Effective Break Planning

I used to suck at taking time off and it made me a worse founder (and a worse partner, parent & friend too). I’ve just returned from a truly fantastic break. I grew up skiing and this was my first time taking my family to the snow. It was an amazing week. But what I wish I new when I was a younger founder / CEO is just how important it is to have proper breaks. Here are my hot tips on the best way to properly unplug so that you can be an even better CEO. ❓ Why ❓ Your brain needs a break. Time off gives you fresh eyes. Much like the idea of ‘let me sleep on it’ - you come back after a TRUE break realising that something that seems like a problem actually isn’t one, and something else that seems like a problem is actually very easy to solve, etc. But also - life is for living! I LOVE being a founder, I love my job at Qwilr - but that isn’t everything. I’ve been at Qwilr for 10 years. Sorry for the cliche - but you only get out what you put in. Clay Christensen and James Allworth say this excellently in the brilliant book How will you Measure your Life - but if you’re not investing time, effort and energy in your family and friends - why do you think they’ll be there to reward you later. There is ROI in everything - not just in work. 🏝 HOW TO HAVE A TRUE BREAK 🏝 Most people don't actually have real breaks because they keep working through them. This is an error! Here are my 6 tips for ensuring you have a real break. 1. Deputise someone to act in your stead For me this is my co-founder Dylan - but you need someone senior who can take all of the Qs from the team / customers / investors / etc & they need to know whether to: A) Give the answer / make the decision B) Wait until you’re back C) Call you (absolute last resort) 2. Delete Slack, Email, LI and other work apps from your phone Muscle memory is real! If you don't do this you will check them dozens of times per day! I even do this on some weekends. It really helps. 3. Set a strong out of office This is what I used last week: Thanks for your message. I am currently indoctrinating my small children into the glories of skiing. There is even, amazingly, some good snow in Australia at the moment! As such - I will not be checking my email until August 5th. If you need help with Qwilr please reach out to our terrific support team via help@qwilr.com Cheers, Mark 4. Tidy up before you go Clear out as much as you can and tell you team more than 10 days in advance > give them the ability to reach out well before you go. 5. Do a simple handover doc Our CMO Jess Tassell (currently on leave as I write this!) does this excellently. 6. Have a free day to catch up when you get back If your first day back is empty you can catchup and not be overwhelmed. This allows you to actually relax on your trip. That's it! I hope you all have fantastic breaks and come back with fresh eyes & high energy! PS: Parents need at least one holiday per year where they are not always parenting.

“Wait… how do I actually step away from my business without it falling apart? - Plan your time off like it's a launch You’d plan a client launch, wouldn’t you? So give your break the same energy. Look ahead and block the time in your calendar. Tell your clients early—none of this “I’ll just sneak away and hope they don’t notice” nonsense. Respect your own boundaries and model it for them. - Give yourself buffer days—before and after. Because trying to pack a suitcase after a 10-hour client day? That’s a one-way ticket to Meltdown Central, complete with a dramatic ‘I have nothing to wear!’ spiral in the Tesco clothing aisle. - Don’t overload yourself the week before Easier said than done when the kids have been off, eh? But really look at where you can ease up. You don’t need to “earn” your holiday by overbooking yourself the week leading up to it. Rude to your nervous system and entirely avoidable. Think about your capacity in the two weeks leading up to your break. Say no to extra work. Move deadlines. Push back what can wait. Leave room for you to  breath and remember where you put your passport. - Lean on your team  If you’ve got a team—even if it’s one superstar VA—you don’t have to do this alone. Give someone access to the essentials. Create a Holiday Handoff Doc with “what to do if…” scenarios. If you’re solo? Consider doing a holiday swap with a fellow VA. You cover them for their break, they cover you for yours. Genius.  Community wins again. - Be brutal with your phone notifications Ask yourself: Does this notification spark joy or stress? If it’s the latter, get rid! Turn off Slack. Delete your email app if you’re feeling bold (lol nope!). Keep only the bare minimum essentials—Maps, airline apps, music (obvs). Trust me, social media life will be just fine without you for a few days (and if it isn’t, we riot). Set up a “Digital Detox” home screen on your phone and move all the temptation apps off it. Out of sight, out of mind. - Give yourself permission to actually switch off You are not a machine. Your business doesn’t crumble the second you log off (even if your anxiety tries to convince you otherwise). Taking a break doesn’t make you flaky, unprofessional, or lazy, it makes you human. So pack the book you’ve been “meaning to read” for six months. Bring the music that makes you dance like a crazy. Lie in. People-watch. Eat the crisps. Let yourself rest. Rested you = better business decisions. You come back with more clarity, energy, and possibly a tan. It’s a win-win. Your business will survive. Your brain will thank you. Your suitcase might still be overweight, but at least your stress won’t be. Out of office is officially on. Flip-flops are packed, time to unplug, dance, laugh and switch off responsibilities for a while!

The most underrated productivity hack? Taking breaks. But not just any break. Science says there’s a right way to do it. Here’s how to restore your energy (and do better work) in 5 proven steps: Rule 1: Something > nothing Even short breaks matter. Try the 20-20-20 rule: → Every 20 minutes, look at something 20 feet away for 20 seconds. You’ll reduce fatigue and give your brain a much-needed pause. Micro-breaks add up. Rule 2: Moving > stationary A walk beats a sit. Movement restores energy and improves mood. Just getting up and walking a few minutes can refresh your mind for your next task. Rule 3: Social > solo Breaks with people restore us more than breaks alone even if you’re introverted. Chat with a colleague. Call a friend. Grab coffee with someone you like. Connection is a powerful recharge. Rule 4: Outside > inside Nature boosts energy and creativity. You don’t need to hike a mountain just walk down a street with trees. Studies show even light exposure to green space can reduce stress and elevate performance. Rule 5: Detached > distracted A break isn’t scrolling Instagram. Leave your phone behind. Log off. Step away. Real breaks require real detachment. Let your brain breathe. Try this break formula: Every afternoon, take a 15-minute walk outside With someone you like Talking about anything except work Without your phone Do it daily. Schedule it like a meeting.

My work is very busy at present. I have a demanding schedule of coaching appointments, workshops, webinars, and learning design deliveries, as well as administrative tasks. So I took yesterday off to ski. Stepping away regularly from work isn't just enjoyable; it’s essential. Research shows that intentional breaks — especially active ones — deliver powerful benefits that enhance our performance and well-being: • 𝗖𝗼𝗴𝗻𝗶𝘁𝗶𝘃𝗲 𝗿𝗲𝗰𝗼𝘃𝗲𝗿𝘆: Our brains operate on an attention budget that depletes throughout the workday (you may notice, for example, that you are more capable of focused productivity in the morning than at the end of the day). Even brief breaks can replenish this resource. During physical activity, different neural pathways activate, allowing overused cognitive circuits to recover — like resting one muscle group while working another. • 𝗠𝗲𝗻𝘁𝗮𝗹 𝘄𝗲𝗹𝗹-𝗯𝗲𝗶𝗻𝗴: Breaks function to interrupt the cycle of stress accumulation. Physical activity in particular triggers endorphin release and reduces cortisol levels, creating a neurochemical reset. Research from Wendsche et al. published in the Journal of Applied Psychology found that regular work breaks were consistently associated with lower levels of reported burnout symptoms. • 𝗣𝗵𝘆𝘀𝗶𝗰𝗮𝗹 𝗿𝗲𝗷𝘂𝘃𝗲𝗻𝗮𝘁𝗶𝗼𝗻: Studies in occupational health show that the extended periods of continuous sitting that characterize professional work negatively impact cardiovascular health and metabolism. Active breaks counteract these effects by improving circulation, reducing inflammation markers, and maintaining insulin sensitivity — benefits that persist when you return to work. • 𝗣𝗲𝗿𝘀𝗽𝗲𝗰𝘁𝗶𝘃𝗲 𝘀𝗵𝗶𝗳𝘁: Psychological distance from problems activates different regions of the prefrontal cortex. This mental space triggers  an incubation effect wherein our subconscious continues problem-solving while our conscious mind engages elsewhere. Many report solutions crystallizing during or immediately after breaks. • 𝗖𝗿𝗲𝗮𝘁𝗶𝘃𝗶𝘁𝘆 𝗯𝗼𝗼𝘀𝘁: Research published in the Journal of Experimental Psychology found that walking increases creative ideation by up to 60%. Additionally, exposure to novel environments (like mountain vistas) activates the brain's novelty-recognition systems, priming it for innovative thinking. • 𝗘𝗻𝗵𝗮𝗻𝗰𝗲𝗱 𝗽𝗿𝗼𝗱𝘂𝗰𝘁𝗶𝘃𝗶𝘁𝘆: A study in the journal Cognition found that brief diversions improve focus during extended tasks. Research from Microsoft’s Human Factors Lab revealed that employees who incorporated strategic breaks completed projects 40% faster with fewer errors than those who worked straight through. The irony? Many of us avoid breaks precisely when we need them most. That urgent project, deadline pressure, or busy season seems to demand constant attention, yet this is exactly when a brief disconnect delivers the greatest return. #WorkLifeBalance #Productivity #Wellbeing

Every December, I see advisors do the same thing. They push through the holidays like taking time off is a luxury. I used to do that too. Then I took a real vacation. Phone off. Laptop closed. And it taught me more about my business than any “productivity hack” ever could. Because here’s what time off exposes: If your business can’t run without you, you don’t have a business. You have a job… with a fancy title and a lot of responsibility. The holiday season is the perfect “stress test” for this. Clients slow down. Prospects are distracted. Your team wants to be present with their families. And your own energy is running on fumes. That’s not a problem. It’s information you can use to your advantage. If you want to walk into the new year clear and ready, use the next couple of weeks intentionally. Here’s a simple holiday reset plan: 1. Lock your calendar. Pick your off days and protect them like client meetings. 2. Decide what “urgent” actually means. What can wait until January 2? Most of it. 3. Give your team ownership, not tasks. Who owns what while you’re out? If it’s vague, you’ll get pulled back in. 4. Build a 60-minute “CEO block” before you step away. What worked this year? What broke? What must change in Q1? You deserve time with your people, and your clients deserve a business that isn’t dependent on your constant availability. Take the break. Let your systems do their job. And walk into the new year proud of what you’re building.

Career & Leadership Tip: Don't confuse rest with avoidance. This tip may ruffle some feathers but a few years ago, I was juggling speaking engagements, leading a school, and running a business. I thought the answer was to take time off, thinking that stepping away from everything would help me recharge. However, I quickly realized that this wasn’t the solution. There was a time when I would call out sick to take a mental health day, thinking I just needed a break to reset. But instead of taking the time to truly recharge, I’d spend the day scrolling through social media, mindlessly consuming content, or doing other things that didn’t actually help me recover. By the end of the day, I’d still return to work mentally drained, and it would feel like I need more time. I know there’s someone reading this thinking, "Sometimes it’s okay to do nothing," and yes, I agree. But I would challenge that thought by saying: true rest doesn’t come from doing nothing in a way that leaves you feeling more exhausted. Rest is intentional. It’s about recharging in a way that fuels you, not just avoiding the work. For me, that meant planning my time wisely, being fully engaged with my kids and wife, taking time for recovery that helped me come back stronger, not more drained. This personal experience has helped me realize true self-care isn’t about escaping responsibilities; it’s about recharging so you can face them head-on. I shifted my approach by prioritizing strategic planning, breaking down my goals into manageable steps, and scheduling intentional rest alongside my work. This balance helped me avoid burnout and become a more effective leader in my business and family. Actionable Steps: Strategic Planning – Break down your goals into yearly, quarterly, and monthly steps to create clarity and structure. Set Intentional Rest – Schedule breaks that genuinely recharge you, not ones that avoid the work. Balance Work and Recovery – Plan for both focused work and recovery to maintain energy and focus. By shifting my mindset, I was able to balance hard work with rest, leading with more purpose and clarity in both my career and personal life. Now it's your turn to Take The Lead.

Either you control it, or it will control you! Our bodies and minds have limits, and ignoring the need for rest can lead to significant consequences. When we push ourselves too hard without taking regular breaks, we risk burnout, decreased productivity, and health problems. This forced downtime often occurs at the worst possible moments, disrupting our personal and professional lives. So, please: Schedule Regular Breaks: Integrate short breaks into your daily routine. For example, use the Pomodoro Technique—work for 25 minutes, then take a 5-minute break. After four cycles, take a longer break of 15-30 minutes. Prioritise Sleep: Ensure you get 7-9 hours of sleep each night. Good sleep hygiene, such as a regular bedtime and limiting screen time before bed, can improve sleep quality. Take Vacations: Plan and take regular vacations to recharge. Even short getaways can significantly impact your mental and physical health. Listen to Your Body: Pay attention to signs of fatigue, stress, and burnout. If you feel overwhelmed, take a step back and rest, even if it's just for a few hours. Incorporate Wellness Activities: Engage in activities that promote relaxation and well-being, such as exercise, meditation, hobbies, or spending time in nature. Set Boundaries: Learn to say no and set boundaries to protect your time and energy. Avoid overcommitting and ensure you have time for rest and recovery. By proactively scheduling breaks and prioritising self-care, you can maintain your health, enhance productivity, and avoid inconvenient and disruptive forced breaks.

Not everyone is free to completely unplug on vacation. Here are a few ideas to make Spring Break work (pun intended). Remember the key here is to maximize rest and relaxation. 7. Untangle your meetings. Tackle your upcoming meeting schedule before you leave. Clear those meetings and free your mind. Whereever you can, kindly communicate to your teammates that you won’t attend because you’re on vacation. If there are any meeting you must attend, those are going to be some non-negotiables for the week. You’ll need a calm location with good Internet during those times. 6. Get agreement with family (or friends) on when and how you can work. Ask loved ones when you can be available to work and when you’re all theirs. Or, decide for yourself when you need some pure me-time. Then, come up with ground rules. Example: “I will be available for calls from 11-2 on Monday, Tuesday and Friday and will check email and Slack every morning before 8 a.m. and every night after 6 p.m. For true emergencies, call my cell phone.” 5. Communicate the ground rules to your colleagues. Let the people who count on you (and you count on) know when and how you can be reached and what they can expect from you while you’re away. 4. Follow your ground rules rigorously. For your family, your colleagues and yourself – follow the ground rules! If you break your own rules, then you give everyone else permission to do the same. Don’t do it. If you’re checking email and slack as entertainment – read a book instead! 3. Take at least two whole days and nights off. You can’t rest and recharge if you don’t completely shut down that work brain. And if you’re like me, every time you open the inbox or take a work call, your mind will be in work mode for a while.  Figure out how you can really shut it down for 48 hours. 2. Remember rest is your job this week. We are more effective at work after we get a real re-charge and re-boot. If you prioritize your loved ones and self-care over all that work drama this week, you will be a superstar when you get home. 1. Do something fun/challenging/inspiring. Go for a hike. Go to a concert. Take that boat tour. If everyone else is heading out for that fun day trip and you’re thinking about hanging back at the hotel or AirBNB to catch up on emails: think again! Carpe diem. Work will be there when you get home. What do you think? Did I miss anything? Can you do this? *** Hi 👋 I'm Derek. I'm a fractional GC that believes lawyers can be happy, delight their clients, and grow their own personal health and well-being.

You don’t need a day off. You need days that don’t suck your energy dry. Most founders think the answer is more time off. Long weekends. Vacations. “Once I get through this sprint…” But if your calendar, inbox, and team still depend on you for every micro-decision, the stress is just waiting for you when you get back. Rest doesn’t fix broken systems. Support does. A few ways a strong EA can stabilize your day-to-day: - Guardrails on your calendar: Time blocks for deep work, one “meeting day,” and hard no’s on random adds without context. - Inbox triage: They turn your inbox into decisions, not chaos... pre-filtered, prioritized, and summarized so you only see what truly needs you. - Decision bottleneck audit: They map where everything waits on you and create simple rules, templates, or delegated authority so work moves without you. - Pre- and post-break playbook: Before you’re out, they clear the runway. When you’re back, they give you a one-page brief instead of a wall of fire. Time off should refill your tank, not just pause the burnout. 👉 We built a FREE Trip Planning & Itinerary Generator GPT that helps you (or your EA) design trips that actually recharge you instead of draining you. Grab the link in the comments. What’s the one part of your week that drains you the fastest right now?