Making everyday transitions easier: switching between tasks

Moving from one activity to the next sounds simple, but it can be one of the hardest parts of the day. It might be stopping something you are absorbed in, or getting going on something you have been putting off. If switching often feels jarring, these optional ideas may help make transitions a little smoother.

Give yourself a warning

A sudden stop can feel abrupt. Setting a gentle alarm five or ten minutes before you need to switch gives you time to find a natural stopping point.

Leave a note for later

Before you stop, write one line about where you are and what comes next, such as: next, finish the second paragraph. This can make it easier to let go now and easier to pick up later.

Use a small in-between moment

• Stand up, stretch or get a glass of water.
• Step outside or look out of a window for a minute.
• Put away what you were using so the space feels ready for the next thing.

Make the start of the next task obvious

Getting started can be easier when the first step is ready and waiting. Open the right document, lay out the ingredients or put the form on the table before you begin.

An example

Alex is working on a report and needs to join a call at 2pm. At 1.50 an alarm goes off. He writes a quick note saying next, add the figures to table two, saves his work, refills his water and opens the call link. When the call ends, his note tells him exactly where to restart.

Plan for fewer switches where you can

Grouping similar tasks, such as making several phone calls together, can mean fewer changes in a day. This will not always be possible, but even a little grouping can help.

Go easy on yourself

Some switches will still feel hard, and that is okay. If transitions are a regular source of stress at work, it may be worth talking to your manager about what could help.