Rethinking Capacity: Why One Size Doesn’t Fit All at Work

Last week was Productivity Week, a reminder to plan better, prioritise more, and make the most of our time.

But in my opinion, here is what many of those conversations miss:

Not all work drains us in obvious ways.

It’s not just the big tasks. It’s what happens in between.

The quick email we didn’t finish. The meeting we are still thinking about. The interruption that broke our concentration. The constant switching from one thing to another.

This is where the concept of attention residue becomes important for us to keep in mind.

Research shows that when we switch between tasks, part of our attention stays behind on the previous one. We don’t fully “arrive” at what we’re doing next. Over time, this creates a kind of mental drag, slower thinking, more mistakes, and a growing sense of fatigue.

So even if our day looks manageable on paper, our brain is carrying far more than our calendar shows.

What’s actually draining our capacity?

Dr. Stuart Shanker’s Self-Reg framework helps explain this.

Stress doesn’t come from one place — it builds across five domains:

• Biological — poor sleep, noise, hunger, screen fatigue
• Emotional — pressure, anxiety, uncertainty
• Cognitive — information overload, multitasking, constant decision-making
• Social — interactions, expectations, navigating environments
• Pro-social — carrying others’ stress, empathy, responsibility

Most of us are not dealing with just one of these. We are carrying multiple layers at once.

Capacity isn’t fixed

This is where we need to rethink productivity.

Capacity changes daily and it’s not evenly distributed.

For neurodivergent individuals and those navigating mental health challenges, the baseline demand can be significantly higher:

• managing sensory input
• navigating social expectations
• masking or adapting behaviour
• processing information in high-pressure environments

What looks like a “normal” workday externally can require far more internal energy.

Which means comparing output without understanding capacity misses the point entirely.

A more useful way to think about our day

Instead of only asking “What do I need to get done?”, try asking:

• What is currently draining me?
• What is still “open” in my mind?
• What is one small way I can reset before I continue?

Because often, it’s not the task that’s exhausting.

It’s the accumulation of unfinished attention.

One thing you can try today

Before moving to your next task, pause for 30 seconds and:

• mentally “close” what you were just doing
• name your next priority
• begin with just that

It sounds simple but it reduces attention residue and helps your brain actually transition.

If this resonates…

We’re running a 1-hour interactive workshop: Mindful Reset for Busy Minds

It’s designed to help individuals and teams:

• understand what’s really draining their energy
• reduce the impact of context switching and cognitive overload
• build practical reset strategies into the workday
• set boundaries that align with their values and capacity

This isn’t about doing more.

It’s about working in a way that is sustainable, focused, and human.

If you’re interested in bringing this into your organisation or attending a session, get in touch.

References

Leroy, S. (2009).Why is it so hard to do my work? The challenge of attention residue when switching between work tasks.Organizational Behavior and Human Decision Processes, 109(2), 168–181.

Monsell, S. (2003).Task switching.Trends in Cognitive Sciences, 7(3), 134–140.

Mark, G., Gudith, D., & Klocke, U. (2008).The cost of interrupted work: More speed and stress.

Rubinstein, J. S., Meyer, D. E., & Evans, J. E. (2001).Executive control of cognitive processes in task switching.Journal of Experimental Psychology: Human Perception and Performance, 27(4), 763–797.