We don’t talk enough about how hard it is to focus.
Not because we’re lazy or undisciplined, but because the structure of modern work makes it really hard to stay with one thing for very long. One moment you’re replying to a message on Slack, the next you’re checking your email, and before you know it, you're in a meeting that wasn’t on your calendar 30 minutes ago.
That constant shifting is what’s known as context switching. And while it might feel like you’re being responsive, agile, or productive… the reality is: it’s draining you.
If you’ve ever ended the day feeling like you worked all day but didn’t really do anything—context switching probably had something to do with it.
Let’s dig into what’s actually happening here, and more importantly, how you can begin to rebuild your day around deeper focus and less friction.
What context switching actually is
Every time you shift your attention from one task to another, your brain needs to unload the mental context of what you were doing and reload the new one. It’s like switching tabs on a browser, except each tab takes 5–20 minutes to fully load.
You don’t always notice it, but the cost adds up. A little Slack reply here, a few calendar pings there, a check-in during lunch—and suddenly your focus is fragmented.
There’s research behind this too. One study found it takes around 23 minutes to fully return to a task after an interruption. Now multiply that by the number of times you get interrupted in a day. That’s hours of lost clarity.
Why it feels like you’re always working, but never getting anything done
What makes context switching so tricky is that it doesn’t feel unproductive. You’re answering emails. You’re in meetings. You’re moving from one task to another, fast.
But you’re not building momentum. You’re constantly resetting.
And it’s not just about time—it’s about energy. Your brain burns fuel every time it has to switch gears. It’s a bit like trying to run a marathon while stopping every five minutes to do jumping jacks. Eventually, you burn out.
You end the day tired—not because you did too much—but because your brain never got a chance to focus long enough to do one thing well.
The real reasons this keeps happening
If your day feels like a blur of open loops, half-finished tasks, and rapid-fire communication, you're not alone. A few things tend to drive most of our context switching:
- Notifications. Slack, email, calendar alerts, texts. Even when you don’t respond, your brain registers them.
- Meetings. Especially ones that pop up last minute or are scattered across your day.
- No clear plan. If you don’t know what matters most, it’s easy to bounce from one task to the next reactively.
- Workplace culture. Somewhere along the line, we learned that being “always on” means we’re doing a good job. But often, it just means we’re not doing our best work.
None of this is about blaming yourself. It’s about noticing what’s pulling your attention—and gently shifting the system.
What a calmer, more focused day actually looks like
Let’s get practical. Reducing context switching isn’t about squeezing more hours out of your day. It’s about making space for what matters, with a little more intention and a little less noise.
Here are a few small shifts that help.
Block time for deep work. Reserve part of your day—ideally your most focused hours—for work that needs full attention. That might be writing, strategy, code, planning—whatever moves the needle for you. Protect that time like you would a meeting.
If it helps, use a daily planning tool (like Sunsama) to map out your day before it begins. Seeing your priorities visually makes it easier to stay anchored.
Group similar tasks. Answer emails in one go. Do all your 1:1s back-to-back. Review docs in a single session. Batching tasks that use the same kind of thinking helps your brain stay in one mode longer.
Mute what doesn’t need you. You don’t need to reply to every message the second it arrives. Turn on Do Not Disturb. Pause your inbox. Let people know when you’ll be back. Just because someone can message you instantly doesn’t mean they should expect an instant reply.
Align with your team. If you’re a manager or team lead, this part is big. Let people know when you're focusing—and support them when they do the same. A shared agreement around focus time, async communication, and respecting deep work creates a healthier environment for everyone.
What it looks like in real life
One Sunsama user, a startup founder, told us he was feeling “meeting-logged and brain-fried” by 3pm every day. He started blocking his mornings for deep work—no calls, no pings. Within a couple of weeks, he said his stress dropped and his strategic thinking got sharper. Not because he worked harder—but because his brain finally had space to think.
Another team moved their daily check-ins from live Zoom calls to async Loom updates and Slack posts. It saved 45 minutes a day for everyone—and nobody felt less connected.
These aren’t huge transformations. They’re quiet, thoughtful adjustments. But they create meaningful results.
A few tools that support intentional focus
No tool is going to magically solve context switching. But the right ones can support better habits.
- Sunsama. Your daily work companion that helps you map out your daily priorities, pull in tasks from your tools, and stay focused on what matters most.
- Pomodoro timers (Sunsama or otherwise). Work in focused 25-minute intervals with short breaks to recharge.
- Website blockers. Apps like Freedom or Cold Turkey keep distractions at bay.
- Your calendar. Use it as a boundary-setting tool, not just a meeting scheduler.
A final thought
Context switching isn’t a flaw in your character. It’s a signal from your environment.
When your day feels scattered, it doesn’t mean you’re not working hard—it usually means your work isn’t structured to support focus.
And if you’re feeling that right now, that’s okay. You’re not behind. You don’t need a radical productivity system or a 4am wake-up time.
You probably just need a little more space.
Try this tomorrow: Before your day begins, look at everything you need to do. Choose the one thing that matters most. Block an hour for it. Turn off everything else. See what happens.
That’s the start of a better rhythm.
If this resonates with you, we write a lot about building a calmer, more intentional workday. Here are some other posts that might resonate with you on your journey to calmer, more focused work days:
- Mastering realistic goals
- 7 Science-Backed Actionable Tips to Improve Your Focus
- Why deep work doesn’t work for you
As you refine your work routines, remember that even small changes can have a big impact. Embrace curiosity and give yourself grace as you experiment. It’s not about perfection but finding what truly works for you.
Dive into these resources to discover strategies that support your goals. Your journey toward a more focused, fulfilling workday begins with one small step. Stay curious, stay focused. Let's build a better way to work together.
