Because you asked: Managing life — in and out of the office

Welcome back to “Because you asked,” our productivity advice column featuring Laura Mae Martin, Google’s executive productivity advisor. She’ll answer your questions about how to work smarter with Google Workspace. If you missed our last post, check out “Rethinking how you work.”

Our question comes from Majo, who asks, “What would you recommend to parents on those days when our kids need a lot of our time, like sick days and no-school days? How do you stay productive? What system do you use to prioritize?”

Thanks for your question, Majo. With kids back in school, you may be juggling work demands with after-school activities and strict bedtime routines. Toss in a sick day or school conference and it can feel like you’re losing control of your week.

Flexible systems and routines can help you accommodate last-minute changes. Explore these techniques to stay productive while being there for your kids.

Protect your Power Hours 

Those two or three hours each day when you have the most-productive energy are your “Power Hours.” Save them for your most important projects.

• Swap morning carpool during your “Power Hours” for the afternoon pickup run.

• Schedule personal appointments outside of these time slots.

• Group personal meetings around a monthly “appointment day,” when possible.

Develop routines that smooth your way forward

Routines can improve the flow of your day and give you mental space to focus and achieve.

In my morning routine, I use timers to signal my young kids when to get dressed, eat breakfast, and head out the door. It’s a way to “gamify” morning activities. One flows into the next. And I never need to look at a clock or say, “It’s time to go!”

Use a when: then model to trigger a new behavior by linking it to an existing task:

• When it’s Tuesday night, then I make tacos for dinner.

• When I put my kids to bed, then I make my list of priorities for tomorrow.

Use this approach to manage last-minute interruptions. When I need to pick up my child early, then:

• I quickly scan my commitments.

• I decide which can be delegated and which can wait.

• I reach out as needed.

Build in backup or buffers

Build backups into your childcare plan and anticipate unexpected events.

• Create a childcare plan for days when your child can’t attend school.

• Schedule a buffer day every few weeks — like a no-meeting Friday or a day for deep work — to give yourself time to take care of bumped items.

• Leave a little slack in your schedule so you can stay on track when things pop up.

Use generative AI (gen AI) tools

Gen AI tools like Gemini for Google Workspace can help you catch up when you need to miss a meeting. Gemini can take notes, outline action items, and even assign you follow-up tasks.

Let Gemini streamline school-related tasks. For example, it can:

• Summarize lengthy PTA messages.

• Draft school emails when your child is sick.

• Help you reschedule commitments and activities.

Conclusion

Flexible systems and routines can help you stay productive when family needs interrupt your day. Be sure to add downtime to your routine so you can unplug and recharge. You’ll regain your energy and feel more present and connected — at home and at work. Check out “Balancing productivity and wellbeing.”

If you’re already part of the Workspace Community Forum, submit your own questions at the Google Workspace Q&A. 

Check out more productivity tips.