The communication crisis: how brief messages are making us less efficient

Cal Newport, the Georgetown computer science professor and productivity expert, has identified a fundamental flaw in how we communicate digitally: our obsession with brevity is making us less productive, not more. While Newport’s critique initially focused on email in his book "A World Without Email," the problem extends far beyond our inboxes to encompass phone calls, text messages, and even conversations that should remain conversations but instead become lengthy written exchanges.

The Hyperactive Hive Mind Problem

Newport argues that our current communication culture creates what he calls a “hyperactive hive mind”— a constant stream of brief, context-free messages that demand immediate attention. This isn’t just an email problem. Consider how we communicate across all channels: quick texts that spawn lengthy back-and-forth exchanges, brief phone calls that require follow-up calls, and instant messages that multiply rather than resolve issues.

The root problem isn’t the technology itself, but our approach to using it. We’ve been conditioned to believe that shorter messages are more respectful of people’s time. In reality, the opposite is true. Brief messages often lack the context, clarity, and completeness needed for effective communication, creating a cascade of follow-up communications that consume far more time and attention than a single, well-crafted message would require.

The Multiplication Effect

This communication dysfunction multiplies across platforms. A brief email leads to a “quick call” to clarify details. The phone call generates action items that require text messages to coordinate. Those texts prompt more emails with additional questions. What should have been one comprehensive communication becomes a multi-platform conversation that fragments attention and wastes time.

Newport’s research shows that each time we switch contexts — from email to phone to text — we lose cognitive resources to what psychologists call “attention residue.” Our brains don’t instantly shift focus; part of our attention remains stuck on the previous task, reducing our effectiveness on the current one.

The Misapplication of Media

Perhaps most problematically, we’ve begun treating all communication channels as interchangeable. Consider two real-world examples that illustrate this dysfunction:

- The Six-Page Text Message: A colleague recently sent what can only be described as a novella via text message. When copied into a Word document, this single text communication stretched to six pages in 14-point font. This wasn’t breaking news or an urgent situation — it was detailed project information that belonged in an email or, better yet, a structured document. The recipient was forced to scroll through endless screens on their phone, trying to parse complex information in a medium designed for brief exchanges.

- The Two-Week Email Chain: On the opposite end of the spectrum, consider a typical client interaction for a complex project like website development or network installation. The initial email arrives with minimal context: “We need a new website for our company.” This brevity, while seemingly respectful of time, actually creates a cascade of inefficiency. The service provider responds with clarifying questions. The client answers some but not all. More questions follow. Assumptions are made. Misunderstandings arise.

What should have been a 30-minute face-to-face conversation or even a focused phone call becomes a two-week email marathon. Both parties waste time composing, reading, and re-reading messages that never quite capture the full picture. The client becomes frustrated with the “slow” service provider, while the provider struggles to deliver quality work without adequate information.

This media mismatch stems from a fundamental misunderstanding of what makes communication effective. It’s not about using the fastest or most convenient channel — it’s about choosing the right tool for the job and using it effectively.

The Solution: Intentional Communication

Newport advocates for what he calls “intentional communication" — choosing the right medium and crafting messages that minimize the need for follow-up. This means writing longer, more comprehensive emails when the situation calls for it, making phone calls when real-time discussion is needed, and having face-to-face conversations when building relationships or handling sensitive topics.

The key principles include:

- Front-load context: Provide enough background information so recipients understand the full picture without having to ask clarifying questions.

- Anticipate needs: Think through what information the recipient will need to respond effectively and include it in your initial communication.

- Suggest next steps: End communications with clear, actionable proposals that move things forward rather than leaving decisions hanging.

- Match medium to message: Use the communication channel best suited to the type of information you’re sharing and the response you need.

Reclaiming Communication

The path forward isn’t to abandon digital communication tools, but to use them more thoughtfully. This means resisting the urge to fire off quick messages when a more comprehensive communication would be more effective. It means choosing phone calls over text chains when discussion is needed. It means having actual conversations instead of turning every interaction into a written exchange.

By applying Newport’s principles across all our communication channels, we can reduce the constant ping-pong of messages that characterizes modern work and personal life. The result isn’t just increased productivity — it’s the restoration of meaningful, effective communication that serves our goals rather than overwhelming our attention.

The communication crisis is real, but it’s also solvable. It starts with recognizing that being brief isn’t always being respectful, and that taking time to communicate well saves time for everyone involved.