A World Without Email: Reimagining Work in an Age of Communication Overload
by Cal Newport
30 popular highlights from this book
Key Insights & Memorable Quotes
Below are the most popular and impactful highlights and quotes from A World Without Email: Reimagining Work in an Age of Communication Overload:
“A better strategy for shifting other’s expectations about your work is to consistently deliver what you promise instead of consistently explaining how you’re working.”
“All things being equal, workflows that minimize this never-ending stream of urgent communication are superior to those that instead amplify it. When you’re at home at night, or relaxing over the weekend, or on vacation, you shouldn’t feel like each moment away from work is a moment in which you’re accumulating deeper communication debt.”
“There is a performative dimension to writing emails and cc’ing everybody, like ‘Look at all the work I’m doing.’ It’s annoying”
“Why bother hiring a hotshot if the bulk of their time is spent doing administrative work?”
“The relevant research literature also helps clarify this sense of overload. In their original 2004 study on attention fragmentation, Victor M. González and Gloria Mark partitioned the efforts of the employees they observed into distinct working spheres, each representing a different project or objective. They found that on average their subjects worked on ten different spheres per day, spending less than twelve minutes on one before switching to another.36 A follow-up study in 2005 found the observed employees touching on eleven to twelve different working spheres per day on average.37 The large number of different spheres these subjects tackled in a given day, combined with the reality that each sphere demands the accomplishment of many smaller tasks and presumably dozens of emails, provides a harried portrayal of modern knowledge work. “At night, I often wake in a panic about all the things I need to do or didn’t get done,” writes journalist Brigid Schulte in Overwhelmed, her 2014 book on this busyness epidemic. “I worry that I’ll face my death and realize that my life got lost in this frantic flotsam of daily stuff.”38”
“The key lesson I want to extract from Marshall’s story is that management is about more than responsiveness. Indeed, as detailed earlier in this chapter, a dedication to responsiveness will likely degrade your ability to make smart decisions and plan for future challenges”
“written summary of the call was sent to the client. Sean’s”
“Richard II’s famous lament: “I live with bread like you, feel want, / Taste grief, need friends: subjected thus, / How can you say to me, I am a king?”18”
“In this second part, I introduce a framework I call attention capital theory that argues for creating workflows built around processes specifically designed to help us get the most out of our human brains while minimizing unnecessary miseries. This”
“The title of this book, A World Without Email, turns out to be just an approachable shorthand for the more accurate portrayal of my vision: A World Without the Hyperactive Hive Mind Workflow.”
“Recall our XP case study, where Greg Woodward noted that a lot of developers dislike the extreme environment and end up leaving after a few weeks. The aspect that most distresses them? The transparency. You’re either producing good code, or you’re obviously not. Some are simply not comfortable with this blunt assessment of what they’re actually accomplishing.”
“Also as in natural settings, in workplaces without well-defined processes, energy minimization becomes prioritized. This is fundamental human nature: if there’s no structure surrounding how hard efforts are coordinated, we default to our instinct to not expend any more energy than is necessary. Most of us are guilty of acting on this instinct when given a chance. An email arrives that informally represents a new responsibility for you to manage; because there’s no formal process in place to assign the work or track its progress, you seek instead the easiest way to get the responsibility off your plate—even if just temporarily—so you send a quick reply asking for an ambiguous clarification. Thus unfolds a game of obligation hot potato, as messages bounce around, each temporarily shifting responsibility from one inbox to another, until a deadline or irate boss finally stops the music, leading to a last-minute scramble to churn out a barely acceptable result. This, too, is obviously a terribly inefficient way to get work done.”
“Much as is observed in actual natural settings, in the informal process workplace, dominance hierarchies emerge. If you’re brash and disagreeable, or are a favorite of the boss, you can, like the strongest lion in the pride, avoid work you don’t like by staring down those who try to pass it off to you, ignoring their messages, or claiming overload. On the other hand, if you’re more reasonable and agreeable, you’ll end up overloaded with more work than makes sense for one person to handle. These setups are both demoralizing and a staggeringly inefficient deployment of attention capital. But without a countervailing force, these hierarchies are often unavoidable.”
“At the moment, most organizations remain stuck in the productivity quicksand of the hyperactive hive mind workflow, content to focus on tweaks meant to compensate for its worst excesses. It’s this mindset that leads to “solutions” like improving expectations around email response times or writing better subject lines. It leads us to embrace text autocomplete in Gmail, so we can write messages faster, or the search feature in Slack, so we can more quickly find what we’re looking for amid the scrum of back-and-forth chatter. These are the knowledge work equivalents of speeding up the craft method of car manufacturing by giving the workers faster shoes. It’s a small victory won in the wrong war.”
“I’m usually facing someone who wants to send twenty-nine emails to fix a problem.” His solution is simpler: “Go talk to them.”
“It’s not just that we’re less clear than we think, but we’re often completely misunderstood. You were sure that you were sending a nice note, while your receiver is equally sure you were delivering a pointed critique. When you build an entire workflow on exactly this type of ambiguous and misunderstood communication—a workflow that bypasses all the rich, non-linguistic social tools that researchers like Alex Pentland documented as being fundamental to successful human interaction—you shouldn’t be surprised that work messaging is making us miserable.”
“Marshall was more effective at his job because of his ability to focus on important issues—giving each full attention before moving on to the next. If he had instead accepted the status quo of the War Department operation, with sixty officers pulling him into their decision making and hundreds of commands looking for his approval on routine activity, he would have fallen into the frantic and predictably busy whirlwind familiar to most managers, and this almost certainly would have harmed his performance. Indeed, if something like a hyperactive hive mind workflow had persisted in the 1940s War Department, we might have even lost the war.”
“In Lynn White Jr.’s study of the stirrup we find a classic example of a technology introduced for a simple reason (to make riding horses easier) leading to vast and complicated consequences never imagined by its inventors (the rise of medieval feudalism). In the second half of the twentieth century, many scholars in the field of the philosophy of technology began to research similar case studies of unintended consequences. Over time, this idea that tools can sometimes drive human behavior became known as technological determinism.”
“When he ran a review of his team’s Slack usage, he found that the most popular feature was a plug-in that inserts animated GIFs into the chat conversations.”
“The world without email referenced in the title of this book, therefore, is not a place in which protocols like SMTP and POP3 are banished. It is, however, a place where you spend most of your day actually working on hard things instead of talking about this work, or endlessly bouncing small tasks back and forth in messages.”
“Perhaps Marshall’s most striking habit was his insistence on leaving the office each day at 5:30 p.m. In an age before cell phones and email, Marshall didn’t put in a second shift late into the night once he got home. Having experienced burnout earlier in his career, he felt it was important to relax in the evening. “A man who worked himself to tatters on minor details had no ability to handle the more vital issues of war,” he once said.”
“the crucial step in programming is not the actual act of mechanically typing commands into a computer, but instead crafting the underlying solution that is then translated into code.”
“Optimize processes, he urged, not people.”
“locus of control theory, a subfield of personality psychology that argues that motivation is closely connected to whether people feel like they have control over their ultimate success in an endeavor.”
“If you slacked off your attention for even a moment, you could stall the entire line—forcing workers into an unnatural combination of boredom and constant attentiveness.”
“A workflow centered around ongoing conversation fueled by unstructured and unscheduled messages delivered through digital communication tools like email and instant messenger services. The hyperactive hive mind workflow has become ubiquitous in the knowledge sector.”
“One study estimates that by 2019 the average worker was sending and receiving 126 business emails per day, which works out to about one message every four minutes.2 A software company called RescueTime recently measured this behavior directly using time-tracking software and calculated that its users were checking email or instant messenger tools like Slack once every six minutes on average.3 A”
“As email spread through the professional world in the 1980s and 1990s it introduced something novel: low-friction communication at scale. With this new tool, the cost in terms of time and social capital to communicate with anyone related to your job plummeted from significant to almost nothing. As the writer Chris Anderson notes in his 2009 book, Free, the dynamics of reducing a cost to zero can be “deeply mysterious,”
“Constant communication is not something that gets in the way of real work; it has instead become totally intertwined in how this work actually gets done—preventing easy efforts to reduce distractions through better habits or short-lived management stunts like email-free Fridays. Real improvement, it became clear, would require fundamental change to how we organize our professional efforts. It also became clear that these changes can’t come too soon: whereas email overload emerged as a fashionable annoyance in the early 2000s, it has recently advanced into a much more serious problem, reaching a saturation point for many in which their actual productive output gets squeezed into the early morning, or evenings and weekends, while their workdays devolve into Sisyphean battles against their inboxes—a uniquely misery-inducing approach to getting things done.”
“While the ability to rapidly communicate using digital messages is useful, the frequent disruptions created by this behavior also make it hard to focus, which has a bigger impact on our ability to produce valuable output than we may have realized.”
