Why Focusing Beats Multitasking Every Time: Productivity Tips for Busy Admin Professionals
Do you ever feel like you’re spinning too many plates? Your inbox is overflowing, your boss keeps changing priorities, you’re halfway through writing minutes when a calendar clash explodes… and oh, your Teams chat is on fire.
Welcome to the world of the modern-day PA.
It’s no wonder so many admin professionals feel overwhelmed. The secret? Stop juggling. Start focusing.
It’s simple. But it’s not always easy.
At myPAbusiness.com, we believe productivity doesn’t come from doing more, but from doing the right things at the right time, without losing your marbles. Let’s explore why single-tasking is more potent than multitasking and how you can actually make it work, even on your busiest days.
Why Multitasking is a Trap
You’ve probably been praised for multitasking at some point in your career. Maybe you pride yourself on it. After all, who else can rearrange a meeting, write an email, order a working lunch, and prepare a PowerPoint all in the same 20 minutes?
But here’s the catch: our brains aren’t wired for multitasking. What we’re doing is task-switching, jumping from one activity to another. And every time we switch, we lose time and focus. Research consistently shows that task-switching can reduce productivity by up to 40%. It increases errors, heightens stress, and leaves you mentally drained.
So, if you feel like you’ve been busy all day but achieved very little, the problem might not be your workload—it might be your working style. Multitasking gives the illusion of progress but often results in a scattering of half-finished jobs, forgotten details, and avoidable mistakes. It’s exhausting, and in truth, it’s unsustainable.
The Power of Single-Tasking
Imagine this instead: sitting down, choosing one task, and staying with it until it’s done. Sounds luxurious, doesn’t it? That’s the power of single-tasking. It’s not about working slower; it’s about working smarter.
Focusing on one task at a time allows you to dive deeper, think more clearly, and produce higher-quality work. You’re less likely to miss details, more likely to complete things efficiently, and surprisingly, you may even finish earlier for admin professionals, where accuracy and professionalism matter. This can make a significant difference to your confidence and your reputation.
And let’s not forget the psychological win, ticking something off your to-do list is incredibly satisfying. A day structured around focused tasks rather than chaotic multitasking feels calmer, more in control, and ultimately more productive.
How to Stay Focused in a Busy Environment
Of course, all this is easier said than done. Interruptions, urgent emails, and impromptu meetings, your day as a PA or admin professional rarely goes to plan. But with a few innovative techniques, you can build better habits that support focused working.
Start by being specific. A vague task like “Catch up on admin” invites distraction. Instead, try listing functions that start with a clear action word: Send, Update, Prepare, Finalise. For example, “Prepare agenda for Friday’s team meeting” is much easier to focus on than “Meeting stuff.” Specificity helps your brain to lock in and see a clear endpoint.
Once you have your task list, take a moment to prioritise. A straightforward method is to apply the 3Ds: Do it now, Defer it, or Delegate it. Ask yourself: which tasks can I do in under five minutes? Which ones need dedicated time? And which ones could be passed to someone else? This quick triage gives structure to your day and ensures your energy goes into the right tasks at the right time.
Another powerful strategy is time-blocking.
Your calendar shouldn’t just be a list of meetings; it can be a tool for productivity. Try scheduling short bursts of focused time for specific tasks. For example, block 30 minutes in the morning to clear emails, then 45 minutes to write up meeting notes. Protect these blocks as if they were client meetings, and you’ll notice fewer interruptions and more clarity.
And yes, it’s time to talk about notifications. We all know the pain of trying to concentrate while email alerts pop up, Teams pings in the corner, and your phone vibrates with social updates. Turn them off. Or at least mute them during your most focused work. Better yet, put your phone out of reach. The fewer distractions you have, the easier it is to build flow.
If you find it challenging to stay focused for long periods, the Pomodoro Technique might help. This simple method involves working for 25 minutes, taking a 5-minute break, and repeating. After four cycles, take a more extended break. It’s ideal for breaking big tasks into manageable pieces and prevents burnout by encouraging regular pauses. There are plenty of free apps that can guide you. Focus Keeper and TomatoTimer are popular options.
While working more intentionally, you might also find that random thoughts or distractions pop into your head, “I must call IT,” or “I’ve got to update that spreadsheet.” Instead of dropping everything to act on it, write it down. Keep a notepad beside you or use a digital notes app to create a “Distraction Parking Lot.” This way, you capture the thought without losing focus on your current task.
And finally, end your day with intention. Take ten minutes to review what you’ve achieved, tidy your desk, and write tomorrow’s to-do list. This small daily habit creates closure, reduces the mental clutter we carry home, and gives you a head start the next morning.
Final Thought: You Deserve to Work Calmly and Confidently
You are a professional. You thrive on details, support others with poise, and keep things running smoothly even when chaos reigns. So why not give yourself the same level of support?
Choosing to single-task isn’t about being slow or inflexible. It’s about owning your time and energy and about taking back control from a workday that pulls you in a hundred directions. It’s about protecting the quality of your work and your well-being.
And the best part? It’s something you can start today. Pick one task. Focus. Finish. Then move on.
Because at myPAbusiness.com, we believe that when admin professionals feel focused and empowered, the whole business benefits. If you’re ready to take your skills and your confidence to the next level, explore our training courses designed specifically for PAs, secretaries, and administrative professionals. Visit www.mypabusiness.com to find out more
