Ping fatigue – How constant alerts drain the modern workplace
Amanda Childs is the Group HR Director for Kyocera
In many ways, digital communication tools have made life easier. Emails replaced lengthy phone calls. Instant messages (IMs), have replaced slow physical meetings. Smartphones ensure that we are always reachable, wherever we may be. These technological advances come with a cost, which we are only now beginning to understand: ping fatigue.
The constant notification from tools like email, instant messenger apps, task management software, and calendar reminders can cause ping fatigue. Was originally intended to simplify workflow, but has become a source of potential distractions. The constant chime, buzz, and ding, which are meant to keep us in touch, can be overwhelming for employees. They can also eat away at their productivity and wellbeing. It’s important to find a balance between the chimes, buzzes and dings that keep people engaged and motivated.
Science behind distraction
It may appear that these notifications are not that important at first. It only takes a couple of seconds to glance at the screen on a computer or phone. Reality is, however, much more complex. Every time an employee gets distracted, the brain must switch from the task in hand to the notification. According to cognitive research, it takes on average 23 minutes for an employee to refocus following an interruption. Each alert disrupts the workflow, and is not just a brief flash of distraction. Workers are constantly multitasking, rather than focusing solely on one task at a given time. This leads to unnecessary errors, increased stress, difficulty focusing attention and a lack of ability to prioritize tasks or retain information.
Impact of mental health
Ping fatigue affects more than just productivity. It also has a negative impact on mental health. In a Chartered Institute of Personnel and Development report, mental health issues related to stress at work have increased year on year. Constant connectivity was cited as a contributing factor. The constant stream of notifications may make you feel like you’re always ‘on.’ Even after the workday ends, many employees find it difficult to let go.
This blurring of the work-life boundary can be made even more complicated with hybrid or remote working models since there isn’t a clear line between home and office. Many feel obliged to answer pings even after work hours. This leads to burnout and exhaustion. It’s common for people to respond to emails late at night or to check Microsoft Teams on the weekends in order to stay ahead.
Productivity and availability
A part of the problem comes from confusing availability with productivity. Many workplaces believe that someone who is always available means they are more productive or work harder. The opposite is true. Staff are stretched too thin, and instead of working on something meaningful they react to pings. If you keep interrupting something that takes two hours of concentration, it could take the entire day.
Many of these notifications, however, are not essential. In a recent TeamSense study, 40% of notifications from work apps were deemed “unimportant” to employees. Even unnecessary alerts are a source for stress and distraction. It’s a problem that very few companies have policies on how or when to use these tools. Employees are left to deal with this deluge of information.
Solution to ping fatigue
To reduce ping fatigue, it’s not necessary to ban all notifications. Instead, they should be implemented in a tactical manner, taking into account both when and how they are used. Notifications will then do what they were intended to do, which is keep employees informed and productive.
The following steps can be taken by organisations and their employees to minimize the impact of continuous alerts.
Setting boundariesOrganisations must encourage their employees to set aside a period of time in their calendar for “focus time” when they can turn off all notifications and focus on the task. Microsoft Teams and Slack are two tools that offer a ‘do-not-disturb’ mode, but some employees hesitate to use it because they do not want to appear unavailable. It can be helpful to normalise these features as part of the company culture.
Differentiating between channels of communication. Not every message must be sent via an instant messaging platform or an email that is marked as urgent. It is important to set clear parameters for what type of communication should be sent through which channels. IM could be used for urgent issues, but routine updates or emails can be sent instead.
Encourage frequent breaks away from screens or notifications. Short breaks often can make a big difference to your well-being. It allows for employees to reset physically and mentally. This improves attention and reduces stress.
Adjust communication styles according to individual needs. Not everyone feels the same effects from notifications. Others may be more affected by notifications. Encourage open discussion about notification preferences, and adjust communication styles according to each person’s comfort. This creates an environment of support where team members are empowered to express their needs.
Management based on results, not presence. It is important to shift focus from constantly being available to producing high-quality work. It’s not necessary to measure productivity by the speed at which employees respond to messages if they are achieving results.
Look for signs of burnout. When team members feel burned out, this is a sign that their communication habits need to be reevaluated. Adjusting notification settings can be helpful, especially when people are under stress. Flexibility and adjusting styles when needed are key to maintaining a productive, healthy team.
Ping fatigue is rising in modern workplaces worldwide. Digital tools have changed the way we work but they also bring new challenges. When used thoughtfully and with an emphasis on quality and wellbeing over constant availability, these tools can be used to create a more healthy and rewarding work environment.
The original version of this article Ping fatigue – How constant alerts drain the modern workplace appeared first on Human Resources News.
