Are you constantly putting out fires?
Responding to emails, messages and tasks the moment they appear, yet still ending the day feeling like you didn’t get anything important done?
That’s reactive mode.
It’s draining, disorganised and deeply frustrating.
In fact, a 2023 Deloitte survey found that 77% of professionals have experienced burnout at their current job, and the top contributor was an “always-on” culture of reactivity. The world is working faster than ever, but faster doesn’t always mean better.
As a productivity coach, I see this pattern all the time. Smart capable people stuck in cycles of busyness that don’t move the needle. The good news? These habits are learned – and that means they can be unlearned.
Here are three of the most common habits keeping you stuck in reactive mode and how to finally break free.
1. Saying “Yes” before thinking it through
You want to be helpful. You want to be liked. You want to be seen as reliable. So when someone asks for your time, energy or input, you say yes. Instantly.
But every yes is also a no to something else – usually your own priorities.
Break free by practising the pause. Instead of answering right away, say:
“Let me check my schedule and get back to you.”
This gives you time to reflect and prioritise before committing.
Remember: boundaries are not barriers – they’re bridges to better focus.
2. Living in your inbox
If the first thing you do every day is open your inbox or chat app, you’re letting other people’s priorities dictate your day. Your brain gets hijacked before it even has a chance to focus.
According to McKinsey & Company, the average professional spends 28% of their workweek reading and responding to emails. That’s more than a full day lost every week to reactive communication.
Break free by starting your day with your own agenda.
Pick one high-impact task and commit to 90 minutes of focused, uninterrupted work before checking messages.
It might feel uncomfortable at first, but the clarity and progress you’ll gain will change everything.
3. Planning but not prioritising
You may have a planner full of to-dos but if you’re treating everything as equally urgent, you’ll keep reacting instead of leading.
Break free by using my favourite tool: the Power of 3.
At the start of each day, identify your top 3 priorities. Not 10. Not 20. Just 3.
Ask yourself:
- What will truly move me forward today?
- What aligns with my bigger goals?
A Harvard Business Review article highlights that multitasking and decision fatigue reduce productivity by up to 40%, reinforcing the importance of clear daily priorities.
This simple habit helps you stay anchored even when the day tries to pull you in every direction.
The shift from reactive to intentional
Being busy isn’t the goal. Being intentional is.
If you’re stuck in reactive mode, you’re not broken – you’re just overdue for a reset. It’s time to slow down, zoom out and work from a place of clarity, not chaos.
And if you’re ready to break the habits that are burning you out, I’d love to help.
Let’s get you back in control of your time, your energy and your life.
Book your free clarity session today at https://calendly.com/call-claudia-romero/15min
