Not Every Task Needs a Tool: How to Simplify Your Workflow

We live in a world overflowing with productivity apps. There’s a tool for time tracking, project management, note-taking, habit tracking, meal planning, mood tracking — and that’s just Monday. But here’s a quiet truth I’ve learned from working with creative entrepreneurs, neurodivergent minds, and mission-led founders: more tools don’t mean more clarity.

In fact, sometimes they get in the way.

What Happens When You ‘Overtool’

At first, adding a new system feels exciting. Maybe even empowering. But over time, things get noisy:

• You're bouncing between 4 apps for one project.

• You forget where the “real” notes are.

• You lose time maintaining the tools instead of doing the work.

• You start to feel like your productivity system is just another job.

Sound familiar?

What Simplifying Actually Looks Like
At Luna Young Assist, we build workflows around people — not platforms. Here’s what simplifying might look like:

1. Start With Function, Not Features

Instead of “What app should I use?” ask:

“What needs to get done — and what would make that easier for me?”

Sometimes a sticky note, Google Doc, or repeating calendar event beats a robust platform that overwhelms you.

2. Use One Tool for One Core Function

Try assigning each tool a single job:

• Calendar → time tracking

• Google Drive → file storage

• Clickup → task list

This reduces mental friction and keeps your attention anchored.

3. Don’t Be Afraid to Go Analog

Some of the most grounded systems I’ve built with clients involve:

• A weekly paper planner

• A recurring Sunday review checklist

• A whiteboard for rotating focus areas

Simplicity lets you see and trust your system.

Minimal Systems, Maximum Impact
When your workflow reflects how your brain naturally functions — not how a tool wants you to function — you work smoother, quicker, and with way less stress. Productivity becomes about intention, not input.

Feeling tangled in your tech stack? Let’s audit your workflow together and rebuild it in a way that actually supports how you work best. Start with a message below or check out the Free Productivity Handbook for a DIY reset.

Stay Focused,

-Lulu 🩷

The Science of Better Focus: 5 Research-Backed Hacks to Beat Distractions

Hey Bestie!

If you’ve ever sat down to work and somehow ended up scrolling through old group chats or reorganizing your desktop icons, you're not alone. Focus is slippery — especially when your mind is juggling five things and your phone pings every 10 seconds.

I’ve been there. As someone who juggles multiple projects and supports creative business owners daily, I’ve had to build systems that don’t rely on superhuman willpower. Instead, I turned to the science. These five focus hacks are backed by experts in neuroscience and productivity — and they’ve genuinely helped me get my brain back on track without burnout. We are keeping it brief, so here’s an introduction to these techniques!

Work in 90-Minute Focus Cycles

Your brain runs on natural alertness cycles called ultradian rhythms, which last about 90–120 minutes. During this time, you're biologically primed for high focus — but after that, you need a break to reset.

Psychobiologist Dr. Ernest Rossi introduced this concept in The 20-Minute Break, showing how working in sync with your body's rhythm increases mental clarity and reduces burnout. Neuroscientist Dr. Andrew Huberman also supports this strategy on his Huberman Lab podcast, recommending deep work sessions followed by rest to optimize brain performance.

Tip: Work for 90 minutes, then take a 15–20 minute break (off-screen, ideally).

Use Timed Sprints (Pomodoro Technique)

According to researcher Dr. Gloria Mark in her book Attention Span, the average person focuses on a screen for only 47 seconds before switching tasks. To fight this, timed sprints like the Pomodoro Technique help create urgency and structure.

The idea is simple: set a timer for 25 minutes of focused work, then take a 5-minute break. After four cycles, take a longer 25–30 minute break. The visible countdown helps reduce mental fatigue and improves sustained attention.

Tip: Use a physical timer or apps like Tomato Timer or Focus Keeper to stay on track.

Batch Similar Tasks to Avoid “Attention Residue”

Ever feel foggy after jumping between tasks? That’s “attention residue,” a term coined by Dr. Sophie Leroy in her research on task-switching. Her study, published in Organizational Behavior and Human Decision Processes, found that shifting between unrelated tasks slows performance and increases errors.

To counter this, group similar activities together — for example, answering emails all at once or reserving one block of time for creative work. This helps your brain stay in a single cognitive mode.

Tip: Try themed days or blocks (like “Admin Mondays” or “Creative Mornings”) to protect your focus.

Design a Cue-Based Work Environment

Your environment plays a key role in shaping behavior. According to Dr. BJ Fogg, founder of Stanford’s Behavior Design Lab and author of Tiny Habits, consistent environmental cues can condition your brain to enter “work mode.”

For example, working in the same spot each day, using a specific playlist, or diffusing a certain scent can all signal your brain it’s time to focus. Over time, these cues create a behavioral pattern that reduces resistance to starting.

Tip: Keep your workspace minimal, use the same sensory signals (like light or sound), and eliminate distractions during deep work.

Schedule Time Away from Screens

Dopamine-driven tech like social media trains your brain to crave novelty — making it harder to focus on one task. In Digital Minimalism, computer science professor Cal Newport explains how scheduled “digital detoxes” can reset your brain’s attention systems.

Newport suggests limiting optional tech use and creating friction between you and time-wasting apps. Tools like One Sec (which adds a delay before opening apps) or Freedom (which blocks sites) help break the dopamine loop.

Tip: Set aside one screen-free hour per day, or try a “tech Sabbath” on weekends to rebuild your attention span.

Final Thoughts

Focus isn’t just a productivity buzzword — it’s a form of self-respect. You deserve to work in a way that supports your brain, your energy, and your creativity. These tips aren’t about squeezing more out of yourself; they’re about aligning with how your mind actually functions so you can do great work without frying your circuits.

Pick one strategy and test it for a few days. Then come back, tweak it, and add another. Real productivity isn’t about overhauling everything overnight — it’s about building something sustainable, one intentional choice at a time. If you find yourself still feeling stuck, send me a message so we can find a method that works for you!

Stay Focused,

-Lulu 🩷

The Myth of the ‘Strong Friend’ – And Why I’m Done Being Her

You don’t have to hold it all to be worthy of love, success, or rest.

For most of my life, I’ve been that person—the driven one, the one with all the answers, the one who shows up, handles it, and holds it down for everyone else. I’m ambitious, I’m resourceful, and I love building things that matter. But over time, I realized I wasn’t just building a business—I was building an identity around being "the strong one."

And let me tell you: that identity gets heavy.

I convinced myself that slowing down would mean losing my edge. That if I asked for help, I’d be giving away control. That rest was something you earned after burnout—not before. Like many high-achievers, I equated my value with output. I thought my resilience had to look like doing it all alone.

But it doesn’t. It can’t. And honestly, it shouldn’t.

Delegation Isn’t a Weakness—It’s Leadership

At a certain point, I had to admit that doing everything myself wasn’t a flex. It was a bottleneck. It was keeping my business small and burning me out in the process.

So I started asking for help.

I brought in people I trusted to support the vision I’ve built—folks who believe in it as much as I do. And something shifted: I had more time to think clearly, more energy to create, and more space to be human and successful at the same time.

According to a Gallup study, CEOs who master the art of delegation generate 33% more revenue than those who struggle with it. That’s not just a small difference—it’s a direct link between letting go and scaling up. Delegation isn’t about handing off busywork; it’s about making space for leadership. When high-level thinkers allow themselves to focus on vision instead of being buried in execution, businesses grow faster, teams feel more empowered, and decision-making becomes more strategic. The data is clear: delegation isn’t a sign you’re doing less—it’s proof you’re building something bigger.

The business didn’t suffer. It grew.
My ideas didn’t slow down. They expanded.
And I didn’t become less of a leader. I became a better one.

Unlock True Leadership

It’s time to stop holding yourself back with the myth that leadership means doing it all yourself. True leadership isn’t about carrying the weight alone—it’s about knowing when to lean on others and trusting your team to help carry the load. If you’re ready to step into the next level of your leadership, to be the visionary and strategic leader you’ve always been meant to be, now is the time to make that shift.

Let’s talk about how you can start delegating with purpose, creating a sustainable business, and building the support system you need to truly thrive. Reach out below, and together, we’ll make sure you’re leading with clarity, strength, and the right kind of support behind you. It’s time to stop hustling in isolation and start leading with intention.

Stay Focused,

-LuLu 🩷

Hustling with Hurt: What It Means to Be a “Productive” Business Owner with Fibromyalgia

Kicking butt and shattering stereotypes—one painful day at a time.

Hey Besties!

Let me tell you, I know all about suffering (and hustling) in silence. I was diagnosed with fibromyalgia this month—but the pain started years ago. Since 2018, I’ve been living with this constant, shapeshifting ache and electricity that no one could explain. I’d wake up exhausted, sore, and foggy, even after resting. Every doctor visit ended with shrugs or vague suggestions. Eventually, I started questioning myself. Maybe I’m just weak. Maybe I’m just not built for this. I wondered if I just couldn’t hack it—mentally or physically. Was I lazy? Overdramatic? Broken somehow? It’s wild how quickly doubt can move in when you don’t have answers. But now I have a name for it. And with that name comes clarity, grief, and—strangely—relief.

As a business owner, people often see the work: the launches, the schedules, the strategy, the confidence. What they don’t see is that behind the scenes, im actually living with a chronic illness that causes widespread nerve pain, fatigue, and an invisible weight on every part of my being. And like many others with invisible illnesses, I’ve mastered the art of showing up while suffering quietly.

It’s a unique kind of resilience. And it's real.

Success With Struggle

Even the queen herself, Lady Gaga, has been vocal about her shared struggles with fibromyalgia. She got up-close and personal in her Netflix documentary Gaga: Five Foot Two, allowing cameras to capture moments of her physical pain to shed light on the syndrome. In a 2018 Vogue interview, she said:

“I get so irritated with people who don’t believe fibromyalgia is real. For me, and I think for many others, it’s really a cyclone of anxiety, depression, PTSD, trauma, and panic disorder, all of which sends the nervous system into overdrive, and then you have nerve pain as a result. People need to be more compassionate. Chronic pain is no joke. And it’s every day waking up not knowing how you’re going to feel.”

It’s the same for me. Sometimes I wake up ready to conquer the to-do list. Other days, I wake up feeling like my body’s been unplugged from its own power source. There’s no warning. No predictability. But as entrepreneurs, we’re told that hustle culture is the only way to make it—wake up at 5am, do the thing, crush the day, repeat.

But what if your hustle looks like getting dressed?
Or replying to just one email from under a weighted blanket?
Or writing a business plan with tears in your eyes and pain in your bones?

That’s still hustle.
That’s still courage.
That’s still you, doing the damn thing despite it all.

What Does “Being Productive” Even Mean?

In the productivity world, there’s this unspoken rule: if you’re not hustling, you’re not trying hard enough. But what happens when your body literally won't let you hustle the way they want you to? When every step forward costs you spoons you don’t have?

For me, productivity has had to take on new meaning. Sometimes, it looks like getting through emails and folding laundry. Sometimes, it’s just getting dressed. Other times, it’s planning out a week of client work from my bed with a heating pad on my spine. And that counts. Every small win counts.

The world likes to sell us a one-size-fits-all version of success. But if you’re living with chronic illness—mental or physical—your version of success might look wildly different. That doesn’t make it less valid. In fact, I’d argue it makes it more powerful.

Hustling Doesn’t Mean Ignoring Your Body

We’re taught that success requires pushing past pain. But real growth, sustainable success—it comes from learning how to listen to your body. From building a business that works with your limits instead of punishing you for them. From finding your own rhythm, even if it doesn’t look like anyone else’s.

Productivity, for people like us, doesn’t come from constant motion. It comes from intention. From knowing which days we can give 100%—and which days we can only give 10%, and that 10% is still worthy of celebration.

You’re Not Alone in This

I’m writing this because someone out there needs to hear it. Maybe you’re a business owner. A student. A parent. A dreamer. Maybe you’re all of those at once. And maybe your body doesn’t always cooperate with your ambition.

But you are not alone.
You are not lazy.
You are not broken.

You are living in a world that moves too fast for the kind of healing you deserve—but you’re still showing up. And that makes you a hustler in the truest sense. Not because you’re always grinding, but because you keep going when it would be so easy to give up.

You redefine what it means to rise.

And that’s a kind of success no one can measure—but you can feel it, in your bones, every time you get up and try again.

💌 Let’s Keep This Conversation Going

If you’ve ever felt like your body was holding you back from your dreams—I see you. I’m with you. And I’d love to hear your story.

Share below if this post spoke to you. Let’s build a community where we normalize rest, honor our limits, and rewrite what it means to be successful—together.

If you or someone you love is living with chronic pain or mental illness, please know there are people and organizations that care. Here are resources with support for both physical and mental health challenges. I am here for you as well, and will offer assistance in any way I can. You deserve support. You deserve softness. You deserve peace—even on the days you don’t feel strong.

You’re still grinding. And that matters more than anything.

-LuLu 🩷

How Caffeine Is Secretly Sabotaging Your Productivity

Hey Bestie!

Be honest—do you ever find yourself reaching for a coffee (or an energy drink) way past noon, knowing full well it's going to mess with your sleep? Because... same.

I used to think I could power through, but lately, I've been rethinking my habits—especially when it comes to sleep. If I want to show up fully focused and productive, I need rest that actually restores me. So, I'm working on cutting down my caffeine intake (yes, even my beloved afternoon pick-me-up) and getting serious about better sleep.

Because let's be real—poor sleep = poor productivity. And if you've been feeling foggy, unfocused, or like your to-do list is never-ending, it might not be a time problem—it might be a sleep problem.

I recently came across an article that really caught my eye: Caffeine Can Disrupt Sleep Even 12 Hours After You've Consumed It. It breaks down just how much caffeine lingers in your system and messes with your rest. What the Research Says

What the Research Says

A study from the SPRINT Research Centre at Australian Catholic University put this to the test. Over a 21-day period, participants were given either 100 mg or 400 mg of caffeine—or a placebo—at different times: 12, 8, or 4 hours before their usual bedtime.

Researchers tracked their sleep using wearable monitors and diaries, and measured caffeine levels through saliva samples. The goal? See how timing and dosage affect sleep quality.

The Results Were Eye-Opening

When participants consumed 400 mg of caffeine (about two strong coffees) just four hours before bed, here’s what happened:

• It took them longer to fall asleep—on average, 14 minutes more

• They lost nearly 50 minutes of total sleep

• They experienced a significant drop in deep sleep (aka the restorative kind your brain and body really need)

So even if you fall asleep eventually, caffeine could still be quietly sabotaging the quality of your rest.

What This Means for You

If you find yourself feeling groggy during the day, unfocused, or like your productivity is dragging, your afternoon caffeine habit might be playing a role. It’s not always about how much sleep you think you’re getting—but how good that sleep actually is.

Try This Instead:

• Swap out your afternoon coffee for herbal tea or a walk outside

• Avoid caffeine at least 6–8 hours before bed

• Use a sleep tracker or journal to see if changes make a difference

This one is definitely a work in progress! If you're working on building better habits and need some accountability, let’s do it together. Send me a message—I’d love to hear what changes you're making!

Here’s to better habits (and maybe switching to afternoon tea).

-Lulu 🩷

Burnout? Never Heard of Her—How Gen Z Is Redefining Success

Being a Gen Z business owner just hits different.

Hey Bestie!

Let me tell you, I do not work the way older generations do—and honestly, I don’t want to. I build my days around what actually works for me. That means prioritizing my mental health, setting my own pace, and making productivity sustainable.

I used to think success meant running myself into the ground, always being “on,” and filling every second with work. But that’s not what builds a long-term business. Now, I work smarter—using automation, boundaries, and actual rest to make sure I don’t burn out before I even reach my biggest goals.

I came across this article, and it really put things into perspective: Why You Should Fear the Gen Z Business Owner. I'll let u read it for yourself, however, comparisons like "Just as Batman villain Bane quipped, “Oh, you think darkness is your ally. But you merely adopted the dark. I was born in it, molded by it,” it’s not too far off to see a 23-year-old start-up business owner thinking the same about someone twice their age who is launching a business, mimicking their behavior," no lies were told. We’re in high demand because we don’t just work hard—we work differently.

Here's how we're doing it differently (and why it's working):

1. We Use Tech to Work Smarter—Not Harder

Forget drowning in spreadsheets and endless task lists. Gen Z entrepreneurs are leveraging tools like:

• Automation platforms (Zapier, Make, Calendly) to handle repetitive tasks

• Project management apps (Notion, ClickUp, Trello) to stay organized without micromanaging ourselves

• AI assistants to brainstorm, write content, and speed up admin

By letting tech handle the busywork, we free up time for the big stuff—strategy, creativity, and rest.

Tip: If you’re spending more time organizing tasks than doing them, it might be time to streamline your systems.

2. We Build Our Work Around Our Lives—Not the Other Way Around

The 9–5 grind? We’re not doing that anymore. Gen Z business owners are designing flexible workflows that reflect their actual energy, focus, and goals. That might look like:

• Working in short, focused sprints

• Taking intentional mid-week breaks

• Running businesses from our phones between creative bursts

We’ve learned that productivity isn’t about the clock—it’s about momentum. And we build momentum by honoring how we actually function best.

Mindset Shift: Your business should support your life, not swallow it. Period.

3. We Take Mental Health Seriously—Because Burnout Isn’t a Badge

We don’t glamorize all-nighters or being “booked and busy.” We know that rest is productive. That’s why Gen Z founders:

• Normalize therapy, rest days, and creative breaks

• Set boundaries around work hours and client expectations

• Use tools that protect their peace (Focus apps, phone limits, morning routines)

We don’t believe success has to hurt. It should feel aligned, sustainable, and worth waking up for.

Remember: If you’re constantly exhausted, it’s not a productivity issue—it’s a systems and self-worth issue.

People are paying attention to how we do things. They see the balance, the efficiency, the fresh way we approach success. And if you ever feel like you’re doing things your way instead of the “traditional” way? You’re not wrong—you’re ahead of the curve.

Let me know: which of these shifts have you made in your business? Or which one are you ready to try next?

Your Right Hand,

Lulu 🩷

I Scheduled Every Minute of My Day—And It Actually Helped Me Get My Life Back

How one simple productivity tool helped me reclaim my focus, reduce burnout, and get real about my time.

Hey Bestie,

So, I’ve been trying something a little intense lately—scheduling every single minute of my day. Like, down to the minute. Sounds like a lot, right? Honestly, I thought so too at first. But once I started using an app called Structured (not sponsored, just obsessed), I realized this wasn’t about turning into a robot—it was about getting my mental space back.

Why I Tried Time Blocking Down to the Minute

I’m someone who’s always had a love-hate relationship with to-do lists. They’re great until they become this never-ending scroll of chaos. I needed something more visual, something that forced me to choose where my time was going instead of letting it slip away between distractions.

That’s where Structured came in. It’s a sleek little app that lets you break down your day into blocks—like class periods, but for adulting.

Takeaways

Here’s what started changing for me once I began using Structured daily:

Clarity > Chaos

I stopped constantly asking myself “What’s next?” or flipping between five tabs. When your day has a clear flow, your brain can chill out and actually do the work.

No More Time Amnesia

Before, I’d get to the end of the day and wonder, “Where did all my time go?” Now, I can look back and actually see what I accomplished—and where I lost momentum.

I Schedule Breaks (Yes, on Purpose)

The app taught me to respect rest as much as work. I physically drag a little block onto my timeline that says "break" or "walk" or "breathe"—and I stick to it.

Pros + Cons

Lets be real, not everything is peaches, so lets go over some positives and negatives I’ve noticed personally. Having a system like this in place can helped reduce my decision fatigue and shortened my transition time between tasks. I know i’m accomplishing the most important tasks in my day, and it helps me build my awareness around how long it takes me to do a certain task. On the flip side, this type of rigidity can leave you feeling unmotivated or even stuck if you thrive on flexibility. Blocking out time to plan your days ahead of time is key to being successful, and unexpected interruptions may throw off your day.

That said, you don’t have to schedule every single minute to benefit. Even blocking out just your “focus hours” or your non-negotiables can go a long way.

Who This Might Work For:

• Artists building their own lane and juggling both creative flow and logistics

• Passionate business owners with big visions but not enough hours in the day

• Creatives who want more structure without losing their spontaneity or spark

• Go-getters trying to stay consistent without burning out in the process

Final Thoughts

This method has helped me feel more in control of my time. It’s not about being busy—it’s about being intentional. Whether you’re working toward a big goal or simply trying to build better habits, creating structure can help you protect your focus and energy.

If you decide to try it, I’d love to hear how it goes. Has scheduling your day helped you stay more productive and balanced? Let me know your thoughts—I’m always interested in how others are making productivity work for them.

Check out the Structured app here.

Stay focused,
Lulu 🩷