Have you considered the cost of ‘task switching’ to your business? If you do, you might be surprised to find it’s a real productivity killer.
If an employee switches tasks just five times a day, that could result in nearly two hours of lost productivity per day. Over the course of a year, that adds up to more than 500 hours of inefficiency per employee. The statistics are more sobering if you dig deeper – research shows it takes an individual an average of 23 minutes and 15 seconds to get back on track after being interrupted or switching tasks. Each switch can cost 20% to 40% of productive time due to reorientation and ramp-up time alone.
The reason for task switching? Too many tools, too little integration
What is one of the key root causes of task switching? Too many tools!
Most teams today rely on a mix of tools, such as Slack, Microsoft Teams, email, Zoom, project management software, case and matter management systems, document management systems, CRMs, and the list goes on. While each tool serves a purpose, of course, a lack of integration creates information silos, forcing employees to constantly jump between systems.
Even when teams agree on preferred tools, integration is often limited or completely absent. Some teams prefer Slack, others Microsoft Teams. Some use dedicated software for case management, while others use email or rely on network folders. This fragmentation means that employees spend a large proportion of their day flitting between different apps and platforms, hunting for information and piecing together the final product of their work. This manual double data entry brings with it a whole world of risk, with the possibility of errors creeping in.
Take a typical conveyancing file, for example. An employee might start by opening the file in the case management system, then navigate to the Land Registry, jump to the EPC register to find the energy performance certificate, and then switch to another system for client due diligence and ID/AML checks. That is a huge number of different platforms to navigate to and around; so it is no wonder file openings can take so long, and this is further exacerbated if information is missing or not completed correctly!
Likewise, when an organisation’s accounting package is not linked to the case management system, employees must manually transfer client information such as names and addresses between systems – a process that involves constant "toggling" for information hunting across different data silos.
It's easy to see how this constant switching, toggling, and search for pertinent information due to multiple unconnected systems disrupts efficiency and workflow.
The human impact of task switching
Working across too many different platforms can negatively impact productivity, but there’s also a material impact on the employees. The need to toggle between these different platforms causes a loss of focus. Time is wasted getting back into the workflow after each switch, and memory suffers as employees struggle to remember what they were doing when they return to their previous task.
Research has conclusively established a correlation between task switching and working memory, reporting that employees who experience frequent task switching see a decrease in work memory. In addition to the impact on productivity, it also impacts mental well-being and stress levels, potentially leading to staff burnout.
The cognitive load of managing multiple systems, remembering different login credentials, and understanding the different interfaces adds an unnecessary layer of complexity to everyday work. This mental burden compounds throughout the day, leaving employees feeling drained and less capable of performing their best work.
There’s a ‘band-aid’ solution, but it costs more
A common response to a perceived loss in productivity is hiring more people. Organisations often bring in additional employees to help to alleviate the work burden faced by other members of staff, without contemplating that inefficient use of IT applications could be the cause. This approach simply papers over the cracks and increases costs.
In reality, this approach may even compound the problem. Now, there are potentially more employees suffering from the same poor work experience, dealing with the same inefficient systems. Factor in the reality that these new hires will also be paying the "toggling tax," experiencing interruptions in flow, and reduced continuity.
It is genuinely cheaper and more effective to improve current systems and workflows.
The most impactful solution – integrated automation
The most effective approach to solving task switching challenges is automation-led task management, built on seamless, integrated workflows. Proven automation and workflow solutions like Lexis Visualfiles and Lexis Everyfile are examples of platforms that seamlessly connect technology with legal expertise.
These platforms reduce task switching by consolidating daily activities into a unified platform. Employees use the integrated to-do list, which serves as a centralised command center, allowing them to track, schedule, and execute tasks sequentially without juggling multiple files or platforms. Due to the advanced workflow integration, professionals can connect directly to websites and applications, run documents, and progress through tasks step-by-step, without leaving the platform environments. The benefit? They maintain focus in a single workspace.
Furthermore, through APIs and .NET integrations, these platforms connect with different systems seamlessly. The ‘robots’ in Lexis Visualfiles and Lexis Everyfile handle repetitive tasks such as chase letters and follow-up emails. If a response to a letter or email isn’t received within the designated period, automated reminders can be programmed through the robot until a response is received. This eliminates the need for team members to remember or manually complete the task.
Delegation features further enhance productivity by centralising task management. Tasks can be smoothly transferred between team members, while still maintaining complete visibility, ensuring no tasks slip through the net, improving coordination, and timely completion of activities.
It matters
Task switching is about time lost – but it’s also about the mental burden and stress it creates for employees, which is perhaps why it is a significant productivity challenge. By addressing tool fragmentation and implementing integrated, automated workflows, organisations can dramatically improve both productivity and employee well-being.