Tips for Scheduling Your Workday

Could the key to better leadership be as simple as knowing your “prime time”? We all carry an internal clock that regulates our energy, focus and mood. Scientists call this our circadian rhythm. It is a 24-hour cycle that influences when we are most alert, creative, or reflective. Studies show that when our work schedules clash with these natural rhythms, job performance suffers and stress increases. Yet many leaders ignore this invisible operating system and try to power through. I used to be the same. For years I scheduled strategic planning late in the day, after back‑to‑back meetings. I wondered why my best ideas never arrived. A mentor suggested I pay attention to my natural peaks and dips. I started blocking time for complex decisions between 9 - 11 AM, when I felt clear and focused. I moved routine tasks to my slower periods in the early afternoon. Within weeks, I noticed that my decisions were sharper. I also encouraged my team to share their own “prime times” and to adjust deadlines accordingly. Here are a few principles that have helped: 1. Identify your peaks. Keep a simple log for a week, noting when you feel most alert, creative or tired. Patterns emerge quickly. 2. Protect your high energy windows. Schedule strategy, tough conversations or creative work during these times. Avoid unnecessary meetings, then. 3. Respect diversity. Not everyone is a morning person. Where possible, allow flexibility so people can align their work with their rhythms. 4. Manage energy, not just time. Note that a full diary is not the same as a productive day. Building in short breaks and aligning work with your biology leads to more sustainable performance. Good leadership is about managing ourselves, and that includes listening to our bodies. Aligning work with your internal clock is not indulgent; it is a practical way to think more clearly and lead more effectively. Have you noticed particular times of day when you make your best decisions? How have you adjusted your schedule to work with, rather than against, your natural rhythm?

Sometimes I look back at my time on active duty in the Air Force and wonder how I got everything done . . . how did I get kids to soccer, stay credible in the airplane, do laundry and grocery shopping, and focus on my role as a commander and leader. The reality is that there were often times throughout my career where I felt overwhelmed by multiple competing priorities . . . there just didn’t seem to be enough time in the day to get it all done. The only way I could keep my head above water was to get serious and deliberate about prioritizing. I didn’t always get this right (in fact, many times I did not), but here are a few ideas that can help you prioritize and make the most of your time: 1️⃣ Identify Your Goals/Priorities: Clearly define your objectives to focus on tasks that align with your priorities. 2️⃣ Prioritize Tasks: Conduct a thorough analysis of your daily tasks. Determine which tasks are urgent and important, and focus on completing those first. (I didn’t know about the Eisenhower Matrix then, but I find it highly effective now for prioritizing my tasks.) 3️⃣ Delegate Responsibilities: Trust others to handle tasks not directly related to your core responsibilities, freeing up time for priorities. 4️⃣ Set Realistic Deadlines: Break down larger tasks into smaller steps with achievable deadlines to maintain steady progress. Micro/quick wins are also nice. (I personally enjoy crossing items off of my to-do list.) 5️⃣ Learn to Say No: Be selective about new commitments to avoid overloading your schedule (sometimes easier said than done, and it’s helpful to have an accountability partner on this). 6️⃣ Block your Schedule: Consider setting aside specific blocks in your schedule for strategic thinking. Creating this space ensures that you are actively working toward your goals and objectives and not just getting bogged down in the weeds. 7️⃣ Review and Adjust: Regularly reassess your schedule and priorities to ensure they align with your goals, adjusting as needed. (I use a high-tech sticky note and review/re-write at the end of each day). Whether you’re a business professional, military member, entrepreneur, or student, effective time management is key to maintaining productivity and reducing stress. #LeadWithCourage ----- 🛩️ About me: I’m Kim “KC” Campbell, a retired Air Force Colonel, fighter pilot, author, and keynote speaker. I work with organizations that want to develop courageous leaders and teams so they can overcome challenges, navigate uncertainty, and elevate performance.

“I want to spend more time on business development…but I just don’t have the time.” I hear this from lawyers all the time. And I get it. Between billable work, client demands, and internal obligations, your calendar can feel like a game of whack-a-mole. But if you want to build a sustainable practice, you have to make time for business development. And the best way to do that is to audit and improve how you’re spending your time overall. Here are five productivity shifts that can help you carve out space for the work on your practice—not just in it: 1. Win the first hour. Begin your day by focusing on the most important task you need to accomplish. This way, you can use your energy and attention when you're freshest and most alert. By completing this task first, you'll also create momentum and a sense of accomplishment that will carry you forward. 2. Use the two-minute rule. If you have a task that can be completed in two minutes or less, do it immediately. This will prevent small tasks from piling up and consuming your time and attention.  3. Time-block your priorities. Time-block your priorities: Don't just create a to-do list, schedule your priorities into your calendar. This will help ensure that you have dedicated time to work on your most important tasks and that you're not constantly reacting to other people's demands or distractions. 4. Use the Pomodoro method. This technique involves working on a task for a set amount of time (usually 25 minutes) and then taking a short break (5 minutes) before starting the next work session. Take a longer break after 3-4 "Pomodoros." Sprint. Recover. Repeat. 5. Build a deep work habit. Deep work requires deep focus and concentration, and this means creating an environment that supports this type of work. As much as possible, limit distractions, turn off notifications, and avoid temptations to context switch. If you build better productivity habits, you’ll create space and energy for business development. And when it comes to BD itself, apply the same principles: Block 30 minutes. Complete one focused sprint. Do that consistently, and you’ll be amazed at how much progress you make over the course of a year.

Do this to Stay on track and maintain focus. 1. Set Clear Goals - Break your larger goals into smaller, manageable tasks. If your goal is to complete a project, break it into tasks like research, drafting, editing, and finalizing. Identify the most important tasks and tackle them first. 💡 TIP - Use the Eisenhower Matrix to categorize tasks by urgency & importance. 2. Create a Plan - Spend 10 minutes each morning planning your tasks & estimating how long each will take. 💡 TIP - Time Blocking: Schedule specific blocks of time for different tasks and stick to the schedule. Allocate 9-11 AM for focused work, 11-12 PM for emails, and 1-3 PM for meetings. 3. Eliminate Distractions - Use apps like Freedom or StayFocusd to block distracting websites. Keep your workspace tidy and free from clutter. 💡 TIP - Spend 5 minutes each day for organizing your desk. 4. Use Productivity Tools - Use Trello, Asana, or Todoist to keep track of tasks and deadlines. 💡 TIP - Pomodoro Technique: Work for 25 minutes and then take a 5-minute break. Repeat this cycle to maintain focus and avoid burnout. 5. Practice Mindfulness - Incorporate short meditation sessions into your daily routine to improve focus and reduce stress. Use apps like Headspace or Calm for guided meditation. 💡 TIP - Mindful Breathing: Take deep breaths and focus on breathing to bring your attention back when you feel distracted. 6. Take Regular Breaks - Take regular short breaks to rest your mind and avoid fatigue. 💡 TIP - Take a 5-10 minute break every hour to stretch and move around. Physical Activity: Incorporate light exercises or stretches during breaks to rejuvenate your energy. Do a quick set of stretches or a short walk to refresh your mind. 7. Stay Organized - Keep a daily to-do list and check off completed tasks to stay motivated. Use a notebook or digital app to list your tasks for the day and enjoy the satisfaction of checking them off. 💡 TIP - Use a calendar to schedule meetings, deadlines, and important events. 8. Set Boundaries - Establish clear boundaries between work and personal time to avoid burnout. 💡 TIP - Set a specific end time for work each day and stick to it. Let others know your work hours and availability to minimize interruptions. 9. Stay Motivated - Celebrate small wins and reward yourself for completing tasks. Treat yourself to a favorite snack or activity after finishing a big task. Maintain a positive attitude and remind yourself of the reasons behind your goals. 💡 TIP - Keep a journal of your achievements and review it when you need a motivation boost. 10. Reflect and Adjust - Regularly review your progress and make adjustments to your plan as needed. Spend 15 minutes at the end of each week reviewing what worked well and what didn't. 💡 TIP - If you notice certain times of the day are less productive, adjust your schedule to match your peak performance.

Time is what we want most, but what we use worst. Years ago, I thought time management was: ↳ Making to-do lists, ↳ Planning everything on a schedule, ↳ And still not getting everything done. But I learned the hard way: It’s not about doing more, it’s about doing it right. Here are 12 game-changing strategies: (that truly transformed my productivity) 1/ Anti-To-Do List: Track what not to do (low-value tasks or habits that waste time). 2/ The Rule of Three: Instead of endless task lists, set just 3 key priorities per day. 3/ Time-Stamped Planning: Estimate time for each task, so your schedule isn’t just a wish list. 4/ Switching Tax Awareness: Switching between tasks can cost up to 40% of your productivity—minimize it. 5/ Waiting Time Hack: Use waiting in line or commuting for micro-tasks (replying to emails or listening to audiobooks). 6/ 90-Min Deep Work Cycle: Your brain works best in 90-minute focus sprints followed by breaks. 7/ Day Theming: Assign specific tasks to certain days (e.g., Mondays for planning, Fridays for networking). 8/ Set Hard Stops: Decide when work must end to prevent overworking and force efficiency. 9/ Productive Boredom: Allow quiet time for creative thinking (no phone, no music). 10/ Just Start Rule: When procrastinating, commit to just 2 minutes of a task—momentum usually follows. 11/ Multiplier Tasks: Some tasks (automating a workflow or hiring the right person) save you time forever. 12/ Manage Energy, Not Just Time: Track when you’re naturally most focused and schedule deep work. Time is the only resource you can’t get back. Manage it wisely. ♻️ Share this with your network. ☝️ For more valuable insights, follow me, Victoria Repa.

Does your day feel productive...or just busy?   True productivity isn’t about doing more, it’s about focusing on what matters most.  Here’s how top performers structure their day to maximize results:  --- The Night Before: Set the Stage  1️⃣ S.M.A.R.T. Goals   Write down clear, specific goals for the next day.   Goals that are measurable and time-bound set the tone for success.  2️⃣ The Eisenhower Matrix   Sort tasks into four categories:   - Urgent & Important: Do it now.   - Important but Not Urgent: Schedule it.   - Urgent but Not Important: Delegate it.   - Neither: Eliminate it.  3️⃣ Find Your Peak Time   Reflect on when you’re most energized and alert.   Plan to tackle your hardest tasks during these windows. --- The Morning Of: Start with Momentum  4️⃣ The 2-Minute Rule   If a task takes less than two minutes, finish it immediately.   Clearing small tasks frees your mind for bigger priorities.  5️⃣ Time Blocking   Assign specific blocks of time for emails, meetings, and deep focus work.   Stick to these blocks to stay on track. --- Throughout the Day: Stay Focused  6️⃣ Task Batching   Group similar tasks together—like answering emails or scheduling calls—and handle them in one block.  7️⃣ Pomodoro Technique   Work in 25-minute focused sprints with 5-minute breaks.   This method boosts focus and prevents burnout.  8️⃣ Kanban Board   Use a visual workflow to track progress with columns like “To Do,” “In Progress,” and “Done.”   Stay organized and keep moving forward. --- End of Day: Reflect and Recharge  9️⃣ Closing Out the Day   Spend the last 15 minutes reviewing your progress and updating tomorrow’s priorities.  🔟 Productivity Journaling   Write down what worked, what didn’t, and what you’ll improve tomorrow.   Reflection keeps your growth on track. --- Why this works:   Productivity isn’t about filling every minute—it’s about making the minutes count.   When you plan intentionally, you’ll feel more in control and accomplish more with less stress. What’s your favorite productivity habit? Share it below.  If this helped, share it with someone who wants to make the most of their day.   Follow Jay Mount for more insights on leadership and productivity.

I've found throughout my entire life and in working with others that adhering to some pretty simple time management principles can have a dramatic impact on productivity, promotion/growth, and being able to make more time for non-work things we love. These suggestions below cost no money. Can be implemented by anyone. And will significantly increase how much you can get done in your work hours each day. Which can lead to promotion, business growth, and/or more time to do things you love more than working. ✔ You need a To Do List. Mine is an old school yellow legal pad. The second I know I need to accomplish something, I write it down. It doesn't come off until it's completed and crossed off. Four sections - important/urgent, not important/urgent, important/non-urgent, and not important/non-urgent. I recalibrate the list at night each day for the next day. ✔ Become one with your calendar. 15-minute meetings. Try to stack them in blocks. Schedule repetitive things into the calendar you need extra motivation to do and treat it like you would a meeting. When in doubt, put it in your calendar. ✔ Automate repetitive tasks (social media post scheduling, scheduling email campaigns, data entry, report generation, etc.). If it can be automated, take the time to learn how to automate it. It will always save you lots of time in the long run. ✔ Go to sleep an hour earlier, wake up an hour earlier, and exercise for an hour after you wake up. This takes discipline but does wonders for your physical & mental health ... and your productivity during the day. ✔ Schedule notifications off during times you need to be productive. ✔ Anything that can be accomplished in less than 2-3 minutes, do it immediately as opposed to adding it to your list. ✔ Don't be afraid to say no, and avoid time thieves. ✔ Schedule breaks, reward yourself for list cross-offs. Mine is always FOOD - typically chocolate.

Triage or First Come, First Serve? My vote - Triage. When scheduling your day, your prime hours aren't negotiable. They're when your brain operates at peak capacity, when complex decisions feel clear, and when your best work happens. For me - It's 10am to 3pm. That's when I feel the most alert. My motivation improves. My productivity is at its highest. And I use this time very intentionally (not for busy work). Don't give this time away to whoever asks first. Reserve your prime hours for high-cognitive work. Here's how to design your day around your peak focus: 1. Identify your energy patterns. Track your focus levels for one week. Note when you feel sharpest, when you drag, and when you get a second wind. Ask yourself: "When do I solve problems fastest?" "When do emails feel overwhelming?" Most executives have 2-4 hour windows of peak performance. Find yours. 2. Block your prime hours for deep work only. Put them on your calendar first - before anyone else gets to them. This is when you tackle strategy, creative problem-solving, and decisions that require your full cognitive power - whether solo or collaborative. This is not the time for low-cognitive work such as status updates, informational meetings, or "quick questions." 3. Schedule around your energy, not convenience. Schedule your low-cognitive work outside of your prime hours. You don't need to accept meetings during these windows just because others prefer them. 4. Create buffer zones Build in transitions before and after your prime hours. Use them to prepare your mind for deep focus, review priorities, and eliminate distractions. Turn off notifications. Close your door. Tell your assistant you're unavailable. Your brain needs time to shift gears - honor that. Your energy isn't infinite. How you protect it determines the quality of everything else you do. So which team are you on? Team Triage or Team First Come, First Serve. Let's debate in the comments! --- ➕ Follow Carrie Gray, D.B.A. for more insights. ♻️ Share this post to help other leaders. --- ⚡ Ready to take your board from ho-hum to highly engaged? ⚡ Get on the waitlist for The Board Engagement Accelerator! Enrollment will reopen soon! Find the waitlist here - https://lnkd.in/er2EnHkM --- Stay Connected! 📩 Subscribe to Breakthrough Bites for weekly bite-sized insights - https://lnkd.in/eQJwg4Gt 📩 Subscribe to The Gray Matter, my monthly dose of deeper dives - https://lnkd.in/esVeG7vh

Your workday is designed to kill your best ideas. We’re still running companies like factories. But the brain isn’t a machine that can produce 8 hours of consistent output. It cycles between: ▪️ Focused attention (deep, concentrated work) ▪️ Diffuse processing (insights + connections during rest) So how do you actually design a workday around the brain instead of against it? Here’s one simple redesign of the “typical” 9–5: 🔹 Morning focus blocks → No meetings. Let people tackle complex work while their brains are fresh. 🔹 Mid-morning breaks → Shift into diffuse mode right after focus time. This is where aha moments spark. 🔹 Strategic meetings (only when needed) → Late morning, after focus + breaks, so collaboration builds on actual thinking. 🔹 Lunch → Company-protected time to refuel body + brain. 🔹 Post-lunch admin → Light tasks during the natural energy dip (thanks, circadian rhythm). 🔹 Afternoon cycles → More focus blocks or targeted collaboration meetings, mixed with more diffuse thinking breaks. And yes….ALL of this counts as paid work time. When you design around these rhythms, you get higher quality thinking, sustainable energy, and teams that actually want to collaborate Key insight: Timing matters. Your brain continues processing the most salient thing (based on recency, intensity, and unsolved tension) from recent memory, which is typically the last thing you focused on. So if you want to make progress on a tough problem, take your break right after focusing on relevant data. The magic of designing work to align with the brain? There are so many options that can fit your company's unique needs and patterns. Including, rethinking the 9–5 altogether. But here’s the real shift that needs to be made to make this a reality: This isn’t on individuals. For this to really stick and give your the performance increase you want, it’s on leaders and companies to design workdays that work with the brain, not against it. Because if you keep designing work like it’s still 1925 (just with new technology in the mix), don’t expect 2025 results. What would change if you built your workday around thinking, not time?