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slaying
M O N S T E R
the messaging
N I R E YA L 

NirAndFar.com
NirAndFar.com/Focus
The tools mentioned in this
presentation, are available at:
NirAndFar.com
Source: Neverfail Group, 2011
Do you regularly check
email after work?
Source: Neverfail Group, 2011
Do you take a work-related device
(such as a laptop or smartphone)
with you on vacation?
Source: Neverfail Group, 2011
Source: Neverfail Group, 2011
Have you sent emails
during a meal with
family or friends?
Have you ever concealed the
extent of your involvement

with email?
Slaying the Messaging Monster
Z
Source: US Bureau of Labor Statistics, productivity change in non-farm business sector
Productivity change has stalled
Averageannualpercentchange
1973-79 1979-90 1990–2000 2000-2007 2007-2016
1.2
1.5
2.2
2.6
1.2
1.0 -
0
2.0 -
3.0 -
Could our crisis of productivity
be related to our connectivity?
“Over the past two decades, the time spent by
managers and employees in collaborative
activities has ballooned by 50% or more.”
- Harvard Business Review, 2016
Source: Rob Cross, Reb Rebele, Adam Grant, 2016. Collaborative Overhead. https://hbr.org/2016/01/collaborative-overload
“We estimate that 25% of that time is consumed reading
emails that should not have been sent to that
particular manager and 25% is spent responding to emails
that the manager should never have answered.”
- Harvard Business Review
Source: HBR, https://hbr.org/2017/01/why-the-french-email-law-wont-restore-work-life-balance
Knowledge work is
non-routine problem solving
Output is the discovery and
application of useful insights.
There’s
no time
to think
2 meetings
@ 1 hour each
= 2 hours
100 emails
@ 2 min per email
= 3 hours 20 min
1 hour 40 min for
everything else
Source: Maura Never Thomas, “Work Without Walls”
We are stealing
time from someone
Being always-on can
make us mentally ill
Source: CDC, 2016 and Source: Stansfeld, S. & Candy, B. (2006). Psychosocial work environment and mental
health- A meta-analytic review. Scandinavian Journal of Work, Environment & Health, 32, 443-462.
Source: Stansfeld, S. & Candy, B. (2006). Psychosocial work environment and mental health- A
meta-analytic review. Scandinavian Journal of Work, Environment & Health, 32, 443-462.
High expectations
+ Low control
4. Increasing
expectations
to be always on
2. Reducing control
over one’s time
1. “People here are
always connected.”
3. “To get ahead I need
to be always available.”
Source: Inspired by the research of Leslie Perlow, Harvard Business School
How workplace technology

drives us crazy
We need a better
way to work
Slaying the Messaging Monster
EXTERNAL TRIGGERS
The information for what to do
next is within the trigger
Slaying the Messaging Monster
Remove triggers
Should this app be allowed to
interrupt my focused work time?
Slaying the Messaging Monster
Slaying the Messaging Monster
Slaying the Messaging Monster
Schedule your days or someone else will
Make time for focused work
needs
Focus in 

30 minute
sprints
Give
someone
you trust
your phone
Have
someone
cover for you
with “Gmail
Delegation”
What if someone needs me?
Use “Do not disturb while driving”
even when you’re not driving
Stop checking
email in meetings
Slaying the Messaging Monster
The easier something is to
do, the more we do it
Source: Fogg Behavior Model; Source: Dr. BJ Fogg, Stanford University
Trigger
succeeds
Trigger
fails
Motivation
Ability
Time Money Physical
Effort
Brain
Cycles
Social
Deviance
Non-
routine
Six factors can increase or decrease ability
Requires almost no
time for someone to
send you a message
Messaging has become too easy
It’s free No longer need to be
in the office. It’s with
us all day, every day
Requires very little
thought to reply
(and reply all)
The more people send
at odd hours, the more
normal it becomes
First thing we do in
the morning, last thing
we do at night
Time Money Physical Effort
Brain Cycles Social Deviance Non-routine
Slaying the Messaging Monster
Distracting stuff
You
Could be you
Motivation
Likelihood of distraction
Likelihood of distraction increases the
less motivated you are to do the work
HighLow
High
Make the distraction harder to do
Use tech to block out tech
Forest app
Self-control app
Freedom app Word Processor
Distraction is easier when
people can’t see you
Work at the office, where
colleagues see what you’re doing
Reading the newspaper or a
magazine at your desk looks bad
Work on a desk with pen and
paper, without access to endless
distraction
Work from anywhere, more time
away from coworkers
Looking at ESPN or Pinterest on
your phone looks like working
Work on a screen, where videos,
news, emails, social media,
Google, etc, are a click away
Pre Personal Computers Today
Get a focus friend to make
distractions harder
FocusMate.com
Slaying the Messaging Monster
Email trained us to
check impulsively
Emails that feel like
they require an
urgent response
Emails that actually
require an urgent
response
Reciprocity makes it painful
to not reply quickly
Take away the
variability
of email
Re-checking is
a waste time
Label with when you
need to respond

i.e. “Today,” “This Week”, 

or “Whenever”
Process email at your desk
during scheduled times
Schedule messaging time
Canned responses
JuneCloud Canned Replies Extension
Source: http://junecloud.com/software/mac/notefile.html
Dealing with
outside emails
Unsubscribe from bad
emails when possible
Send them to the
BlackHole if you can’t
SaneBox
Slaying the Messaging Monster
The secret to getting less email
is sending less email
Inbox Zero is

not a good idea
Only do work that matters
41% of knowledge worker’s time is
spent on low-value work that could
be done by others.
Source: HBR, https://hbr.org/web/2013/08/assessment/make-time-for-work-that-matters
How valuable is this
activity to the firm?
How much personal value
do you get from the task?
How essential
is this task?
How easily could you
outsource this activity?
What work
matters?
Source: HBR, https://hbr.org/web/2013/08/assessment/make-time-for-work-that-matters
Identify low value tasks.
Choose what not to do
Can you get
more efficient?
Can you get
delegate?
Can you spend
more time?
Can you
eliminate?
3
2
4
5
1
Time
Value
Source: HBR, https://hbr.org/web/2013/08/assessment/make-time-for-work-that-matters
Use tech to:
Leverage yourself
Use tech to:
Use bots + human virtual assistants to delegate low-value tasks
Coordinate
meetings
X.ai
Book

(and fix) travel
Pana.com
Engage

sales leads
Conversica.com
GetLeverage.com
Slaying the Messaging Monster
Who says email
has to be sent
right away?
MixMax
Outlook
Schedule theme days and office hours
Z
People are
cognitive misers
Offer office hours
Slaying the Messaging Monster
INTERNAL TRIGGERS
What to do next is informed through an
association in the user’s memory
People Places Emotions Situations Routines
We distract
ourselves
70%
Things
distract us
30%
We distract
ourselves
Pain
Focus can be hard

So we look for an escape
Change the
response to pain
We get distracted to escape:
Boredom, anxiety, hurry worry,
uncertainty, etc.
If we master our pain, we can
master our actions.
Use an “implementation
intention”
Pause - Catch yourself before acting.
Acknowledge - Your mind is
tricking you to avoid discomfort. Don’t fight it
but don’t give in either. Just see it for what it is.
Identify - Naming is taming. Get curious
about the negative feeling and its potential
upsides. “This is just me getting better.”
Note - Put down the thought or
urge onto paper ASAP.
Process P.A.I.N.
Nothing wrong with
doing nothing
Slaying the Messaging Monster
Slaying the Messaging Monster
To Review
kill the messaging
monster
Remove external triggers that don’t serve you
Schedule time for focus in your day
Make distraction more difficult to do by:
- blocking tech with tech
- find a focus friend
Remove the variability by:
- Labeling once and processing at your desk
Send less email by:
- Only doing work that matters
- Schedule theme days and office hours
We can do this
OpinionTo.us
Take the survey, get the slides
NirAndFar.com

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Slaying the Messaging Monster

  • 1. slaying M O N S T E R the messaging N I R E YA L 
 NirAndFar.com
  • 2. NirAndFar.com/Focus The tools mentioned in this presentation, are available at: NirAndFar.com
  • 3. Source: Neverfail Group, 2011 Do you regularly check email after work? Source: Neverfail Group, 2011
  • 4. Do you take a work-related device (such as a laptop or smartphone) with you on vacation? Source: Neverfail Group, 2011
  • 5. Source: Neverfail Group, 2011 Have you sent emails during a meal with family or friends?
  • 6. Have you ever concealed the extent of your involvement
 with email?
  • 8. Z Source: US Bureau of Labor Statistics, productivity change in non-farm business sector Productivity change has stalled Averageannualpercentchange 1973-79 1979-90 1990–2000 2000-2007 2007-2016 1.2 1.5 2.2 2.6 1.2 1.0 - 0 2.0 - 3.0 -
  • 9. Could our crisis of productivity be related to our connectivity?
  • 10. “Over the past two decades, the time spent by managers and employees in collaborative activities has ballooned by 50% or more.” - Harvard Business Review, 2016 Source: Rob Cross, Reb Rebele, Adam Grant, 2016. Collaborative Overhead. https://hbr.org/2016/01/collaborative-overload
  • 11. “We estimate that 25% of that time is consumed reading emails that should not have been sent to that particular manager and 25% is spent responding to emails that the manager should never have answered.” - Harvard Business Review Source: HBR, https://hbr.org/2017/01/why-the-french-email-law-wont-restore-work-life-balance
  • 12. Knowledge work is non-routine problem solving Output is the discovery and application of useful insights.
  • 13. There’s no time to think 2 meetings @ 1 hour each = 2 hours 100 emails @ 2 min per email = 3 hours 20 min 1 hour 40 min for everything else Source: Maura Never Thomas, “Work Without Walls”
  • 14. We are stealing time from someone
  • 15. Being always-on can make us mentally ill Source: CDC, 2016 and Source: Stansfeld, S. & Candy, B. (2006). Psychosocial work environment and mental health- A meta-analytic review. Scandinavian Journal of Work, Environment & Health, 32, 443-462.
  • 16. Source: Stansfeld, S. & Candy, B. (2006). Psychosocial work environment and mental health- A meta-analytic review. Scandinavian Journal of Work, Environment & Health, 32, 443-462. High expectations + Low control
  • 17. 4. Increasing expectations to be always on 2. Reducing control over one’s time 1. “People here are always connected.” 3. “To get ahead I need to be always available.” Source: Inspired by the research of Leslie Perlow, Harvard Business School How workplace technology
 drives us crazy
  • 18. We need a better way to work
  • 20. EXTERNAL TRIGGERS The information for what to do next is within the trigger
  • 22. Remove triggers Should this app be allowed to interrupt my focused work time?
  • 26. Schedule your days or someone else will
  • 27. Make time for focused work
  • 28. needs Focus in 
 30 minute sprints Give someone you trust your phone Have someone cover for you with “Gmail Delegation” What if someone needs me?
  • 29. Use “Do not disturb while driving” even when you’re not driving
  • 32. The easier something is to do, the more we do it Source: Fogg Behavior Model; Source: Dr. BJ Fogg, Stanford University Trigger succeeds Trigger fails Motivation Ability
  • 34. Requires almost no time for someone to send you a message Messaging has become too easy It’s free No longer need to be in the office. It’s with us all day, every day Requires very little thought to reply (and reply all) The more people send at odd hours, the more normal it becomes First thing we do in the morning, last thing we do at night Time Money Physical Effort Brain Cycles Social Deviance Non-routine
  • 37. Motivation Likelihood of distraction Likelihood of distraction increases the less motivated you are to do the work HighLow High
  • 38. Make the distraction harder to do
  • 39. Use tech to block out tech Forest app Self-control app Freedom app Word Processor
  • 40. Distraction is easier when people can’t see you Work at the office, where colleagues see what you’re doing Reading the newspaper or a magazine at your desk looks bad Work on a desk with pen and paper, without access to endless distraction Work from anywhere, more time away from coworkers Looking at ESPN or Pinterest on your phone looks like working Work on a screen, where videos, news, emails, social media, Google, etc, are a click away Pre Personal Computers Today
  • 41. Get a focus friend to make distractions harder
  • 44. Email trained us to check impulsively
  • 45. Emails that feel like they require an urgent response Emails that actually require an urgent response Reciprocity makes it painful to not reply quickly
  • 46. Take away the variability of email Re-checking is a waste time Label with when you need to respond
 i.e. “Today,” “This Week”, 
 or “Whenever” Process email at your desk during scheduled times
  • 48. Canned responses JuneCloud Canned Replies Extension Source: http://junecloud.com/software/mac/notefile.html
  • 49. Dealing with outside emails Unsubscribe from bad emails when possible Send them to the BlackHole if you can’t SaneBox
  • 51. The secret to getting less email is sending less email
  • 52. Inbox Zero is
 not a good idea
  • 53. Only do work that matters 41% of knowledge worker’s time is spent on low-value work that could be done by others. Source: HBR, https://hbr.org/web/2013/08/assessment/make-time-for-work-that-matters
  • 54. How valuable is this activity to the firm? How much personal value do you get from the task? How essential is this task? How easily could you outsource this activity? What work matters? Source: HBR, https://hbr.org/web/2013/08/assessment/make-time-for-work-that-matters
  • 55. Identify low value tasks. Choose what not to do Can you get more efficient? Can you get delegate? Can you spend more time? Can you eliminate? 3 2 4 5 1 Time Value Source: HBR, https://hbr.org/web/2013/08/assessment/make-time-for-work-that-matters
  • 56. Use tech to: Leverage yourself Use tech to: Use bots + human virtual assistants to delegate low-value tasks Coordinate meetings X.ai Book
 (and fix) travel Pana.com Engage
 sales leads Conversica.com
  • 59. Who says email has to be sent right away? MixMax Outlook
  • 60. Schedule theme days and office hours
  • 64. INTERNAL TRIGGERS What to do next is informed through an association in the user’s memory People Places Emotions Situations Routines
  • 66. Pain Focus can be hard
 So we look for an escape
  • 67. Change the response to pain We get distracted to escape: Boredom, anxiety, hurry worry, uncertainty, etc. If we master our pain, we can master our actions. Use an “implementation intention”
  • 68. Pause - Catch yourself before acting. Acknowledge - Your mind is tricking you to avoid discomfort. Don’t fight it but don’t give in either. Just see it for what it is. Identify - Naming is taming. Get curious about the negative feeling and its potential upsides. “This is just me getting better.” Note - Put down the thought or urge onto paper ASAP. Process P.A.I.N.
  • 72. To Review kill the messaging monster Remove external triggers that don’t serve you Schedule time for focus in your day Make distraction more difficult to do by: - blocking tech with tech - find a focus friend Remove the variability by: - Labeling once and processing at your desk Send less email by: - Only doing work that matters - Schedule theme days and office hours
  • 73. We can do this
  • 74. OpinionTo.us Take the survey, get the slides NirAndFar.com