Despite the numerous productivity-boosting features that many of these apps offer, we can also argue that they tend to do the opposite.
Are messaging apps killing your productivity? Or, perhaps, it’s how you use them? Let’s dive deeper.
5 Different Ways Workplace Messaging Apps Can Limit Your Productivity
1. Information Overload
As if email overload was not a big enough problem, now you have to contend with the constant stream of messages in your chat apps, which have, for the most part, become the new inboxes. Like all the junk emails in your inbox, not every message in your chat apps is worth your attention.
You have likely found yourself in a Slack channel you weren’t supposed to be in or one crowded with too many participants, or you have colleagues discussing the latest celebrity gossip in a channel meant for work-related issues.
The result is information overload, which can be just as debilitating as an overflowing email inbox, leading to decision fatigue, stress, and, ultimately, reduced productivity.
2. Vital Information Gets Lost
One of the side effects of information overload is that some vital information gets lost in the shuffle. If you fail to adopt the right processes, work-related information can quickly get buried under a pile of water cooler talk or off-topic discussions.
You end up spending most of your workday sifting through a sea of messages from one channel or communication app to another in the hope of finding that critical piece of information you need. This can be an exercise in futility and a huge workplace time-waster.
3. Too Many Communication Apps
Which internal communication tool do you use to communicate with your remote colleagues? Microsoft Teams? Slack? Email? WhatsApp?
Perhaps a mix of all the above?
In your search for the newest and most feature-packed workplace messaging app, you may have installed too many of them, which can quickly turn into a productivity nightmare.
If you’re constantly jumping from one app to another throughout the day, you’re wasting time and fragmenting your attention, making it difficult to focus on any task.
That said, you might want to find ways to avoid the overuse of communication and collaboration apps in your workplace.
4. You’re “Always-On”
Constant connectivity and expectations to be available at all times to respond to messages have become the norm in today’s workplace. However, this culture of always being “on” and working out of the confines of traditional work hours can lead to several unwanted consequences.
First, working longer hours does not necessarily equate to being more productive. In fact, it often has the opposite effect. If you find yourself working well into the night or on weekends, you’re likely to burn out quickly, which will lead to reduced work quality and performance.
But, it’s not only about your professional life, as your personal life can quickly start to suffer too. There’s little time for relaxation and rejuvenation when you’re always “on,” leading to mental and physical health problems.
5. Never-Ending Notifications
In your quest to be more connected in the hopes of boosting your productivity, you may have inadvertently signed up for a never-ending stream of notifications from your chat apps. At first glance, those little red pop-ups and dings may seem innocuous, but they can quickly become a huge distraction, unintentionally leading to context switching and reduced productivity.
Sometimes, just seeing those red pop-ups (even if you don’t read the messages) can be enough to cause you to lose your focus and disrupt your flow.
So, what can you do to avoid these productivity traps?
Top Strategies for Achieving Productive Communication in the Workplace
1. Embrace Asynchronous Communication
Putting too much emphasis on immediate responses and real-time communication, especially when team members work in different time zones, can end up doing more harm than good.
Instead of expecting (or worse, demanding) instant replies, embrace asynchronous communication. This communication style allows you to respond to messages on your own time, reducing interruptions and empowering you to focus on more important tasks.
2. Integrate Communication and Collaboration Tools
You don’t always need to add another communication app to your arsenal when you find a new one. It takes time for everyone in your team to get used to a new tool, so it’s often better to just stick with what you have, especially when it already offers the features you need.
Instead of signing up for yet another app, take the time to evaluate your existing tools to see if you can integrate them with the other apps you are using to streamline your workflow. This way, you won’t need to switch apps as often, and you can avoid the associated productivity loss.
3. Create an Internal Wiki
An internal wiki is a central repository for your team’s knowledge and information. It’s a great way to keep all your vital information organized and accessible in one place.
A wiki can help reduce the need for constant communication by making it easy for team members to find answers to their questions. You can also leverage your internal wiki to create a communication playbook with your team to document best practices and company-wide guidelines.
This can include anything from how and when to use specific tools, to defining what you consider “urgent” communication, and the ideal response time.
4. Customize Your Tools
The way you use your communication and collaboration tools can significantly impact your productivity. If you are constantly interrupted by notifications, try customizing your settings to minimize distractions.
For example, you can disable notifications for specific channels or conversations, set up Do Not Disturb hours, or even snooze notifications altogether during your scheduled focus time. By customizing your tools to suit your needs better, you can take back control of your productivity.
In addition, if you are using Slack, you can add the @Must-Read extension to your workspace to ensure that urgent messages always get seen. This Slack app allows you to mark specific messages as must-reads, and team members will have all their critical messages in one batch to avoid wasting time scrolling through chat history.
Use Your Messaging Apps the Right Way to Maximize Productivity
While chat apps can be a great way to boost productivity, they can also be a significant distraction if not used properly. We can conclude that it primarily depends on how you use these tools.
By following the strategies above, you can take back control of your productivity and avoid those productivity pitfalls.
