Cal Newport’s A World Without Email explores the inefficiencies and disruptions email creates in modern workplaces. Newport argues that the “hyperactive hive mind”—the constant checking, responding, and managing of emails—reduces productivity and creates stress by fragmenting focus. He advocates for systems that minimize email reliance, such as standardized workflows and clearer communication structures, which would improve concentration, quality of work, and overall efficiency.
For college professors, Newport’s critique of email is relevant because excessive email communication can overwhelm them and reduce time for research, lesson planning, and meaningful student interaction. By encouraging less reliance on email, professors aim to limit the interruptions that distract from deep work. Newport also highlights that email tends to shift responsibility: senders often email incomplete information or vague requests, assuming the recipient will resolve ambiguities or follow up for details. This results in an ongoing exchange of emails that wastes time and places an unfair burden on the receiver, who must chase down necessary information.
In academia, this is especially problematic. Professors often receive a high volume of emails from students, colleagues, and administrators, many of which lack clear direction or require multiple exchanges to clarify. Reducing these interactions allows professors to focus on teaching and research without constant distraction. Newport’s approach suggests that, by replacing emails with clearer communication norms and structured processes (such as office hours, scheduled meetings, or collaborative platforms), professors can foster a more efficient and focused academic environment.
Personally, I prefer students meet with me during student office hours when possible. I dedicate a minimum of 6 hours of dedicated student office hours per week. Over a 16-week semester, that accounts to 100 hours of dedicated student time. Nonetheless, on average fewer than 10% of those hours are utilized by students. Face-to-face meetings are efficient, reduce misunderstandings, and create opportunities for meaningful connections.
Many emails should not be sent at all. I do not want notice of a class absence, unless you will miss at least 3 classes in a row. “What do I need to do to make up missed work?” is an inappropriate email, since my late work policies are spelled out in the syllabus, and you have peers who can let you know what you missed in class. Emails that do not include your course or section numbers are also a particular peeve of mine, since it requires me cross-checking class rosters or waiting on your response. Remember, you have 5-6 professors each semester; your professors have 50-200 students.
Regardless of my own preferences, you should absolutely follow Laura Portwood-Stacer’s guide to crafting a proper email to all of your college professors―strategies that will translate into any future career.