Balancing Deep Work and Shallow Work [9/10 Time Management]

Not all work is same and hence not all work needs to be handled in the same way. We discussed about brutal prioritization in previous posts, but did not dig deep into the nature of work itself.

Balancing deep work and shallow work is crucial for maximizing productivity without burning out. Understanding and managing these two types of work can make a world of difference in how effectively we achieve our goals and maintain our well-being.

What is Deep Work?

Deep work refers to tasks that require intense focus, concentration, and cognitive effort. These tasks are mentally demanding, often leading to significant progress and high-value output. Examples of deep work include:

• Writing a detailed PRD (Product Requirement Document)
• Developing complex algorithms, research
• Creating a strategic business plan / product roadmap
• Financial and Tax planning
• Painting a masterpiece (or at least attempting to!)

Deep work is the powerhouse of productivity. When you engage in deep work, you're in the zone, fully immersed, and able to produce high-quality results. Think of it as the marathon of tasks—long, grueling, but immensely rewarding at the finish line.

What is Shallow Work?

Shallow work, on the other hand, consists of tasks that are relatively simple and require less cognitive effort. These tasks are often routine, administrative, and don't contribute significantly to your long-term goals. Examples of shallow work include:

• Answering emails
• Attending routine meetings
• Updating spreadsheets
• Scheduling appointments

While shallow work is necessary for maintaining day-to-day operations, it doesn't provide the same sense of accomplishment as deep work. It's the equivalent of taking a leisurely stroll—easy and essential but not exactly groundbreaking.

Why Balance is Essential

Focusing solely on deep work can lead to burnout, while spending too much time on shallow work can result in feeling unproductive and unfulfilled. Striking the right balance ensures that you make meaningful progress without sacrificing your mental and physical health.

Strategies for Balancing Deep Work and Shallow Work

1. Time Boxing: Schedule Deep Work Sessions: Allocate specific blocks of time for deep work in your calendar. Treat these sessions as sacred—no interruptions allowed. Google has a concept of "focus time" which they encourage you to put on your calendar and any meetings during that time get auto rejected. Mornings are often ideal for deep work because your mind is fresh and less cluttered with the day's distractions. But if you have teams on the other side of the world, be fair and move your focus time after you have given time to them. For instance, I reserve my mornings for tasks that require intense focus, like drafting PRDs or doing data analysis, but only on days I am not meeting my team in the US. Else I push it to post lunch (with a mug of strong coffee).
2. Batch Shallow Work: Group similar shallow tasks together and tackle them in dedicated time slots. This prevents them from interrupting your deep work sessions. For example, set aside 30 minutes in the afternoon to respond to emails and return phone calls. This way, you can efficiently clear your inbox without it bleeding into your deep work time. To be honest I always think of turning off the chats and emails but rarely able to actually do it. I know world is not going to crash and burn if I don't reply to an email in 30 seconds. It's a personal folly which I hope to correct.. one day. But don't do what I do, do what I tell you to do :). Luckily for past couple of years I have no teams in India to work with so most afternoons are clean and undisturbed while mornings and nights get busy.
3. Set Clear Boundaries: Establish boundaries between deep and shallow work. Use tools like Do Not Disturb mode, noise-canceling headphones. Let your colleagues know when you're in a deep work session so they can avoid unnecessary interruptions (the focus time I mentioned above) or just work from home when you want full focus, assuming you can stay away from the fridge.
4. Prioritize Your Tasks: Identify your most important tasks and prioritize deep work over shallow work. Focus on tasks that align with your long-term goals and delegate or defer less critical shallow work. This doesn't mean ignoring shallow work entirely but giving deep work the attention it deserves. Remember sharpening the axe.. that's deep work.
5. Take Breaks: Schedule regular breaks to recharge your mind. Deep work can be exhausting (and sallow work can be frustrating), so it's essential to give yourself time to rest and recover. Short breaks during shallow work can also boost your overall productivity. I personally love taking a quick walk, grab a coffee if I am in office or make chai if I am at home. Or indulging in a bit of doodling or photo editing —it's like hitting the refresh button for my brain.

Some pitfalls to avoid

• The Email black hole: We've all been there—planning to spend 10 minutes on emails and then suddenly realizing two hours have vanished.
• Meeting Mania: Ever been in a meeting that could have been an email? Yeah, me too. Don't do a meeting if it can be an email. Don't join a meeting if it can happen without you. If it's a 2 hour meeting and you only have 15 mins of relevant stuff.. bribe the organizer to tell you which 15 mins it is. Join 5 mins before your turn and leave after you are done. Especially important if you are working across timezones. Get rid of that FOMO.
• The Pomodoro Technique: This technique can be a game-changer (if you get a hang of it) for balancing deep and shallow work. Work intensely for 25 minutes (a "Pomodoro") and then take a 5-minute break. I kind of naturally end up doing that because my brain starts to shut down after some intense work for 30-40 minutes. But I suggest don't become a slave of any one technique. You do you!

The Real Goal: Sustainable Productivity

Balancing deep work and shallow work isn't about squeezing more tasks into your day; it's about working smarter, not harder.

Come on, whom are we kidding. We all need to work hard, so let's also try to work smart so we get more stuff done.

What do you think?

How do you balance deep and shallow work? Have you found any strategies particularly effective or encountered any pitfalls along the way? Share your thoughts and experiences in the comments below. Let's learn from each other and strive for a balanced approach to productivity.