16.06.2025
By Thomas Davidsen, Freelancer
Ever since people started working, the rule has been the same: you’re expected to be effective - or at least look like you are. But what does effectiveness actually mean? Do we even agree on the definition today?
The easy answer might be: “Effectiveness is when the task is running smoothly, and everything just flows.”
In the past, when work mainly meant following the boss’s orders, that definition made sense. There was usually just one correct way to do a task, and the most effective employee was the one who could finish it the fastest.
But times have changed. The knowledge economy has replaced the agricultural and industrial societies. Today, more people now work with language, communication, systems, and media. They manage themselves, and their productivity is much harder to measure.
So, what does effectiveness mean in today’s workplace?
Christina Schnohr, external lecturer at the University of Copenhagen, PhD, and founder of effektivitetseksperten.dk, notes that opinions differ widely. Still, she has no doubt about her own definition:
"Effectiveness is doing what truly matters."
"You can be highly productive without being effective. Rushing through tasks but missing what really matters is inefficient. You might attend endless meetings and check off many tasks, but if they aren’t the right ones for your core job, speed won’t help."
Primal Instincts
Being effective means staying focused. It sounds simple - but it’s not, says Christina Schnohr.
"Humans aren’t naturally built to focus. On the savannah, those who concentrated so much on a single task that they ignored their surroundings were eaten by lions. Those who kept their attention spread out and could detect predators from a distance survived. Today, we’re not in danger of being eaten, but we face countless small distractions every day, and our attention naturally drifts toward them."
For the past couple of decades, Christina Schnohr has worked with leaders and employees who need help sharpening their focus and making their workflows more efficient. Many of them feel ashamed about how easily they lose concentration.
To them she says:
"Sure, we humans are more advanced than we used to be, but we evolved from apes and still carry many of the same instincts. That’s why it’s ‘natural’ for us to procrastinate.
She explains further "It’s also ‘natural’ for us to be completely thrown off by an email popping up in our inbox. The expectation that we can sit for hours fully concentrated without being distracted by the interruptions around us is completely unrealistic."
Hack your brain
We need to design our way around our inherited inability to focus on a single task for a long time, says Christina Schnohr.
"Distractions - and the loss of focus that comes with them - are today’s biggest threat to both efficiency and mental health. So, what can you do about them? You can trick your instincts and your brain by designing your workday effectively. When tackling a challenging task, try to avoid interruptions as much as possible. Have the courage to tell your closest colleagues not to disturb you for the next couple of hours. Make sure there’s a cup of coffee at your desk before you start, so that walking to the coffee machine doesn’t become the procrastination that breaks your focus. Every time you’re interrupted, studies show it takes at least eight minutes to regain full concentration on the task."
Next, it’s important to work in intervals, emphasizes Christina Schnohr.
"Twenty-five minutes of uninterrupted, focused work followed by a five-minute break is the key to focus and efficiency. Stand up, stretch your legs, take a short walk, then get back to the task. You’re already tricking your biology a little. By giving your brain the right conditions, you can stay productive for hours with short breaks in between."
The 25-minute intervals are called the Pomodoro Technique, one of the most popular tools for focused work and minimizing procrastination.
"When your focused work period ends, you can let your colleagues know, ‘I’m back now,’ before starting the next session."
Sleep well
If it sounds like it’s easy to focus only on what really matters, it’s not quite that simple.
It takes a lot: broad perspective, clear communication, defined goals, regular alignment of expectations, the courage to question tasks, and more, to make sure that what you do hits the mark at work.
Working effectively - and maintaining that overtime - demands so much from an employee that prioritizing physical and mental health is essential, says Christina Schnohr.
"If we’re not physically and mentally ready for work, we can’t stay on top of all the distractions in today’s workplace. That’s why learning to disconnect is so important. Nothing makes me more effective than taking my four-year-old son to the swimming pool. There, I completely switch off and recharge. That time prepares me to be at my best at work."
Christina Schnohr points out that effectiveness depends on your whole daily routine.
"Taking time to relax, focus deeply, and get enough sleep is key to staying sharp. Without good sleep, we start off as distracted partners and end up as less effective employees. Aim for at least 7.5 hours of sleep, ideally beginning around 11 PM - the hours between 11 and 1 are the best for your body to recover.”
Task Overload
Very few companies provide employees with dedicated, uninterrupted focus time, so it’s not just up to each person to design an effective workday, emphasizes Christina Schnohr.
"Many of the problems we face in today’s workplace - both stress and inefficiency - stem from task overload. If you have a team of employees who individually and collectively feel constant pressure to meet their goals, you can be sure that mistakes will happen. Misunderstandings -and even conflicts - are also likely to arise."
Studies show that when the average employee works more than 40 hours a week, they make so many errors that it takes others longer to fix them than the extra time the employee gained by working overtime.
Experience shows that reducing working hours can improve both the bottom line, job satisfaction, and - most importantly - the quality of the work produced.
This conclusion is supported by numerous studies, which indicate that it’s not the amount of time you spend at work that matters - it’s whether you focus on what really counts during that time.