A week ago, I shared some thoughts on Microsoft’s Infinite Workday report: how we’re busier than ever, yet struggle to feel like we are moving forward. Last week, I dove into the foundations of effectiveness vs. efficiency. This week, we’re digging into why the workday feels endless, and the answer is clear: communication overload.

Microsoft’s data backs up what I see in most teams I've trained. Most of us spend our 9-5s communicating, and our evenings (or early mornings) trying to catch up on actual work. We’re hit with 275 pings a day (that’s one every 2 minutes!). If you haven’t had a solid hour of focus lately… now you know why. So, what can we do about it? Let’s dig in.

Tip of the Week: Every message is input. If you treat it like something to constantly react to instead of process intentionally, you’ll never get to real work.

📣 Want to build your own system? My Workload Management Systems course walks you through the exact tools and mindset shifts needed to stop living in your inbox and start leading your day. If communicating (emails, DMs, Meetings) is taking over your time, this course will help you take it back.

The Theory Behind

We’re interrupted every 2 minutes, and it’s breaking our brain’s ability to focus. Microsoft’s telemetry data shows employees are interrupted 275 times a day (from emails, meetings, chat messages). That’s one disruption every 2 minutes. And the science backs it up: research from UC Irvine and others shows it takes 23 to 25 minutes to recover from each interruption.

Most of us treat every ping like it’s urgent because we don’t have a system that says otherwise. You likely treat every ping like it matters equally.But the reality is, not all messages deserve the same weight or timing. As I explain in my e-book (which you can grab for free just by referring one friend -link at the bottom), I describe this exact loop: “You spend most of your day reacting to pings, trying to feel on top of things; but, the more you reply, the more new tasks land in your lap.”

Communication complexity grows exponentially as teams scale. Here’s the catch: the more cross-functional and global our teams become, the more communication increases. Not linearly, but exponentially. Brook's Law states that the number of possible connection points in a team is calculated by the formula n(n-1)/2. That means a 10-person team has 45 potential communication paths. At 20, it's 190. That complexity is now reflected in Microsoft’s data: large meetings (65+ attendees) are the fastest-growing type, and nearly a third of meetings now span multiple time zones (a 35% increase since 2021). Without clear communication boundaries, this web of interactions turns into a huge cognitive overload.

What I’ve Learned

"Everything you do repeatedly need a system." If anything deserves a system, it’s the way we communicate. I used to spend most of my day answering messages, thinking I was being productive. But all I was doing was reacting. Eventually, I realized I needed a structure. Something that let me sort, triage, and process inputs with intention. Today, I treat messages like tasks in a workflow, not random pings that demand instant energy. This created more clarity, more calm, and more time for actual thinking.

That mindset shift also brought me back to the core of Getting Things Done. Now, every message I get runs through the same filter: Is this actionable? If not, I either delete it or file it for reference. If it is, I ask: What’s the next step? If it takes less than two minutes,, I do it right away. Otherwise, I delegate it or defer it (either to my to-do list or my calendar). The goal isn’t to reply instantly. It’s to respond intentionally. Communication is input. Your system is what turns it into meaningful output.

Make It Happen

1. Block time for deep work. Schedule 1–2 daily blocks of 60–90 minutes where you’re completely communication-free. This is your focus zone, protect it like a meeting.

2. Silence the noise. Turn off notifications on all non-critical tools. If something’s truly urgent, they’ll call or walk over.

3. Make your system visible. Let others know how and when you reply. Add it to your DM status or email signature. This builds trust, and trains others to work with your rhythm.

4. Batch your communication windows. Check messages at intentional times, whether it’s twice a day or once every hour. The goal is to open communication with purpose, and close it fully.

5. Process messages with the 4Ds. After reading a message, decide: Delete, Delegate, Defer (to your To Do List or calendar), or Do it now.

6. Use the 2-Minute Rule. If a message takes less than 2 minutes to handle, do it during your triage block. If not, defer it for later.

7. Set team communication norms. Clarify response times, what’s async vs. meeting-worthy, and how to reduce unnecessary pings. Lead the conversation, your team will thank you. (more on norms here)

"Got a sec to circle back?",

Jorge Luis Pando

Say hi 👋 on LinkedIn or YouTube

PS: Wow, you made it all the way down here? You must really care about your personal development! Here are 3 ways I can help you grow even faster:

1. Get My Most Popular Course: Learn the exact system I’ve taught to 70,000+ professionals to take control of emails, meetings, and DMs, and reclaim 150+ hours in your year.

2. Join The Effective Collective: Our private membership is opening soon as invite-only. Get access to two best-seller courses, weekly coaching, and support to level up your performance without burning out.

3. Book Me for Coaching or a Workshop: Need help scaling yourself or your team? I offer 1:1 coaching and custom team sessions to help you work better, not harder.

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