Why Email Makes Us Worse at Our Jobs (And What Science Says to Do Instead)

How Written Messages Fail Us—and How to Build Workflows That Actually Work

Have you ever sent an email you thought was crystal clear—only to have it misunderstood, ignored, or spark a flurry of confused replies? You’re not alone. Cal Newport’s 'A World Without Email' draws on groundbreaking research to show that written messages strip away the subtle cues—body language, tone, timing—that make real conversation effective. In face-to-face meetings, we build trust, read intent, and make decisions faster. In the digital world, every message is an opportunity for miscommunication.

But the problem runs deeper. When sending a request is as easy as clicking 'send,' the number of requests explodes. Managers and colleagues, freed from the friction of in-person communication, flood inboxes with tasks, questions, and updates. The result? Overload, confusion, and a never-ending cycle of clarification and follow-up.

The solution isn’t to abandon technology, but to use it wisely. Newport highlights companies that replaced ad hoc messaging with structured processes: IT teams using ticketing systems, project teams with boards and check-ins, and creative teams scheduling brainstorming sessions instead of endless threads. These changes introduce a little friction—making it just hard enough to send a request that people think before they act. The payoff is huge: fewer misunderstandings, clearer priorities, and more time for meaningful work.

If you want to improve your team’s effectiveness, start by looking at how you communicate. Replace endless email chains with real conversations, clear protocols, and structured systems. You’ll be amazed at how much more you can accomplish—together.