One interesting post on LinkedIn talked about how it is not the big projects that hurt more; it’s the small tasks. Big projects get respect and have documentation and clear ownership. Meanwhile, small tasks get none. It is usually said in passing comments, “quick favors”, or on work messaging channels. It’s also not just a “5-minute task”. A small task takes 5 minutes to understand the context, another 5 minutes to do it, then 5 minutes to communicate back, and, lastly, 15 minutes to regain focus on your main task. That’s 30 minutes for a “5-minute task”.
This is not just a hypothetical situation; it’s part of the reality workers, especially managers, encounter frequently. In fact, several studies show how these small, usually menial, tasks can be overwhelming to workers and counterproductive to the company.
The Productivity Cost of Small Tasks
One study showed that participants who were instructed to start with larger tasks had a better overall performance than those who were instructed to start with smaller tasks. Starting with a smaller task also impaired the performance of a worker. Essentially, while smaller tasks can complete sub-goals and produce a sense of tangible progress, it impedes achieving a larger and more beneficial goal.
However, this doesn’t necessarily mean that small tasks are harmful. What the studies are trying to tell us is that prioritizing small tasks over higher-value work may reduce overall productivity. For example, if a senior associate in a law firm spends most of his day responding to queries from colleagues and emails, then they won’t have enough time to prepare for more important tasks, such as writing legal briefs and preparing their legal strategy. Although those small tasks count as productivity, it may compromise their main responsibilities.
Aside from that, as we mentioned in our previous article about multitasking, when we try to do more by task switching, it reduces productivity by up to 40%. The quality of work is also affected when it is constantly distracted by task switching, leading to errors and subpar outputs.
To put it into perspective, if you spend too much time responding to “quick” emails and arranging your calendar, or if you keep responding to your colleagues’ “small favors”, you may lose your productivity streak or, worse, miss crucial errors and steps on your major tasks and responsibilities.
The Mental Costs of Small Tasks
When there is too much task switching caused by small tasks, it can eventually lead to mental exhaustion. As stated in an article, think of it like a phone that’s been multitasking all day with multiple apps open, no charger in sight. Eventually, the battery dies. No matter how much willpower we have, when our body and brain decide to shut down, it will shut down.
What smart managers need to understand is that having something to do doesn’t necessarily mean that you’re making the most productive use of your schedule. Small tasks, said to be classified as “low-value work” due to their inability to yield effective results, are distractions that prevent you from engaging in more impactful pursuits.
While these small tasks, such as printing or processing documents, are necessary, it may not require the time of key personnel since they are in charge of larger tasks and responsibilities that directly contribute to the goal of the company. For a more productive work environment, work should be assigned according to the appropriate level of expertise, responsibility, and strategic value; and oftentimes, this requires more manpower.
Ideal Ignite provides additional manpower with specialized capabilities to companies. From executive and back-office support, legal industry support, healthcare industry support, to technical support, Ideal Ignite has the right people for various industries. Through outsourcing, the mental burden of managers is reduced, and the company can focus on more meaningful projects that fulfill their goal.