Why Switching Between Work Applications Is a Bad Idea

Listen on Spotify.

Do you often find yourself becoming prey to task switching at work, often necessitated by the multiple applications you use for work. Read on to find out why this is a bad habit and how you can deal with it and thereby improve your productivity.

People are now accustomed to switching between different work apps multiple times each day. Indeed, it’s happening so much that most of us are developing muscle memory for it. This might be convenient, but there are limits to how much it can help us.

Toggling between tags takes seconds, but the time we spend doing it adds up to several hours of time wasted each week.

But the main reason switching between work applications is a bad idea, is that most of us don’t even realise we’re wasting time, and so are powerless to do anything about it.

The good news is, once you know that this happens, there are ways to tackle it and subsequently boost productivity. Before we get to that though, we’ll talk about the negative effects of task-switching, so you’ll have a better idea of how to optimise your workflow. First, we’ll touch upon why we task switch at all. You can read our post on the perils of context-switching for more.

Now though, let’s get into today’s piece.

Why Do We Switch Between Apps When We Work?

Technology can help streamline our workflows by automating repetitive tasks. Apps help us work together more effectively and track our time and schedule like a pro.

At the same time, software, automation or otherwise, cannot entirely replace the human element. Over-investing in automation software forces us to task-switch and juggle between various apps. Once the number of platforms and apps we use exceeds a certain number, most of us cannot process the sheer amount of information presented to us fast enough, causing our productivity and focus to decrease.

The Undesirable Effects of Switching Between Too Many Apps

You could take the view that whatever attentional cost we pay, as we switch between apps, is but a small price to pay for the benefits of automation and increased convenience. Everyone must adapt, right?

The problem is, toggling between apps in this way has more than one drawback. Here are the main ones.

1. It Wastes Time

The primary reason businesses invest in tools and apps designed to optimise workflows is to save time.  The hope is, when a few of your more repetitive tasks have been automated, you’ll be able to get more done.

While it’s true that using apps can streamline and speed up your workflow, and you can incorporate them into your routine, overreliance on them can actually end up wasting time rather than saving it. Another downside to investing too much in software programmes is that it’s a waste of a company’s resources.

Instead of using every in-vouge app, or trendy platform, find apps that work for you, and help you spot activities that waste time in your workplace. Ask people to limit themselves to using only essential apps and tools to give themselves the best chance of improving their productivity.

2. Can Lead to Security Concerns

We all know the best way to guard against internal and external cyber-attacks is to keep track of who accesses, views, and can edit files. Therefore, IT managers should have real-time access to all company data, at any time.

Using multiple apps makes it harder to monitor these things. Tracking activity across numerous platforms eats up loads of resources, so many businesses end up ignoring low-priority apps entirely, increasing the risk of security breaches.

Thus, it’s unwise to move company files onto any software programme or application you are unable to monitor closely.

3. It Disrupts a Person’s Train of Thought

If you’re constantly required to process new information, it will make it nigh on impossible to achieve a state of flow. In consequence, you’re likely to struggle to complete more complex tasks that demand more than just a few minutes of deep focus.

Hopping from task to task causes significant psychological stress. After all, humans can only retain about 7 pieces of information in their short-term memory for between 10 and 60 seconds. We’re not machines.

To minimise disruption, it’s a good idea to limit the apps you use to accomplish each task.  Imagine you’re writing a blog. Practice collecting all the most critical information you’ll need to write on a subject before you start to write. That way you won’t be jumping from tab to tab as often seeking the information you need.

4. Running Too Many Apps in the Background Can Mean Your Device Doesn’t Work as Well

Apps running in the background take up varying amounts of RAM. Some apps, like instant messaging platforms, email apps, and project management tools don’t consume too much. However, that is not the case for heaving apps like site builders, video conferencing apps, and image editors take up far more RAM and may cause a degree of lag.

So, be aware of your device’s limitations. Block heavy-duty apps that use lots of RAM to keep its functionality at an optimal level. If you are forced to keep launching crashed apps, and dealing with frozen screens, you’ll find it hard to focus and get stuff done, so whatever you can do to speed up sounds like good news, right?

5. It Takes Time to Train Employees to Use Apps

Adopting new systems can be time-consuming. You’ll need to train new hires for several weeks before they learn to incorporate apps seamlessly into their routines. If you have to spend most of your time training people to use tonnes of software, you might end up overlooking other vital activities, such as in-depth training and introducing new hires to other team members.

6. It Can be Cognitively Draining

Not all tools are created equal. You might be switching between different platforms without ever having mastered a single one. True, some apps are simple enough. Messaging apps come to mind at once. But some of the software you’ll need to use will be more complicated. You’ll need much more training if you to become adroit at using:

• Project management software.
• Editing software.
• Site builders.

To name but a few.

If you find you’re trying to master too many apps, you’ll be cognitively drained, and you’ll lack the energy to perform your job well, which will be devastating to both your confidence and productivity.

Now it’s time to discover what you can do to minimise task-switching and thereby work more effectively.

How to Minimise the Need to Task-Switch

This is somewhat easier if you’re self-employed. Consider what tools you use to automate tasks involved in freelancing and work out which ones work well together with others. Many management apps support third-party apps within a single ecosystem. Then you can discard any apps you don’t use, or can’t integrate within a single system or platform, to simplify and speed up your workflow. This will undoubtedly increase your productivity.

If you work for a company, you’ll need the support of your supervisor. Ask for permission to review your team’s activity to identify bottlenecks and tools that aren’t being used. Discuss ways to solve those issues and remove the redundant tools to speed up workflows and make them more efficient. To further streamline operations, see if you can operate all the programmes you use on one licensed platform, and try new file immigration systems to see if they suit you and your company better, and are likely to help you accomplish more.

Wrapping Up

 It’s true that software programs can automate particular tasks, which can simplify and speed up your workflow. However, as we have seen in the above article, there are good reasons why switching between work applications is a bad idea.

Suddenly adopting many different software systems, programmes, or applications can impede workflow, and harm productivity.

To improve productivity, you should:

• Consider what micro-habits you may have developed that can cause bottlenecks.
• Track your activity to measure your productivity, so you’ll know which areas to target to improve your and your team’s efficiency.

This will help you spot common productivity-killing habits like procrastination, perfectionism, and over-reliance on social media to affirm your self-worth. That way, you’ll be able to tackle them and become more productive than ever.

Want to explore the use of productivity apps in more detail? Read our post on whether we should always use productivity tools and apps.