Are you paying the toggle tax? Pretty much everyone does. What is the toggle tax? It’s the drain on our daily energy as we switch endlessly between computer applications. Last year, researchers writing in the Harvard Business Review found that office workers switch back and forth between computer applications about 1200 times each day. This adds up to about four hours every day or nine percent of our working time each week.
As you navigate the work you do every day, you’ve learned to live with this toggle tax. But what would you save if you thought more strategically about the applications you use and how you use them? After all, endless toggling doesn’t just drain energy. It costs time as when you have wait for apps to load or you slow your computer processing by having too many apps open. Sometimes it creates confusion as you wonder, “Now, where was I?” when you get caught between using two or more applications at the same time. Here’s what the researchers recommend to manage this challenge.
First, take a step back and examine how you work. Most of us use 10-15 applications regularly. Are all of them necessary? Study your workflow. The researchers found that after 65% of switches, users toggled to yet another application less than 11 seconds later. This constant refocusing creates confusion and drains energy. How can you reduce the number of applications you’re using?
Second, eliminate duplicative applications. Does the CRM software work with the invoicing system? Does the invoicing system work with the shipping software? A surprising number of times, these are not compatible. Are there legacy systems holding people back because everyone’s used to them even though they’re not the most efficient?
Third, take time to select applications that work compatibly. Thinking about purchasing or upgrading software? Ask a selection of those who will use the application to work with it for a couple of days. It’s worth the investment of time. Is the vendor pushing the new version? Take a very close look at the differences. Sometimes it is better to stay with what you’ve got than to create chaos because they say “the new system is so much better.” Remember, you’re the customer.
Fourth, share shortcuts. It is human nature to look for the easiest and most efficient way to accomplish a task. Some people are better at this than others. Ask them to share their solutions. It’s not cheating if their works better than the manual or official instructions.
Finally, provide for timely transitions to upgrades and new software. Too many times, the IT department announces a migration to new software without consulting those who spend their days using it. When this happens, it throws everyone into chaos as they try to adapt and still maintain their expected level of productivity.
The toggle tax drains our energy every day. Take the time to reduce it. You’ll be well rewarded.