{"id":364791,"date":"2021-03-17T06:00:40","date_gmt":"2021-03-17T06:00:40","guid":{"rendered":"https:\/\/formnutrition.com\/us\/?p=364791"},"modified":"2021-03-17T07:52:47","modified_gmt":"2021-03-17T11:52:47","slug":"how-email-wrecked-our-brains-and-how-to-rewire-them-with-professor-cal-newport","status":"publish","type":"post","link":"https:\/\/formnutrition.com\/us\/inform\/how-email-wrecked-our-brains-and-how-to-rewire-them-with-professor-cal-newport\/","title":{"rendered":"How Email Wrecked Our Brains (and How To Rewire Them), With Professor Cal Newport"},"content":{"rendered":"<p><span style=\"font-weight: 400\">When tech company IBM introduced internal email in the Eighties, it first quantified the amount of intra-organisation analogue communication: voicemails, memos, handwritten notes left in the recipient\u2019s cubicle. Within days, the shiny, new, amply provisioned and extremely expensive email server crashed under <\/span><span style=\"font-weight: 400\">five to six times<\/span><span style=\"font-weight: 400\"> the projected volume of traffic. Employees were not only sending way more messages than before but also copying in multiple recipients, where they\u2019d previously corresponded person-to-person.\u00a0<\/span><\/p>\n<p>Email fundamentally changed how we work, <a href=\"https:\/\/www.calnewport.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Cal Newport<\/a>, the author of highly regarded books such as Deep Work (one of Form&#8217;s favourite <a href=\"https:\/\/formnutrition.com\/inform\/best-self-help-books\/\" target=\"_blank\" rel=\"noopener noreferrer\">self-help books<\/a>) and Digital Minimalism, explains over Zoom. This new mode of collaboration came about \u201crapidly, and largely unintentionally\u201d &#8211; that is, without anybody consciously deciding this was a better way to work: \u201cAnd I think we underestimated the extent to which email changed us &#8211; more or less without our permission.\u201d<\/p>\n<h2>The Never-Ending Inbox<\/h2>\n<p>As well as an author, Newport is an associate professor of computer science at Georgetown University, Washington DC, a contributor to prestigious publications such as The New York Times, The New Yorker, and Wired, a podcast host and frequent podcast guest. All of which indicates that his ideas for improving productivity hold water. His latest book, <a href=\"https:\/\/www.penguin.co.uk\/books\/308\/308635\/a-world-without-email\/9780241341414.html\" target=\"_blank\" rel=\"noopener noreferrer\">A World Without Email<\/a>, quantifies the disruption wrought by the now-ubiquitous technology, citing figures showing that the average number of messages sent and received a day has risen from 50 in 2005 to 126 in 2019.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-364794 \" src=\"https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/A-World-Without-Email.jpg\" alt=\"\" width=\"186\" height=\"254\" \/>A <a href=\"https:\/\/affect.media.mit.edu\/pdfs\/16.Mark-CHI_Email.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">study<\/a> by the University of California, Irvine, found the average number of daily inbox checks at one large company was 77, but some employees racked up as many as 400. Productivity software company RescueTime determined that its users checked email or instant messaging services such as Slack every six minutes. Respondents to an Adobe survey reported that email took up three hours a day &#8211; cumulatively, that is. Communication is now fragmented, as is our attention. All of which explains why the projected productivity gains of email, and personal computers generally, haven\u2019t materialised.<\/p>\n<p>But simply resolving to not use email as much, or after 5 pm, or at all on Fridays, doesn\u2019t work because email is how we work. \u201cUntil you replace the underlying workflow, you can\u2019t solve the problem by dealing with a superficial habit,\u201d says Newport. \u201cSo we\u2019re stuck in this place where we try to attack the problem at the top with etiquette, and norms, and hacks, and habits, and none of that can work until we get down to the roots.\u201d<\/p>\n<h2>How Email Has Rewired Our Brains<\/h2>\n<p>At the bottom is what Newport calls \u201cthe hyperactive hive mind\u201d, a workflow in which everything is carried out in an asynchronous (not at the same time), ad-hoc manner. An ever-filling inbox is therefore inevitable. And in \u201cknowledge\u201d or office work, unlike most other kinds, productivity is \u201ca personal matter\u201d.<\/p>\n<p>Companies make it none of their business how the work gets done, leaving employees bouncing messages back and forth in a vicious \u201ccycle of responsiveness\u201d. Overloaded, we fall back on the flexibility of firing off messages, further fragmenting our attention. Less efficiency, more overload, more email.<\/p>\n<p>It\u2019s not surprising then that researchers who variously wired up office workers to heart rate monitors and placed thermal cameras under their monitors (to capture the heat signature of psychological distress) found that using email corresponds with higher stress. Nor that, when stressed, you type faster emails that contain more words conveying anger. It is surprising that if you score highly for neuroticism then batching emails, often recommended as a coping mechanism, can actually make you more stressed.<\/p>\n<p>Email conflicts with our evolutionary programming to take very seriously one-on-one interactions, upon which access to resources might\u2019ve depended, says Newport. So to your ancient brain, an unread message is equivalent to ignoring a tribe member tapping you on the shoulder, with the possible consequence of starvation next winter: \u201cThat\u2019s part of the reason why people have this amorphous, hard-to-articulate dislike for work.\u201d<\/p>\n<div id=\"attachment_364793\" style=\"width: 1210px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" aria-describedby=\"caption-attachment-364793\" class=\"wp-image-364793 size-full\" src=\"https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/Cal-Newport.jpg\" alt=\"\" width=\"1200\" height=\"700\" srcset=\"https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/Cal-Newport.jpg 1200w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/Cal-Newport-768x448.jpg 768w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/Cal-Newport-680x397.jpg 680w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/Cal-Newport-400x233.jpg 400w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/Cal-Newport-600x350.jpg 600w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><p id=\"caption-attachment-364793\" class=\"wp-caption-text\">Professor Cal Newport<\/p><\/div>\n<h2>Is It Time To Break Up With Our Inbox?<\/h2>\n<p>By the same token, when members of the Boston Consulting Group were given Predictable Time Off &#8211; set periods disconnected from email and phone each week &#8211; they became happier and more satisfied with their jobs. They were also more productive, not less.<\/p>\n<p>Of course, it\u2019s not quite as simple as not using email as much, which has ramifications for your colleagues and clients. To make your boss more amenable, Newport suggests \u201cbudgeting your attention\u201d by quantifying how much time you spend on email versus producing: \u201cIt\u2019s very difficult for a manager to say, \u2018Well, I\u2019d rather you do very little or none of the focused work that actually creates value for the company because if you did then there might be times when I can\u2019t reach you, so just do shallow work all the time.\u2019\u201d<\/p>\n<p>Even if your boss is unsympathetic, you can still employ some of Newport\u2019s email-culling, well, hacks. Keep your messages short &#8211; the length of a text, say, or five sentences &#8211; and restrict anything more involved to a voice conversation. Use a non-personal email address &#8211; eg contact@example.com &#8211; to manage expectations of your responsiveness. Divide your time, whether hours in the day or days in the week, between \u201cspecialist\u201d (actual work) and \u201csupport\u201d (admin) &#8211; with separate email addresses, even. Use meeting scheduling tools such as X.ai or Acuity. Hire an assistant.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-364792 size-large\" src=\"https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/AdobeStock_274265136-1200x675.jpeg\" alt=\"\" width=\"1200\" height=\"675\" srcset=\"https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/AdobeStock_274265136.jpeg 1200w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/AdobeStock_274265136-768x432.jpeg 768w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/AdobeStock_274265136-680x383.jpeg 680w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/AdobeStock_274265136-400x225.jpeg 400w, https:\/\/formnutrition.com\/us\/wp-content\/uploads\/sites\/4\/2021\/03\/AdobeStock_274265136-600x338.jpeg 600w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<h2>Delving Deep Into The World Of Taskboards<\/h2>\n<p>If email is how you work, however, then you can only go so far without an alternative workflow &#8211; like task boards, the hero of A World Without Email. Digital versions of the analogue varieties found in factories and hospitals, task board-style project management tools such as Trello, Flow and Asana, in tandem with short, regular status meetings, \u201ctake out a lot of the overhead in collaboration\u201d, says Newport, and are more effective than firing off messages as people think about or need things. He\u2019s \u201ca big fan\u201d.<\/p>\n<p>Unlike a cluttered inbox, task boards divide information so you only see what\u2019s relevant. And their sealed context harmonises with the optimal way our brains work: \u201csequentially\u201d, or on one thing at a time. (Switching tasks between, say, email and work leaves \u201cattention residue\u201d: bandwidth still taken up by the previous task, hampering performance.)<\/p>\n<p>Newport also loves how you can use task boards personally to marshal your own work, and make your inbox a conduit to that, regardless of your organisation\u2019s stance. In his recently finished, heavily administrative role as director of graduate studies, he implemented task boards, communication protocols and ticketing systems &#8211; yes, like that of your IT department, an early adopter of not being instantly contactable.<\/p>\n<p>Minimising task-switching and sense of overload are Newport\u2019s two key properties for a calmer and more rational alternative to the hyperactive hive mind: while work execution should be left up to the individual, workflow really shouldn\u2019t. It\u2019s easy, he says, for email to seem fundamental: \u201cThis must be how we work.\u201d Car workers thought that too, before Henry Ford\u2019s production line. But as Newport proves, there are other worlds than this.<\/p>\n<hr \/>\n<p><em><strong><a href=\"https:\/\/blackwells.co.uk\/bookshop\/product\/9780241341414?a_aid=prh\" target=\"_blank\" rel=\"noopener noreferrer\">A World Without Email: Reimagining Work in an Age of Communication Overload<\/a> by Cal Newport is available to buy now.<\/strong><\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Writer Jamie Millar chats to Cal Newport, author of new book A World Without Email, about the rise of email and how it has affected our collective stress levels.<\/p>\n","protected":false},"author":12956,"featured_media":365097,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[41],"tags":[],"class_list":["post-364791","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-mind"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v22.1 (Yoast SEO v27.3) - 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