Don't get caught up in how many hours you work. The most valuable contribution comes from working smart and achieving results.
We often hear about time management, but it's not just about cramming more tasks into the day. Effective time management allows you to evaluate your time habits and identify areas for improvement. This helps you cut down on unnecessary distractions and focus on what truly matters.
Then, there is a loophole. When many people plan for the day, they forget the basic fact that they are human. With your ambitious, meticulously planned schedule, you might start strong, but burnout by noon derails the whole plan. It will only leave you frustrated. In order to manage your time effectively, you need to manage your energy first.
Think of it this way: Time management is like finding all the pieces of a puzzle, but energy management is the glue that holds it together. Energy management fuels your focus and drive, allowing you to excel in each task throughout the day. Without proper energy, you are not in a good shape to manage your time. To get peak productivity, you need to start managing your energy first before your time.
Find Your Biological Prime Time
Sam Carpenter's "Work the System" introduced the concept of biological prime time. This method focuses on identifying your "golden hours." These are the times you naturally feel most energized and focused, allowing you to tackle complex tasks with greater ease. Schedule demanding tasks for when you're naturally most focused and energized to achieve more with less effort.
There's real science behind biological prime time. Our bodies naturally cycle through periods of high focus and alertness (peaks) thanks to ultradian rhythms. These rhythms create peaks of sharpness and dips of sleepiness, allowing us to strategically schedule demanding tasks for peak performance.
The good news is that you don't need to go through a complex formula to find your own biological prime time. You can find your own ultradian rhythms through a few simple observations:
Use a time tracker: Analyze your reports and identify the hours when you consistently achieve the most.
Log your energy levels: Simply grab a notepad and track your mental energy throughout the day. Do you notice dips in focus after lunch? This simple log can reveal patterns and help you schedule demanding tasks for your peak performance times.
Note that you should not rely on a single day's data. Biological prime time emerges over time. Track your energy levels or time spent on tasks (ideally both) for at least two to three weeks. This extended timeframe ensures you identify your true peak hours, not just a random fluke (like that day you guzzled coffee).
Once you identify your peak performance windows, you must protect them fiercely! These "golden hours" are prime real estate for tackling demanding tasks that require laser focus and creative energy. Make sure you tune out all the distractions. Turn on "do not disturb" mode, silence notifications, and minimize distractions. This allows you to fully immerse yourself in your most demanding tasks during your peak performance window.
Watch What Goes into Your Mouth
Junk food might seem like a quick fix, but it can sabotage your productivity. Stressful workdays can lead to unhealthy choices, impacting your energy levels. Here's the key: track your food intake! Logging meals and energy levels can reveal hidden patterns. A food diary helps you understand how food impacts you, allowing you to optimize your diet and dominate your workday.
There are particular types of food that will make you 'tired and stressed'. To manage your energy effectively, avoid these items:
Processed foods: Processed sugary treats like pastries and soda are usually loaded with refined sugars and high-fructose corn syrup. This sugar overload triggers inflammation in the brain, potentially leading to fatigue and even depression.
Industrial seed oils: The industrial food chain has introduced cheap, processed oils made from common crops like corn and sunflower seeds. These oils are high in inflammatory omega-6s and devoid of mood-boosting omega-3s. Research suggests a link between high omega-6 intake and depression.
Added and refined sugars: Added sugars spike inflammation and overload your body. This can lead to anxiety and mood swings.
High glycemic foods: High glycemic options send your blood sugar and insulin soaring, then crashing. Low glycemic choices provide a steady stream of energy, keeping you fueled without the highs and lows.
To manage your energy effectively, include the following items in your regular diet:
Probiotics: yogurt with active cultures, tempeh, miso, sauerkraut, kefir, kimchi, kombucha and certain cheeses
Prebiotics: beans, oats, bananas, berries, garlic, onions, dandelion greens, asparagus, artichokes and leeks
Low-GI carbohydrates: brown rice, quinoa, steel-cut oats, bran flakes, chia seeds, and whole-grain bread
Healthy fats: monounsaturated fats like olive oil, nuts, nut butters, and avocados
Omega-3 fatty acids: fish, especially fatty fish like salmon, mackerel, tuna, herring, and sardines.
Vitamins, minerals, and micronutrients
Monitor Your Screen Time
Spending too much time on screens can negatively affect your energy levels. LED lights, which are prevalent in TVs, mobile phones, tablets, and computer screens, emit blue light that reduces melatonin production. Melatonin, the "sleepy hormone," is produced at night and is crucial for regulating your body clock. Excessive screen time also raises cortisol levels, the stress hormone, which can lead to lower energy and poor sleep. Many of us work on computers daily, and prolonged screen exposure can cause eye strain and computer vision syndrome. Symptoms include headaches, fatigue, and blurred vision, leaving you feeling drained.
Here are what you can do to reduce screen time and its negative effect on you:
Avoid bright screens for 2-3 hours before bed to promote natural sleep. For late-night work or heavy screen use, consider blue-light blocking glasses or a blue-light filter app.
Follow the 20-20-20 rule. Every 20 minutes, shift your focus to something at least 20 feet away for 20 seconds.
Place your monitor an arm's length away, or at least 20 inches, with the top of the screen slightly below eye level.
Drinking plenty of water can help your body produce the tears it needs to keep your eyes moist.
Download a screen time app and see how much you really use your devices. You might be surprised and motivated to cut back.
Sleep Hygiene Matters
A regular sleep pattern trains your body and mind to expect sleep at a certain time. Aim for the same wake-up time every day, even on weekends. This consistency helps you fall asleep faster and stay asleep longer.
If you want to shift your sleep times, don’t try to do it all at once. Shifting sleep times is a marathon, not a sprint. Make minor adjustments of up to an hour or two each day for a smoother transition to your desired schedule.
Napping can be great for a quick energy boost, but too much snooze time during the day can disrupt your sleep at night. Aim for short naps in the early afternoon for the most benefit.
If you haven’t been able to get to sleep after about 20 minutes or more, get out of bed and find a calming activity. Dim the lights, read a dull book, or try some gentle stretches. The goal is to lull yourself into drowsiness, not get re-energized. Then, when sleep beckons, return to bed for a peaceful slumber.
Prioritize Fitness
If you want to get much meaningful work done of the highest quality, you must ensure that your body, the container of your mind and soul, is capable of your direction. Put another way, without proper investment in your bodily health and strength, you won't be able to achieve what you want.
Busy schedules don't stop successful leaders from prioritizing their well-being. Take Nike's former CEO Mark Parker, who squeezes in two-hour workouts four days a week and shorter sessions on the remaining days. Oprah Winfrey follows a similar routine, dedicating mornings to cardio and strength training. Mark Cuban Cuban, a regular judge on the ABC reality show "Shark Tank" the former principal owner and current minority owner of the Dallas Mavericks aims for at least an hour of cardio six days a week. The list goes on and on. Their commitment to fitness highlights their role in achieving personal and professional goals.
Don't pick between cardio and strength training. Cardio and strength training are a dynamic duo for health. Cardio strengthens your heart and lungs, while strength training builds muscle to boost metabolism and bone density. Both reduce disease risks. Experts recommend 150 minutes of cardio and 2 strength workouts a week for optimal health. Note that strength training focuses on sets and reps, not just duration.
The American College of Sports Medicine and the Centers for Disease Control and Prevention recommend strength training exercises that include each major muscle group (your upper body, lower body, and core). The CDC affirms the benefits of shorter, more frequent workouts. This approach allows you to squeeze in exercise even with a busy schedule, and you can combine strength and cardio for added efficiency.
Some studies suggest warming up with cardio "primes" your muscles, potentially improving their performance during strength training.
For a beginner: Aim for 150 minutes of cardio – spread across five, 30-minute sessions. Strength training your core, upper, and lower body is also recommended – aim for two sessions weekly. You can even combine strength and cardio for a time-saving approach.
The recommended 150 minutes of cardio per week can be broken down into five 30-minute sessions. You should strengthen your core, upper, and lower body two times per week. But that doesn’t mean you have to work out every day, or that you have to do your strength exercises separately.
While intensity is important, focus on incorporating a variety of activities that address both aspects of fitness. Many exercises, like weight lifting classes or uphill running, can work both your muscles and your heart rate. Plus, choose exercises you actually like – you're more likely to stick with them if you have fun.
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