Email has become a cornerstone of professional communication, yet it’s also a significant source of distraction. According to the McKinsey Global Institute, the average professional spends about 28% of their workday reading and responding to emails—more than 11 hours per week. While email is essential, managing your inbox can significantly impact your productivity and stress levels.
The Cognitive Overload of Continuous Checking
You may have fallen into the habit of continuous email checking, driven by the fear of missing important messages or staying constantly updated. This behavior is often exacerbated by push notifications, which create steady interruptions throughout the day. A recent study showed that their participants spent an average of almost one and a half hours per day on email and checked their email an average of 77 times daily.
However, continuous checking doesn’t just waste time—it fragments your focus. Each time you switch tasks to check your inbox, your brain requires time to refocus on the original task. This constant task-switching reduces efficiency, leading to cognitive overload and difficulty maintaining deep focus. The result? You might feel busy all day but struggle to complete meaningful tasks.
The Case for Batching by Self-Interruption
Batching email behavior involves checking and responding to emails at specific times during the day rather than letting your inbox dictate your schedule. By batching your email activity, you can reduce the cognitive load associated with frequent task-switching. For instance, some professionals opt to check their emails three times a day—once in the morning, once after lunch, and once before the end of the workday. This approach allows you to focus solely on your emails during these periods, process messages efficiently, and then return to your tasks with a clear mind.
Researchers recommend checking emails between two and three times a day, noting that those who checked their email less frequently experienced fewer distractions and were better able to focus on their tasks. However, moving from checking 77 times daily to just three can seem unrealistic for many, especially if you fear missing out on important communications.
Aligning Email Checking with Natural Breaks
A recent study published by Gloria Mark shows that a more flexible and effective strategy is to align your email checking with the natural rhythm of your workday. Instead of adhering to strict, predetermined intervals, you can check your emails after completing specific tasks. This approach minimizes the disruption to your focus and flow, as you’re not breaking your concentration mid-task but rather using the completion of one task as a natural cue to address your inbox.
For example, if you’ve just finished drafting a report or completing a time-boxed task, checking and responding to emails can feel like a natural and productive pause before moving on to your next task. This method is particularly beneficial for those who work on projects that require deep concentration. You create a seamless transition between activities by checking emails during these natural breaks without compromising your focus.
Plan your day with purpose with the help of a planner app like Sunsama and create a list of key activities while also building in pockets of ‘free time’ between tasks. For example, schedule 45-minute meetings instead of the entire hour. This way, you’ll have a dedicated 15-minute window after each meeting to check emails, helping you avoid the distraction of multitasking during calls and allowing you to stay focused and productive throughout the day.
Reducing Stress and Improving Productivity
This strategy also helps alleviate the feeling that you might miss something important in your inbox. By checking emails regularly but not excessively, you can stay on top of your communications without allowing them to dominate your day. This way, you balance your task-oriented work and email management better, leading to higher productivity and lower stress levels.
Incorporating this approach into your daily routine can significantly improve your time and energy management. By letting your tasks dictate when you check your inbox—rather than the other way around—you empower yourself to maintain control over your workday, boosting your efficiency and well-being.
To reduce stress, you can also use tools like Sanebox to help you clean your mailbox, reduce the number of spam emails you must read and prioritize them in advance.
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