The feeling of being overwhelmed often stems from administrative chaos. It’s the scattered documents, the disorganized email threads, and the constant switching between tasks that drains your mental energy. This friction makes it difficult to focus at work and even harder to disconnect when the day is done. What if the key to a more centered life wasn’t about willpower, but about creating better systems? In our Achieving Balance Series, we explore how streamlining your daily workflows can give you back control. We’ll look at how thoughtful organization can reduce stress and create the space you need to be fully present.
What Does “Achieving Balance” Really Mean?
Work-life balance is a concept that has been dragged out and discussed time and time again. It’s a perennial favourite because, as much as we’re aware that a balance of the two is healthy and productive, we’re not always good at maintaining it.
For entrepreneurs and others in high-demand jobs, achieving a good balance between work and other priorities may be harder still.
So, how do you maintain a good work-life balance?
This is the question we put to a group of entrepreneurs and busy professionals. Beyond the lists, the tips, the click-bait titles, how do busy people keep on top of everything? Some do it well, others have room for improvement (don’t we all?). In this series, they share how they manage their work-life balance.
First in our Achieving Balance series is Jan Meyer, the CEO and Owner of Rutherford and Meyer.
What do you day-to-day/long term to ensure you have a good work-life balance?
It is difficult and I’m lucky to have a husband (Russell) who has a much more laid back attitude to work than I do. This is not a negative, but having two people in a relationship who are both so focused would be difficult and detrimental to the wellbeing of the children and our relationship.
Exercise is hugely important to my wellbeing. My day starts early-ish (5:30am) with exercise and then ends early as a consequence. I enjoy daytime more than evening. I am not a big TV water and would rather read a book – that is my downtime. Russell would argue that downtime is a tidy house!
What tools do you use to help you maintain work-life balance?
None, unless you count my Outlook calendar. Generally I remember what is happening each week. I am just very organised both at work and at home. The children will tell you if they want anything organised/sorted out, they will come to me, and if they want anything fun done/picked up from somewhere/dropped off somewhere/and so forth, they’ll go to Russell. It is hugely important that we are so different, as it makes for great balanced environment for the children.
Do you think you’re good at keeping a good balance?
Yes. Although work is my focus, I ensure that I undertake activities that support the children and keep me involved in the community. I choose to do things that I can do primarily from my desk regardless of where I am in the world. I also make sure that I take time to go to the children’s activities both during the day, at night or on the weekend.
How do you choose what to prioritise in both work and life?
Work takes priority unless there is something that the I need to be at for the children. I always ensure that I make time for them.
The reason for work taking priority is that as a CEO & owner there are a large number of stakeholders who rely on the business producing positive results. Additionally I am competitive and like to see positive results.
What’s your advice to other people who feel like they struggle with work-life balance?
You need to make a decision about what your focus is and to accept it. When you own a business or are the CEO of a company, you need to understand your vision and that will drive your focus. If your focus is to having a growing business, then I don’t believe you can have both work and lifestyle at the same time.
I firmly believe that there are stages in your life where work and life mean different things. Currently life outside work is around the children. We have two children that are very active and our focus is around them and their activities. Thus my downtime is currently centred around them with my friends taking a bit more of a backseat – that doesn’t mean I don’t like to have a glass of wine!
When they [the children] leave home, our focus will return to spending more time with our friends who will be in the same boat! Russell and I already know that when they leave, some of our downtime will be focused more on supporting those less fortunate than ourselves.
You need decide that work is your priority or lifestyle is your priority and be happy with that. On saying that, you also need to remember that if you don’t make time for friends and family, when the time comes around that you need help and support, they will not be there. Friends need to be real friends, not just work-related friends.
Rutherford and Meyer are a team of foodies that believe food should always be fresh, flavourful, and fun. They now produce a line of complimentary fruit pastes, spreads, crackers, wafers and honey to take your cheese platter to the next level.
A Critique of Traditional Work-Life Balance
The traditional idea of work-life balance often brings to mind a perfectly even scale, with “work” on one side and “life” on the other. The goal is to keep them in perfect equilibrium. But this concept is becoming increasingly outdated. For many of us, work and life are not two separate entities but are deeply intertwined.
Trying to maintain a strict separation can create more pressure than it relieves. The constant effort to keep these two worlds from touching can feel like a second job, leading to guilt when one area inevitably demands more attention than the other.
Why Outdated Ideas No Longer Work
The old notion of balance suggests that with enough discipline, you can neatly partition your hours and energy. However, this approach doesn’t account for the fluid nature of modern work, especially for professionals in demanding fields like accounting, law, or finance. The pursuit of this perfect, static balance can paradoxically lead to burnout.
According to the book Achieving Balance: The Make Time Method, this rigid definition is no longer relevant and often creates more workaholics than it helps. Instead of finding harmony, we find ourselves constantly measuring and adjusting, never feeling like we’ve truly succeeded.
The “Workaholic Trap”
This flawed pursuit of balance can lead directly into what the book calls the “Workaholic Trap.” This isn’t just about working long hours; it’s a state of mind where you’re caught in a cycle of chaos and overwhelming demands. You feel like you’re always behind, and the only solution seems to be to work more, further blurring the lines you were trying so hard to draw.
Many professionals get stuck in this trap, struggling to manage the pressures of their industry. It prevents them from achieving any real sense of peace or control, making the idea of balance feel like a distant, unattainable dream.
Three Myths of Balance to Avoid
To move toward a healthier model, it helps to identify the common myths that keep us stuck. The “Make Time Method” highlights three major misconceptions that get in our way.
The first myth is that you have to do everything at the same time. This belief fuels the feeling that you must be a perfect employee, parent, partner, and friend simultaneously, which is a recipe for exhaustion.
The second myth is that productivity is the only answer. While efficiency is valuable, simply checking more items off a to-do list doesn’t automatically lead to a fulfilling life. True balance is about effectiveness and purpose, not just activity.
Finally, the third myth is that personal growth is the only thing that matters. Self-improvement is important, but a balanced life also depends on community, connection, and rest—things that can’t be measured on a performance chart.
Expert Perspectives on Achieving Balance
If the old model is broken, what’s the alternative? Newer approaches focus less on separating work and life and more on integrating them in a way that feels authentic and sustainable. Experts suggest shifting our focus from time management to energy and relationship management.
The “People First” Approach
One powerful alternative is the “People First” approach, detailed in the book People First: Achieving Balance in an Unbalanced World. This philosophy argues that the key to balance lies in the quality of our relationships, both at work and at home. It’s a simple but profound idea: when we prioritize genuine human connection, many of the stresses that throw us off balance begin to fade.
This approach offers practical wisdom to improve your business and home life by focusing on how you interact with others. It’s about creating a supportive ecosystem where people feel valued, which in turn reduces conflict and pressure.
Specific Skills for Better Relationships
Putting people first involves developing specific skills. It starts with being a real, authentic person and learning to connect with others easily. This means dropping the professional mask and showing up as yourself.
It also involves using words that truly speak to people and learning how to help your coworkers become high-performing team members. When your work relationships are strong and collaborative, the workplace becomes a source of support rather than stress, making it easier to manage your energy and commitments.
The “Make Time Method”
Another effective framework is “The Make Time Method.” This strategy helps people cut through the noise of daily tasks and focus on what is genuinely important. It’s not about doing more; it’s about doing more of what matters.
This method provides a clear path for professionals to escape the “Workaholic Trap” by shifting their perspective from being busy to being intentional. It’s a structured way to align your daily actions with your long-term goals, creating a sense of purpose that transcends the daily grind.
A Personal Motivation for Change
The creator of this method, Dr. Parry, was inspired by a deeply personal event. His father passed away suddenly at a young age, a tragedy that forced him to confront his own workaholic tendencies. He realized he needed to live his life with purpose rather than letting work consume him.
This powerful origin story highlights a crucial truth: the quest for balance is often driven by a desire to live a more meaningful life. It’s about ensuring that our hard work serves our deeper values, not the other way around.
Key Steps to Implement the Method
So, how do you put this method into practice? The first step is to focus on your most important life goals. By identifying what you truly want to achieve in the long run, you can make better decisions about where to invest your time and energy each day.
The second key step is to set clear boundaries between work and home. This doesn’t mean a rigid 9-to-5 schedule, but rather a conscious decision to protect your personal time. This could mean turning off notifications after a certain hour or dedicating specific times for family without work interruptions.
How Technology Can Support a Balanced Life
It might seem counterintuitive, but technology can be one of your greatest allies in achieving a more integrated and balanced life. When used thoughtfully, the right tools can automate tasks, streamline communication, and create the structure needed to protect your time and mental energy.
Streamlining Workflows to Reclaim Your Time
The goal is to work smarter, not harder. This is where a comprehensive platform can make a significant difference. For example, by using a system that combines document management, email filing, and secure client communication into one place, you can drastically cut down on administrative busywork.
Tools like SuiteFiles are designed to create seamless workflows for busy teams. When you’re not wasting time searching for files or managing scattered email threads, you reclaim valuable hours. That time can be reinvested into focused, high-impact work or, just as importantly, into your life outside the office.
Using Document Management to Set Boundaries
A robust document management system is more than just a digital filing cabinet; it’s a tool for setting boundaries. When all your files are organized and accessible from a central location, you eliminate the late-night scramble to find a critical document. You can confidently log off, knowing everything is exactly where it needs to be.
Features like templates and auto-filing reduce the mental load associated with repetitive tasks, making it easier to transition from work mode to personal mode. A secure client portal allows you to share information without relying on a constant back-and-forth of emails. By creating efficient, reliable systems, you empower yourself to be fully present at work and fully disconnected when you’re not. If you’re ready to build better boundaries, you can try SuiteFiles for free.
Frequently Asked Questions
What should I aim for instead of “work-life balance”? Instead of picturing a perfectly even scale, it’s more helpful to think in terms of work-life integration. The goal isn’t a rigid separation of your two worlds, but a more fluid and intentional way of managing your energy and focus.
This approach is about being fully present in whatever you’re doing. When you’re at work, you’re truly working. When you’re home, you’re truly home. It’s less about counting the hours and more about feeling a sense of control and purpose in each area of your life.
The CEO in the interview says you have to choose between work and lifestyle. Is that really true? Her perspective reflects the intense reality many business owners face, where the business often requires being the top priority to succeed. It’s less about a permanent choice and more about recognizing that different seasons of life demand different levels of focus.
The key takeaway is to be conscious of your priorities. You might decide that for a specific period, your career needs more of your attention. The important thing is that you are making that decision actively, rather than letting your to-do list make it for you.
I feel stuck in the “Workaholic Trap.” What’s the first practical step I can take? A great starting point is to get clear on what you truly want in the long run. Take some time to define your most important goals, not just for your career but for your personal life as well.
When you have a clear vision of what matters, you can use it as a filter for your daily decisions. This clarity helps you distinguish between tasks that are simply urgent and tasks that are genuinely important for moving you toward the life you want to build.
How can organizing my files and emails actually reduce my stress? Administrative chaos creates constant, low-grade stress. Every time you have to hunt for a document, search through scattered email threads, or switch between different apps, you drain your mental energy. This is the friction that leaves you feeling exhausted at the end of the day.
When you use a single, streamlined system for your documents and communication, you remove that friction. You no longer have to waste brainpower on finding things, which frees you up to focus on meaningful work and makes it much easier to fully disconnect when you log off.
I’m too busy to set up new systems. Isn’t that just more work? It can certainly feel like another task on an already full plate. However, it’s helpful to see it as a short-term investment that pays off significantly in the long run. Consider all the time you currently lose to inefficient processes each week.
Implementing a more organized workflow automates repetitive tasks and creates a reliable structure for your team. You invest a small amount of effort upfront to save yourself from countless hours of frustrating, low-value work down the road.
Key Takeaways
- Define balance on your own terms: Forget the outdated idea of a perfect 50/50 split. True balance is fluid and changes with your life’s seasons, so focus on integrating work and life in a way that aligns with your current priorities.
- Focus on connection, not just your to-do list: Being productive isn’t the same as being fulfilled. Prioritize building strong relationships and aligning daily tasks with your bigger goals to create a more meaningful work rhythm.
- Let technology create structure for you: Use smart systems to streamline your workflows and organize your digital space. This reduces the mental energy work demands, making it easier to set clear boundaries and be fully present in your personal time.
