Efficient Performance
In IT and AI, staying productive is a constant challenge, but the common assumption that more work, more tools, and multitasking lead to better results often falls short. Instead, research suggests that a smarter approach to work—focused on task prioritization, strategic breaks, and mindful focus—can yield better outcomes.
Deep work, a concept popularized by Cal Newport in his book Deep Work: Rules for Focused Success in a Distracted World, refers to the ability to focus without distraction on cognitively demanding tasks.
Why Deep Work Matters for Tech and AI Workers
In tech and AI, the work you do—writing code, designing algorithms, or building machine learning models—requires intense focus. These tasks aren’t just about completing steps; they demand deep thinking, problem-solving, and attention to detail.
When you can focus without interruptions, you reach a mental state where ideas come together more naturally, and tough problems become clearer. This is where real progress happens—debugging a tricky issue, optimizing a solution, or understanding complex systems.
Deep work also reduces errors. Distractions lead to mistakes, and mistakes in tech can mean wasted time or flawed results. Focus helps you work more efficiently and produce better outcomes.
Ultimately, the ability to focus deeply is what separates average results from exceptional work in this field. Protecting that focus is essential.
Managing Interruptions
In technical fields, where deep work is crucial, this constant context switching can be particularly disruptive. Moving from debugging code to responding to project management updates or team messages isn’t just a workflow change—it’s a significant cognitive shift.
Why It Matters
Every switch comes with a cognitive cost:
Mental strain: Shifting between tools requires your brain to reset, draining energy that could be used for problem-solving. 23 minutes and 15 seconds is the average time it takes to refocus after an interruption, according to a University of California study.
Slower progress: Frequent interruptions reduce the ability to focus on complex tasks, such as coding or systems design.
Burnout: Data from Asana shows that the average professional switches between 13 apps about 30 times per day. The constant mental reset creates a sense of being perpetually busy without meaningful progress, a key factor in burnout.
"The Cost of Interrupted Work: More Speed and Stress" examines how workplace interruptions affect task performance, user strategies, and mental workload. Conducted as a controlled experiment, the study focused on whether the context of interruptions (related or unrelated to the current task) influences disruption costs. Participants simulated office work by answering emails while being interrupted at regular intervals. The researchers analyzed task completion time, work quality, stress levels, and individual differences in handling interruptions.
Impact of Interruptions on Work
Faster Task Completion but at a Cost: Interrupted tasks were completed faster than uninterrupted ones. Workers compensated for interruptions by working more quickly, but this resulted in:
Higher stress levels
Greater frustration
Increased time pressure
Higher mental workload and effort
No Significant Quality Difference: Interruptions did not negatively impact the quality of work, such as errors or politeness in email responses.
Uniform Impact Across Contexts: The content of interruptions (same or different context as the primary task) did not significantly affect the disruption costs. Any type of interruption led to similar disruptions.
Individual Differences in Tolerance: People with:
Higher openness to experience adapted better to interruptions.
Higher need for personal structure also managed interruptions effectively, likely due to better time management strategies.
Interruptions force workers to change their work patterns by working faster to compensate for lost time. While this strategy allows them to maintain task quality, it significantly increases stress and cognitive effort. These findings highlight the need for workplace systems and tools that better manage interruptions to reduce their impact on workers’ well-being.
Setting Boundaries to Boost Efficiency and Preserve Well-Being
Teams that set clear boundaries report 29% higher efficiency, according to McKinsey. Establishing boundaries isn't just about saying "no"; it’s about creating a culture of respect for focus and collaboration. Here's how to approach boundary-setting effectively.
Digital Boundaries
Communicate Your Focus Times
Use team calendars or status updates (e.g., "Deep work: 9 AM–12 PM").
Let teammates know when you’ll respond to emails or messages (e.g., at set intervals).
Leverage Tools for Boundaries
Enable "Do Not Disturb" settings on messaging apps during high-focus tasks.
Use automation tools to delay responses or notify others when you’re unavailable.
Define Work Channels Clearly
Assign specific tools for specific tasks (e.g., Slack for quick updates, email for detailed discussions).
Avoid overusing real-time communication unless it’s urgent.
In-Person Boundaries
Set Physical Cues
Use a closed door, desk signs, or visual signals like headphones to indicate focus time.
Agree as a team on non-disruptive signals for collaboration.
Schedule Interruptions
Designate times for questions or brainstorming (e.g., “Let’s align during our 2 PM check-in”).
Politely redirect spontaneous interruptions: “Can we discuss this after I finish [task] at 11 AM?”
Human Element in Boundary Setting
Empathy and Flexibility
Consider team dynamics—unexpected needs or emergencies will arise.
Build rapport by setting boundaries that are mutual and flexible when needed.
Lead by Example
Managers should model boundary-setting by respecting their own and others’ focus times.
Encourage Feedback
Regularly check in with the team about how boundaries are working and adjust as needed.
By creating clear and respectful boundaries, you can balance focus and collaboration, increasing both productivity and team satisfaction.
Micro Breaks: Research-Backed Insights
What Happens When We Skip Breaks?
In fields like AI and IT, where deep cognitive work is constant, taking regular breaks isn’t just a “nice to have”—it’s essential for sustained focus. After 50-60 minutes of intense work, the prefrontal cortex (responsible for decision-making and focus) begins to lose its efficiency, and the amygdala (the brain's stress center) ramps up, leading to stress and cognitive overload. This results in slower thinking, more mistakes, and ultimately, burnout.
The Research Behind Micro Breaks:
Research supports the idea that taking regular breaks improves focus and reduces mental fatigue. The University of Illinois found that taking micro breaks (as short as 2-5 minutes every 30-60 minutes) enhances performance and memory retention by allowing the brain to reset.
Specifically, they examined how brief, intentional "micro breaks" can prevent the common decline in focus, known as vigilance decrement, during long, repetitive tasks. Unlike traditional explanations that attribute this decline to a depletion of mental resources, the researchers proposed that it happens because the brain stops actively engaging with the task over time (goal habituation).
To test this, they divided participants into four groups:
Control Group: Performed a visual vigilance task continuously.
No-Switch Group: Memorized numbers before the vigilance task but recalled them only at the end.
Switch Group: Took short breaks during the vigilance task to briefly recall memorized numbers.
Digit-Ignored Group: Saw numbers during the task but were told to ignore them.
The study found that the Switch Group, who took brief mental breaks to engage in a secondary memory task, maintained their focus throughout the session, while the other groups experienced a decline in performance. This demonstrates that even brief task switching can reset focus and sustain attention for longer periods.
This research underscores the value of micro breaks in maintaining productivity and focus, offering a practical strategy to combat mental fatigue in everyday tasks.
Moreover, MIT Sloan emphasizes the concept of sustainable productivity, which isn’t about cramming more into your day, but about creating a balance between focused work and recovery. This approach has been shown to lead to better long-term productivity and reduced burnout.
To avoid burnout and maintain peak performance, schedule micro breaks every 50-60 minutes. These breaks should be short—just 2-5 minutes—but effective. Stand up, stretch, hydrate, or take a walk—anything that engages your body without requiring mental effort. This resets your brain, lowers stress, and keeps you productive throughout the day.
Prioritizing Tasks with the Eisenhower Matrix
The Challenge of Multitasking:
In IT and AI, multitasking often seems unavoidable. But Gloria Mark's research on task switching shows that constantly jumping between tasks doesn’t just slow you down; it causes cognitive fatigue. Each time you switch tasks, your brain needs to reset, wasting mental energy and making it harder to stay focused on the task at hand.
The Solution:
The Eisenhower Matrix offers a simple, yet powerful solution. By classifying tasks into four categories based on urgency and importance, you can prioritize better, reduce distractions, and focus your energy where it matters most:
Urgent and Important: These tasks should be tackled immediately.
Important but Not Urgent: Schedule these tasks during your deep work blocks.
Urgent but Not Important: Delegate these tasks when possible.
Neither Urgent Nor Important: Eliminate them to free up time for real work.
By consistently applying this framework, you can reduce the mental load of unnecessary tasks and ensure you're focusing on the right things.
Reducing Meetings for More Focused Time
The Problem: Too Many Meetings
One of the biggest productivity killers in modern workplaces is excessive meetings. According to Reclaim.ai, professionals in 2021 averaged 21.5 hours per week in meetings—up from pre-pandemic levels. However, by 2024, that number dropped to 14.8 hours per week as organizations began optimizing their meeting structures.
Excessive meetings not only drain your time but disrupt your focus. This constant interruption prevents you from getting into a state of deep work, where high-level thinking and problem-solving occur.
The Data:
Research from Asana shows that 60% of workers' time is spent on “work about work”—coordination, task switching, and meetings—rather than on producing actual output. For AI and IT professionals, this inefficiency is especially damaging, as deep work requires sustained focus and minimal interruptions.
To effectively foster deep work, prioritize scheduling meetings that are purposeful, concise, and well-organized, ensuring they don’t overlap or interfere with other tasks. Use tools like task management systems and asynchronous communication platforms to enable thoughtful responses and updates, allowing you to manage your time without the pressure of real-time conversations. Additionally, set aside dedicated blocks of uninterrupted time for deep work, making sure these periods are protected from meetings or other distractions. By doing this, you'll be able to focus on complex tasks without constant interruptions, ultimately boosting your productivity and creativity.
Next Steps
To implement these strategies and improve both your productivity and well-being, consider the following next steps:
Evaluate your current work habits to identify areas for improvement.
Prioritize tasks using the Eisenhower Matrix to focus on what truly matters and reduce distractions.
Schedule regular micro breaks (2-5 minutes every 50-60 minutes) to prevent mental fatigue and maintain focus.
Optimize your meeting schedule by ensuring they are necessary, concise, and well-organized, to minimize disruption.
Embrace asynchronous communication tools to reduce interruptions and allow for more thoughtful, flexible responses.
Protect uninterrupted blocks of time for deep work, and make sure to communicate their importance to your team.
By following these steps, you can create a more focused, balanced, and effective approach to your work.
When you experience hyper focus, secular mindful techniques called mindful focus, can be of help.
Take our Burnout Inventory to assess stressors and gauge progress with techniques as you apply them over time.
This article was updated for the UT Innovative Technologies Symposium, January 2025.
Do you have introverts and extroverts on your team? What are each individual’s needs to recharge? Did you know a highly introverted individual needs extra time solo, often finding group interactions draining? Understanding one another is helpful so everyone gets what they need without judgement. Take the 16 Personalities Test to learn more about one another’s needs.