Why breaks from work are needed

There are several barriers that can prevent people from taking effective breaks. For example, technology, which allows for 24/7 availability, has blurred the boundaries between people's work and personal lives. Some industries with "hustle cultures" have also glorified "overwork as a badge of honor," Schabram and Barnes write.

However, "[t]he human body and brain are not designed for relentless, uninterrupted effort," Schabram and Barnes write. "Like any high-performance system, we need periodic downtime to recharge, recalibrate, and maintain peak functioning."

Breaks are a necessary part of preventing and reducing fatigue, both physically and cognitively. They help restore glucose, which is used up during heavy cognitive activity, and calm down the body's stress response systems, which can impact cardiovascular and immune system health.

Breaks "allow people to reset, reduce stress, and regain perspective and focus," Schabram and Barnes write. Social interactions during breaks can also strengthen relationships and help people build community, which in turn improves trust, psychological safety, collaboration, morale, and resilience across a team or organization. 

How to take more effective breaks

To take more effective breaks, Schabram and Barnes recommend considering these seven attributes:

1. Duration and timing

Although people often believe that only long breaks can be beneficial, short breaks that last even a few minutes can significantly reduce fatigue and improve focus.

In general, several short breaks or a few longer ones will have similar effects and taking time to have both is better than only having a few short breaks.

However, the timing of your breaks is generally more important than the length of a break. For example, taking a break in the morning can boost resource recovery throughout the rest of the day. Taking a break after a cognitively demanding task can also help sustain energy and focus. 

2. Physical activity

"Breaks that involve physical activity, such as taking a short walk or using a stationary bicycle, give you the best chance of recovering and returning to an energetic, productive state," Schabram and Barnes write.

Employers can encourage physical activity during breaks by providing walking paths, ergonomic stretching areas, or encouraging participation in short physical activities as a team.

3. Cognitive recovery

Cognitive relaxation is crucial for resetting your mental focus, clarity, and creativity at work. Some helpful techniques include mindfulness exercises or progressive muscle relaxation. Organizations could provide quiet places for reflection or guided relaxation tools.

4. Social Interaction

Social interactions at appropriate times can also play an important role in people's recovery. For example, positive interactions during lunch breaks can help improve people's moods and lead to better performance in the afternoon.

5. Creativity

"Recovery does not require all cognitive efforts to cease — only those that are draining," Schabram and Barnes write. "Breaks can be leveraged as opportunities for reflection, brainstorming, or engaging in mentorship, creating value for both the individual and the organization."

6. Autonomy

According to research, when employees choose how to spend their breaks, the potential energizing effects will increase.

For example, working parents may choose to skip morning or midday breaks so they can leave at an earlier time or not have to work on the weekends. Some employees may also prefer to spend time alone instead of at a mandatory group activity.

In general, organizations should provide their workers with a variety of break options and trust that they will be able to meet their personal needs.

7. Time for personal tasks

Chore-related breaks, such as managing personal responsibilities, can also be beneficial. Taking time to attend to personal tasks, such as a doctor's visit or the dishes, can reduce people's mental load, which will allow them to be more focused and productive when they return to work.

2. Normalizing and supporting workers taking breaks

Leaders should explicitly encourage people to openly take breaks and to use any PTO "without hesitation, fear, or guilt," Schabram and Barnes write. It's important to have transparent policies and clearly communicate with employees about taking breaks.

Leaders should model taking breaks and encourage others to do the same when possible. Out-of-office messages can also help set clear boundaries about when breaks are occurring.

3. Discouraging 'face time'

Avoid pressuring your employees to always be "on." According to Schabram and Barnes, you may need to review — and potentially change — performance metrics that encourage performative work habits.

"Take a critical look at whether well-intentioned policies are achieving their expected outcome or indirectly harming productivity by promoting break-taking subterfuge," Schabram and Barnes write.

4. Trust your team

It's important for leaders to trust their teams to know when to take breaks and when they need to focus on work. Research also supports the idea that workers are perfectly capable of balancing work responsibilities with necessary time off when given agency to choose what to do with their time. Even when employees prioritize work and delay their breaks, they will come back more restored because they were able to choose what to do with their time.

Overall, "[w]hen teams normalize breaks, they collaborate more effectively and sustain their performance," Schabram and Barnes write. "And when organizations embed recovery into their culture, they unlock long-term resilience, innovation, and retention."