Manage Your Energy, Not Your Time: How to Work Smarter and Faster

The traditional way to manage your time is to divide tasks that you need to complete and assign a specific amount of time to get the work done. For example, you give yourself the goal of completing three reports in two hours.

While time is a finite resource, energy works differently. 

Energy is a renewable resource, but only up to a certain point. Scheduling every minute of free time to increase productivity may seem like a good use of time, but it doesn’t account for the need to replenish energy.

Some tasks also require more energy than others. High-energy tasks and multitasking can’t be done productively when your energy is already eaten up by a surplus of things scheduled in your day.

Over time, a lack of energy can cause a dip in productivity, even when there’s more than enough time to get the required tasks done.

1. Start by setting your boundaries

No one knows your energy limits better than you. By setting boundaries for yourself, you simultaneously protect your energy levels and motivate yourself to achieve your goals.

Setting these boundaries for yourself can help you stay accountable for your goals while helping to prevent burnout. You have some room to adapt depending on how much energy you have in a day.

And you can still stay on track, even on days when energy may be low. There’s always the next day to get more done.

Keep in mind that you may need to adjust those boundaries over time.

2. Include rest and recovery in your plans

When managing your energy, it’s important to think about downtime and recovery. These shouldn’t be an afterthought. Instead, they should be planned out so that they’re part of your schedule.

Your energy levels are what matter the most. There’s a reason why leaders like Buffet and Gates schedule downtime in their days.

When you give yourself time to rest, you’ll replenish your energy levels and become more productive when you’re back at work. You’ll also improve your well-being and experience more positive emotions if you’re rested.

3. Schedule time for deep and inner work

Deep work is an uninterrupted period when you can fully focus on high-impact work.

Deep work requires a lot of energy, but you can be much more productive when you’re fully focused on what you’re doing. Make sure to schedule your deep work at a time when your energy is highest.

The length of time you’ll need for deep work should depend on your energy. 

Remember that you need to manage your energy to have some left over for the rest of your day. Longer hours won’t always mean better deep work.

4. Keep a journal of your energy levels

Everyone has 24 hours in a single day. But energy levels will vary from person to person and from day to day. This is true for emotional energy, physical energy, and mental energy.

To help you better manage your energy and get more done, keep a journal of what energizes you and drains you. You can track these elements in your work life and personal life.

This can include:

• How much sleep you get
• Your diet
• The frequency of your breaks
• Who you spend your time with
• Physical activity (or lack thereof)
• Types of tasks you perform

5. Learn to delegate

Once you know what energizes you and what drains you, you can better plan your day to make the most of your energy.

One of the things you can do to improve your energy management is to delegate when you can. This is also good to develop your leadership skills. 

You won’t always be in a position to delegate. There are some tasks that you’ll be required to do at work, no matter what, especially if you have an entry-level position.