Communication: Has modern technology made us too available?
Technology has completely changed in the last 20 years. We’ve gone from brick phones to mobile phones, from the internet to AI, and along with it, so has the way we work, especially when it comes to communication.
There are so many different ways to receive a message now. Emails, instant messages, direct messages, video calls, phone calls, Microsoft Teams, Slack, Zoom, social media and countless other platforms, all accessible through our computers, tablets and phones.
It’s overwhelming just listing them.
I mean, it’s brilliant. It’s made remote work easier, helped businesses work together across oceans, and allowed more flexibility in our work. The convenience is undeniable, but there is, as with anything, a downside.
Has Instant Communication Created Instant Expectations?
We can't entirely blame technology. A lot of the time, it's how we use it and the expectations we place on ourselves and others that cause issues. There are three things I've noticed over the years:
Expecting Everyone to Respond Immediately
When we’re used to people replying quickly, we can start expecting the same from everyone. But we all have different workloads, different responsibilities, different working hours and different priorities, so an immediate response isn’t always realistic.
Unintentionally creating expectations
If you regularly answer emails in the evening, reply to WhatsApp messages at weekends or respond within minutes, people may start to see that as your normal availability. What starts as being helpful can quickly become an expectation, and once people are used to that level of availability, they may not always be understanding when you try to change it.
Assuming being online means available
The number of people I speak to who have hidden their online status (mostly on their phones) just to avoid having to justify a slower reply (which they shouldn't need to do). Just because someone is active on Teams, replying to emails, or showing as online doesn't mean they're free to respond immediately, and a delayed response isn't personal.
The problem is that these expectations don't just affect how we communicate with each other. They can also have a knock-on effect on how we work and what we actually get done throughout the day.
How Does Constant Communication Affect Our Work?
Every time we stop to check a notification or answer a message, we're interrupting what we're doing. The reply itself might take only two minutes, but getting back into the task can take much longer, especially when interruptions happen throughout the day or are presented as urgent.
Before you know it, you've spent half your morning responding to messages instead of getting through your planned workload. You might even find yourself prioritising something that's just come through over work that already has a deadline.
Being responsive is important, but so is having the time and space to actually get things done. So how can we stop technology from blurring the lines around our availability?
Boundaries.
5 Tips for setting better communication boundaries from an Executive Assistant
Setting boundaries doesn't mean making yourself hard to reach, and it doesn't make you unreliable either. They're necessary in the digital age, both professionally and personally. So how can you put them in place when you're self-employed?
Include your availability in your contracts
Set out your working hours, preferred communication methods and response times from the beginning so everyone knows what to expect.
Add your working hours to your email signature
A short note at the bottom of your emails helps remind people when you're available and when they can expect a reply.
Make use of automatic replies and away statuses
When you're on annual leave, out of the office or just finished for the day, set your away status and automated emails so people know you're unavailable - that includes for urgent work too.
Think about having a separate work phone
If your budget allows, having a dedicated work phone means you can switch it off at the end of the day without missing personal messages. It also makes it less tempting to reply immediately if something does come through out of hours or while you're busy.
Stick to your own boundaries
Set aside time to respond to messages and protect time for focused work. Most importantly, stick to the working hours and communication boundaries you've agreed with clients, rather than making exceptions that become expectations.
Being available to contact doesn't mean available to respond
There is absolutely no denying how much technology has improved the way we work, and I certainly wouldn’t want to go back to a time without it.
However, I think it’s still important that our expectations of each other stay realistic. We all have different responsibilities and ways of working, and being constantly available isn’t always productive or healthy.
It’s ultimately about finding a balance that lets us make the most of technology without letting it dictate our entire workday, or anyone else's, and the best way to do that is, ironically, to communicate.
About Katie, Executive Assistant and Founder of Katie Rodwell Remote Executive Assistance
Meet Katie! Your executive assistant and behind-the-scenes support for your small business. She’s also your personal cheerleader because we all need an extra clap to keep things moving.
And she’ll be the first to remind you to celebrate yourself, too.
If you're looking to outsource tasks such as admin, social media, calendar management, email management, and more, book a free consultation below.
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