6 Ways to Incorporate Short Breaks into Your Workday (And Why It Matters for Fundraisers)

Do you ever feel overwhelmed with the sheer number of projects you’re juggling at work? If you work in fundraising—whether in major gifts, planned giving, or annual campaigns—you know how mentally and emotionally taxing it can be. Between donor calls, meetings, campaign planning, and putting out fires, it’s easy to burn out.

The reality is that fundraising is not just about strategy and numbers—it’s about relationships. And relationships take energy. If you’re exhausted, mentally drained, or unfocused, your ability to engage with donors, craft compelling messages, and close major gifts will suffer.

The Science Behind Short Breaks

Research shows that taking short, intentional breaks can significantly improve concentration, creativity, and productivity. According to a study from the University of Illinois, short breaks help restore focus and prevent cognitive fatigue. Similarly, The Pomodoro Technique, a popular time management method, advocates for 25-minute work intervals followed by 5-minute breaks to maximize efficiency.

So, how can you implement short, effective breaks into your day without losing momentum? Here are six practical ideas tailored to fundraisers and nonprofit professionals.

1. Close Your Eyes and Listen to Music

Many of us have our favorite music readily available on our phones, Spotify playlists, or even old MP3 players. Instead of scrolling through emails or LinkedIn on your break, try this instead:

• Find three calming songs that relax you.
• Close your eyes, lean back, and allow the music to wash over you.
• Focus on breathing deeply while listening.

Why it works for fundraisers: Fundraising is high-stakes work. From making the perfect major gift ask to navigating tricky donor conversations, stress levels can spike. Music has been shown to lower cortisol levels, helping you relax and approach your next meeting with a clear mind.

Try this: Create a “Fundraiser’s Recharge Playlist” with motivating but soothing tracks. Need suggestions? Check out this curated playlist on Spotify.

2. Close Your Office Door, Prop Up Your Feet, and Breathe

If you work in a busy nonprofit office, finding time to decompress can be difficult. Try this simple exercise:

• Close your eyes and take deep breaths, counting backward from 50 to 1.
• Focus on the sound and feel of your breath.
• If your mind wanders to your year-end appeal deadline, gently bring it back to your breathing.

Why it works for fundraisers: You likely spend hours crafting donor letters, strategizing planned giving outreach, and pitching major gift prospects. A mental reset will allow you to re-engage with your tasks with fresh energy and focus.

Want to take it further? Consider mindfulness apps like Headspace or Calm, which offer guided breathing exercises tailored to professionals.

3. Take a Brisk 10-Minute Walk

Getting outside or even just walking around your office can reset your brain and boost productivity. If you feel sluggish, this is an excellent way to reignite your focus.

Why it works for fundraisers:

• Fundraisers are constantly engaged in persuasive communication. Whether it’s a donor lunch or a capital campaign proposal, you need to think clearly and articulate well.
• Movement enhances creativity—great for brainstorming new donor engagement strategies.

Try this: Instead of scrolling through your phone, walk around the block while brainstorming ways to personalize your next donor outreach email.

Looking to improve your work environment for better productivity? Check out Make Your Office Work for You for practical tips on optimizing your space.

4. Splash Cool Water on Your Face

Sometimes the simplest actions have surprising benefits. A quick trip to the restroom to splash cold water on your face and wrists can help you feel alert and refreshed.

Why it works for fundraisers:

• Donor meetings can be draining—especially if you’re handling objections or rejections.
• After a long grant-writing session, a quick refresh keeps you sharp for the next task.

Pro tip: Keep a small misting spray bottle at your desk with cool water or a light facial mist. A quick spritz can boost energy instantly.

5. Power Nap for 10-15 Minutes

Many workplaces frown upon naps, but if you have a 15-minute break, a short nap can be a game-changer.

Why it works for fundraisers:

• Fundraising is an energy-intensive job. A short nap can restore cognitive function and help you refocus on donor stewardship.
• Major donor cultivation involves strategic thinking—napping has been shown to enhance memory and problem-solving skills.

Try this: Set a timer for 10-15 minutes and close your eyes in a quiet space. When you wake up, you’ll feel recharged and ready for your next big donor call.

6. Change Your Scenery

Fundraisers are creative professionals—you’re constantly crafting compelling donor stories, building relationships, and strategizing. A change of scenery can spark new ideas and reset your mindset.

Why it works for fundraisers:

• Stuck writing a planned giving brochure? Move to a different office or a coffee shop.
• Struggling to refine a major donor pitch? Work from a different part of the building.

Bonus Tip: If you work from home, switch locations—move from your desk to the patio or a different room. For more insights on how to be effective while working remotely, visit Promotion and Productivity While Working from Home.

Wrapping It Up: The ROI of Short Breaks

Taking intentional breaks isn’t about being unproductive—it’s about maximizing your efficiency. In fundraising, where donor relationships and campaign success rely on energy, clarity, and engagement, short breaks can be the difference between a lackluster campaign and a record-breaking one.

By incorporating these six strategic breaks, you will:

• Avoid mental burnout and fatigue.
• Approach donor meetings with renewed focus.
• Enhance creativity in writing appeals and gift proposals.
• Improve energy levels for long-term donor cultivation.

Further Reading and Resources:

• How to Cultivate Major Gifts Effectively
• The Science of Taking Breaks at Work
• Mindfulness Techniques for Nonprofit Professionals
• Make Your Office Work for You
• Promotion and Productivity While Working from Home

Remember—your fundraising success is a marathon, not a sprint. Taking short, intentional breaks doesn’t slow you down—it fuels your long-term impact.