PDF Summary:Slow Productivity, by Cal Newport

The way we think about and measure productivity is all wrong, according to Cal Newport. In Slow Productivity, Newport argues for a new definition of productivity—one that prioritizes outcomes and deep focus over frenetic busyness. Slow productivity is designed for anyone with ambitious goals who doesn’t want to compromise their time or mental health.

In this guide, we’ll explain why Newport argues that traditional definitions of productivity are flawed and why he thinks “slow productivity” is an effective and sustainable model that will increase your professional success and improve your work-life balance. We’ll introduce Newport’s key principles of slow productivity and provide practical strategies for how to implement them in your personal and professional life. We’ll also supplement Newport’s advice with insight from other productivity experts like Stephen Covey, David Allen, and Laura Vanderkam.

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Focus on Fewer Big Projects

Step one of doing less: Cut down on the big stuff. This means choosing a few important projects or goals to focus on and not overloading your plate with too many big commitments. Keep it simple so you can give those tasks your full attention. Newport provides the example of mathematician Andrew Wiles, who spent years focusing solely on proving Fermat’s Last Theorem (a number theory that had stumped mathematicians for centuries), ultimately achieving a groundbreaking result due to his concentrated effort.

What to Consider When Determining Which Projects to Take On

Wiles was a young boy when Fermat’s Last Theorem captured his attention, leading him to a career in mathematics. Unlike Wiles, many of us might not have a clear objective of proving a centuries-old theorem, and it may be hard to know which projects are the right projects to take on. In Setting the Table, restaurateur Danny Meyer outlines the factors he considers when deciding if a new project is a good fit.

First, Meyer evaluates alignment with company values and culture. He also assesses market demand to identify gaps and opportunities where his venture can offer something unique. Financial feasibility is also crucial; Meyer advocates spending time on a detailed analysis of costs, potential returns, and overall financial health. Additionally, Meyer places significant importance on having the right team and talent to execute the project effectively. If he doesn’t have the team to do it well, it’s not the right project. Finally, he considers the broader impact on the community, prioritizing projects that contribute positively, such as job creation and fostering a sense of community.

To ensure that you only take on what you have the capacity for, Newport suggests you establish a clear system for deciding whether you’ll take a project on and, if so, when it’ll be done—the aim is clarity about when things can realistically get started based on what else is happening.

(Shortform note: Only saying yes to some projects also means saying no to others. Greg McKeown, author of Essentialism, offers advice on how to say no gracefully. First, alleviate any guilt by separating the decision from the person; rejecting a request isn’t rejecting the person who made it. Next, communicate your decision with kindness. For example, you can say, “I’d love to help, but I’m overcommitted right now.” Finally, be clear. A definitive no is more respectful than a noncommittal “I’ll try.”)

Streamline Your Smaller Tasks

Once you have fewer projects to focus on, the next step is to streamline the smaller tasks that come with those big projects. Newport suggests the following strategies: First, automate routine activities to save time. For example, setting up email filters and auto-responses can help you manage and prioritize your inbox efficiently. Additionally, you can create more space in your schedule by investing in tools like project management software to organize and track your tasks or outsourcing lower-level tasks whenever possible.

(Shortform note: There’s an increasing number of AI-driven tools that can help you optimize how you manage smaller tasks. For example, Motion is an AI scheduler that automates your calendar planning by organizing tasks and meetings to optimize your productivity. However, while these tools promise increased efficiency, they also run the risk of becoming new sources of distraction. The key is to select tools that align with your needs, providing relief from menial tasks without adding to your cognitive load. For instance, you might find that a simple digital Pomodoro timer boosts productivity more than an elaborate task-tracking system.)

Be Strategic About What You Take On

Newport emphasizes that not all small tasks are equally important. He suggests having two lists—one where new ideas or tasks go (“Holding Tank”) and one for things you’re working on now (“Active List”). This way, instead of jumping to another task every time something new comes up, you can assess your current load and decide when—or if—you can tackle something new.

(Shortform note: The Eisenhower Matrix is another method for prioritizing smaller tasks. It sorts tasks into four quadrants: 1) Urgent and Important tasks that demand immediate action, 2) Important but Not Urgent tasks that are important but can be scheduled for later, 3) Urgent but Not Important tasks that are better delegated, and 4) Neither Urgent nor Important tasks that should be eliminated. This system clearly differentiates tasks, helping you to focus immediately on what truly matters, plan for the future, delegate wisely, and minimize time-wasters, thereby enhancing your productivity.)

Putting these strategies into practice helps control the chaos by ensuring you handle both large goals and daily responsibilities more effectively, allowing you to be less busy but more productive.

Principle 2: Work At Your Own Speed

Newport’s second principle of slow productivity emphasizes working at a natural and sustainable pace. This approach, more similar to a pre-industrial rhythm of work and rest, recognizes that meaningful achievements take time and can’t be sustained through nonstop activity. According to Newport, working at a pace that respects your individual needs and natural rhythms produces more significant and meaningful results.

How to Institutionalize a Balanced Work Culture

To systematically integrate “working at a natural pace” into work culture, we can draw inspiration from countries and companies that have institutionalized work-life balance. In Germany, for example, the Arbeitszeitgesetz (Working Hours Law) limits weekly work hours to prevent overwork, and the cultural practice of "Feierabend" emphasizes post-work rest and leisure, allowing employees to fully disconnect from job-related stress. Additionally, Germany offers generous public holidays and annual leave, encouraging extended breaks for recovery and relaxation. These policies foster an environment that respects natural work rhythms and prioritizes employee well-being.

Research supports Newport’s claim that prioritizing rest and time away from work improves productivity. For example, a study on a four-day workweek found increased job satisfaction, improved work-life balance, reduced stress, enhanced product quality, and better customer service. Post-trial, employees continued to experience lower stress levels, reduced burnout, and better physical and mental health.

By taking a cue from these practices, workplaces can create a balanced and sustainable work culture that enhances productivity and improves overall employee satisfaction and well-being.

To implement this principle, Newport suggest several strategies:

Keep It Simple

Don’t jam-pack your day with tasks. This helps keep stress at bay and makes sure you’re not overwhelmed by a never-ending to-do list. For example, if you usually list 15 tasks for the day, try limiting it to the top five priorities. (Shortform note: In addition to limiting your weekly to-do list, consider incorporating a “weekly review,” a tool introduced by David Allen in Getting Things Done. In the weekly review, you look back on your tasks and accomplishments from the week to get a big-picture view of what’s going on in your life. The weekly review not only allows you to see what you’ve accomplished but also helps you plan what’s most important for the next week.)

Give Yourself More Time

Don’t rush. Newport says you should allocate more time than necessary to complete a task or project. This way, you can dive deeper into your work without feeling rushed. For instance, if you estimate a report will take three days, schedule it over five days to allow thorough research and revisions.

(Shortform note: To better understand how long projects take, productivity expert Laura Vanderkam, author of 168 Hours, suggests tracking your time meticulously for a week or two as a method to accurately estimate how long tasks actually take. By analyzing this data, you can identify patterns and realistic time frames for different activities. Vanderkam emphasizes the importance of being honest with yourself about how long tasks take, rather than how long you plan for them to take. This approach helps you create more accurate schedules and avoid the pitfalls of overly optimistic time estimations.)

Take Breaks With the Seasons

Newport recommends that just as farmers rest in winter, you should plan times during the year when you’ll slow down, rest, and reflect. He explains that it’s natural to have ups and downs in productivity; these downtimes are important because they can help refill your creative tank. For example, you might choose to designate summer months for lighter projects and personal development, reserving intense work for other times of the year. (Shortform note: While Newport doesn’t advocate resting in any particular season, Katherine May, author of Wintering, suggests that the winter months are a natural time for rest and retreat. She argues that winter, with its longer nights, colder temperatures, and sparser natural growth, provides an intuitive invitation to slow down, turn inward, and allow yourself to rest.)

Make Your Workspace Yours

Newport says that your environment should help you focus, not distract you with clutter or discomfort. Whether it’s pictures that inspire you or a certain type of music that gets your ideas flowing, customize your workspace to encourage focus and creativity.

(Shortform note: Not everyone agrees on what kind of space inspires focus and creativity. Some creative professionals recommend filling your space with things that stimulate you. For example, Austin Kleon, author of Steal Like an Artist, advocates decorating your workspace with sources of inspiration, like quotes from favorite authors or specific art pieces. However, writing coach William Zinsser, author of On Writing Well, argues that the best creative work is done in the simplest spaces. As an example, he highlights a photograph of E.B. White writing in a simple boathouse with nothing but a typewriter and a wastebasket.)

Create Meaningful Routines

Start rituals around your work habits—maybe lighting a candle before brainstorming sessions or taking three deep breaths before tackling emails—to signal to yourself that it’s time to concentrate deeply or think creatively. (Shortform note: In Deep Work, Newport also stresses the importance of implementing a closing ritual when you wrap up your work for the day. When you create a shutdown ritual, instead of feeling anxious about unfinished tasks, you’ll feel confident that all the important tasks are accounted for, and that you’ll make meaningful progress the next day. This gives you more time to fully relax in your time off from work.)

Principle 3: Do Your Best Work

The third principle is to commit to producing quality work. This becomes easier when you take on less and work at a natural pace. Newport recommends investing your time and, if necessary, your money into making sure what you do is the best it can be. Why is focusing on quality so important? For starters, it encourages you to slow down—because doing something well takes time—and makes this intentional pace not just acceptable but necessary. Consider the care and attention you’d want to give a project that truly matters to you; naturally, you’d want to take the extra time needed to refine and perfect it. This mindset not only leads to better outcomes but also makes the process more rewarding.

Lessons From Craftsmanship

Knowledge workers can learn from the philosophy of craftsmanship, which prioritizes quality, attention to detail, and continuous improvement. This approach values patience and dedication over speed, encouraging a deeper engagement with one’s work. Master craftsmen, like custom furniture makers or bookbinders, may spend decades perfecting their skills, exemplifying the importance of persistence and excellence.

For example, renowned violin maker Antonio Stradivari embodied the philosophy of master craftsmanship. Stradivari carefully selected materials, constantly experimented with designs, and was committed to crafting the best possible sound. As a result of his commitment and innovation, his violins have stood the test of time and are still celebrated for their quality centuries later.

For knowledge workers, Stradivari’s legacy suggests that applying similar principles to their tasks—prioritizing care, persistence, and excellence—can lead to work that exceeds standards and makes a lasting impact on their fields.

Here are Newport’s tips for prioritizing quality in everything you do:

Develop an Appreciation for Excellence

Newport also advocates seeking out examples of excellence in other fields. Whether through exploring influential books, engaging with art, or studying leading figures in your area of interest, knowing greatness when you see it helps elevate your work. (Shortform note: One way to ritualize seeking out excellence is through the practice of “artist dates,” as described by Julia Cameron in The Artist’s Way. Cameron argues that artist dates are an important way to nurture your creativity and refill your well of inspiration. By dedicating regular time to explore museums or attend performances or lectures, you create a habit of encountering exceptional work. This ongoing engagement with high-quality experiences broadens your perspective and fundamentally shifts your expectations for what’s possible in your work.)

Devote Focused Time to Tasks

Dedicate focused time toward honing your craft or project, says Newport. This might mean setting aside specific times when you can focus without interruptions—times when others might not demand your attention. (Shortform note: Setting aside uninterrupted time can allow you to enter a flow state where you can perform at your highest level. A flow state, as described by psychologist Mihaly Csikszentmihalyi, is a mental state of deep immersion and concentrated effort during which individuals often lose track of time and experience peak productivity and creativity. Achieving this state regularly can significantly enhance the quality and efficiency of your work.)

Adjust Financial Goals

If possible, Newport says to adjust your financial goals and lifestyle to prioritize producing high-quality work over making quick money. This means focusing on long-term satisfaction and meaningful outputs rather than immediate financial gains. For example, instead of taking on many low-paying, high-stress projects to earn quick cash, choose fewer, higher-quality projects that pay well over time. This approach helps you maintain a sustainable workload and deliver better results while achieving financial stability.

(Shortform note: In order to have the freedom to choose high-quality work over quick money, it’s important to first have a strong financial foundation. Tori Dunlap, financial expert and author of Financial Feminist, argues that every person needs an emergency fund that includes enough money to cover three to six months' worth of living expenses. This strategic reserve grants you peace of mind and affords you the freedom to make choices in your life and career without fear of devastating financial implications.)

Set Public Goals

Newport says that announcing deadlines adds a layer of accountability through external expectations; knowing people are waiting on the outcome can make you more motivated to produce high-quality work. (Shortform note: While deadlines might drive productivity, their overall impact on work quality and satisfaction is a matter of ongoing debate. Studies suggest deadlines can enhance performance by providing clear goals and a sense of urgency. On the other hand, some researchers argue that strict deadlines can induce stress, reduce task enjoyment, and limit creativity. You can find a balance by communicating realistic and flexible deadlines that encourage progress without compromising well-being or creativity.)

Embrace Constructive Criticism

Engaging with a community that holds high standards can inspire you and provide you with valuable feedback on how to improve. Newport says that seeking out and responding to feedback can help you refine your work and push your skills to new levels.

(Shortform note: One approach to giving and receiving feedback is known as “radical candor.” It’s a management philosophy and feedback approach developed by Kim Scott, a former executive at Google and Apple. Radical candor emphasizes giving direct, honest feedback while also showing genuine care for the person receiving it. Scott argues that by combining empathy with honesty, radical candor creates an environment where constructive criticism is both given and received in a spirit of mutual growth and respect. Scott emphasizes that this method not only improves individual performance but also fosters a culture of trust and continuous improvement within organizations and communities.)