Hyper-connected is how we define this current world. There is already a tendency to define being always switched on in terms of normalcy rather than exception. The buzzing sounds of notifications flood our very own mobiles. The perpetual ping of Slack messages fills our ears at every hour. Calendars get jam-packed with Zoom meetings. The email inbox seems to multiply by the minute. Daughters, pets, partners, deliveries: if you add all these, you can’t help but see the reason why it’s not easy to get some time for a real, proper focus.
And the truth of the matter is that we not only burn ourselves out from this, but we spend a long time on the plateau. Understanding deep work vs shallow work is the key point that we must learn.
This article explains what deep work means, how it differs from shallow work, and how you can teach yourself and your team to harness its potential.
What is Deep Work?
The phrase “deep work” was invented by writer and professor of computer science Cal Newport. This is how Newport describes it:
“Professional activities performed in a state of distraction-free concentration that push cognitive capabilities to their limit. These efforts create new value, improve skills, and are hard to replicate.”
In simple terms, deep work is a kind of work that needs your complete attention on what you are doing. It is demanding, intense, and worth time: solving tricky problems, researching, code-writing, strategic planning, content generation, or proposal writing.
This is what engrossment feels like:
- You get “in-the-zone” or “totally absorbed”.
- You lose track of time.
- You get mentally exhausted afterward, but in a good way.
- You made significant progress on something valuable.
What is Shallow Work?
Shallow work, on the other hand, involves tasks that are non-cognitive and can be conducted under distraction. They are hard to resist; these things never take much thought, and while they may seem quite productive, they hardly move long-term goals.
Some examples of shallow work include, but are not limited to:
- Correspondence via email
- Attending meetings that update your current status
- Copy editing an already edited document
- Filing paperwork
- Scheduling meetings
They must be understood: shallow does not mean meaningless work. It actually has to be done. And the real problem is when this banal activity takes over the day and leaves no time to perform any deep work.
Why Deep Focus Sets You Apart
There is a belief in the opinion of Cal Newport:
“One might describe activities other than that practice, because we lack the time and attention to talk about the great benefits of the opposite. This is what I refer to as deep work; that is, concentrating mindlessly on a highly mentally demanding task for an extended period.”
This quote is spot on: We usually spend time and energy on distractions, and how to avoid them, how to modify them, and how to block them–but rarely discuss their very opposite: intense focus, and the enormous value it can add to one’s life.
High levels of focus are indeed the superpower you can really count on in today’s world, since:
- It is rare: Most individuals operate in constant partial attention-deep focus has become a competitive advantage.
- It compounds: The more time you spend in that state, the less you become an amateur in any field of human performance.
- It produces real results: Deep work is where original thinking happens, real innovation is nurtured, and genuine business results occur.
- Truly fulfilling: You walk away from the day with the feeling of satisfaction, not just busyness.
The Deep Work vs Shallow Work Equation
| Email, meetings, and status updates | Deep Work | Shallow Work |
|---|---|---|
| Cognitive demand | High | Low |
| Distraction level | None (ideally) | Often interrupted |
| Outcome | High-value results | Maintenance tasks |
| Long-term benefit | Skill development, innovation | Administrative upkeep |
| Examples | Strategy, writing, coding | Email, meetings, status updates |
The key takeaway? Both are important, but they must be balanced deliberately. Deep work is at risk whenever shallow work takes precedence. Conversely, when deep work suffers from deprivation, growth is neglected.
What Gets in the Way of Deep Work?
So, what makes deep work such a tough accomplishment?
1. Constant notifications: From emails and Slack messages to social media alert notifications, we have become conditioned to respond instantaneously. This builds a fractionating attention span almost instantly, making getting into a flow state almost impossible.
2. Open-plan offices: While they induce communication and teamwork, oftentimes suck that quiet and undisturbed time right out of the employees. The constant buzz and chatter make it difficult for one to concentrate deeply on big tasks.
3. Remote interruptions: Also, they entail their own interruptions. For instance, some interruptions can include dogs barking, the doorbell ringing, and kids needing attention. Focus can be easily distracted.
4. Not defined time boundaries: Now that work is finding its way into our personal lives, particularly in a remote or hybrid setup, it becomes doubly hard to set aside periods for deep work. We are always available, but not always productive.
5. Clarity: Without clarity in our priorities, we can easily slip into the trap of busywork. Instead of focusing on productive tasks, we are drawn toward the quick wins and the knee-jerk reactions of busywork.
Creating the Right Conditions for Deep Work
Deep work requires setting up your environment and making appointments to foster deep work. Here are the steps:
1. Create Your Physical Workspace
- Have a work area, even if at home.
- Avoid interspersing work and leisure distractions (for example, do not work from a couch while watching Netflix).
- Use shut-the-door, put-on-headphones, hang-a-do-not-disturb-sign type of visual signals.
2. Manage Your Time
Reserving time on your calendar specifically for deep work. Such scheduling should be prioritized like with a doctor’s appointment.
For example:
- 9:00–11:00 AM: Create strategy deck for client
- 2:00–3:30 PM: Analysis of data for product
You wouldn’t cancel a meeting for your clients, so don’t cancel your focus sessions either.
3. Eliminate Distractions
- Switch off all notifications.
- Put it on “Do Not Disturb” or use apps like Focusmate, Freedom, Cold Turkey, etc.
- Log off from Slack with a status such as “Heads down- back at 12 PM.”
4. Know Your Peak Hours
When do you feel most alert? Early morning? Late night? Schedule deep work during your personal productivity peaks.
5. Use Rituals and Triggers:
Have mini routines that bring you into deep work:
- A specific playlist or white noise
- Making tea or coffee
- Review your goals before getting started.
Team-Level Deep Work Culture
While assisting your team to perform deep work may be nice for the leader, it is actually strategic. Here are some ideas for setting up a culture in the team that cherishes deep work:
Establish “focus hours”: No-meeting windows for the entire company (for example, on Wednesdays from 10:00 AM to 12:00 PM).
Set reasonable expectations around response time: Not every message should be answered instantly.
Celebrate what is achieved instead of activity: It’s the outcomes that count, rather than just rapid replies in overstuffed calendars.
Lead by example: Carve out your deep work time and explain why.
Balancing Deep Work and Shallow Work
Deep work cannot be performed for the whole day, as it is mentally tiring. The principal aim is harmonized adjustments in your day.
A simplistic framework:
Morning = Deep Work
Afternoon = Shallow Work
Late Afternoon = Planning, Preparation, and Review
Or just use the 1-3-5 rule:
1 Large (Deep) Task
3 Medium Tasks
5 Small (Shallow) Tasks
The focus should be on being proactive rather than reactive. Schedule those periods of deep work and fit the shallow tasks around them.
How to Train Yourself for Deep Work
Deep work is a skill that needs to be cultivated and enhanced with daily practice.
Start small:
- One distraction-free hour of focus time would work.
- Then keep extending your focus, building up to 2 to 3 hours.
- Write a distraction journal that will help you record instances of interruptions and their causes.
Eventually, you will build up stamina and improve your ability to focus.
Final Thoughts: Your Edge is Focus
Focus is your edge in the whirlwind of the noise.
It is more than a matter of productivity, though; the distinction between deep work and shallow work usually determines a career. Those who learn the right way to do deep work are better thinkers, better creators, and better performers than those who work in the reactive, shallow mode.
So, whether you’re an individual contributor or leading a team, focus should be on creating that very space now for your independent deep thinking. Guard it fiercely as if it were your most prized asset because, in some ways, it really is.
