Are you using Slack, or a similar tool, to keep in touch with teammates and other people you work with? These tools are implemented to improve communication and productivity in the workplace. So how come we often find ourselves spending more time slacking than working, and still can’t find what we are looking for? Rather than point the finger at the technology, we can look at our own behaviours and turn Slack from something that distracts us into a tool that supports our workday.
Dedicated DM view and priority inbox:
Slack now offers a dedicated view for all your direct messages (DMs), making it easier to stay on top of one-on-one conversations without getting lost in channels. The new Priority Inbox consolidates mentions, threads, and app notifications so you can focus on what truly needs attention. This update reduces the need to constantly switch between channels and DMs, simplifying prioritisation.
Actionable lists and Slack AI recaps:
With the new Lists feature, you can create organised task lists within Slack, perfect for managing projects and tracking action items. You can use custom lists or templates to streamline your workflow. Additionally, Slack AI generates daily recaps summarising key updates from conversations and channels, saving you time and keeping you informed.
Message scheduling for focused work:
If you want to respond to a message but don’t want to disrupt your deep work, Slack now lets you schedule messages for later. This feature lets you communicate thoughtfully, without the pressure of an immediate reply.
Notifications can be helpful—until they become overwhelming. Customising your notification settings is crucial for reducing distractions and staying focused.
Customise notification schedules:
Set specific hours when you’ll receive notifications to avoid interruptions during personal time or deep work sessions. You can also pause notifications for set periods, like during meetings or focus blocks.
Prioritise with the "Star" System:
“Star” essential channels to keep them easily accessible, while hiding less critical ones. Regularly review and update this list as priorities change.
Mute unnecessary channels and threads:
Muting channels or conversations that aren’t immediately relevant allows you to check in on them when you have time, rather than being constantly interrupted.
The new dedicated Direct Messages view helps you manage your conversations, but a clutter-free DM list is still key to staying on top of the most important discussions.
Here’s how to tidy up your DM list:
- Close Inactive DMs: If a conversation is no longer active, close it. You can always access it later without it crowding your list.
- Prioritize Active Conversations: Keep your DM list limited to people you interact with regularly. This keeps follow-ups simple and focused.
- Daily Check-ins: Use your streamlined DM list to make sure you’re on top of the most important conversations, with tools like the Priority Inbox helping you focus.
Utilise canvas and workflows:
In 2023, Slack introduced Canvas, a collaborative space within channels where you can document project notes, share links, and streamline processes. This tool keeps everything organised, whether you're managing a campaign or collecting ideas for a new project.
Automate repetitive tasks:
Slack’s workflow tools allow you to automate tasks like approval requests and status updates, reducing routine messages and follow-ups.
Real-time messaging can create pressure to always be available, which isn’t sustainable. Establishing boundaries ensures you can focus without constantly responding to messages.
Set "Do Not Disturb" hours:
Use Slack’s Do Not Disturb mode during focused work sessions and communicate these boundaries to your team so they know when you're unavailable.
Schedule check-ins:
Instead of staying plugged into Slack all day, designate specific times to check messages—such as after lunch or at the end of the day. This approach keeps you connected without disrupting your workflow.
Slack’s fast pace can lead to rushed communication. Encourage more thoughtful, asynchronous messaging where not everything demands an immediate reply.
Delay responses:
For non-urgent matters, consider waiting before responding. This gives you time to offer a more thoughtful answer or allows the issue to resolve itself.
Use lists for ongoing projects:
Instead of managing everything in real-time, use Slack’s Lists feature to track long-term projects, keeping the team aligned without constant messaging.
Slack's built-in analytics provide insight into how your team uses the platform. This data can help you streamline communication.
Identify overused channels: Are some channels too active? Consider breaking them into more focused spaces.
Archive underused channels: If certain channels aren’t being used, don’t hesitate to archive them and reduce clutter.
Setting aside time each day to catch up on Slack—whether before coffee or after lunch—lets you stay connected without it taking over your day. The key is to customise Slack so it supports your work, rather than interrupts it.
It might be 15 minutes before your morning coffee and again in the afternoon, perhaps straight after lunch, or at another time that suits you. Scheduling this time means you are still able to catch up on those less important channels and threads, while still prioritising your work. If you are looking for more guidance on how to plan your time, check out Plan your week and reclaim your time.
These tips apply to Slack, but they also hold true for other platforms like Microsoft Teams or Google Chat. The goal is to make your communication tools work for you, not against you. By fine-tuning notifications, using features like message scheduling, and balancing real-time and asynchronous communication, you’ll stay productive and focused.
But remember, productivity isn’t about always being available—it’s about being intentional with your time.