Balancing workload between routine, necessary tasks and projects that move the organization forward can be very difficult. Unfortunately, too often we add activity to the wrong side of the equation, taking on more day to day, routine tasks, instead of eliminating the routine items in favor of value-adding projects. It seems as if I have been sharing this framework with many coworkers over the last two weeks, so it only makes sense to share it here.

The time balance between routine and projects should be around 80% routine and 20% projects. This maintains a balance between having enough job to be done day in and day out, while having a meaningful portion of activity that is making the organization better.

Time, however, is not the only thing to balance. The amount of brain power consumed doing routine activities should be low, around 30%, saving the other 70% for the more difficult project work. This is done by limiting issues and uncertainty so that the routine is truly routine. You should be able to almost perform the routine duties without thinking. If the normal day to day leaves you feeling mentally exhausted, it is not routine enough.

Thus, it is a very normal and healthy task to periodically monitor time and brain power spent in a given week to ensure proper balance is being maintained, then taking action to get it back in balance if necessary. You may even want to think about your key job functions, which are routine, which are not and identify an ideal mixture then work to make the week ideal. I guarantee that a balance like this will destress your life and leave you feeling accomplished because the routine is in its place, causing minimal issues and you have time left over to do meaningful work.