How to stay productive while honouring your down time

I rarely sit at my desk before 9am on the dot. That way, if I do find myself working after hours or through lunch, I know that I’ve at least protected my mornings.

A recent Harvard Business Review survey of 10,000 employees and managers found that, women especially, worried their managers would think they were incompetent or unmotivated if they asked for more time to complete a project.

However, when the surveyed employees asked for an extension at work, 95 per cent of those received an extension from their managers with no reputational risk. In fact, it was perceived as a positive.

So, while requesting a few more days or weeks can feel almost as daunting as the deadline itself, sometimes it is necessary. Rip off the bandaid and have the conversation up front. And if you’re worried, think of the 95 per cent.

The older I get, the less energy I have to spend filling in missing details on briefs or deciphering ones that don’t make sense. Clear communication reduces uncertainty and also saves you time.

Beyond the occasional deadline extension, some other things you can ask for include: an agenda for a meeting; a proper brief; workplace expectations around overtime and time in lieu; as well as a firmer picture of how long that ‘quick chat’ will take.

The healing properties of nature last well beyond those 20 minutes in the sun. Whether it’s a walk before work or a stroll after dinner, make the time to step outside and move your body. And if you really can’t break for the day, try and do one of your meetings on the phone while you go for a walk. Studies show that being outside in nature reduces stress, so I encourage you to try this when you don’t need to take notes during a meeting.

McKinsey’s 2021 Women in the Workplace report found that women managers in the US are burning out because they are doing extra things such as working overtime to ensure the workload is manageable for others, providing emotional support for their staff and, most likely, cake.

If you are like my manager Jamila Rizvi, she absolutely lives for baking the team’s birthday cakes, complete with considerations for coeliacs and those with allergies. As much as we all want to be like Jamila, not all bakers are created equal and it’s not everyone’s love language to provide cake for staff.

When it comes to those jobs that don’t fall into anyone’s remit but still need to be done, set up a roster where everyone contributes (and takes turns to manage the schedule too). If it’s something you really enjoy, like writing social media posts for your business, reframe it as an opportunity to upskill and ask for a payrise.

By respecting your own time, you’ll inspire others to do the same. In doing so, you’ll foster a supportive workplace. Now, it’s afternoon tea time and someone mentioned cake.