“ The most powerful shift you can make is to align your day with your natural energy rhythms.”
DEVELOPMENT
“ The most powerful shift you can make is to align your day with your natural energy rhythms.”
We keep layering on tools, hacks and processes. We think they’ ll save us but really, we’ re just adding weight. This default of addition( where we pile on more meetings, more responsibilities, more everything) rarely includes the question:‘ What could I remove?’
Our energy and focus aren’ t infinite. Science shows that our mental clarity peaks in the morning, yet most people spend that time triaging emails or sitting in status meetings. It’ s no wonder we feel drained before lunch.
Work with your day The most powerful shift you can make is to align your day with your natural energy rhythms. Start with the first two hours. This is your most potent time for proactive, high-impact work. Use it for thinking, creating and planning – not scrolling or scrambling! The rest of the day flows in four energy zones:
n Proactive( first two hours) for deep work, decision-making and strategic tasks n Reactive( next two) for meetings, collaboration and feedback n Active( mid-afternoon) for admin, low-effort tasks and emails n Preactive( late afternoon) for planning tomorrow, reflecting and closing loops.
This rhythm isn’ t a rigid formula. But by tuning into it, you stop burning energy where it’ s wasted and start using it where it counts. we create space and capacity, not just in your calendar, but in your mind.
Remember, redesigning your day doesn’ t require a revolution. Sometimes the smallest edits deliver the biggest impact. For example, block your first two hours each day and protect them like gold. You don’ t need to fill them – you need to defend them.
Create a meeting-free morning each week to give yourself space for focused work or creative thinking. Replace 60-minute meetings with 25-minute sprints that are focused, fast and respectful of everyone’ s time. Audit your calendar monthly and ask:‘ what can I remove, reduce, or reschedule?’
These aren’ t radical moves but they’ re real and they add up.
You don’ t need permission The most game-changing productivity tool you’ ll ever find isn’ t an app or a planner – it’ s agency. The ability to choose, to say no and to redesign the way you work with intention.
You don’ t need a crisis to take control of your time. You don’ t need a new job or a three-day retreat. You just need one moment of clarity and the willingness to ask:‘ What can I let go of today that my future self will thank me for?’
Productivity is about doing what matters, when it matters – and having the courage to stop doing what doesn’ t. You’ ve got the tools, now give yourself permission. S donnamcgeorge. com
THE EXPERT
Donna is a productivity expert and best-selling author of The First 2 Hours. She helps leaders and teams make work work through practical strategies that reclaim time and sharpen impact. Her new book, Red Brick Thinking, is released soon.
The case for subtraction Reclaiming time starts not with better scheduling, but with better subtracting. These could be the outdated systems, unnecessary meetings or invisible expectations you carry without question. Some are small, like a weekly call that’ s outlived its usefulness. Others are big – entire roles or routines you’ ve outgrown.
What would happen if you removed them? Cancel or shorten meetings that don’ t add value. Let go of perfection in tasks that simply need to be done, not done exquisitely. Say no without guilt by using a simple values filter. Does this align with what matters right now? This is how
Your four energy zones
1 2 3 4
Proactive( first two hours): Protect this time fiercely for your most important work.
Reactive( next two hours): Handle interactions when your energy is still strong but focused work is harder.
Active( mid-afternoon): Perfect for routine tasks that don’ t require peak mental energy.
Preactive( late afternoon): Set yourself up for success before you finish.
Spring Issue 2025 | Executive PA 59