If you are struggling to focus or be productive, you’re not alone. A recent poll of my clients and community revealed that 68% are wrestling with focus and productivity issues. Among the reasons cited were:

Competing priorities
Non-stop fire drills
Overloaded schedules with too many tasks
A barrage of emails, Slack, and Teams messages
Meetings that are either too long, inconclusive or could have been an email
General overwhelm from the sheer volume of tasks
Lack of time between meetings to accomplish meaningful work
Uncertainty about where to start on projects
Lack of challenge or autonomy in their roles
Other distractions (e.g., phone, social media, rumination)

These challenges are addressable. In future articles, I’ll offer practical solutions for many of them. Today, I want to focus on how to combat the productivity disruptions caused by the volume of emails, Slack, and Teams messages, as well as those time-consuming meetings that dominate your schedule.

The Problem: Communication Overload

As much as my clients appreciate the flexibility of remote work, they often miss the days of quick, in-person interactions—popping into a colleague's office for a five-minute chat or catching up at the water cooler. Now, these interactions have been replaced by a flood of digital communication.

According to Harvard Business Review, "inefficient meetings are the number one barrier to productivity," with 68% of employees reporting they lack enough uninterrupted focus time during the workday. Research shows that up to one-third of meetings are unnecessary, impacting productivity and engagement, and costing organizations billions of dollars annually.

Moreover, despite the return to the office, the number of meetings remains high. In 2021, employees attended an average of 8.3 meetings per week, which increased to 10.32 in 2022, with a slight reduction to 10.1 in 2023.

And that’s just meetings! This hasn’t even addressed the explosion and “urgency culture” of emails, slacks, and team messages, which are bogging employees down, leading to heightened stress levels, fatigue, and burnout, and making it nearly impossible to find solid chunks of time to focus. Due to the myriad platforms used for messaging in different organizations, it’s tough to pull clear statistics, however, according to businessofapps.com:

the number of Slack users doubled from 2020 (18mm) to 2022 (35mm)
In 2019, users were active for an average of 90 minutes per day
Over 1.5 billion messages are sent on the service each week (year of stat unknown)

This surge in meetings and ‘urgent’ or ‘quick’ communication methods leads to higher rates of non-participation, decreased employee engagement, and impaired focus—all of which contribute to burnout and may prompt employees to seek more fulfilling opportunities elsewhere.

The Solution: Implement Office Hours

One effective way to reduce unnecessary meetings and constant communication interruptions is by implementing office hours. This strategy is particularly beneficial for leaders, project managers, or employees who are frequently sought out for their expertise.

The point of office hours is to reduce the number of adhoc emails, slack and teams messages you receive during the day, instead encouraging your team members to compile their questions to address during your open window of availability.

What Are Office Hours?

Office hours are designated times when you’re available to address one-off questions and concerns from your team.

Benefits of Office Hours:

Reduce Volume of Messages Received: By encouraging team members to compile their questions for these sessions, you can significantly reduce the number of ad hoc emails, Slack, and Teams messages you receive throughout the day.
Reduce Stress and Time Wasted on Context Switching: Setting office hours allows you to focus on your work without constant interruptions. According to a 2022 Harvard Business Review article, context switching can lead to a 20% loss in cognitive capacity and takes over 20 minutes to refocus after an interruption.
Improve Decision-Making and Problem-Solving: During office hours, you can take on a more coaching-oriented leadership role, offering thoughtful advice rather than rushed responses via messaging platforms.
Empower Your Team: When team members know they won’t receive an immediate response, they’re more likely to try solving problems independently before bringing their questions to office hours. This fosters problem-solving skills and helps them manage their workload more effectively.

How to Implement Office Hours

Decide on Frequency:
Consider how often your team needs your input. Start with one or two hours of office hours per week and adjust based on demand.
Block Your Calendar:
Once you’ve decided on the frequency, block this time on your calendar and treat it as sacred. Consistency reinforces the importance of this time and builds trust with your team.
Communicate Clearly:
Inform your team about the purpose and schedule of your office hours. Encourage them to save non-urgent questions for these sessions to receive more thoughtful answers.
Encourage Preparation:
Ask team members to come prepared with an agenda or list of topics to discuss. This ensures the time is used efficiently and all important matters are addressed.
Be Fully Present:
During office hours, give your team your undivided attention. Avoid multitasking to ensure you’re fully engaged in helping them resolve issues and move forward.

Conclusion: Reclaim Your Focus and Empower Your Team

Implementing office hours is a simple yet effective strategy to combat the overwhelm caused by constant interruptions and excessive meetings. By dedicating consistent and specific time for questions and consultations you can reclaim your focus, reduce context switching, and lower stress levels. Moreover, this approach empowers your team to become more self-sufficient and proactive, fostering a more productive and engaged work environment.

In a world where urgency often trumps importance, establishing office hours can be a game-changer for leaders looking to foster a more focused, productive, and engaged team. Start small, be consistent, and watch as your work environment becomes more streamlined and your team becomes more capable. After all, the ability to focus on what truly matters is one of the greatest gifts you can give to yourself and your team.

If you found this article helpful, and are interested in receiving additional resources to help you become a more impactful leader, please consider subscribing to my newsletter, and connecting with me on social media: LinkedIn, Instagram, and Pinterest. Ready to put these theories into practice? Explore the Conshy Coaching Process!