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Why Most Routines Fail—and How to Create One That Doesn’t

Why Most Routines Fail—and How to Create One That Doesn’t

Finally, a routine that actually fits your lifestyle and goals.

Shana Mdluli
November 22, 2024

“I know routines are good, but they make me feel trapped.”

This is something I heard a client say.

I’ve heard my friends say it.

I’ve even heard my mom say it.

Yes, my mom.

And I’m someone who loves routines.

I genuinely feel my best when I have a routine and follow through with it.

Whether you like routines or not, it’s baked into our psychology to have them.

If you observe anyone closely, no matter how spontaneous they are, you will find order in their chaos.

Everything we do follows a routine, albeit unconscious, but a routine nonetheless.

So what happens when you know routines are good for you but they make you feel suffocated or trapped?

What if you could create a routine that adapts to life’s curveballs but still gives you clarity, focus and control?

Let’s get into it.

Rigidity Is The Enemy of Freedom — Not Routines

The truth is traditional routines are designed for predictability.

They are not for the dynamic, unpredictable world you live in as an entrepreneur or creator.

Fires pop up.

Life happens.

Priorities shift.

Energy fluctuates.

Sticking to a schedule can not only feel hard but also unrealistic.

And the more rigid your routine, the less freedom you feel you have.

Rigidity is the enemy of freedom.

And when you have a rigid routine, freedom

They box you in with unrealistic expectations of your day, ignoring the natural ebb and flow of energy, creativity, and external demands.

If you miss or get derailed in your morning routine, you feel like you’re off to a bad start and that mood affects the rest of your day.

If uncompleted tasks are piling up, you wonder why you have a daily schedule because you’re still overwhelmed.

You feel so tired that you don’t want to do your evening routine. It stresses you out more than it relaxes you.

But on the flip side, having no routine creates just as many problems.

With no structure, you:

Struggle to prioritise what matters.
Waste time deciding what to do next.
End the day feeling busy but unproductive.
Lose mental energy dealing with every little thing that comes up.

The problem isn’t having a rigid routine or no routine.

The real problem is the mindset behind these approaches.

Rigid routines prioritise control over adaptability, while no routine sacrifices direction altogether.

Both miss the mark.

But what if there’s a middle ground?

A New Approach: A Flexible Routine

Remember how I mentioned that I love routines?

One of the reasons I love routines so much is because they are adaptable.

There is no one-size-fits-all.

You can create a routine that works for you, one that prioritises flexibility and freedom while giving you direction and clarity.

A flexible routine changes the game by combining structure with adaptability.

It offers enough guidance to keep you productive while allowing room for life’s unpredictability.

Having a routine isn’t about micromanaging every hour and every action you take; it’s about creating a framework that supports your natural rhythm and goals.

Why flexible routines work:

They honour your energy levels. Instead of using willpower to get through tasks, you align your work with your natural peaks and valleys.
They focus on priorities and progress, not perfection. A routine should be built around what matters most to you. But even when things shift — which they will — you still make progress.
They create space for creativity and spontaneity. Creativity doesn’t come from absolute freedom. When you have the right constraints and conditions, you maximise your creativity. But you also have room for the unexpected. You’re free to explore ideas, solve problems, or simply enjoy your day.

The power of a flexible routine is that you start each day with clarity and direction but still have the freedom to adjust when necessary.

How to Build Your Flexible Routine

Here’s a step-by-step framework for designing a routine that adapts to your life while keeping you productive:

1. Identify Your Core Priorities

Focus on the most important tasks in your life—the essential tasks or goals that drive your business forward.

Ask yourself: “What are the 1-3 things I absolutely need to accomplish today?”
Write these down every morning or the night before. These will anchor your routine.

2. Build Anchors, Not Timelines

Instead of rigid time blocks, create daily rituals that act as anchors:

A morning ritual to start your day with intention (e.g., review your priorities, meditate, journal).
A midday reset to check progress and refocus.
An evening wind-down to reflect, plan for tomorrow and unplug.

Anchors create consistency without locking you into strict timelines.

3. Track Your Energy Levels

Your energy fluctuates throughout the day. Use this to your advantage:

High-energy periods: Tackle deep work, creative projects, or decision-heavy tasks.
Low-energy periods: Do lighter tasks like responding to emails, organising, or brainstorming.

Pay attention to your natural rhythms for a week, and design your routine around them.

4. Use the 3x3 Method

Keep it simple and achievable:

Identify 3 main tasks to complete each day. These are your non-negotiables.
Add 3 smaller, optional tasks to tackle if time and energy allow.

This method keeps you focused without feeling overwhelmed.

5. Embrace Buffer Time

Life is unpredictable. Include buffer time in your routine for breaks, unexpected tasks, or moments of rest.

Example: Schedule 15-30 minutes of “breathing room” after major tasks or meetings.

Buffer times like this ensure that small disruptions don’t derail your day.

6. Reflect and Adjust Weekly

At the end of each week, review what worked and what didn’t.

Did you feel productive and balanced?
Were your priorities aligned with your actions?
What changes can you make for next week?

Flexibility isn’t just a daily practice—it’s a mindset that evolves over time.

By implementing a flexible routine, you’re not just building a system; you’re creating a lifestyle that supports your goals, values, and well-being. You’ll:

Spend less time planning and more time doing.
Avoid burnout by aligning your work with your energy.
Stay productive even when life gets messy.

More importantly, you’ll experience the freedom and control that comes from knowing you’re moving forward, no matter what the day brings.

Now it’s time for action.

Use the framework above to design your flexible routine for the week:

Identify your core priorities.
Anchor your day with rituals.
Align your tasks with your energy levels.

Start small and adjust as you go.

Remember: The goal isn’t perfection—it’s progress.

p.s.

If you’re ready to take your productivity and performance to the next level, I can help.