Blurred digital boundaries: How to stage a tech intervention for healthier workplace connectivity

Flexibility around where and when we work has given many of us a greater sense of lifestyle freedom. And with tools to keep us connected, remote or hybrid styles of work have allowed us to deliver the same level of productivity and customer experience, wherever we can log in. 

However, this flexibility has also blurred boundaries between professional availability and personal downtime. One person’s ‘after hours’ is another’s ‘in-the-zone’ time. We hear the late night ‘ding’ of an email or Teams notification, and I’ll-just-have-a-quick-check of your inbox suddenly has your mind whirring back into work mode when you’re supposed to be turning out the lights. 

It’s not the technology that’s causing the problem, but our behaviours around using it. An always-on culture is linked to reduced job satisfaction, chronic stress and fatigue. As we continue to integrate technology into every facet of our work lives, it means we need to continually evaluate healthy digital boundaries along with it and evolve our company’s cultural expectations around productivity and availability.  

Fostering a culture of balanced technology use is not only about enhancing employee well-being but also about nurturing a more efficient and resilient organisation. That means business leaders have a duty of care to establish good guardrails around work-related tech use and connectivity.  

Here are some tips to consider for staging a tech intervention in your business: 

• Transparent guardrails  
  Co-create transparent policy with your employees as part of your wider employee wellbeing strategy and communicate this internally. Business leaders have an important part to play in creating a culture of digital wellbeing, but these shouldn’t just be top-down directives and it’s necessary to establish buy-in at every level of your business. Begin by openly discussing the importance of digital boundaries and create shared agreements about putting this into practice. Talk about what communication channels your business uses, and which is best for different purposes (for example, when to use email, when to use a chat tool, when to use a phone call or text message).  

• Define "urgent" 
  As part of your policy, collaboratively establish a definition for what may require an urgent response outside of normal working hours, and an appropriate process or means of communication in resolving more pressing requests. 

• Structure within flexibility 
  Be explicit about availability. That means encouraging your team to communicate when they’re open to working asynchronously, and when they’d prefer to not be disturbed. This could mean using calendar booking tools, communicating availability through shared calendars, or using chat tools to notify colleagues about changes to daily availability. Encourage your team to take microbreaks from digital devices during the workday to foster concentration and creativity and alleviate screen fatigue. Leverage internal communication tools like Microsoft Teams that reduce reliance on email communication and can be easily ‘snoozed’ for focused periods of work. 

• Respect for time zones 
  If your team operates across different time zones, emphasise the importance of not scheduling meetings or sending messages during late hours for certain individuals. Sensitivity to time differences promotes a culture of respect and inclusivity. It’s possible to ‘delay’ emails by setting a delivery time that better suits the recipients working hours. 

• Disable email access during leave  
  Consider implementing a policy that automatically disables email access for employees during scheduled time off. This reinforces the idea that holidays or annual leave are meant for rejuvenation and puts a firm boundary on work-related issues from encroaching on personal time. 

• Choose the right tool for the job 
  Identify where your employees may have trouble managing their time or where they’re getting digitally drained. For example, are they having to manage busy email inboxes where a collaboration tool could work better? Are they having trouble staying up-to-date with timesheets and a time tracking system would resolve their late-night administration woes? 

• Encourage face-to-face interaction  
  In a world dominated by virtual communication, set aside time for in-person collaboration, group ideation sessions, standups or check-ins. This not only fosters stronger relationships but also reduces the reliance on constant digital exchanges.  

Importantly, lead by example. As a leader, model the behaviour you wish to see. We can invest in workplace wellbeing initiatives, but they’ll have minimal impact if we don’t first review and adjust organisational expectations. By fostering a culture that respects personal time, encourages transparent communication, and promotes balance, you’ll create a more resilient, productive, and content workforce.  

If you’re curious about how you could better leverage technology to empower, without overwhelming, your employees, reach out for a chat.