The Ultimate Guide to Increase Productivity with Energy-Based Scheduling
Learn to increase productivity by working smarter, embracing your energy rhythms, and building a flexible, high-performing team culture.
Why Email First Thing is a Productivity Killer
“When you check email first thing, you’re giving away control of your time and priorities to others.”
Have you ever woken up, reached for your phone, and immediately opened your email or Slack? It’s a habit many of us have fallen into. For me, this habit was driven by the fear of missing something important. Yet, starting your day in this reactive mode sets a stressful tone that lingers throughout the day. Psychologically, you’re giving away control of your time and priorities to others, responding to their needs instead of focusing on your own goals. This can lead to decision fatigue, anxiety, and a sense of being perpetually behind.
Personally, I used to check email and Slack both in the mornings and evenings, even after turning off notifications. It felt like the “responsible” thing to do. But what I didn’t realize was how much it interfered with my self-care. As someone who values a slow and intentional morning—sipping coffee, reading a book, and stretching—I found that jumping into emails robbed me of that peace. Even worse, messages received at night often stuck in my mind, disrupting my ability to relax or sleep.
The turning point came when I decided to delete email and Slack from my phone during a retreat. This simple change has been a game-changer, giving me space to prioritize what truly matters and start my day with calm and focus. While every once in a while it can feel tempting to reinstall the apps, I remind myself how beneficial it has been to not do so — and guess what, nothing has fallen apart because I stopped checking email after hours or first thing in the morning.
Understanding Your Unique Energy Rhythms
We all have an internal clock, often referred to as our circadian rhythm, that influences our energy levels throughout the day. Yet, so many of us ignore these natural rhythms, trying to force productivity at times that don’t feel right. Whether you’re an early bird, a night owl, or somewhere in between, understanding your unique energy cycles can be a game-changer. When you work against your natural rhythm, you may find yourself frustrated, distracted, or burned out. But when you align your tasks with your energy peaks, you set yourself up for focus and flow.
The first step in this process is discovering your rhythm. Take a couple of weeks to observe and document your energy levels throughout the day. When do you feel naturally energized? When do you find it harder to concentrate? This exercise may reveal surprising patterns. For example, you might notice your creativity spikes late in the afternoon, while your analytical thinking is sharpest in the morning. Recognizing these tendencies not only helps you work more effectively but also makes you feel more in control of your time and productivity.
The Case for Personalized Productivity
Once you’ve identified your energy patterns, the next step is to create a schedule that aligns with them. This doesn’t mean you need to overhaul your entire day—small, intentional changes can make a big impact. For example, if your focus is sharpest in the morning, reserve that time for deep work or strategic thinking. If your creativity peaks in the afternoon, plan brainstorming sessions or creative projects during those hours. Aligning your tasks with your energy is less about rigid scheduling and more about maximizing the moments when you feel at your best.
The idea that productivity looks the same for everyone simply doesn’t hold up. Yet, so much of our working world revolves around the “early bird gets the worm” mentality, leaving those who thrive later in the day feeling out of step. The truth is, aligning your work schedule with your natural energy levels is one of the most effective ways to boost productivity. When you stop fighting your natural rhythm and start working with it, you can unlock higher levels of focus, creativity, and satisfaction.
One of the most liberating moments in my career came when I realized I didn’t have to conform to the traditional 9-to-5 mindset to be successful. When I worked at NetApp in 2005, the flexibility to work later hours allowed me to do my best coding after 5 p.m., a time when I felt sharpest. As I transitioned into running my own business a few years ago, I gave myself permission to lean into my natural schedule, and it has made all the difference. On the flip side, some of my clients thrive in the early morning and start their mornings at 5 a.m. to complete deep work before distractions arise.
The key takeaway? Productivity is personal. The more you can design your day around your energy highs and lows, the more impactful and efficient you’ll be.
“Productivity isn’t about conforming to someone else’s formula—it’s about crafting a way of working that works for you.”
Leading by Example
As a leader, your approach to productivity doesn’t just influence your own output—it sets the tone for your entire team. When you align your schedule with your energy rhythms, you demonstrate the value of working smarter, not harder, and you give your team permission to do the same. Leaders who model energy-based scheduling send a powerful message: it’s okay to break away from rigid schedules and prioritize what works best for you. This fosters a culture of trust, autonomy, and respect for individual needs.
Autonomy, as Daniel Pink outlines in his book Drive, is one of the three key motivators that lead to happier, more engaged teams. As a leader, you can foster autonomy by:
- Allowing team members to set flexible work hours based on their energy peaks.
- Encouraging asynchronous communication for non-urgent tasks to reduce interruptions.
- Empowering individuals to block focus time on their calendars for deep work.
Imagine a team where early risers can tackle their hardest tasks first thing in the morning, while night owls have the flexibility to work later hours. This approach allows everyone to perform at their best, leading to higher-quality work and greater innovation.
Moreover, empowering your team to focus on their energy peaks creates ripple effects. Team members feel more seen and supported, collaboration improves as people work during their most productive hours, and overall morale rises. It’s not about abandoning deadlines or forgoing the need for meetings and some overlapping hours; it’s about creating an environment where people can thrive while still delivering exceptional results. By leading with empathy and adaptability, you cultivate a workplace that values human well-being as much as productivity.
The Power of Breaks
In our always-on work culture, it’s easy to undervalue the importance of taking breaks. However, science tells us that even brief pauses during the day can have a profound impact on our focus, mood, and productivity. Microsoft’s research during the pandemic revealed a surprising insight: people who took just a few minutes to meditate between back-to-back meetings were significantly calmer by the end of the day. In contrast, those who didn’t take breaks showed signs of heightened stress, with their brains shifting into fight-or-flight mode by the end of the day.
Breaks are essential for maintaining energy and avoiding burnout. A quick reset helps to clear mental clutter and improve focus. Try:
- A 5-minute stretch.
- A walk around the block.
- A moment of mindfulness with a guided meditation.
- Hydrating with a cup of your favorite tea.
- Looking out the window and noticing the unique colors on the trees.
The key to making breaks work for you is intention. Schedule short pauses between meetings, even if it’s just enough time to grab a glass of water or step outside for fresh air. Apps that prompt you to take a breathing break can make it easier to build this habit into your day. Not only will you feel more grounded, but you’ll also end the day with a clearer mind and a greater sense of accomplishment.
Start Small, Transform Big to Increase Productivity
Transforming how you approach productivity doesn’t have to happen overnight. Small changes—like delaying email checks or tracking your energy rhythms—can lead to profound shifts in how you work and feel throughout the day. It’s about reclaiming control, breaking free from reactive habits, and designing a schedule that truly supports your goals and well-being.
The beauty of energy-based scheduling is its flexibility. It’s not about rigid systems or perfect routines—it’s about creating space for what matters most. Whether it’s dedicating your peak energy hours to deep work, carving out time for self-care, or giving yourself permission to rest when you need it, these choices compound over time, leading to greater clarity, focus, and satisfaction.
The most important takeaway? Productivity isn’t about conforming to someone else’s formula—it’s about crafting a way of working that works for you. So, start small. Turn off email notifications. Experiment with your schedule. Share these insights with your team. You might just discover that the path to increase productivity begins not with doing more, but with doing what matters most—at the times that matter most for you.
