You’re probably thinking that we’ve already covered remote working. In many ways, yes. In the midst of this battle between hybrid, remote and in-office, individuals, managers, and organizations are all trying to reach a compromise. Let me start by saying there is no magic solution. Routines are a very basic yet very simple issue that I believe is overlooked.
Routines are a part of our lives from the beginning. From birth, we are taught routines – from feeding and sleeping times to class timetables and bedtimes. In the teenage years we enjoy the freedom to “go to bed when we want”. It’s as if we are free from a certain routine, or at least a part of it. If you are in college or university, your timetable will continue, and if you work, there is a schedule to follow. Or, at least there was. Lockdowns were implemented and people were forced to keep up with their routine. During their commute, they would get up and go running or meditate. As time passed, the motivation to maintain a routine began to fade. This motivation slipped and now people are lulled by the idea that routines are a nuisance. They are now free of this nuisance.
They are, in my view, wrong. Routines are not restrictive. They are one of our most powerful tools, both individually and in organisations. They bring order out of chaos. They are able to inspire and drive performance and, ultimately, unlock sustained productivity.
Let’s break it down further and start with the individual. People who follow a set routine create a mental frame work that allows them to operate more efficiently. The cognitive load is reduced because the decisions are already made. Consider, for instance, situations such as when to get up, check your emails or take a break. Routines are easy to follow. Even though it may seem trivial, the decisions you make, such as when to get up, can add up. It frees mental energy to be used for creativity and higher-order thinking. This frees up mental energy for higher-order thinking and creativity.
Routines have a positive impact that goes beyond their efficiency. Routines can actually give a feeling of psychological security – a predictable pace that reduces stress and anxiety. As we’ve all learned over the last few years, stability is important in dealing with uncertainty. The mental health crisis will not go away, we know this. Knowing what you can expect gives you a sense control and boosts your confidence.
There are obvious benefits for individuals. But what about teams, managers and leaders? Routines are just as important, if they’re not more, in organizations. Routines help create consistency, both in terms of behaviours and expectations. If a company or organization builds routines into their culture, through regular team checks-ins or structured workflows or daily stand-ups they are setting a tone that says: We are organised, focused and value our time. You would be hard-pressed to find anyone who did not value these qualities and traits in the organization they work for.
Routines are not rigid. In fact, the exact opposite is true. Routines provide a solid foundation on which flexibility can be developed. Once the basic principles are established, people can adjust within this framework. Everyone operates differently, so we know that what works for someone may not work for you. A hybrid team, for example, might start the day by having a video call. This is true even if everyone works from different locations or on different tasks. This touchpoint anchors your day and ensures alignment without stifling individual autonomy.
The benefits of productivity are obvious. Routines help people achieve a flow state. In a state of flow, work feels effortless, natural and engaging. You may have experienced this and understand what I mean. The concept of flow, popularized by psychologist Mihaly Cikszentmihalyi is directly related to increased performance and greater satisfaction at work. People tend to drift without structure. They react instead of planning and have difficulty prioritising. What happens? Inefficiency and distractions waste time. RescueTime’s 2021 study found that distractions cost workers an average of 2,5 hours per day. Context switching and lack structure were the main culprits. Routines are not only important for productivity but also to preserve time, energy and attention.
Organisations with a focus on routine, and review mechanisms to ensure that routines are effective, tend towards better results. High-performance teams share structured rituals such as retrospectives, reviews of performance, and planning cycles. They are not arbitrary, but exist because they work. They encourage continuous improvement, create a cadence and drive momentum.
It’s probably time to stop seeing routines as an old-fashioned way of working or as something that limits creative thinking. Let’s reframe routines as a way to achieve clarity, resilience, and high performance in an unpredictable world. It’s true that the future of work will be flexible and hybrid, but it doesn’t have to be chaotic. Routines, if they are carefully designed and followed consistently, can help us bring back structure without losing our freedom. Freedom without structure is nothing but noise. Routines can help transform that noise into harmony.
