As workplaces evolve to adopt new communication tools, juggle multiple channels, and embrace (or resist) AI, business vocabulary needs to keep pace. Grammarly’s fourth annual report on business communication, The Productivity Shift, surveys thousands of workers and business leaders and analyzes tens of thousands of data points on how we communicate, collaborate, and get work done. In the process of preparing it, we uncovered new terms that define the state of workforce productivity in 2025.
Understanding these terms can help us create a common language that will help us better recognize communication habits across organizations, identify areas for productivity improvement, and thoughtfully integrate AI into our workflows. Dive into the 10 terms that define our current workplace communication and productivity era, then download the full report to get a roadmap for reducing communication inflation while boosting outcome-focused productivity.
Evolving communication dynamics
The modern workplace is struggling with communication overload. Developing a shared vocabulary is the first step toward rebalancing communication and productivity. Let’s explore the words that define the current state of workforce productivity in 2025.
1 Communication inflation
Definition: The excessive or unnecessary increase in the volume of communication that outpaces its value, diminishing productivity and clarity.
Why it matters: Today, workers across industries report they struggle with the sheer volume of emails, multiplatform chat messages, and virtual and in-person communications required of them. This leaves workers overwhelmed and can lead to decision fatigue and miscommunication. Multilingual and neurodiverse workers are particularly vulnerable to the adverse effects of communication inflation, as they must navigate complex layers of information and language barriers.
Yet much of this activity doesn’t directly drive business outcomes. Poor communication and performative productivity (see the definition below) are primary drivers of communication inflation. In fact, the 2025 report found that businesses lose an estimated $9,284 per worker annually due to poor communication.
Organizations can mitigate communication inflation by implementing effective communication practices, such as consolidating communication channels, encouraging concise and structured communication, and leveraging AI tools to reduce miscommunication.
2 Communication swirl
Definition: The overwhelming complexity created by an increase in communication across fragmented channels, making it harder to focus on essential tasks.
Why it matters: Almost 60% of leaders and 54% of workers say they struggle to keep up with notifications across multiple platforms. Communication swirl occurs when workers must navigate an overwhelming number of communication channels—email, project management tools, chat apps, documents, and collaboration tools—without clear guidelines on where to find critical information. This overload makes it difficult to focus on essential tasks and increases the likelihood of missed deadlines and lost messages.
To combat communication swirl, businesses should define explicit communication norms, reduce redundant messaging channels, and centralize critical conversations in designated platforms. One consistent communication tool, such as Grammarly with its Knowledge Share feature, can minimize context switching and make sure essential information is always at workers’ fingertips.
3 Perpetual connectivity / always-on communication
Definition: The constant barrage of messages and notifications that erodes our ability to focus.
Why it matters: The majority of professionals (60%) say that perpetual connectivity has made it difficult to focus on important tasks. This has created a work environment where perpetual connectivity gets in the way of deep, meaningful work, impacting both individual performance and organizational productivity. Fully 66% of professionals reported that the expectation to always be connected contributes to their burnout or stress levels.
Improving communication between departments is essential. Organizations that encourage asynchronous communication, set clear response-time expectations, and promote digital well-being initiatives can help workers regain control over their schedules and improve overall productivity. Leaders who model these behaviors by limiting after-hours communication set an important precedent for the rest of the organization.
4 In-tool communication
Definition: Using digital platforms like project management software, idea management and whiteboard tools, knowledge management systems, and file-sharing or document collaboration software to facilitate information sharing and collaboration.
Why it matters: In-tool communication has increased 14% year over year. While in-tool communication is meant to improve workflow efficiency, it has instead created fragmentation. Businesses invest in these tools to streamline work, but workers struggle to track conversations and key decisions across multiple tools. Without a clear communication strategy, these tools simply become another channel for fragmented communication. This kind of channel fragmentation makes it challenging to keep track of conversations, prioritize messages, and extract the relevant information needed to stay productive.
Organizations can address this by standardizing processes and consolidating tools where possible.
Rethinking productivity
Our relationship with productivity must shift from busyness to outcomes. Here are some helpful terms to help refine your team’s approach.
5 Performative productivity
Definition: The act of showcasing work or busyness primarily to create an impression of being productive rather than focusing on meaningful outcomes.
Why it matters: The facade of busyness can create a culture of burnout and superficial results rather than fostering truly valuable work and innovation. Knowledge workers admit to spending about 21% of their workweek on performative or unproductive tasks, while 88% of workers report wasting time on unproductive tasks.
That equates to $16.4 million lost annually for a company of 1,000 workers. Whether it’s writing messages just to be seen or completing work that was later deemed unnecessary, these wasted efforts leave workers with less time for real, outcome-focused productivity and create more noise for colleagues to navigate.
Companies can enhance efficiency and worker satisfaction by shifting toward a results-oriented culture that values outcomes over busyness—encouraging focused work blocks and using AI to automate routine administrative tasks and effectively reduce performative productivity.
6 Outcome-focused productivity
Definition: Prioritizing meaningful work that directly drives results, creates value, and advances organizational goals, rather than work done solely to appear busy or meet superficial measures of productivity.
Why it matters: Outcome-focused productivity shifts the focus from appearing busy to achieving high-impact results. Workers and organizations that embrace this approach eliminate unnecessary distractions—such as redundant communication and excessive meetings—allowing them to prioritize impactful work. Rather than focusing on every possible touchpoint or opportunity to micromanage throughout the process, outcome-focused productivity ensures time and energy are spent on high-impact tasks that move the business forward. Workers can focus on delivering tangible results, fostering innovation, and achieving strategic priorities by eliminating performative behaviors—like unnecessary meetings, redundant communication, and excessive revisions.
Eighty-six percent of workers say that AI helps them reduce performative productivity, adding to the overall ROI of AI. Companies that integrate AI tools, automate repetitive tasks, and implement measurable goals that align with business outcomes create an environment where meaningful contributions are valued.
The AI literacy spectrum
Companies around the world are at various stages of AI adoption. Some workers use AI to improve business writing and communication and automate tasks, while others fear AI’s impact or don’t know how to use it effectively. With the rise of agentic AI, organizations must address these concerns to move toward the higher-impact integration of these autonomous AI tools. Being aware of these stages can help organizations more effectively adopt AI.
7 AI fluent
Definition: Individuals who use AI in advanced ways that many others do not, often experimenting with new functionalities; also referred to as “power users.”
Why it matters: AI-fluent workers report high productivity (96%) and work satisfaction (96%). They also report saving 11.4 hours per week by using AI tools—81% more time per week than less fluent colleagues. AI power users help identify high-impact AI use cases, setting the stage for organizational best practices. By understanding their habits and approaches, organizations can identify opportunities to scale their success and empower the broader workforce, enabling all workers to harness AI’s full potential and deliver their best work.
8 AI literate
Definition: Individuals who are comfortable incorporating AI into daily tasks, though not necessarily exploring advanced features.
Why it matters: AI-literate workers report saving about 8.9 hours per week by using AI tools, streamlining their tasks, and reducing manual effort. These individuals achieve incremental efficiency gains and contribute to broadening the organization’s AI skill base. As companies continue integrating AI into business workflows, AI-literate workers are crucial in normalizing AI use across teams and departments.
Encouraging AI-literate workers to learn advanced AI capabilities can further enhance their productivity. Organizations that provide training and incentives for deeper AI exploration can transition these users to AI-fluent status, helping drive company-wide efficiency improvements.
9 AI familiar
Definition: Individuals who occasionally experiment with AI at work but haven’t fully integrated it into their workflows.
Why it matters: AI-familiar users report saving about 6.3 hours per week using AI tools. While they may understand AI’s potential, they often need structured support to apply AI more effectively in their daily tasks. These workers represent a pool of potential adopters who can significantly benefit from targeted guidance and intuitive tools designed to increase their confidence in AI-assisted work.
Organizations should implement hands-on AI training, peer learning opportunities, and role-specific use cases to accelerate AI adoption among this group.
10 AI avoidant
Definition: Individuals who choose not to interact with AI tools at all.
Why it matters: A large population, 22% of workers, fear that AI could replace human jobs. These workers require additional support and reassurance to help them understand AI’s role as an enabler rather than replacing human expertise.
Empowering this group is not as simple as replicating the behaviors of the AI power user. Leaders must also foster confidence in their workforce with a collaborative approach, inviting workers to imagine how AI can enhance their roles, unlock greater creativity, and free them from the inefficiencies of communication inflation to focus on more meaningful work. Creating a culture of inclusivity where workers feel empowered to learn and explore AI at their own pace is essential for encouraging AI adoption across organizations.
Conclusion
Understanding these terms is essential for navigating the evolving landscape of productivity and AI integration. A shared vocabulary helps teams identify pitfalls, embrace beneficial practices, and maximize AI’s potential. Organizations that take a proactive approach to streamlining communication, reducing unnecessary workload, and leveraging AI effectively will set themselves apart in 2025.
To learn more about the terms defining workforce productivity, download The Productivity Shift.
