8 Steps to Prevent Burnout. Research-Backed Tips From a Psychologist

Picture this: you wake up tired, drag yourself through meetings, and by evening feel too numb to enjoy anything outside of work. That’s burnout — a condition so widespread that the World Health Organisation now recognises it as an “occupational phenomenon”. Recent surveys suggest that nearly 3 out of 4 employees worldwide report feeling burned out at some point in their careers. Its symptoms range from exhaustion and cynicism to regular headaches and persistent insomnia. Because of overlapping signs, many people confuse burnout with depression or anxiety, which makes timely recognition and prevention even more critical.

How to fight burnout or even prevent it in everyday life? To move beyond theory, we turned to an expert who works on the frontline of mental health. Olya Kustova Krolombi is a psychologist, gestalt-therapist, mentor, and executive coach based in London, working internationally online and seeing clients at her practice on Harley Street. She helps people navigate exhaustion and blurred boundaries with a mix of practical psychology, coaching tools, and somatic awareness. With a professional background in corporate law and business development, Olya knows firsthand how fragile the balance can feel when navigating career, relationships, and overall well-being.

Understanding Burnout Algorithms

Burnout does not usually arrive as a sudden breakdown but develops gradually, fueled by chronic stress and imbalance between demands and resources. Research highlights three main dimensions: emotional exhaustion, cynicism, and reduced professional efficacy. Olya Kustova Krolombi emphasises the subtle way it emerges:

“Burnout rarely hits as a dramatic collapse. I call it “a silent witness” of the mind. In my experience, it starts quietly: disrupted sleep, irritability, belittling of achievements, and a creeping sense of ‘what’s the point?’”

According to her, people juggling multiple roles or cross-cultural responsibilities are especially vulnerable. Physiological research backs this up: long-term stress can alter heart rate variability, impair executive functioning, and weaken the immune system. As Olya notes, “Often, there isn’t a sudden change in mental state, but over time, the body starts signalling distress.” Recognising these early signs is the first step toward prevention. However, the practical challenge arises: what everyday actions can we take, alongside deep coaching or psychotherapeutic support, to reduce the risk of burnout?

8 Practical Tips

1. Track Your Energy Patterns — Not Just Your Schedule

“Instead of tracking hours only, note when you feel mentally drained or energised,” says Olya Kustova Krolombi. “Log 3-4 energy cues per day — for example, after 2 PM meetings or during a walking slot — and use that to design when to tackle deep vs. light tasks. It creates a sustainable rhythm that adapts to your workflow and scheduling.”

From a scientific perspective, this approach aligns with research on circadian rhythms and cognitive performance. Studies show that energy and focus fluctuate throughout the day, and working against these natural cycles can accelerate stress and fatigue. By matching demanding tasks to peak energy times and lighter tasks to dips, you reduce mental strain and protect executive function.

2. Create a “Workday Closure” Ritual

“Close the laptop, step outside, or change posture at the end of your workday,” suggests the gestalt-therapist. “This simple signal tells your nervous system that one role is complete. I’ve seen clients feel lighter and more focused when they consistently mark the end of work instead of letting it bleed into the evening. Personally, I play the same song at the end of each day to mark closure.”

Science supports this practice: clear boundary rituals help the brain transition between work and rest, lowering cortisol levels and reducing chronic stress. Research on role detachment shows that when people symbolically “close” the workday, they experience better recovery during off-hours and improved sleep quality. Sticking to one closure habit for at least a month strengthens this psychological signal, training the nervous system to downshift.

3. Reframe “Shoulds” Into Choices

“When ‘I should finish this tonight’ pops up after an intense day, pause and ask: ‘Do I choose to do this now, and what’s the cost if I don’t?’” explains Olya Kustova Krolombi. “This simple but powerful technique restores accountability and reality-checking. Shifting perspective reduces stress and gives you conscious control over your energy.”

Studies in cognitive-behavioural therapy (CBT) show that reframing rigid “must” or “should” statements into conscious choices decreases anxiety and feelings of helplessness. By questioning automatic thoughts, people build cognitive flexibility — the ability to respond intentionally rather than react automatically. This shift not only reduces stress but also helps conserve emotional energy, which is essential for effective burnout prevention.

4. Test Small Behavioural Experiments

“Changing burnout patterns is about experimentation,” says the expert. “Try making a slight adjustment, such as checking emails only twice in the morning, and observe how it affects your energy and focus. These micro-experiments combine coaching’s iterative approach with CBT methods, helping you see what works without overloading yourself.”

Behavioural psychology shows that small, low-risk experiments build self-efficacy — the belief in one’s ability to manage challenges. Research on habit formation confirms that gradual adjustments are more sustainable than drastic overhauls, reducing the likelihood of relapse into old patterns. By testing micro-changes, you teach your brain to associate change with curiosity rather than fear.

5. Manage Self-Doubt with “Worry Time”

“Set aside 15–20 minutes to sit with critical thoughts: write, pace, or speak them aloud. After that, stop,” advises the psychologist. “Choose a consistent time slot each day — if missed, carry it over to the next day. This trains your brain to reduce self-critical thinking, a common cause of burnout.”

Research confirms that structured worry time is an effective technique for overcoming stress. By confining self-critical thoughts to a limited window, people reduce rumination — the repetitive, negative thinking linked to higher stress and risk of depression. Studies in psychology show that labelling emotions and setting boundaries around them help regulate the amygdala, the brain’s stress centre, and improve overall resilience. In practice, this means less mental clutter, more focus, and a lower likelihood of slipping into burnout cycles.

6. Practice Short Body-Based Resets

“Take 2–3 minutes to notice your posture, slow your breath, or feel your feet on the floor,” recommends Olya Kustova Krolombi. “Somatic practices like these calm the nervous system and restore balance. As a Gestalt practitioner, my primary focus when using this approach is to bring my client into the awareness state of here and now and to balance mind and body.”

The scientific reasoning is straightforward: short somatic practices activate the parasympathetic nervous system, which counteracts the stress-driven “fight-or-flight” response. Research on mindfulness and body awareness indicates that simple grounding techniques can lower cortisol levels, reduce heart rate, and enhance emotional regulation. By integrating micro-resets into the day, you create rapid recovery points that protect both mental clarity and physical well-being.

7. Reset Expectations Gradually

“Pick a key ‘must-do’ task — like replying to emails after 8 PM or checking social media — and shift it gradually. For example, reply by 7 PM instead,” advises the expert. “Incremental shifts let you reclaim your evenings without disrupting your routine. Gradual adjustments help the brain adapt to new behavioural patterns more easily.”

Behavioural science explains that the brain resists sudden, drastic changes but adapts more smoothly to incremental adjustments. Research on habit formation shows that minor, consistent tweaks are more sustainable than radical cut-offs, leading to long-term behavioural change. By resetting expectations one step at a time, you reduce cognitive overload, reclaim personal time, and build resilience against the creeping erosion of work-life boundaries.

8. Reconnect With Your “Why” weekly

“This one is my personal favourite as it connects deeply with the true meaning and purpose of what we individually do as human beings,” says Olya Kustova Krolombi. “Take 5 minutes every Saturday (my preference) to reframe what you did that week towards your bigger purpose or goal. Many people believe that goals and purposes must be big, bright, and shining, but in reality, it’s a small step that makes a significant difference.”

Science underscores the importance of meaning: studies on purpose-driven motivation show that people who regularly connect their daily actions to a larger sense of purpose report higher resilience and greater life satisfaction. Even micro-reflections — as little as five minutes a week — can reinforce intrinsic motivation and protect against burnout. By consciously tethering your routine to your “why,” you build psychological buffers that help sustain energy and clarity over the long term.

Your Morning-to-Evening Prevention Routine

Protecting yourself from burnout starts with developing everyday habits that promote balance. Here’s a simple daily routine based on Olya Kustova Krolombi’s expert advice:

Morning

• Start the day by checking in with your energy: note how rested you feel and when you expect your peak focus.
• Do a 2–3 minute body reset — stretch, breathe slowly, or ground your feet to activate calm, focused energy.
• Set one key intention for the day instead of a list of “shoulds.”

During the workday

• Match tasks to your energy levels: handle deep work when your focus is highest, and save lighter tasks for when your energy dips.
• Run small behavioural experiments, like reducing email checks, to see what boosts your energy.
• Take short breaks for movement or mindful breathing to avoid mental overload.

Evening

• Create a closure ritual — shut down your laptop, step outside, or play a song to signal the workday is over.
• Give yourself a short “worry time” slot if critical thoughts arise, then let them go.
• Reset one expectation gradually, such as logging off earlier, to reclaim your evening.
• Spend 5 minutes reconnecting with your “why” — remind yourself how your efforts tie into a larger purpose.

“You’ll know these practices are working if you notice small but meaningful shifts: faster recovery after stress, more focus, your morning routine becomes smoother, and weekends become more interactive,” highlights the expert. “Track both subjective feelings and tangible markers, such as sleep patterns or energy levels. Burnout prevention isn’t about big gestures — it’s about consistent, heart-aligned choices and support when needed.”