None of It Lives on a Calendar
A Collision Problem
A recent Harvard Business Review article by Leah Ruppanner and colleagues describes the mental load as "a collision problem." I read that line and felt it in my bones.
The mental load is the steady background work of planning, tracking, remembering, and anticipating. It runs underneath your job and your home at the same time, all day long.
Mine got to be too much. I couldn't focus. My decisions felt slow. My error rate started to bother me. Creativity went missing.
The authors name those same four costs: focus, decision speed, errors and creativity. Reading their list felt like reading my own performance review.
The Culprits are Small
Here's my recent running list. Nothing on it would make anyone gasp. That's the trouble.
At work:
- Time zone gymnastics with collaborating colleagues.
- Which 360 raters still haven't responded, and how many nudges is too many.
- The follow-up email I drafted in my head during a coaching session and never actually sent.
At home:
- Remembering which Tuesday the cleaner comes (every other one), so we can clean before the cleaner comes.
- Remembering I'll be out of town for next month's, so that one needs rescheduling, because asking everyone else to get the house ready felt like one more thing to manage.
- The chewable allergy medicine. We're almost out.
- Which days she'll eat hot lunch and which days I pack.
- Flu shots, timed for a day we can afford to be out of commission afterward.
Each one takes seconds. Together, they never stop running.
None of it Lives on a Calendar
All of it takes up space.
That's what makes the mental load so slippery. You can see a packed calendar. You can't see the forty small reminders humming underneath it.
The article makes a point I keep coming back to. Because this kind of depletion is invisible, people misread it as poor time management. The fix gets framed as a better planner or an earlier alarm.
And once it's poor time management, it's our fault. We assume we have the means to fix it, so falling behind starts to feel like a moral failing. We aren't measuring up because we can't keep up.
Chiefs of staff know this territory well. Their best work is anticipating what others will need before anyone asks. That same skill follows them home, where it keeps running after the laptop closes.
What Leaders can do
The research offers a practical playbook. Here's how I'd put it to the leaders I work with.
With your team
- Get curious about what's underneath. In one-on-ones, ask what's taking up space this week, at work and beyond. Listen without judging the answer. Then decide together what can come off the list.
- Mean it when you say "flexible." If someone steps out for a sick kid, the work can wait until tomorrow. Decide which hours your team truly needs to overlap, and let the rest breathe.
- Plan for hard seasons before they arrive. Every team eventually has someone going through one. Decide ahead of time who backs up whom, and thank the people who step in by name.
- Go first. Your team watches when you log off far more closely than they read the handbook. Take the whole vacation. Let them see you leave for school pickup.
The mental load moves in every direction, so the support has to as well.
With your peers
- Ask the question nobody asks. "What are you carrying this week that no one can see?" One honest answer in a leadership meeting gives everyone else permission.
- Trade coverage deliberately. Back each other up during crunch periods, with clear handoffs instead of quiet favors.
- Get the remembering out of one head. The renewals, deadlines and recurring prep that only one person tracks belong in a shared system.
With your boss
Chiefs of staff are uniquely placed here. They see their principal's load up close, and their own load tends to disappear inside it.
- Make the principal's load visible to them. Map what's on their mind, what can be delegated and which decisions can wait. Batch the rest.
- Protect their offline time, and ask them to protect yours. A principal who truly logs off gives the whole team permission to follow.
- Settle response expectations out loud. Agree on what genuinely needs an answer tonight. Everything else can wait for morning.
- Name your own capacity. A chief of staff who always absorbs one more thing teaches the principal there's no limit. Saying "I'm at capacity, what should come off?" is strategic work too.
None of these require a new budget line. They require attention.
Lifting the Fog
If your best people seem tired in a way a vacation doesn't fix, look underneath the calendar. If that person is you, start there too.
I spend my days helping leaders who carry more than anyone can see. Naming the load is the first step to lightening it. You don't have to do it alone.
If this sounds familiar, I'd love to talk.
Read the full article:
"The Invisible Work Draining Your Best
Employees," Harvard Business Review, July 24, 2026.










