Ever feel like you’re running on fumes, even when you’ve technically got the time to tackle your to-do list? You’ve blocked out an hour for that big project, but when the time comes, your brain feels like it’s wading through treacle. You might think it’s procrastination, or a lack of interest, but often, it’s simply an energy problem. It’s like having a supercar with an empty fuel tank—all the potential in the world, but no way to get moving.
This isn’t just about having enough hours in the day; it’s about having the right kind of energy for the right tasks. We often focus on time management, but the truth is, energy management is the silent, powerful engine behind true productivity. When your energy is aligned with your tasks, everything flows better, feels easier, and gets done more effectively.
Understanding Your Energy Cycles: Are You a Morning Person, Night Owl, or Something Else?
Think back to your college days. Were you burning the midnight oil, or were you up with the sun, ready to conquer the world? For many of us, those energy patterns shift over time. I used to be a night owl in college, then a super early morning person in my 20s, and now I’m more of a mid-morning guy, hitting my stride around [7:30] or 8 AM. My co-host, Brooks, has gone the opposite way, becoming an extreme morning person who’s ready for bed by 9 PM.
The key here is self-awareness. We all have natural peaks and valleys in our energy throughout the day. A night owl feels most energetic and focused late in the day, while a morning person thrives in the early hours. Some of us are somewhere in the middle. Knowing your unique cycle is the ultimate productivity hack.
> When do you typically have your peaks and valleys?
For me, my peak energy and creativity hit between 8 AM and noon. Once I realized this, I made a conscious shift. I used to work out in the mornings, but that was when my brain was at its sharpest. So, I moved my workouts to the afternoons, when my energy naturally dips. This allowed me to dedicate my peak hours to high-energy tasks like scripting, content creation, and writing newsletters—anything that required deep thinking and focus. The result? My work became more enjoyable, I got more done, and things just felt easier. Even though I was doing the same activities, simply changing the order made a world of difference.
Now, you might be thinking, “But Thanh, I don’t have a flexible schedule like that. I work a 9-to-5!” And I get it. But even within a fixed schedule, there are powerful tweaks you can make.
Aligning Tasks with Your Energy: High, Medium, and Low
Imagine categorizing your tasks not just by urgency, but by the energy they demand. This is a concept I experimented with years ago, even trying to label tasks in OmniFocus as “high energy,” “medium energy,” or “low energy.” While I didn’t stick with the rigid system long-term (it can get a bit too “fiddly,” as Brooks would say), the exercise itself was incredibly insightful.
It forces you to take inventory of your to-do list and truly understand what each task requires from you. Most people struggle to identify what’s truly important, so everything looks equally urgent. But when you add the energy component, you gain a new lens for strategic planning.
What would be a high, medium, and low energy task for you?
For me, high-energy tasks are anything that requires deep thinking and creativity: scripting, content creation, writing newsletters, teaching. Medium-energy tasks are those that require focus but less intense thought, like creating outlines or double-checking someone’s work. Low-energy tasks are administrative: checking emails, uploading files, attending routine meetings.
Brooks, as a content creator, also identifies building courses, making and editing videos, and live presentations as high-energy activities. He pushes tasks like organizing, learning new skills, or reviewing tickets to his lower-energy periods. The goal is to front-load your day with your most demanding work during your peak energy times.
Practical Strategies for Maximizing Your Energy
Even if you have a fixed 9-to-5, you can implement these strategies to align your energy with your work:
- Block Off Your Peak Times: If possible, block out time on your calendar during your peak energy periods. Even if you don’t know exactly what you’ll be working on, this protects your focus time from meetings and interruptions. You can fill in the specific tasks later. If someone tries to book you during your peak, suggest an afternoon slot when your energy is naturally lower. This isn’t about being unavailable; it’s about protecting your most valuable asset—your focused energy.
- Delegate or Automate Low-Energy Tasks: If you have a team, an intern, or even the possibility of using AI tools, offload those low-energy tasks. Why spend your precious mental fuel on something that can be done by someone else or automated? Tools like ChatGPT and other AI solutions are transforming how we handle mundane tasks, freeing up your time and energy for higher-value work.
- Question the Timing: As Brooks wisely points out, we often feel compelled to do things immediately, especially if we’re people-pleasers. But sometimes, you have more leeway than you think. If someone asks you to do something, it’s okay to clarify the deadline or suggest a later time. A simple, “Is it possible to do this next week?” can often be met with a “Yes, no problem,” saving your energy for when you truly need it.
- Embrace Movement and Micro-Breaks: You don’t need a full nap (though if you can swing it, go for it!). Even small movements can recharge you. Get up from your desk, go for a short walk, grab a glass of water (or, like Brooks, use a smaller mug to force more trips to the kitchen!). I make it a point to walk for 10 minutes after every meal to aid digestion and boost energy. These little shifts prevent you from being chained to your desk and can significantly impact your energy levels.
- Prioritize Breaks and Recovery: This is perhaps the most underrated productivity hack. Most people don’t take enough breaks. For every 90 minutes of work, aim for a 15-30 minute break. These aren’t periods to feel guilty about; they’re active recovery. Think of them as pit stops for your brain. A 10-minute meditation with an app like Calm can reset your mind, giving you a fresh start. If you can get two hours of uninterrupted, focused work in an eight-hour day, that’s a win. The rest of the time is for breaks, lower-energy tasks, and recovery.
Building Self-Awareness for Lasting Change
To truly master energy management, you need to understand yourself. Tools like fitness trackers (Apple Watch, Oura Ring) can provide data on your sleep and energy patterns. Journaling is another powerful way to track your peaks and valleys, helping you identify what boosts or drains your energy. Ask yourself: “How am I feeling right now?” and then, “What made me feel this way?” This deeper reflection helps you uncover patterns and make informed adjustments.
Remember, the goal isn’t to work harder, but to work smarter by aligning your efforts with your natural energy flow. By understanding your unique energy cycles and strategically planning your day, you can unlock a new level of productivity without sacrificing your well-being.
