Less Busy Lab

What does email apnea, Slack culture, and flow state protection have in common? They’re all part of how our digital communication habits have shifted since the pandemic—and how those shifts are reshaping productivity.In this episode, Moah and Alex unpack what’s changed about email, chat, and meetings in the past five years. From the days of “batching email twice a day” to today’s blurred boundaries of hybrid work, they dig into surprising research on responsiveness, burnout, and the hidden costs of interruptions.You’ll hear stories from their own remote team and insights from studies out of Microsoft and the University of Mannheim. Along the way, they explore how to balance synchronicity with deep work, why self-interruptions might be less harmful than external ones, and practical ways to protect your off-hours while staying connected to your team.Tune in for practical tips, surprising science, and the kind of candid conversation that will help you get more done while feeling less busy.Links from the show!Media Synchronicity Theory — Multilingual Virtual Teams https://www.researchgate.net/publication/331209896_Language_Proficiency_and_Media_Synchronicity_Theory_The_Impact_of_Media_Capabilities_on_Satisfaction_and_Inclusion_in_Multilingual_Virtual_TeamsEmail apnea https://en.wikipedia.org/wiki/Email_apneaPositive feelings when we're more responsive https://onlinelibrary.wiley.com/doi/10.1002/job.2239Email patterns and self-interruption https://dl.acm.org/doi/10.1145/2858036.2858262Microsoft research on interruptions at work https://www.microsoft.com/en-us/research/wp-content/uploads/2020/02/Modeling-Opportune-Moments-for-Transitions-and-Breaks-at-Work.pdfBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot to-dos? Get GQueues gqueues.com

Back from vacation and drowning in emails, Slack threads, and jet lag? You’re not alone—87% of people dread re-entry, even though only 12% dislike their jobs. In this episode, Moah and Alex explain why post-vacation blues hit so hard, from dopamine drops and major context switches to real jet lag, and share their re-entry playbook: pre-trip handoff notes, a tidy desk, staggered Boomerang returns, and AI-powered catch-up. Vacations also reset more than your calendar. They reset your brain, creating temporal landmarks that make it easier to restart good routines, drop bad ones, or launch new habits that actually stick.From employees refilling their energy to managers preventing burnout and founders shaping vacation policy, you’ll learn why taking time off is one of the most productive choices you can make.You will be ready to return from your next vacations sharper, steadier, and more effective than before with the tips and tricks learned from this episode.Links from the show!Only 12% of people hate their jobs! https://www.pewresearch.org/social-trends/2024/12/10/job-satisfaction/Harris Poll for Zapier: https://zapier.com/blog/time-off-report-part-2/The Fresh Start Effect: https://psycnet.apa.org/record/2014-43171-006Ernst & Young study: https://www.healthnet.com/portal/home/content/iwc/home/articles/health_benefits_of_vacations.actionBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

Does your inbox feel like a to-do list written by other people? You’re not alone. Even as communication has shifted to chat apps like Slack and Teams, the average knowledge worker receives 117 emails per day. It remains one of the biggest sources of workplace chaos.In this episode, Alex and Moah take you on a tour of modern email management strategies, from David Allen’s “Getting Things Done” method and Merlin Mann’s Inbox Zero to why the infamous 43-folder system never really worked. They reveal why 30% of your inbox is stuff you can’t act on right away, how Gmail’s 15GB of storage changed the “delete vs. archive” debate, and why research shows you’re actually slower if you prioritize organizing messages in folders. Along the way, you’ll hear Moah’s hilarious multi-select purge routine, Alex’s trick for writing “hateful" emails you’ll never regret sending, and career-changing stories of an astronaut and a Michelin-starred chef whose big breaks almost died in spam.If you’ve ever stared at an inbox full of decisions and felt paralyzed or if you wonder why your inbox continues to feel overwhelming despite spending hours each day clearing it out, this episode is for you. Tune in for research-backed workflows, funny war stories, and practical hacks you can try today—including a printable flowchart to retrain your brain for faster, calmer email handling. Your inbox may never be empty, but after this episode, it won’t own you.Links from the show!Microsoft's research on emails received per day https://www.microsoft.com/en-us/worklab/work-trend-index/breaking-down-infinite-workdayDavid Allen's Getting Things Done https://en.wikipedia.org/wiki/Getting_Things_DoneMerlin Mann's series on Inbox Zero https://www.43folders.com/43-folders-series-inbox-zeroStudy: Am I wasting my time organizing email? https://www.researchgate.net/publication/221518713_Am_I_wasting_my_time_organizing_emailSnooze messages to save them for later https://www.boomeranggmail.com/l/gmail-snooze.htmlDo, Defer, Delete flowchart https://content.reviveyourinbox.com/img/UltimateEmailWorkflow.pdfBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

We all know someone who rises with the sun every morning (or before it)… and we all know someone else who needs five alarms and a minor miracle to get out of bed on time for school or work. In this episode, Moah and Alex introduce chronotypes—your body’s natural rhythm for sleeping, waking, and working—and how they can make or break your productivity.Why do some people get up and at 'em, hitting peak focus in the morning, while others don’t hit their stride until after dinner? How can you structure your work (and your team’s schedule) to match everyone’s natural energy levels? And what, if anything, can you do to change your daily productivity peaks? Listen to this episode to learn all that and more, like when different chronotypes perform best at tasks that require analysis vs. creativity.Through scientific research, personal stories, and tips from their experience running a multimillion dollar company, Moah and Alex will help you rethink the way you manage your day so you can get more done without feeling exhausted.Links from the show!Study linking genes and chronotypes https://www.nature.com/articles/s41467-018-08259-7Munich ChronoType Questionaire https://www.thewep.org/documentations/mctqResearch paper: Time of day and chronotype in the assessment of cognitive functions https://pmc.ncbi.nlm.nih.gov/articles/PMC10683050/Research paper: The alignment between chronotype and time of day https://ink.library.smu.edu.sg/cgi/viewcontent.cgi?article=7688&context=lkcsb_researchStudy on afternoon naps https://pmc.ncbi.nlm.nih.gov/articles/PMC10091091/Boomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

When was the last time you got so absorbed in your work that time disappeared?That's Flow State, the peak performance zone where tasks feel effortless, creativity flows, and your output boosts up to 500% without the usual exhaustion and burnout. It’s the powerful psychological phenomenon behind breakthroughs from Archimedes to Frank Lloyd Wright's architectural masterpiece, Fallingwater.Join Moah and Alex as they unravel the science of optimal experience: what happens in your brain, why it's so elusive in our interrupted world and what those interruptions are costing you (2.1 hours daily adding up to 5 work weeks a year).They will share actionable strategies to systematically create the conditions for 'Flow State’ that worked for them and their team; from setting up your personal "flow-prone" bubble to implementing company-wide initiatives like "Maker Time" and distraction-free hackathons.Tune in to reclaim your time, boost your output, and finally love your work again.Links from the show!Flow: The Psychology of Optimal Experience by Mihaly Csikszentmihalyi https://archive.org/details/flow-the-psychology-of-optimal-experience-pdfdriveFlow and work place burnout https://www.sciencedirect.com/science/article/abs/pii/S0165032717317822?via%3DihubGroup Genius: https://www.groupgenius.net/Infinite Work Day Microsoft Report https://www.microsoft.com/en-us/worklab/work-trend-index/breaking-down-infinite-workdayNeuro Imaging Study for Flow State https://drexel.edu/news/archive/2024/March/New-Neuroimaging-Study-Reveals-How-the-Brain-Achieves-a-Creative-Flow-StateMaker's Schedule, Manager's Schedule by Paul Graham https://paulgraham.com/makersschedule.htmlToolsBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.comPause your Inbox inboxpause.com

In Episode 6, Alex and Moah trace the origin and history of a simple productivity tool that transformed aviation safety, helped land humans on the Moon, slashed surgical fatalities by 47 percent, and saved their own product launches at Boomerang from chaos.You’ll hear about the 1935 B‑17 disaster that birthed the first checklist for Boeing, the Checklist Manifesto research that turned skeptics into believers, and the sly NSFW surprise Apollo 12 astronauts found on their cuff checklists — one they had to hide from the public.Along the way, they unpack two types of checklists: read-do vs. do‑confirm and explain when and how you should use each. They will also share three properties that make every checklist more usable and which kind of errors checklists prevent (it’s not errors of ignorance).Whether you ship code, host events, or just want to stop leaving analytics off your product experiments, this episode will get you a head start on using checklists the right way.Tune in to learn how a simple 19‑item checklist can save you up to 19 hours of rework.Links from the Show!Surgical safety https://www.harvardmagazine.com/2009/09/checklist-for-surgical-safetyB17 to Apollo Missions: https://blog.nuclino.com/the-simple-genius-of-checklists-from-b-17-to-the-apollo-missionsThe Checklist Manifesto by Atul Gawande https://atulgawande.com/book/the-checklist-manifesto/Playboy Playmates on the moon: https://aphelis.net/seen-any-interesting-hills-valley-playmates-on-the-moon-1969/Checklist Usage Paper: https://aircconline.com/csit/papers/vol11/csit112322.pdfPicture of Neil Armstrong’s cuff checklist from Apollo 11 https://airandspace.si.edu/collection-media/NASM-SI-2006-11306Van Halen and Bowl of Brown M&Ms https://www.acadia-software.com/landing-pages/checklists-standardwork/ToolsBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

What do fad diets, New‑Year’s resolutions, and “miracle” morning routines have in common? They all work—until they don’t. In this episode, Alex and Moah unpack why no single productivity system can serve everyone forever, and how embracing change (like a Buddhist) is the real path to getting more done while feeling less busy. They’ll share why short‑term wins are still wins, how weekly reviews act as an early‑warning system when output stalls, and the hidden cost of clinging to workflows that no longer fit your role, life stage, or team dynamics. Stop chasing that one weird productivity trick, and pick up a simple framework for building (and refreshing) your personal “toolbox” of tactics. And remember, “better is good” in productivity too.Links from the Show!POUNDS : Weight Loss Trial https://pmc.ncbi.nlm.nih.gov/articles/PMC2763382/Quitters Day https://www.techradar.com/health-fitness/tired-of-your-busy-january-gym-strava-reveals-the-exact-date-itll-be-quiet-again The Fresh Start Effect https://faculty.wharton.upenn.edu/wp-content/uploads/2014/06/Dai_Fresh_Start_2014_Mgmt_Sci.pdf Better is good https://www.youtube.com/watch?v=VolsV0ox_ywToolsBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

Still staring at that stubborn unfinished task? Bring in virtual witnesses, set a kitchen timer, or bet money on a cause you despise and watch it finally get done.In Part 2 of our “Third Pillar of Productivity,” Moah and Alex explore how to set up accountability for yourself with various tools and unconventional techniques. They test-drive low-stakes body-doubling, share how they put up real money on stickK’s infamous “anti-charity” wagers, and unpack why sharing your goal with a friend can rocket completion rates and what research says about commitment devices.Tune in to learn how the right deadline, partner, or wager turns procrastination into unstoppable momentum and walk away with an accountability toolkit ready for your next leftover task.Links from the Show!Writing down goals increasing the chance of success : https://www.dominican.edu/sites/default/files/2020-02/gailmatthews-harvard-goals-researchsummary.pdf95% success rate https://crossfit306.ca/news-and-events/2019/5/1/be-95-more-likely-achieve-your-goal-with-one-simple-step (We can’t find the actual “study” by ASTD)Commitment and Consistency Principle mentioned in Influence: The Psychology of Persuasion by CialdiniCommitment device and their efficacy research with data from stickKTools Flowclub: https://www.flow.club/Focusmate: https://www.focusmate.com/stickK.com: https://www.stickk.com/Boomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

There’s that one task for everyone. You see it. You skip it. You promise tomorrow. But tomorrow never shows up. What if getting started isn’t about more discipline? What if it’s about… making friends with gnawing rats?In this episode, we explore how to make dreaded tasks feel more accessible to get started or lingering projects to get completed. What kind of ceiling height is better suited for what kind of tasks? Could a tomato-shaped kitchen timer give you the burst of energy to start that long dreaded project? And what does a pre-lunch setup ritual that only takes one minute have to do with momentum? We’re unpacking all of it—and more—in this episode.If your to-do list has a stale, shame-tinted leftover, this one’s for you. Come sit with the rats. You might be surprised what happens next.Links from the Show!The Influence of Ceiling Height https://assets.csom.umn.edu/assets/71190.pdfTemperature and productivity https://digital.library.unt.edu/ark%3A/67531/metadc882029/Time Surfing - Reference to gnawing rats https://www.timesurfing.uk/#book Hawthorne Works Experiment - Note: most writeups of this experiment attribute the results to the participants being observed rather than the environment changes. Blame either the shifting sands of research or Alex’s faulty memory! https://thedecisionlab.com/reference-guide/psychology/the-hawthorne-effectBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

Ever feel buried under a mountain of urgent tasks, unsure of what to tackle first—or how to avoid tasks that don’t really matter? You're not alone! In this episode, Moah and Alex dive into the art and science of prioritization.Join them as they unpack powerful methods like the Eisenhower Matrix, flexible time blocking, and the Ivy Lee method. Hear why some strategies work great (and others don't) through real-life stories about snack-order debates, and Google’s API changes. You’ll learn how to decide what's truly important, what you can safely ignore, and how to adapt when your carefully planned day falls apart.Leave with practical, easy-to-try tips, and finally start prioritizing the tasks that genuinely move the needle—without feeling overwhelmed.Links from the Show!Ivy Lee Story https://jamesclear.com/ivy-leeMoSCoW Method https://en.wikipedia.org/wiki/MoSCoW_methodEisenhower Matrix https://en.wikipedia.org/wiki/Time_management#Eisenhower_methodGQueues Eisenhower Template https://www.gqueues.com/templates/eisenhower-methodBoomerang for Gmail boomeranggmail.comBoomerang for Outlook boomerangoutlook.comGot todos? Get GQueues gqueues.com

Struggling to switch off at night because unfinished tasks keep buzzing around your brain? It turns out there's an intriguing psychological explanation behind this phenomenon—and it's quietly sabotaging your productivity.In the first episode of Less Busy Lab, Moah and Alex kick off their three-part series, “3 Pillars of Productivity,” starting with the crucial topic: “Where is My Stuff?” They explore the mysterious Zeigarnik Effect, revealing why our minds obsess over unfinished tasks and how this impacts our daily lives. Can a simple tweak to your nightly routine help you sleep better and significantly reduce anxiety?Links from the Show!Boomerang for GmailBoomerang for OutlookGot todos? Get GQueuesAtlassian SurveyZeigarnik EffectMis-En-Place Trello TemplateRemarkableBullet Journal Template for RemarkableBullet Journal SystemScullin Paper on writing down unfinished tasks before bed time