Do you ever stare at your computer screen then check the time and three minutes have passed without typing a single word? No? Just me? Okay. When this happens, it usually means my cognitive load has exceeded capacity. Cognitive load is how much information your brain can handle at one time and plays a huge role in how you manage your attention. High cognitive load overwhelms your brain making it difficult to process data, make decisions, or stay focused.
Results of High Cognitive Load
Increased Errors: When your attention is overloaded, it becomes harder to process details and avoid mistakes. For example, you’re working on a report and your email notifications keep going off. While your brain is absorbing multiple pieces of information, errors are more likely to slip through the cracks.
Reduced Efficiency: The more your cognitive load increases, the longer it takes to complete tasks. For example, going down a research rabbit hole can make a project that should take 30 minutes drag into an hour because you’re mentally exhausted and struggling to focus.
Procrastination: If you’re already feeling overwhelmed by cognitive load, the idea of diving into something complex makes you want to avoid it. For example, it’s the end of the day so you reschedule the call to your high-maintenance client. Again.
Why Your Cognitive Load Gets Heavy
Managing Multiple Tools: Have you ever been working away at your laptop, stopped and thought, “Why am I exhausted? All I’ve been doing is sitting here for the past hour.” Constantly switching between documents and spreadsheets, email, and messaging apps leads to mental fatigue. Your brain has to adjust every time you shift between tools, increasing cognitive load.
Dealing with Information Overload: You receive more information than you can process. For example, email threads you are copied on, minutes from meetings you missed, and notes from client calls. Sorting through all this data without a clear system overwhelms your brain.
Juggling Competing Deadlines: You have to constantly reprioritize projects and everything feels urgent. This strains your decision-making abilities. As you mentally switch between tasks, it becomes increasingly difficult to focus on any one thing effectively.
How to Manage Your Cognitive Load
Prioritize Tasks: Not all tasks require the same amount of mental energy. Categorize your to-do list by urgency and importance. Work on high-priority tasks when your attention is highest. This spends your cognitive resources on what matters most. For example, instead of answering low-priority emails first thing in the morning, focus on writing that activity report.
Break Down Complex Projects: When facing a difficult task, break it into smaller, manageable steps. For example, if you’re preparing a presentation, start by gathering the data one day, writing the script the next, outlining the slides the next, and refining the visuals on the fourth day. Each step requires less cognitive effort than trying to complete the entire presentation in one sitting.
Limit Multitasking: Instead of constantly switching between different tasks, practice focused work. Set aside dedicated blocks of time to focus on one task at a time. For examples read this.
Streamline Information Intake: Tools like email filters can help you narrow your focus to relevant data. For example: Set your inbox to show only emails from key contacts during work hours.
Take Mental Breaks: Short, regular breaks allow your brain to reset and improve your concentration when you return to work. For example, set an alarm to work uninterrupted for 50 minutes followed by a 10-minute break. During breaks, step away from your workspace, stretch, hydrate, and let your mind recharge.
How do you manage your cognitive load? Please share in the comments.