Become free to focus when you are not reading messages
Datum: 2025-09-24 10:00
A while ago (in Done!500, to be specific), I addressed the issue of remembering to read, respond to, or in some other way acknowledge messages you and I receive in an increasing number of channels. I am referring to chat messages, direct messages, Linkedin messages, messages on other social media platforms, SMS, and of course also emails.
The trick I described then that works very well for me is to do a metaphorical “doctor’s round” which you take every morning and during which you browse through all the different channels and deal with any new messages you have received.
For you who prefer listening to reading, this post is also available as an episode of the ""Done!"" podcast:
Do they require more attention than that?
But what if you have a few channels that need to be attended to more often than once a day? You might need to have a look a few times daily, but do not want to feel that you should be present in the channel constantly since you also have other tasks you need to do — wholeheartedly and with as much concentration as you muster.
And, if you and I are anything alike, you only want to block slots in the calendar for things you have to do at the time they are scheduled for. So, there must be a better solution than scheduling fifteen-minute slots for checking messages here and there throughout the day.
Recurring tasks in your to-do list
Anna Carlsson at the Swedish Board of Agriculture told me that she simply creates recurring tasks in her digital to-do list for each time she needs to check her email (which is the relevant channel for her). The tasks are called:
- “Check for morning emails”
- “Check for emails after lunch”
- “Check for emails before leaving the office”
I think this is very clever. She is reminding herself to check her channels but does not have to get notified in a moment when it interrupts rather than helps her, she does not have to block unnecessary time in the calendar, she gets to tick things off her list, and she is allowed to focus on other things between the email sessions.
Do this
If you also want to find a clever method for remembering to check for new messages without being online constantly and feel that Anna’s way could be a possibility, then follow her example.
- Think through what channels you have and identify those you need to check more than once a day.
- Define to-do tasks for every time you want to have a look and for every channel you need to do this with.
- If you want to, complement with a label or category for every occasion as well since you might want to add more things to these “rounds”. For myself, I created the label “At lunchtime” and “Afternoon” when I did this.
- Try it for a few days and adjust whatever you need to so that it fits your schedule and workflow.
Available enough
If you make it clear to yourself how often you need to acknowledge and attend to all the different channels of communication for it to be “often enough”, it will become easier to focus on tasks when you are not checking for new messages without the risk of forgetting the people you want to be available for.
What’s your way?
Have you solved this nuisance in some other way? If so, please share and tell me how!
(Do you sometimes get overwhelmed? Read more here on how to take control of the flow of chat messages!)
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