28 Feb 2025
4 minutes
Why I Recommend This: The Real Key to Getting More Done
Early in my career, I focused on working longer hours, thinking that grinding harder meant achieving more. However, despite my efforts, I constantly felt exhausted, distracted, and unproductive.
Then I learned something that changed everything: productivity isn’t about time management but energy and priority management. Once I mastered managing my energy levels and focusing on the right tasks, I started getting more done in less time, with less stress.
This guide will help you do the same. Suppose you struggle with distractions, overwhelming to-do lists, or burnout. These strategies will help you regain control of your work and focus on what truly matters.
Why Most People Struggle with Productivity
Time is not the problem—mismanaged focus and energy are. Here’s why most people fail to get important work done:
Energy is wasted on the wrong tasks – Low-value work drains focus, leaving no energy for impactful work.
Distractions kill deep work – Phones, notifications, and emails break concentration and reduce efficiency.
Multitasking slows everything down – Switching between tasks decreases effectiveness and increases errors.
Poor prioritisation leads to busyness, not productivity – Long to-do lists create the illusion of progress without real impact.
Trying to “manage time” without controlling focus and energy leads to burnout, stress, and frustration.
The Hidden Cost of Poor Productivity Habits
Most people work hard but still feel like they are falling behind. Why? Because:
They react to tasks instead of planning proactively.
They get caught up in small, urgent tasks instead of important, long-term work.
They waste high-energy hours on low-value activities.
They work without clear priorities, leading to endless task-switching.
Without a structured system, it’s easy to stay busy but never feel accomplished.
How High-Performers Work Differently
The world’s most productive people do not work harder—they work strategically.
Elon Musk breaks his day into five-minute blocks, forcing deep focus.
Warren Buffett follows the 5/25 Rule, identifying five priorities and ignoring everything else.
Cal Newport advocates for deep work, eliminating shallow tasks for uninterrupted focus.
James Clear emphasises atomic habits, making small, consistent changes for big results.
Their secret? Mastering energy, time, and priorities—not just working longer.
What Happens When You Master Focus and Energy
Imagine a workday where:
You accomplish more in four hours than most do in eight.
You control your schedule instead of reacting to emails and notifications.
You focus on high-value work that moves you forward.
You feel energised at the end of the day, not drained.
This is what happens when you manage energy, time, and priorities effectively.
Five Strategies for Mastering Productivity
1. Manage Energy, Not Just Time
Your brain has peak productivity hours. Protect them.
Identify when you have the most mental energy (morning, afternoon, or evening).
Schedule deep, important work during peak energy times.
Reserve low-energy hours for admin work, emails, or meetings.
2. Use the 80/20 Rule (Pareto Principle)
Not all tasks are equal. 80% of results come from 20% of actions.
Identify your highest-impact tasks and focus on them first.
Cut or delegate low-value tasks that do not contribute to meaningful progress.
Review your to-do list and eliminate anything that does not move the needle.
3. Time Block for Deep Work
Avoid fragmented work by structuring your day in blocks.
The Pomodoro Technique: 25-minute focused sprints, followed by short breaks.
90-minute deep work sessions: Focus intensely, then take a real break.
No-meeting mornings: Dedicate early hours to distraction-free work.
4. Ruthlessly Prioritise Using the Eisenhower Matrix
Not everything that is urgent is important. Prioritise using this system:
Important & Urgent – Do immediately (critical deadlines, emergencies).
Important & Not Urgent – Schedule for later (long-term goals, strategy work).
Not Important & Urgent – Delegate (emails, meetings that do not need you).
Not Important & Not Urgent – Eliminate (social media scrolling, busywork).
5. Minimise Distractions and Task Switching
Your brain takes 23 minutes to refocus after a distraction.
Turn off notifications on phone and computer.
Batch emails and messages—check them only at scheduled times.
Use focus apps like Freedom or Cold Turkey to block distractions.
Work in a quiet, dedicated space to protect deep work.
Advanced Productivity Hacks for Peak Performance
Once you have mastered the basics, here are advanced strategies to optimise your productivity:
1. Implement a “Shutdown Ritual”
Prevent work from creeping into your personal life.
Set a strict end time for work.
Plan the next day before finishing today.
Disconnect fully so you can recharge properly.
2. Leverage Batching for Repetitive Tasks
Group similar tasks together to reduce switching costs.
Batch emails—respond once or twice a day, not every hour.
Batch meetings—schedule them back-to-back instead of spreading them out.
Batch content creation—write multiple reports, posts, or presentations in one go.
3. Set Hard Deadlines (Parkinson’s Law)
Work expands to fill the time allotted. Set tight deadlines to stay efficient.
Reduce project timelines to force focus.
Use countdown timers to limit tasks.
Challenge yourself to complete work faster without sacrificing quality.
4. Optimise Your Workspace for Focus
Your environment impacts your productivity.
Keep your desk clean and uncluttered.
Use noise-cancelling headphones if working in a loud space.
Adjust lighting and temperature to match your comfort zone.
5. Apply the “Two-Minute Rule”
If a task takes less than two minutes, do it immediately.
Reduces mental clutter.
Prevents small tasks from piling up.
Clears your mind for more important work.
Your Next Steps
If you want to maximise productivity, do not just try to manage your time—control your energy, focus, and priorities.
Identify your peak energy hours and protect them for deep work.
Apply the 80/20 Rule to focus on high-impact tasks.
Block distractions and schedule time for deep, uninterrupted work.
Use the Eisenhower Matrix to eliminate low-value tasks.
Implement one advanced hack to take your productivity to the next level.
What is your biggest struggle with productivity? Let’s discuss.