Let’s get real: If you’ve ever been told you just need “better work-life balance” or “more time for self-care,” you probably rolled your eyes as hard as I did. (If I had a dollar for every time someone told me to “just delegate,” I could buy a robot to do my laundry and maybe even answer my DMs.)
Here’s the truth nobody tells you: For most of us, balance isn’t a static state. It’s a moving target, and sometimes it’s just about not dropping the same ball two days in a row.
Why “Balance” Is Overrated (and What to Aim For Instead)
According to the World Health Organization, burnout is now classified as an occupational phenomenon, and nearly 77% of professionals have experienced burnout at their current job.
That may be why the productivity world loves to sell us the fantasy of “work-life balance.” It’s the unicorn everyone’s chasing—an idyllic state where your to-do list is tamed, your calendar is color-coded, and you’re sipping a green juice in a sun-drenched kitchen before 8 a.m. (If that’s you, congrats! For the rest of us, the closest we get is a half-cold coffee, although my calendar is color-coded.) And if you can’t reach that ideal, you have permission to ditch the guilt and be a human being.
Here’s the problem: “Balance” implies that every area of your life—work, side hustle, health, relationships, self-care—should get equal attention, every day, all the time. That’s simply not realistic, especially for those of us running multiple hustles, working full-time, perhaps parenting, and trying to have a life outside of calendars and emails. In fact, chasing perfect balance is a recipe for burnout and, ironically, feeling less accomplished.
Instead, let’s talk about building a system that flexes with your real, messy schedule. Here are 10 ways in which I’ve been making it work (most days):
1. Prioritize Like a Pro (a.k.a. Ruthless AF)
Research published in the Harvard Business Review found that high performers spend 40% more time on their top priorities than their peers.
* Not everything matters equally all the time. Each week, I pick 1 or 2 “must-do” tasks for each of my major goals for the year. Everything else? Nice-to-have. If it doesn’t move the needle and my day goes South, it gets bumped.
* Pro tip: Use a framework or tool like the Eisenhower Matrix (which helps you decide between urgent vs. important) or just a sticky note—whatever you’ll actually check.
2. Batch, Batch, Batch
The American Psychological Association reports that multitasking can reduce productivity by as much as 40%, largely due to the cognitive cost of context switching. That’s why batching is a non-negotiable for me.
* I batch everything from cooking to executive assistant tasks, program management, mentoring, content creation, and personal business into focused sprints. (Yes, sometimes this means filming three videos in the same shirt. #NoShame)
* Find your low-energy admin slot and your high-energy creative window, and guard them like a dragon guards gold.
3. Automate the Boring Stuff
Zapier’s 2023 Automation Report found that 90% of knowledge workers say automation has improved their lives, and 88% say it allows them to focus on more interesting work. So if you’re still avoiding using AI or other automation tools, it’s time we talk.
* Allow technology to help you do the repetitive stuff that is sucking up your time and attention. The few minutes it takes you to set up a workflow is time well-invested.
* Templates aren’t cheating—they’re strategic. I use Canva for almost everything visual, and it saves my sanity. Plus I’m developing my own templates for productivity techniques I use (or recommend to others) over and over.
4. Protect Your “No”
* Every “yes” is a “no” to something else. I’ve learned there’s an opportunity cost to giving away my time, and to say no to things that don’t align with my goals (like taking on tasks outside my domain, or over-engineered productivity apps).
* Boundaries = productivity superpower. Try it.
5. Celebrate the Small Wins
Research by Teresa Amabile (Harvard) shows that recognizing small wins daily boosts motivation and overall performance.
* Did you finally launch that newsletter you’ve been putting off? Finally respond to three emails? Awesome!
* Progress > perfection, every time.
6. Intentional Imbalance
According to a 2023 LinkedIn Global Talent Trends report, 63% of professionals say that “work-life balance” is a top priority, but only 31% feel they actually achieve it.
* Life and business move in seasons. Some weeks, one of your goals or projects will get the spotlight, in other weeks it will shift to something else.
* The real skill is in knowing what needs your focus now, and being okay with letting other things simmer on the back burner.
* Intentional imbalance means you’re choosing your priorities on purpose, not out of guilt or obligation.
7. Progress Over Perfection
* Forget about hitting every single goal every single day. Instead, track your momentum.
* Did you make meaningful progress on your top priorities this week? Did you move the needle—even a little? That’s a win.
* The most productive people aren’t the ones who do it all; they’re the ones who do what matters most, consistently.
8. Flexible Systems, Not Rigid Schedules
A 2024 Gallup poll found that employees with flexible work systems report 29% higher engagement and 53% greater well-being than those with rigid schedules.
* Color-coded calendars and bullet journals are great—if they work for you. (I use one, but not the other.) But if you find yourself spending more time organizing your planner than actually getting the work done, it’s time to simplify.
* Build systems that flex with your life and leave space for the unexpected (because life will always throw you curveballs).
9. Alignment Over Aesthetics
* It’s tempting to compare your behind-the-scenes chaos to someone else’s Instagram-perfect productivity setup. But aesthetics don’t pay the bills or move your goals forward—alignment does.
* Focus on actions and habits that align with your goals, not just what looks impressive on social media.
10. Self-Compassion as a Productivity Tool
Studies from Stanford University indicate that self-compassion is strongly linked to resilience, lower stress, and sustained productivity, especially in high-pressure environments.
* Here’s an advanced move: Drop the guilt.
* Didn’t check off every item on your list today? Never been to Inbox Zero? That’s not failure—it’s reality.
* Give yourself permission to be human. Sustainable productivity is about resilience, not rigidity.
Real Talk: My Week in Numbers
If you’ve never done a real and honest audit of your time, this is your sign. After making some adjustments to accommodate making progress on all my goals, I landed on:
* 56 hours: Sleep
* 40 hours: Day job
* 8-10 hours: Spending time with my teenager
* 8-10 hours: Content creation (split between over 15 different social media accounts, and, let’s be honest, doom-scrolling for “research”)
* 3-4 hours: Commuting
* 3 hours: Exercise (30-minutes a day, 6 days a week)
* 30 mins - 1 hour: Planning and reviewing what’s actually working, usually on Sundays
Is it glamorous? Nope. Is it sustainable? Most days. Is it making progress toward my ultimate dreams? You bet. (Extra points if you noticed where I spend the most time, and where I don’t. This is by design, not by chance.)
Your Turn: What’s Your Biggest Productivity Blocker?
Reply and let me know: What’s your number one productivity struggle right now? I’ll feature the most common blockers (anonymously, of course) in the next edition—plus my best hacks for overcoming them.
Stay Productive (and a little bit AF),
Jenn Fast
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