Flow State Business

Expanding Time in Busy Seasons

• Ruby Lee

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We’re officially in the thick of the year-end hustle—balancing work projects, holiday planning, and everything else life throws our way. I’m sharing exactly what’s on my plate right now (think Facebook ads, client calls, family commitments, and travel prep) and how I’m navigating it all without losing my flow.


In this episode, I’m taking you through the concepts of precise execution and deep work vs. shallow work, two practices that have been game changers for my productivity and energy management. Plus, I’ll share my secrets to bending time so you can approach your to-do list with ease, clarity, and even a little playfulness.


Whether you’re feeling overwhelmed by the tabs open in your mind or simply want to optimize how you work, this episode will help you create more flow, tackle what matters most, and keep your energy intact—even when life gets hectic.


  • Get my 90 Minute Productivity Flow Track here
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  • Send me a DM on INSTAGRAM 📸 here

Hello guys, welcome back to the flow state business podcast. Oh my gosh. All right. So we had another episode planned for today.  I have an episode that is coming up with my gorgeous right hand woman. Her name is Deb. She is my assistant and has been my assistant for four years and she has been with me every step of the way growing this amazing multiple seven figure brand.

And I wanted to finally have her on the podcast. To talk about her journey, supporting the business and we've done it all. It looks beautiful. We shot it on camera and unfortunately the sound just wasn't where we wanted it to be. And the podcast really needs to have super crisp audio. So we need to rerecord that one.

And so here I am on a Monday, we're going to get this episode out on a Wednesday, like we always do. I've never skipped a beat with the podcast. Also, thanks to Deb. And we're going to make this work. And I thought in sitting down today, I have 20 minutes to record this because my entire day is so chockers straight after this, I have a private call with my client on Dean and then we're off and away, we have so many things that we need done and I have a Facebook ads campaign that is being prepared in the background.

And there's a lot of things that Shakira needs from me. I also have meetings with lawyers and attorneys because exciting things are happening with our property. And we've got travel plans to make because we're going to be traveling at the end of this year into early next year. A lot of things are unfolding. 

And I thought, what better topic to talk about? Then how do you expand time during busy seasons in life and business? And now that I'm actually in the thick of it. I'm not talking at it from a theoretical perspective. I actually just want to share with you what's going on in my mind right now, when I have all the clients on my books and I'm thinking about the business always, because that's what entrepreneurs do.

And I am making sure that my team have everything they need to do their jobs beautifully. And I'm thinking about my kids and I'm thinking about my husband and I'm thinking about what Christmas gifts to get. You know what I mean? There's. Plenty of things in the mind that's going on right now. There's so many tabs open, so to speak, where it's like, they're all left open because they're unfinished things and they need to get done.

And the to do list, you know, my relationship with to do list isn't great. I don't believe in to do lists, but during this time of year, if you don't write it down or you don't have reminders going on, they can be easily missed, right? And then to overlay everything on top of that, it is Mercury Retrograde season.

I'm pretty sure up until the 13th of December. So, you know, we got a lot happening, my loves. We need to just strap in, just go with the ride, enjoy the flow,  learn to laugh things off during the season, because, you know, we ain't perfect. We have a human to serve. Our brains are doing the best that we, you know, can possibly have it functioning at its most precise way.

So that's probably where we need to start. Let's talk about precise execution. I talk about this a lot in Flow State Business, which is my signature course, teaching entrepreneurs, the science of flow and how we can be in a high flow state without burning out. And one of the topics on the inside is about precise execution.

And in order to do this, I want you to think about the archer. So I am such son, as you know, the archer is a symbol to me, which hits me in all the right places. And it is like a soul mantra for me. How do you precisely execute on all the things that you're wanting to achieve in life? And what does that actually mean? 

So precise execution isn't just throwing all the spaghetti at the wall, hoping something sticks. It is, you know, you've prepared, have you seen an archer at work? The Paris Olympics was this year and it was actually one of my favorite sports to watch. The intensity, oh my gosh, and the preparation that they have behind.

Every single shot that they take, you know, you can see literally the rash on their chin because, you know, it's just pulled up so close to their face. You can see just all the preparation with the work that goes behind the stability and the focus and plus all the equipment that they have. So as you think about this archer and they're going for bullseye, they're not mucking around, right?

Like there's also a certain period of time in order to like get that arrow across when you're in competition. And that's sort of how it feels right now. There's a period of time that we're all headed towards, whether it's year end, whether you celebrate it or not, or just because you know, like your business is going to close down over this period and you want to take some time off.

So we're all working to some sort of a milestone, some sort of a deadline. What actually needs to be precisely executed. So for me right now, if I think about it, I do need to have. a lot of assets completed and done for my Facebook ads to begin running, and I want it to run over the year end. So that's a non negotiable.

And we are putting some time aside for that with certain scripts and certain assets and certain visuals and certain copy, and all that needs to be. You know, created and reviewed, and that will be done in two or three 90 minute blocks. I'm a very big fan of 90 minute blocks as a time period to do deep work.

And I also have a 90 minute flow track, which you can access in the show notes, which sets up the 90 minutes for you. But it is also a track that is steeped with time productivity expansion. So if you know, you need a little bit of help. The music in it as well is just the best. I've picked the best mix.

So go and have a look. I think that this is something that's really going to serve a lot of us during this time period or any very busy period. So three 90 minute blocks should get me done there. I also want to start batching some content for December and January. Me and the family are going to be hitting the road.

We're going to be doing massive road trip back down to Melbourne to get there for Christmas. We're going to do a mix of  B& Bs, hotels and camping. So I really don't know how much reception I'm going to be having during that drive down. And then Christmas will be there. It'll be an entire family bonanza.

It's always nuts when I go to Melbourne during this time of year, not much time to really be on socials whatsoever, but I still want to have a presence online. I still want to keep that momentum. And the lights on in the business. I don't want it to be completely like, bye, see you next year. That just doesn't feel good to me.

And then we're also going to be doing an overseas trip. I think at the end of the year in, you know, my style and Michael's style, we just don't plan for these trips that it'll be like the day before we'll book the flight and we'll find a hotel and we'll be flying overseas and Teddy just comes along with us because he's just the bomb.

So that will happen. And like a lot is going on. So I do want to batch the content there. There's other things in the personal life realm, by the way, I said that in another episode. I must've said it in a way that sounded really serious. Like there's a lot going on in my personal life right now. Guys, it's all really good things.

And I got so many notes and DMs of concern. Like, is everything going okay in your personal life? Guys, it's all good. It's exciting things. It's expansion, but this is a lot of paperwork that comes with this particular expansion. There's a lot of lawyers and solicitors and reworking stuff. You know, if you've ever been in like the property world and you're redoing your estate planning and you're doing like all the things, financial plans, like it is a lot of annoying little things, but it takes up a lot of time.

So I do need to allocate 1 PM till 3 PM, we're going to be sitting down with a lawyer. And we're going to be talking about this life expansion that's happening, and that's taking a big chunk out of my day. And then before you know it, Teddy's back from school and on a Monday, his best friend comes over, hangs out till dinner time, and there's not much I can do, you know, speaking to camera because they're so loud and all the things.

So I have to be very mindful of what. The differences is between deep work and shallow work.  We talked about the deep work 90 minute sessions is really what you're going to want to  bring into your practice. If you haven't tried it, just stick a timer on, even if you don't get the flow track,  be in the deep work as you possibly can.

This means literally only having the tabs open on your laptop that you need open. To complete this task with precise execution, have your phone or any other distractions out the door. Don't even bring it into the office, or if you really, really need it, put it on airplane mode, check it twice during that 90 minutes for emergencies.

And then it's fine. You know, like you don't need to have it on and every notification taking your concentration away from you and have what you need in the room, have your water, have your matcha, have snacks. If you need that to happen, have the temperature. Like right now it is so stinking hot. I'm so surprised that I don't have boob sweat yet.

I've got like a body on today. And usually in this one, there is like sweat marks.  Oh my gosh, TMI, but you know, we're all family here. Just have everything that you need for your 90 minute sessions. Now. For your shallow work, shallow work is, I'm still cracking up. Shallow work is your calendar. It is your, um, emails that you're responding to.

It's social media responses. It's setting up like the easy things. Like if you're setting up a mini chat and you know, it's just going to take you 10 minutes to set up that, you know, DM funnel, do that. Shallow work and how you know what shallow work is that you could possibly have like Your TV on, music on, the kids are super loud, your husband's making a coffee and stirring his cup of coffee a little bit too loud for just too long.

You can tell I'm really living that out.  And you can still do the work. Okay. So those 25 minute blocks are great because there's a lot of research behind, um, brain science.  where it takes about 10 to 12 minutes for you to dump the tasks that you had done earlier and fully clear out the slate to concentrate on the next.

So a 25 minute period is great for that because you can get a lot done once you're in flow with shallow work. And you'll be surprised, sit down, put the timer on. 25 minutes is great. And then just get up and do something else. Don't try and back up both the 90 minute sessions and the 25 minute sessions, because it doesn't work as well that way.

You do need to have some sort of circuit breaker in between these deep sessions or even the shallow work. So that might mean going to grab a coffee. That might mean doing a quick 30 minute workout. Whatever that looks like, then come back and do the work. I promise you, if you do it in this cadence, you will find a lot more flow in your day during busy periods.

Your time will expand. You will get so much shit ticked off your list. I cannot explain to you enough how practical this is, how simple this is, how this is a practice that helps me do so much in my very busy day as a mother, an entrepreneur, a wife, a daughter, a friend. I get so much done and I'm in a very chill state by the end of the day.

Hello, my loves. I hope you are enjoying this episode on all things flow science, but hey, can I ask you for a really big favor? I have the best listeners in the world. You guys are so loyal and I'm wondering if you have never actually had a chance. To stop and leave me a five star review on the podcast.

Would you be able to do that? It would be amazing to see your review. Literally, it could just be five stars and a sentence. Leaving a review for the podcast would mean the absolute world to me. Your support also helps spread all the goodness and all the flow that you have found through this podcast as well.

Thank you so, so much. And. Let's head back to the episode. Now, if there are certain days where  I don't know, things just pile on top of the other, or you're in a deep flow session and Mercury Retrograde is going on and playing her tricks on us. And the thing that you had to do in the deep work was to set up your funnels in your system and nothing is working.

And that entire 90 minutes was redundant. Or like, you know, for me, I had an episode that I had recorded. And it was all ready to go for this Wednesday and the audio has totally jacked out. So we're here and we're sitting down spending this half an hour recording an episode so that you guys get one on the Wednesday.

Things like that will happen. And that just means that we get to move some of the outer things that doesn't affect that precise execution off our plate. And there's always tomorrow. And if it's not tomorrow, there's always people that can help you. Don't forget the power of asking is real. I know, I know.

I know the kind of sense that we all have as independent entrepreneurs, that it's hard to ask for help, but there are people who are actually less busy than you that are very willing to help. And it's small things like, you know, um, asking your bestie at school, pick up another mom, another parent, perhaps to be like, Hey, do you mind picking up?

You know, my kid and taking them to soccer practice or cricket practice or baseball. And I'll be there to exchange that favor and I can take your kids back. Whatever it is, that's going to open up that extra little block of time is going to make a massive difference. My girlfriend, Stella and I, we're really just being extra close this year.

Love you, Stelz. And, um, our sons are also besties, which is just the best. I love it so much. Anyway, she's like. Hey, um, do you mind taking my son back from practice and, you know, I'll have Teddy over the weekend and it just works, she's also an entrepreneur. She's also got so much shit that she's got to do, and she's still managing her nine to five.

People are there to help and people are there to ease the tasks. Okay. So I do want to remind you of that. I see too many people, entrepreneurs, or just, you know, like friends and family alike, who. Are stressing themselves out because they are just not willing to put up the hand to say, Hey, I really do need a little bit of assistance at this time of year.

And that one 20 minute block extra that you get is going to make all the difference. So just do it. Okay. Now, the last thing that I want to highlight is energy. Now, listen up, turn the volume up nice and loud so you can hear this. You are not allowed to let go of your energetic practices. Don't even think about it.

That is not the thing that you move aside. That is not the thing that is sitting in the peripheral. That is not the thing that gets to move off your very important things to do list. If you dare. Move your energetic practices, your rituals, your spirituality, connection with source energy, your rhythms that you do, the things that keep you really aligned and really focused.

If you dare move that, I can almost see where that's going to end. And it's not a great place. Every single person that I've spoken to in business for the last few months who have burnt out and felt. Just flat and energetically exhausted. The first question I asked them is how have you been with your rituals?

And they sit back and they go,  I knew you were going to ask about,  and they have this look on their face and they're like, rubes, it's just gone down the gurgler. We have no idea what's happened to it. I haven't had time to even journal. I'm like. Right here and right now, let's prevent that from happening.

That is a non negotiable. If you need to put that into your calendar and it's there and you see it as like five minutes a day, I sit down, I shut my eyes and I do a three minute breathing visualization  and I see where I want my day to finish and I want to focus on that and I want to  really bring that into reality.

And you can bring these words into your reality to say,  I have a lot that's happening,  I have so many things.  And. You know what highest self,  you can tell that that's already been done and complete. I'm not even going to be fussing about it. I'm not even going to be thinking about it by the end of next week.

I would have forgotten how much I have on my plate today  because it gets to be done and it gets to be done well, and it gets to be done with playfulness and ease.  And the expansion of time  is always available for me.  I love that I'm able to have so much of it at the end of each day, even with such a massive list.

And in fact, people are asking me what I'm doing to stay so calm during this period. And they're shocked, but they're also inspired. And,  you know, even if you don't really think of yourself as an inspiration when it comes to time,  this is actually a really good time to reflect back on yourself and to pat yourself on the back and go, girl.

Or, you know, like, you know, whatever, queen.  You've done so well.  I didn't need to stress.  That was unnecessary. I didn't need to freak out. I didn't need to, you know, just float around and do nothing and procrastinate because I was too scared to get shit done.  It's all been done in my timing and time folds and it collapse and it expands and it bends.

I don't need to manage time because I know how to bend time. And when I do that, everything happens in its best, best form.  I don't let go of my rituals. I don't let go of my rhythms. I have more time for that. In fact, I can even get to that extra Pilates class. I can even get in that extra 10 minutes of a run.

I'm actually able to fit more ocean swims in. It's actually crazy because I've allowed this reality to become actualized in my world. I also have more time than ever to create content that actually impacts, not just something to tick off the list. I actually have more time to spend with my clients that I'm serving over this period.

And it's such deep chats and even in our scheduled calls, whether it be half an hour or an hour, we get so much done in that time.  Thank you for the expansion. Thank you for the slowing down to speed up energy. Do you see by just talking to yourself in that way? And I love this sort of feeling where you can just speak your truth and you speak it into reality. 

When you do that,  you can move mountains with time. So on that note, I must run. It is three minutes before I head off to my private call with Ondine, which we're going to have a very deep, deep chat and expand time in that call. Have an awesome week. I'm so excited for you. Please report back on how it feels to expand and to speak to time in a way that you would like it to work for you and with you, not against you.

Okay.  Big love and don't forget to follow the flow of what feels good. Bye.