How Do You Maintain a Work-Life Balance?
Striking the perfect work-life balance is a perennial challenge for small business owners. To offer guidance, we've compiled twenty-nine pieces of advice from Founders, CEOs, and other business leaders. From practicing energy mapping to upholding clear work-life boundaries, discover a spectrum of strategies to harmonize your professional and personal life.
- Practice Energy Mapping
- Carve Out 'Me Time'
- Prioritize Progress Over Perfection
- Hire Right and Delegate
- Delegate and Enjoy Personal Pursuits
- Schedule Regular Micro-Vacations
- Implement a Results-Only Work Environment
- Engage in Community Activities
- Block Off Time for Passions
- Set Reasonable Work Hours
- Outsource Non-Critical Tasks
- Build Systems for Lifestyle Support
- Empower Teams Through Delegation
- Learn to Say No
- Schedule Self-Care Like Meetings
- Join a Supportive Community
- Utilize Efficient Technology
- Plan for Spontaneous Activities
- Lead by Example with Balance
- Incorporate Healthy Daily Habits
- Introduce Learning Breaks
- Implement Daily 'Unplug' Routines
- Create a 'Shutdown' Ritual
- Embrace the Imbalance
- Define Clear Work Boundaries
- Treat Life Like a Garden
- Set and Stick to Clear Boundaries
- Know When to Hire
- Uphold Clear Work-Life Boundaries
Practice Energy Mapping
Knowing how to do 'energy mapping' is critical for small business owners who want to manage work-life stress. This process entails paying attention to your energy levels throughout the day and attempting to do your most important and time-consuming tasks when your brain performs at its best, then prioritizing rest and completing mundane tasks during lower energy periods.
It may seem simple, but this approach can be transformative because it enables you to improve work efficiency while also respecting your body's natural energy cycles, allowing you to prevent burnout and develop higher self-fulfillment. Energy mapping is an effective tool when you're trying to balance work demands with personal needs and can be instrumental in leading a well-managed lifestyle.
Carve Out 'Me Time'
I've never been a fan of the term 'work-life balance,' especially for small-business owners. Building a business from the ground up requires a sizeable effort, and I'm yet to meet a successful entrepreneur with a perfectly balanced routine. In my experience, working across international markets and time zones means my days start early and often stretch longer than most.
Yet, to stay motivated and maintain balance, I make it a priority to carve out 'me time' where I deliberately focus on activities I love.
Prioritize Progress Over Perfection
My top advice for maintaining a work-life balance as a small business owner is simple: prioritize progress over perfection. At the start of ZenMaid, the focus was always on speed and getting the right product to market, not on perfecting every operation. This strategy helps you make the most of your time and resources by focusing on core growth activities that have the most impact on your business's success. Keeping this perspective helps maintain momentum without getting dragged down by every minor issue that arises.
Hire Right and Delegate
I am co-founding a couple of businesses, and I am able to mostly maintain a 40-hour workweek through the use of modernized systems and efficient processes. Hiring the right staff is also an important part of this process.
The general rule is to "hire staff for the roles that cost the least," and you do the role that would cost the MOST to replace. For example, you be the electrician, and you hire administrative help, not the other way around.
When it comes to mental energy, this is where the 40-hour workweek is really a lot more. Despite only working eight hours a day, four days a week, owning a business requires you to be responsible for everything, which keeps your mind occupied all the time: brainstorming ideas, worrying about a project, etc. There are no shortcuts to it, but it is extremely rewarding if you have the faculties to do so. Good luck!
Delegate and Enjoy Personal Pursuits
Striking the right work-life balance has been pivotal to both my well-being and our business success. One piece of advice I'd offer is to prioritize your tasks and delegate when possible. Early on, I would often handle everything from design to customer service, stretching myself thin. Learning to trust my team with responsibilities allowed me to step back and enjoy personal pursuits, like weekend hikes with my family. This shift not only improved my own life balance but also empowered our team, enhancing overall productivity and job satisfaction at PinProsPlus.
Schedule Regular Micro-Vacations
One piece of advice I can give to small business owners for maintaining work-life balance is to schedule micro-vacations. This is a period of downtime for a few hours to a full day, regularly throughout the year, not just during a month-long vacay.
What I suggest here is to plan these micro-breaks in advance, placing them on your business calendar as non-negotiable time off. As a result, during these micro-vacations, the goal is to completely disengage from the workplace and engage in whatever it is that makes you feel re-energized (throw in a day outdoors, head to a local museum, or just spend some quality time with family at home). This way, you not only prevent burnout, but you also remain continually energized, a reality that repurposes the need to press the mental 'reset' button for our busy, chaotic lives.
My personal experience is that, since participating in these planned and timed micro-vacations, I have returned to my work with fresher ideas, new perspectives, and have become much better at my job. It's always helpful to not let my professional demands overpower my personal life.
Implement a Results-Only Work Environment
We have introduced a results-only work environment (ROWE), in which employees are measured on results, and hours of work are ignored. The focus is on productivity, not seat time. Moving the focus from hours to results creates a results-oriented culture. Rest is seen as supporting high-quality output. Senior leadership modeling work-life balance involves logging off at a sensible time and taking care of one's health, so long as outcomes are being delivered. This policy has been well received, as it fits with our commitment to both wellness and performance.
Engage in Community Activities
We can help by encouraging ourselves and our teams to immerse ourselves in the local community as much as possible. For example, at Superbee, we always try to foster cooperation with the locals through schemes and organizations that aim to assist the community and also contribute positively to one's work-life balance. Whether you're participating in a local community scheme to help, or deciding to attend an event as volunteers, this takes you out of your daily comfort zone and orients you towards something more important: life.
This all ties in nicely with the community and serves as a great mental palate cleanser - the 'Oh, we did a great job. Thanks. Good team. How cool is that?' - it's beneficial for everyone. It creates a collegial work environment where we can come together to meet local needs, and I know it will strengthen the relationships among us, which in turn will bolster all of us, build morale.
When you're out in the community, it makes you feel good about yourself, knowing you can step out of your cubicle or office building and make a difference. It's about how that's going to help you balance what you do for a living with the other interests you have in your life, and it's one of the many good reasons why I'm involved in the community and giving back. It really adds richness to your life and your work environment in ways that, more or less, your standard team-building retreat does not.
Block Off Time for Passions
As the founder of a company that helps businesses onboard global talent and scale into new markets, I have firsthand experience in facing the challenges that come with juggling a growing business and personal life. One thing I will always tell fellow business entrepreneurs is to block off time for your passions, not just for work. Owning a company can easily consume every minute of every day, but knowing you have set aside specific hours of the day for your personal passions prevents burnout and creates overall productivity. Whether that is family time, hobbies, or exercise, making them non-negotiable appointments in the calendar is how you can maintain the balance of work and life.
Set Reasonable Work Hours
Leave work at a reasonable hour. Working long hours can negatively impact your health and productivity. Although you might feel guilty if you think you haven't put in enough time at your small business, working longer hours isn't an option. Working for many hours doesn't mean you are more productive. The best way to ensure that you are not overworking is to pick a set number of hours a day that you will spend at your business.
I typically spend 45-50 hours a week managing my small business, but I started with 40. The primary objective is to ensure you still have plenty of time outside your business to recover, reenergize, and strategize. When you have adequate time for relaxation, you always return to work feeling refreshed and ready to tackle new challenges.
Outsource Non-Critical Tasks
Delegate and outsource. You cannot do everything yourself. You can free up time and energy by delegating or outsourcing some non-critical tasks. Hire a virtual assistant to handle some of your administrative tasks, a social media manager to jazz up your online presence, and a graphic designer to handle the creative aspects of your small business. You can also use online platforms and tools to automate some processes, such as email marketing, scheduling, and invoicing.
Delegation and outsourcing have been my good friends for many years. I only handle core tasks. Everything else is delegated to a team member or outsourced. I have also embraced artificial intelligence, which has helped me automate a wide range of mundane tasks. Automation not only frees up my time but also allows everyone to focus more on what they do best. I believe in working smart, not hard. Remember, you are the captain of the ship. Steer it wisely, not single-handedly.
Build Systems for Lifestyle Support
Work-life balance is an integral part of Life by Design. One key takeaway I teach my students is to be intentional with one's time and build systems that support our lifestyle.
So a decade ago, early on in my career, I made the mistake of thinking that more work would solve all the problems. That led to burnout, much stress, and little progress being made. Instead, I learned that scaling back and creating efficient systems for my business can actually free up my time to focus on what truly matters both in personal and professional life.
For example, automating repetitive tasks such as the onboarding of clients or project management can save us hours every week. We will be able to use those extra hours for family time, hobbies, or just rest.
Systems aren't just about saving time, though. They're about creating a lifestyle whereby our business runs smoothly without having to be stuck in it day after day. You see, a business is supposed to work for us instead of the other way around.
As I always say, small course corrections amount to big shifts in how we live and work. Make the small course corrections, and we will find our business and personal life going precisely in the direction we want.
Empower Teams Through Delegation
Delegate, delegate, and delegate! As a small business owner, it's easy to feel like you need to do everything yourself. But this can quickly lead to burnout. One of the best ways to maintain a healthy work-life balance is to delegate tasks whenever possible. This not only frees up your time but also empowers your team and helps them develop new skills.
Remember, you're not a superhero. You can't do it all. By delegating effectively, you can create a more sustainable and enjoyable work-life balance.
Learn to Say No
Embrace the power of saying no.
It took me a long time to understand the value of saying "no." As a small business owner, it's tempting to say "yes" to every opportunity that comes your way. After all, who wants to turn away a potential customer or a great deal? However, attempting to achieve everything will dilute your efforts. I used to feel forced to take on extra work or stay open late to please everyone, but I eventually realized it wasn't sustainable. By declining contracts or activities that did not fit with my priorities, I was able to focus on what was actually important—both in my career and in my personal life. It helped me prevent burnout and allowed me to spend quality time with my family. It is not selfish to say no; it is necessary for long-term success and well-being.
Schedule Self-Care Like Meetings
While anyone can talk about work-life balance, it isn't as simple as turning off your computer at a certain time or meditating at your desk. To really slow down and focus on the good things in life, you need to invest in them. Over the last five years, I have built, grown, and expanded my company in amazing ways, but I would have lost my motivation if I had been simply focused on hustling.
You really do have to schedule self-care the same way you would a business meeting. Put that time to work out on the calendar and treat it like an important meeting with your health. It can't be canceled; it has to be given attention. Self-care has to be a priority. It's like if you want to help someone in a plane crash, you must put on your mask first. Schedule and prioritize time to care for yourself if you want to be able to care for your people, your business, and the things that matter to you. You need to feel supported to have the energy to keep pushing and create your business.
As an employer, it is also important to take the time to find good hires and invest in their success. Having a well-trained, knowledgeable team takes a lot of the frenzy out of your own work life and the lives of your individual employees.
Join a Supportive Community
Seek support and feedback. Running a small business can be stressful and lonely if you don't have a partner or team. Things can be a little bit better if you seek support and feedback from people who understand your situation and are willing to offer encouragement, guidance, and advice. You can join a mentorship program, community, or network of small business owners to interact with other small business owners.
You should also participate in workshops and events or take courses to gain new insights, learn new skills, or expand your network. Seek feedback from your employees, clients, and customers and use it to improve your products and processes. When I co-founded our small business, I requested my former boss to be my mentor. He agreed, given the strong relationship we had forged over the years. It has now been more than a decade, and he still offers guidance and advice. The mentorship works like a charm and helps me appreciate the role of work-life balance in business growth.
Utilize Efficient Technology
Embrace technology. Using the right software and apps can make your operations more efficient, allowing you to reclaim valuable time. Think of it as creating space in your schedule for what really matters, whether that's family time or personal interests.
It's equally important to hire the right staff. Delegate tasks that are easier and less expensive to outsource, while you focus on the high-impact roles that are essential to your business. This approach not only lightens your load but also helps create a more enjoyable and fulfilling work-life balance.
Plan for Spontaneous Activities
One of my suggestions to small business owners about keeping your life and work balanced is to find ways to keep spontaneity in your schedule, which sounds like a contradiction, but it can be done. In other words, you can set aside specific times in your schedule to allow for spontaneous activities (and when I say spontaneous activities, I mean non-work activities). A spontaneous movie on a Wednesday afternoon; a surprise trip with the family; an unexpected walk in the park. These can be the very things that break up your daily grind and refresh you.
This keeps at bay the burnout that so many small business owners feel: they work and work, then feel guilty about not having some kind of fun or curiosity, or not spending more time with their family. When you have time scheduled for spontaneity, you will be able to break from work in a way that feels freeing and truly restorative, and add an element of playful surprise to your personal life. It's been a vital component of my life and has made work life and all the business challenges I face more pleasurable and more productive.
Lead by Example with Balance
For me, leading by example is the best way to establish work-life balance for myself and for my team. You should take vacations and avoid emailing your team while you are away. Sometimes, you need to be unavailable—such as when you have a doctor's appointment during business hours.
Let them know you have a life outside of work, and mention how you spend that time. For example, "I leave at 3 p.m. every Wednesday to take my son to swimming practice," or something else. That truly signals to your team that you're a whole person who makes time to live a life outside your job. But of course, there is always a limitation—you also need to make sure that everything is in place whenever you are unavailable. And so when it's their turn, they will be responsible as well.
Incorporate Healthy Daily Habits
Start with small, manageable changes in your daily routine. Maybe it's a 20-minute walk around the neighborhood after lunch, or swapping out that mid-afternoon coffee for a fruit smoothie. Gradually, these will become habits, giving you the energy and focus needed for your business.
Remember, a healthy body and mind lead to better decision-making, creativity, and productivity. So, take time each day to cherish and nourish yourself. That's my advice for maintaining a healthy work-life balance as a business owner.
Introduce Learning Breaks
One exercise I'd recommend for small business owners is to introduce 'learning breaks' into their day. Next time you take a break from your daily activities - like heading to the kitchen for a refill of coffee or exiting your workspace to check your cellphone - use this scheduled break to learn something that is unrelated to your business - say, a new language, a musical instrument, or simple meditation techniques that can be done in a minute.
I find this helps me reboot mentally and stop the calendar from becoming monotonous. Removing yourself from work to the extent that your mind is exercised in a totally different way from your job balances mental stimulation between the two, refreshing you without wasting time. It's a different kind of productivity, which gives you energy for work when you return. It's a simple way of maintaining balance, but also adding stimulation in a way that keeps curiosity or personal development fed.
Implement Daily 'Unplug' Routines
As a CEO in the mobile technology field, I've often found myself constantly connected. It felt like being "on" all the time was necessary to keep up with the pace. But I learned the hard way that this can quickly lead to burnout.
Now, I've made it a habit to unplug daily. I dedicate at least 1 hour each evening to turning off all my devices and disconnecting from work entirely. It might not sound like a lot, but that 1 hour has become crucial for me. During this time, I focus on activities that help me unwind, like spending quality moments with my family, petting my cats, or simply enjoying a quiet walk.
At first, it was challenging to step away. However, this small but consistent break has made a significant difference. It allows my mind to rest and helps me recharge. The result? I come back to work the next day with more clarity and energy, which improves my decision-making and overall productivity.
For small business owners, this practice is especially suitable because it prevents them from getting overwhelmed. Running a business often means wearing many hats, and it's easy to feel like they have to handle everything immediately. But by setting aside even just 30 minutes to an hour daily to unplug, they create a boundary that helps protect their mental health and avoid burnout.
Most issues can wait an hour or so. Unplugging isn't about neglecting your responsibilities; it's about ensuring you have the mental capacity to handle them well.
Create a 'Shutdown' Ritual
As the founder of a website development agency, my advice is simple yet profound: Create a 'shutdown' ritual. Just like you might start your day with a routine to get into work mode, end it with a ritual to signal that the workday is over. This could be as simple as turning off your work notifications, shutting down your computer, or even closing your office door. It's about drawing a clear line between work and personal time.
This ritual helps your brain transition from 'work mode' to 'life mode,' ensuring you have the mental space to recharge and enjoy life outside the office. Trust me, those small, intentional moments make a huge difference in maintaining balance and preventing burnout.
Embrace the Imbalance
This is one of my favorite questions because I have quite a controversial take.
If I had one piece of advice for small business owners about maintaining work-life balance, it would genuinely be to give up, and I don't mean give up on business; I mean to give up on finding work-life balance.
There is no world in which you can be a great business leader, a great son, a great husband, daughter, wife, and so on. You can't be all these things at the same time; there are going to be times when one needs you more than the other, right?
So a good example of this is that I tend to like to think I'm always a great business leader until my family gets in trouble, for example, or my parents need me, or someone passes away, etc. That means that I stop being a great business leader and I start being a great son, or I start being a great brother, or whatever that is. So, the first thing I would say is, when you have the mental space that your personal life isn't distracting you, your relationships aren't distracting you, is to make the most of being a business leader and sway that balance.
I often discuss it or illustrate it as being almost like a tree that flows in the wind; be that tree that flows when something's pushing, you lean into it, when something is pushing you the other way, lean into it, but if you keep straining to get this work-life balance, you'll never find it, and you'll become very stressed because by trying to have a work-life balance, you will try and be brilliant at too many things at the same time, which is impossible.
Define Clear Work Boundaries
Set healthy boundaries. It took me nearly a lifetime to learn this, but everything started to fall into place once I did. A healthy boundary means clearly defining your work hours, limits, and what constitutes exceptions to these boundaries to your team. Without these, you're always 'on,' which can take a serious toll on your mind, body, and relationships. Family and friends feel insignificant when 'just one more thing' constantly takes priority over time that should be spent with them.
Treat Life Like a Garden
One piece of advice I would give small-business owners about maintaining work-life balance is to treat it like a garden. Different areas of your life, like work, family, health, and hobbies, are like different plants — each one needs a unique amount of attention and care to thrive. Just as some plants need more water than others, work might demand more time, but that doesn't mean other areas should be neglected.
Balance isn't about giving everything equal time; it's about giving the right amount of attention to each area based on its current needs. When one part of life is struggling, like a plant that's wilting, it may need more focus for a while to regain health. The key is to stay aware and flexible, adjusting as needed, rather than expecting balance to be stagnant. Ultimately, balance is about nurturing what's important at the right time, so all areas of life can grow and flourish together.
Set and Stick to Clear Boundaries
As a small business owner, especially in a creative field like photography, my one piece of advice for maintaining work-life balance is to set clear boundaries and stick to them. By setting boundaries, such as working every day for 8 hours (non-negotiable), you give yourself a target to reach that you can then 'live life' once completed.
Having that target not only helps me avoid burnout but also makes me more focused and creative when working, whatever the job. I like to think that it's important to give yourself permission to rest and recharge.
Know When to Hire
The one piece of advice I'd give any small business owner is to know when it's time to hire. It's easy to take on more and more yourself, but by hiring early, you'll maintain a higher level of work-life balance and set your business up to scale faster. In the early days, I wore many hats, and in hindsight, I should have hired my first team member six months before I actually did. It took another year before I realized that I just didn't have my timing right when it came to getting new people on board. That year, I spent mainly at my laptop, juggling roles, and missed out on many family events and gatherings. If you're spending too much time at work, then it's time to hire.
Uphold Clear Work-Life Boundaries
Establishing and upholding clear boundaries is one tip for small business entrepreneurs to develop a work-life balance. It's easy for work to consume all your time, particularly if you're passionate about growing your company. However, without boundaries, burnout can eventually kick in.
Establish specific work hours and make a conscious effort to disconnect when the day is done
- whether that means not checking emails after a certain time or designating weekends as personal time. Delegate duties when you can, and don't be ashamed to take time off for holidays or breaks to rejuvenate.
Setting clear boundaries will help you become more focused and effective at work while safeguarding your well-being. Remember that maintaining your vitality, creativity, and long-term success as a business owner depends on striking a healthy work-life balance.
