Is It Possible To Have It All? 5 Powerful Techniques I’ve found to Achieve Work-Life Balance (and the tools I use to do it)

work life balance todoist blog

If you’d asked me ten years ago whether or not I could have a fulfilling family life and achieve work-life balance, I’d have told you that it might be possible but I’d have no sense of how to make it happen. That was back before I started to look at how I (and others) handle tasks, projects, goals, and the like. Now that I’ve spent the better part of a decade doing – and practicing – that, I can tell you that there are ways to make it all work and to truly achieve work-life balance. Sure, you may not have it all all of the time, but with these five strategies you can come pretty darn close most of the time.

1. Tackle your to do list with modes in mind

lightbulb todoist blog

Most of us tend to work purely by going through what’s next on our to do lists or we focus on a project so we can move it forward efficiently and effectively. But there’s a better way to approach your work on a regular basis and that is to work based on the mode you are most ready to work in. I know some people interchange ‘mode’ for ‘mood’ but they are different in that moods can’t be coaxed nearly as well as getting work done by mode.

When I look at my list of tasks in Todoist, I never look at the Today view or any project view first. I will either look at specific filters I’ve created or I’ll look at my labels. Many of my labels are based on modes of life and work: Home, Family, Email, Writing, Reading, Planning, and so on. When I combine those labels with other variables in filters (which would consist of priority levels as well as extended periods of time more often than not ), I’m able to look at what needs doing depending on what mode I’m either in or need to be in.

If you want to be able to get more of the right things done at the right time, then using modes as task triggers is a huge help.

2. Theme your days to reduce feeling overwhelmed

coffee todoist blog

One of the best things I ever did to make sure I stayed on top of all of what I had going on was to assign each of the days of the week a general theme. By doing this, I gave my mind clues as to what to place precedence on each day before I even have to look at my to do list. So instead of my mind asking a loaded question (“What do I have to do today?”) it now asks a question that has fewer possibilities by default (“It’s Monday, so it’s Blogging Day. What tasks do I need/want to do that fall under that theme?”).

Now that doesn’t mean I only work on tasks that have that theme on that given day. Clearly my life is more dynamic than that, and I’m sure yours is as well. But waking up and having a general idea of what my day has in store for me based on its theme frees up mental bandwidth and lowers decision fatigue immediately. And I have days designed specifically to focus on family. Right now, Wednesday is “Daddy Duty Day” since my son is home with me that day and Saturday is Family Day…where the focus is where it should be: my wife and kids.

3. Get comfortable with setting – and keeping – boundaries

boundary todoist blog

If you want to have an easier time shifting between the different aspects of your life (work, family, friends, etc.) then you need to set boundaries. And then you need to respect them yourself because no one will if you don’t.

This can be tricky in the era of constant connection, but it’s not impossible. There are tools and services that you can use to mitigate the influx of email (AwayFind is a great service for that) and seeing your calendar fill up in places where you have holes for other things (ScheduleOnce or Calendly can help with that). But you’re the first line of defense and you need to do that work up front in order to build durable and clear boundaries. Customizing notifications so that you only deal with emails that set off specific ringtones is just one way to ensure your boundaries can be created and maintained.

I’m fortunate in that I run my own company, but even if you don’t have that in your corner, you can craft boundaries in certain aspects of your life that can make things easier – and it won’t be as challenging as you think.

4. Don’t fill every moment

hourglass todoist blog

Hyperscheduling can cause overwhelm, which steals quality time over the long run. I put very little on my calendar and that gives me better perspective over my day. The daily themes are there as well to guide what should go on the calendar for specific days and ScheduleOnce has blocked out certain days from being infiltrated at all.

Filling every moment can also keep you from having valuable downtime so that you can recharge. Even if you feel the need to do ‘brain dead tasks’ then use a tag (or in Todoist’s case, label) to identify tasks that you could do while in that state. When you schedule too much, you don’t leave yourself enough room to breathe…and grow.

Whether you meditate or simply do nothing during those empty moments, leave them empty. It’s okay to have moments of boredom or silence because it’s often in those moments where breakthroughs occur. I’ve had many great ideas come to me when I’m simply sitting in my office occasional chair, and if I didn’t give myself that time and space, then my ability to have those ideas would be diminished or eliminated.

5. Foster self awareness every day

journal todoist blog

It took me a while to figure out how to do this, but once I did it was game-changing. Self awareness can only really come through repeated activity and – more importantly – reflection. Looking back and looking inward forges a better path going forward. Awareness is a huge factor in personal productivity because it impacts the ‘personal’ part of it. And that part is connected to home life, work life, family life, and more. So when you’re trying to foster that self awareness and want to improve yourself, then making strides every day is key.

That’s why I keep a daily journal.

I don’t have a rigid structure to my entries because I know I’d be less inclined to keep writing in it as part of my evening routine. Instead, I simply write freely, exploring all aspects of my life throughout my journal. Some days my words number in the hundreds, other days I pen only a few sentences. The key is that I do it daily so that I keep a chronicle of self awareness. Doing this also allows me to review my task list on a semi-monthly basis, which aligns well with what Todoist offers when reviewing completed tasks. You don’t need to have a specific journal app or book, either. You could use Evernote if you want or grab a program like Day One. It doesn’t matter what you use, it only matters that you do it regularly.

In fact, if you do all of the above regularly then you’ll be that much closer to having it all. It doesn’t get much better than that, does it?

What strategies have you found effective to have both a happy home and to achieve work-life balance? I’d love to hear them! Leave a comment below…

About the author: Mike Vardy is an author, keynote speaker, and productivity strategist. He’s the founder of Productivityist  an online resource designed to help people be more effective, more efficient, and better overall as a result. He’s the author of several books, including The Front Nine: How To Start The Year You Want Anytime You Want and The Productivityist Workbook. You can find him on Twitter as @mikevardy.

Want to organize your tasks with the best task management app and online to-do list? Todoist can help you on 10+ platforms! Get Started - It’s Free or Learn More.



Subscribe icon

Ready to feel more motivated than ever?

Get the world’s best productivity tips sent directly to your inbox.