In today’s life, a notification ring on the phone has become equivalent to a snap of a twig in the dark. What is the pending task? What did I forget? Is the modernised form of Is there a rat or a snake? A simple ‘ding’ of a calendar reminder can trigger the brain, putting it in high alert mode. Various experts have characterised the modern era as an era of permanent urgency. The constant deadlines, milestones continue to put an individual in an alert mode for long hours and sometimes even days. The biological response of stress, which evolved as a result of survival instinct, now backfires/ misfires in rooms and offices. Why does this happen? Does the brain fail to distinguish between a physical threat (like a predator) and a digital one (a calendar reminder)?
Read More: Deadlines and Their Negative Impact on Workers’ Mental Health
Why does a simple Email feel like a threat?
Daniel Golman, in his book Emotional Intelligence (1995), coined the term ‘ Amygdala Hijack’. For the processing of sensory information in normal stimulation, the signal is first sent to the thalamus, and then passes to the prefrontal cortex. The thalamus acts as the relay centre for the brain, processing and directing sensory and motor signals to the cerebral cortex, coordinating communication between brain regions, while the Prefrontal cortex analyses the information and performs functions accordingly. However, if the stimulus is perceived as a threat thalamus directly sends this info to the amygdala.
It primarily functions as an emotional processing centre mainly for joy, fear, anxiety, and aggression. It links the fight or flight response to memories influencing cognition, processing and decision making. This also influences the release of cortisol and adrenaline, causing increased heart rate and breathing. (AbuHasan, Reddy & Siddiqui, 2023). A study conducted at Yale University stated that Stress rapidly reduces the “top-down” cognitive control of the prefrontal cortex and strengthens the “bottom-up” emotional influence of the amygdala. (Arnsten, 2009).
The research reveals that firing of neurons in the prefrontal cortex is interrupted by high levels of catecholamines released during an emergency situation(Arnsten, 2009). This affects the thinking and decision-making ability of an individual. LeDoux conducted a study using rats to show that the amygdala receives signals from the thalamus in about 12 to 15 milliseconds. To process the same information via the prefrontal cortex, it takes about 25 to 30 milliseconds, which is twice that of the thalamus route.
In the situation of survival, those milliseconds can make a difference. This research showed that the amygdala doesn’t just react, it stores “emotional memories” that are distinct from the “conscious memories” stored in the hippocampus. This is why an email acting as a trigger can cause a panic response even if it is not a survival situation (LeDoux, 1998).
How is the response to Email different from responding to letters?
An unwashed bowl in the sink represents an unfinished or pending task; similarly, all unread email represents a micro-task or a decision. A calendar with 10 reminders or an email inbox with 10 emails are 10 micro tasks that demand willpower. Over time, it can cause fatigue and burnout.
Symbolic Overload: Overburdening of small tasks
Various surveys in past have shown that the human mind assumes an email or a message from work as a task without even actually going through them. Various studies have also linked it to cognitive exhaustion and decreased productivity. A study conducted at University of California found that interruption of tasks via Email decreased the productivity of workers by distracting their attention.
Study revealed that the heart rates of workers were higher when they were constantly able to access email compared to when the emails were sent in batches. (Mark). The study also stated that even the expectation of an email caused anticipatory stress in the workers. ( Mark). Another study also found that checking emails less frequently throughout the day causes less stress (Kushlev & Dunn, 2014).
Undesired pressure: Expectation of instant response
In today’s era, an email or message carries an unspoken rule or expectation of instant response. Research published in the Journal of Occupational Health Psychology describes an urge to respond to emails and messages immediately, linking it to burnout. (Barber, L. K., & Santuzzi, A. M, 2014). This expectation of instant response creates undesired pressure and often leads to a feeling of being overwhelmed.
Read More: Feeling Overwhelmed? Try These 7 Relaxation Techniques
The Zeigarnik Effect: Extreme focus on an incomplete task
Bluma Zeigarnik studied the phenomenon known as the Zeigarnik effect, where she showed that the incomplete task was recalled more prominently by the workers as compared to a completed task. Similar observations could be made in the case of emails- unread or unanswered emails, unfinished deadlines tend to be stuck in our brain, affecting our decision-making and working, causing fatigue over time.
The Yerkes-Dodson Law: How does stress affect performance?
Researches show that a moderate amount of stress can improve performance (Eustress) while once the pressure crosses a certain threshold, the prefrontal cortex of the brain responsible for executive functioning shuts off. And the thalamus directly passes on the information to the Amygdala and limbic system. Hence, it could be easily seen why, under extreme pressure, any individual might keep reading the same paragraph again and again without understanding, not being able to study for the exam
How to reduce workplace anxiety?
Kushlev and Dunn, in their study, found that checking emails less frequently causes less stress (Kushlev & Dunn, 2014). Hence, checking the mails only for a limited time a day can reduce the triggers. Turning off all push notifications would help in reducing the constant amygdala triggers. One can also increase their productivity by taking a small time period from their day where they avoid all the notifications, emails, messages, etc.
During this time, they could focus on completing their task with deep focus and attention. The 2-Minute Rule: Answer any mail or message immediately if it takes less than 2 minutes to answer. This can reduce the task load while providing a dopamine rush. Breaking huge tasks and deadlines into micro tasks. Completing a small task provides a dopamine rush, which counters cortisol, the stress hormone and builds momentum.
Read More: How can I Deal with Workplace Anxiety?
Conclusion
The stress and anxiety we feel towards the deadlines is not always personal hardships, but a biological response of an ancient brain evolved for survival, finding its way through a digital world. Researchers like Daniel Goleman, in their study, explained that merely blaming one’s willpower and determination would not be effective enough to thrive in the modern world. The real changes would come from redesigning our work habits.
Implementing small changes like breaking down bigger milestones, batching the communication, and avoiding unnecessary interruptions and communications cannot only improve the mental health of the employees but can also improve their overall productivity, benefiting the organisation in the long run. For an individual, by preventing the misuse of brain capacity, they can transform their work life from a source of anxiety to a source of achievement, growth, and fulfilment in life.
FAQs
1. Is “multitasking” actually helpful for meeting tight deadlines?
Research from Stanford University has found that heavy multitasking is actually less productive. Multitaskers generally struggle to prioritise important information while filtering out irrelevant one. Researches also reveal that multitaskers often burn out easily as compared to others. However, to a certain extent, it also depends on the nature of the task. Tasks requiring close cognitive attention would be difficult to perform together, while comparatively simple tasks could be performed together.
2. How can one begin with their no-interruption journey? Can it actually increase productivity?
Past studies, like the UC Irvine study, clearly show that constant interruptions decrease productivity by nearly 30% and increase error rates. Begin with making a pilot program for yourself where one can have about 2 hours of no notification time per day, mainly focusing on tasks.
References +
Arnsten, A. Stress signalling pathways that impair prefrontal cortex structure and function. Nat Rev Neurosci 10, 410–422 (2009). https://doi.org/10.1038/nrn2648
LeDoux J. Fear and the brain: where have we been, and where are we going? Biol Psychiatry. 1998 Dec 15;44(12):1229-38. doi: 10.1016/s0006-3223(98)00282-0. PMID: 9861466.
Josselyn SA. On role models and Joe LeDoux. Cereb Cortex. 2025 Jan 8;35(1):15-18. doi: 10.1093/cercor/bhae417. PMID: 39417617; PMCID: PMC11712266.
Petrican, R., Moscovitch, M., & Grady, C. (2014). Proficiency in positive vs. negative emotion identification and subjective well-being among long-term married elderly couples. Frontiers in Psychology, 5, Article 338. https://doi.org/10.3389/fpsyg.2014.00338
https://news.stanford.edu/stories/2009/08/multitask-research-study-082409?hl=te-IN
IN#:~:text=The%20second%20set%2C%20emotional%20memories,our%20bodily%20and%2 0emotional%20reactions.
https://www.researchgate.net/publication/267928240_Checking_Email_Less_Frequently_Redu ces_Stress
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