Shift from relying on constant, unscheduled digital messages (email, Slack) to implementing structured alternatives for collaboration. This prevents cognitive fatigue and constant context switching caused by the ‘hyperactive hive mind’.
Identify and list the specific, recurring processes you are regularly involved with at work, rather than viewing tasks as a general stream. This helps in systematically finding better ways to implement each process and reduce unscheduled messages.
Take conversations that would typically occur through unscheduled messages and move them to designated, structured times or tools. Examples include using scheduling software for meetings or establishing specific ‘office hours’ for quick questions, providing clarity and reducing interruptions.
Instead of ad hoc messages, put all relevant project information and communication into a structured, external system like a Trello board or Basecamp. This ensures information is organized, status is clear, and collaboration follows a defined schedule.
For work processes with consistent, sequential steps, design automated workflows that move tasks from one stage to the next without requiring unscheduled messages. This could involve using shared directories, automated file transfers, or updated spreadsheets to signal task progression.
When a boss or colleague sends a quick, low-effort question requiring significant work from you, introduce friction by suggesting a synchronous conversation. Propose meeting during office hours or a brief call to clarify, which often leads to better understanding or the request being dropped.
Discuss and agree upon a ‘right quota’ with your supervisor for the number of specific requests you can handle per period. Once this quota is met, you can decline new requests by referencing the agreed-upon limit, shifting the conversation from personal refusal to workload management.
When adopting more structured work processes or communication habits, avoid grand announcements or sermons about the ‘why.’ Instead, simply implement the new process clearly and make it easy for others to follow, subtly guiding them into the new system.
Recognize that managing workplace communication (email, Slack) requires systemic workflow changes, as these tools are not designed for addiction. In contrast, managing consumer-facing technology (social media) primarily requires personal agency and a skeptical, intentional relationship, as these tools are engineered for engagement.
Shift your focus from merely organizing an overwhelming amount of work (‘fast productivity’) to strategically controlling and reducing ‘what is on your plate.’ Aim to work on a small, meaningful number of tasks (e.g., two or three) to enhance focus, prevent burnout, and increase overall value.
Recognize that success and abundant interesting opportunities can lead to chronic overload, even if they are appealing. Actively cultivate ‘space and slowness’ by intentionally saying no to new commitments, rather than trying to optimize for every possible option.
Acknowledge the modern lack of clear cultural narratives for a well-lived life, which can lead to stress and confusion when navigating choices. Actively engage in philosophical introspection and seek wisdom to build a stable, resilient, and meaningful life (’the deep life’).