A World Without Email

There is a belief that constant digital communication equals productivity. But switching between unstructured, unscheduled messages carries cognitive costs that reduce focus and value extraction.

Checking apps like email frequently fragments work into 20-40 minute blocks at most.

• Constant attention switching from task switching and reactive email has huge costs.
• It slows focus and diminishes the quality of work despite feeling convenient short-term.
• More thoughtful email habits like batching can mitigate these productivity drains.

Neurotic personalities that worry about missing out are most pained by not reacting instantly to every email.

But this email-driven stress hurts everyone's well-being over time, a side effect we can reduce with better habits.

• Optimize human brains for sequential value-add, not frenzied communication.
• Knowledge work comprises execution, requiring autonomy, and coordination workflow.
• Both demand focused attention, not distraction.

Well-designed processes boost productivity by clarifying what to work on and minimizing unneeded communication.

Effective processes are easy to review, progress without constant contact, and have known procedures.

Spend time up front to create protocols that reduce real-time coordination.

An example is using scheduling links versus wasteful email negotiations.

Protocols streamline customer support and keep emails focused.

Email fuels a vicious cycle of responsiveness where expectations of quick replies lead to more emails sent, requiring more quick replies.

This self-reinforcing loop was not rationally implemented but arose organically. Breaking the cycle improves productivity.

The specialization principle states that narrowing your focus to do fewer things, but doing them incredibly well, can dramatically increase productivity and accountability in knowledge work.

This applies the concept of essentialism - eliminating the non-essential - to how we approach workflows and responsibilities.

• Outsourcing tasks or responsibilities that are not core competencies.
• Giving more autonomy to specialists on your team so they can dive deep into their domain. Less oversight needed.
• Sprinting on specific projects for intense bursts of focused effort on one initiative. Avoiding multitasking.
• Considering attention budgeting for meetings, communication, etc to create space for deep work.
• Streamlining support staff roles and interfaces to specialists so assistants add value efficiently.