How to Advance Technology Without Cognitive Overload
By Sara Harrison, Stanford University | Edited by Gaby Clark | Reviewed by Robert Egan
Published October 21, 2025, Trends in Cognitive Sciences
Introduction
In the race to innovate, one critical challenge often overlooked is human cognitive capacity. As technology grows increasingly complex, managing the mental effort required to operate these systems becomes vital. A new study by Stanford’s Helena Miton and the University of Chicago’s Joshua Jackson, published in Trends in Cognitive Sciences, delves into how technological advancement depends not only on invention but also on innovative solutions to avoid cognitive overload.
The Danger of Too Much Technology for One Mind
The story of Boeing’s Flying Fortress during a 1935 U.S. Army flying competition exemplifies this challenge. Despite its superior size, speed, and range, the aircraft crashed shortly after takeoff, killing two crew members. The cause was not mechanical failure or pilot error; rather, it was the overwhelming complexity of controlling the plane. With four engines and intricate controls, it was simply “too much airplane for one man to fly,” according to contemporary accounts.
This incident illustrates a broader problem: when technology demands more mental processing than a user can handle, even the most advanced devices risk failure. “Tech can get too cumbersome to be used,” explains Helena Miton, assistant professor of organizational behavior at Stanford Graduate School of Business. Her research emphasizes that technological evolution hinges on managing and distributing cognitive load effectively.
Distributing Cognitive Load: The Key to Usability
Following the Flying Fortress tragedy, a simple yet transformative solution emerged: the use of checklists. Pilots started relying on index cards outlining critical procedures for takeoff, flight, and landing, dramatically improving safety records. Over 1.8 million miles of accident-free flights were logged subsequently, establishing checklists as standard practice in aviation and other high-risk fields like surgery and construction.
Miton and Jackson’s research highlights that distributing cognitive tasks is a cultural innovation essential to technology functioning well. Cognitive processes extend beyond the individual’s mind and involve tools and social coordination. For example, counting on fingers, using calendars, and making to-do lists externalize mental tasks, easing burdens on memory and attention.
Historical and Modern Examples of Cognitive Tools
Historical inventions like the 19th-century Jacquard loom—which utilized punch cards to simplify intricate weaving patterns—demonstrate early instances of cognitive load distribution by sharing mental processes among workers and machines.
Today, the principle applies broadly: project management platforms like Trello or Jira help teams coordinate complex tasks, handovers between air traffic controllers maintain continuity, and electronic medical records improve communication and reduce errors in healthcare. While coordinating multiple mental tasks and people can be challenging, it is a "necessary evil" to prevent accidents and system breakdowns.
Managing Information Flow and Simplification
Another tactic to combat cognitive overload involves controlling how much information is accessible to any one user. This can involve standardized signage, color-coded warnings (e.g., fire risk levels), or “information bottlenecks” that ensure users focus on critical data only. “No-conversation” rules during sensitive operations like airplane landings or heart surgeries exemplify this approach.
Furthermore, technology simplifies interactions through user-friendly interfaces like Claude or ChatGPT, enabling people to harness complex AI systems without needing to understand underlying algorithms. However, Miton notes the trade-off—ease of use may come at the expense of deeper understanding. Yet, this balance is crucial for widespread adoption.
The Symbiotic Evolution of Technology and Cognitive Distribution
Miton and Jackson argue that innovations in distributing cognition don’t merely follow technological complexity; they facilitate it. For example, checklists and cockpit protocols improved flight safety, encouraging more investment and advanced aviation technologies. Managing cognitive load effectively thus forms a foundation for sustainable technological progress.
Future Directions: Quantifying Cognitive Distribution
Looking ahead, Helena Miton aims to develop frameworks and metrics to describe and measure cognitive distribution across different technologies and settings. “It’s easy to describe cognitively distributed processes ethnographically, but harder to compare quantitatively,” she notes. Her goal is to inspire further research on the interplay between cognitive strategies and technological innovation.
Conclusion
As we continue to develop ever more advanced tools and systems, Miton and Jackson’s work reminds us that success depends not only on innovation itself but also on how well we manage human cognitive limits. Technologies that accommodate and distribute mental workload stand the best chance of achieving meaningful, effective adoption—ensuring that progress does not stumble under the weight of its own complexity.
References:
Helena Miton et al., “Complex technology requires cultural innovations for distributing cognition,” Trends in Cognitive Sciences, 2025. DOI: 10.1016/j.tics.2025.08.003
For more insights on cognitive science and technology, subscribe to Science X.
