When considering how to maximize our work efficiency for desired outcomes, it’s not merely a matter of available time but also available energy. You might discover that even when you have some time to dedicate to an important project or task, you lack the energy or are feeling burnt out.
Incorporating regular breaks into our routine is vital for managing our energy levels to sustain adequate capacity, not only for productivity but also to prevent burnout. Additionally, it enables us to maintain healthy emotional regulation and behaviors, facilitating positive interactions with others. When we reach a state of depletion or near-depletion, we tend to become reactive, terse, or irritable, which not only impacts those around us negatively but can also hinder productivity. Breaks are particularly crucial during creative endeavors.
Implementing numerous short micro-breaks throughout the day aids in managing our energy and preserving cognitive, emotional, and physical capacities. These brief respites can be as short as one minute or extend to five to 10 minutes. Just as micro-stresses can accumulate during work, micro-breaks throughout the day can help offset their effects.
How to Integrate Moments of Pause During a Busy Workday
Instead of leaving it to chance to find a few minutes for a short break, intentionally create and seize these moments throughout the day using the following strategies:
Consolidate email and other communications. While it may be tempting to utilize spare moments to respond to emails or Slack messages swiftly, research indicates that constantly switching tasks prolongs work duration by 50%. Moreover, people often attempt to compensate for this loss in productivity by working faster, leading to increased stress and frustration. Allocate specific times to address emails, allowing you to utilize smaller time blocks for actual breaks.
Adjust default meeting durations. Typically, meetings default to 30 or 60 minutes. Alter the default to either 15–25 minutes for shorter meetings or 45–50 minutes for longer ones. Allotting less time encourages more efficient meeting management to fit within the designated timeframe. Utilize the remaining five to 15-minute intervals before the next meeting for activities such as stretching, grabbing a beverage, or engaging in stress-reducing practices.
Establish and uphold hard stops for meetings. Endeavor to adhere to allocated meeting durations and communicate upfront if you have a hard stop at the session’s conclusion, particularly in situations where there’s a power dynamic. This sets the expectation that the meeting will conclude promptly, allowing everyone to plan accordingly.
Leverage bathroom breaks. Everyone requires brief bathroom breaks, providing an opportunity to establish new habits. Following a restroom visit, dedicate five to 10 minutes to practices such as mindfulness, meditation, or brief physical activity, thereby integrating wellness activities into your routine.
Establish routines for unexpected breaks. Identify go-to activities for unanticipated breaks, such as listening to music, texting a friend, or engaging in breathing exercises. Having predetermined strategies ensures that you make the most of unexpected downtime, effectively managing stress and restoring energy levels.
Incorporating these strategies into your daily routine allows for multiple moments of pause throughout the workday. This cumulative approach aids in effectively managing energy and capacity, enhancing resilience over time.
