It was one of the first things he told me during a coaching session. He owned a highly successful real estate business. A Top 10 office, respected leader, and genuinely good person. Yet despite the success, something wasn't right. He came to coaching frustrated. Not because of his business, it was thriving. Rather…..
"At work, I'm snapping at everyone," he admitted. "And worse... I'm taking it home."
He found himself becoming increasingly short-tempered with his team. Worse still, he was taking that frustration home and snapping at the people he loved most. As we talked, he proudly shared one of the principles he had lived by for years.
“If you want something done, give it to a busy person.”
He smiled. “That’s me.”
He wore busyness like a badge of honour.
An Incredibly Organised Diary…..But!
Then I asked him to show me his calendar. Every fifteen minutes had a task assigned to it. Every hour had a purpose. Every meeting, phone call and piece of administration had its place.
It was an incredibly organised diary. Yet it was also completely unrealistic. I asked him one simple question.
“Where have you left room for the unexpected?”
He looked back at the screen. Then back at me.
He hadn’t.
Life Never Works To Plan
Like many high performers, he had unknowingly planned every day to 100% capacity.
The problem wasn’t his workload. The problem was that life never works to plan.
- A difficult client would call.
- A team member would need advice.
- A contract would fall over.
- A landlord would complain.
- A recruitment opportunity would suddenly appear.
None of these were unusual. In fact, they were entirely predictable.
But because every minute of his day was already allocated, every unexpected request felt like an interruption.
Every interruption created stress. That stress eventually became frustration.
And unfortunately, frustration rarely stays at work. By the time he arrived home, he had nothing left. When his family wanted ten minutes of his attention, it didn’t feel like ten minutes. It felt like one more thing.
Not because he didn’t love them. Because he had already spent 100% of his emotional and mental capacity before he walked through the front door.
The 80% Rule
That’s when I introduced him to a coaching model I call The 80% Rule.
Most people are familiar with the 80/20 Rule. This isn’t that.
The 80% Rule is simple. If your day realistically has room for ten important tasks, only schedule eight. Leave 20% of your capacity uncommitted. Not because you plan to do less. Because you know life will always ask for more.
“If you plan for 100% of your day, you’ll resent the 20% that life inevitably adds.”
That remaining 20% isn’t empty. It’s reserved.
- It’s where the unexpected lives.
- It’s where the difficult conversations happen.
- It’s where creativity appears.
- It’s where opportunities arrive.
And sometimes…
It’s where the people you love simply want a little of your time.
Workload Remained but Capacity Increased
Within a few weeks of changing the way he planned his days, something interesting happened. His workload hadn’t reduced. His business hadn’t become easier.
The interruptions hadn’t disappeared. But….
- His stress levels dropped dramatically.
- His team noticed he was calmer.
- His family noticed he was more present.
The work hadn’t changed. His capacity had.
The Unexpected Isn’t Actually Unexpected
The busiest people are often the most stressed not because they have more to do than everyone else. They’re stressed because they’ve left themselves no room to deal with the things they couldn’t plan for.
The irony is that the unexpected isn’t actually unexpected.
- It’s part of leadership.
- It’s a part of sales.
- It’s part of parenting.
- It’s part of relationships.
It’s part of life.
So, stop trying to fill every minute of every day.
Protect Your Capacity
The best way to protect your capacity is to leave 20% of your time and/or to-do list uncommitted. When you do:
- You’ll become a better leader.
- A calmer colleague.
- A more present partner.
- And a better parent.
Because the goal isn’t to fill your day.
The goal is to create a day with enough space to live it.
And always remember: “If you plan for 100% of your day, you’ll resent the 20% that life inevitably adds.” -Shane Kempton
This article was independently written and edited by Real Estate Today. © Real Estate Today 2026 – All Rights Reserved.
Real Estate Today is the most engaged & influential real estate industry publication throughout Australia and New Zealand.
