Productivity naturally ebbs and flows throughout the day, shaped by a workspace, hunger, prolonged sitting, mood, and other factors. By recognizing and understanding these dynamics, we can gain greater control over our environment and habits to optimize our productivity. Few people realize that the body and mind can respond to productivity cues as they react to signals for hunger or sleep and take advantage of this. Explore five powerful tactics to boost productivity.
Limit Your Workspace to Work for Better Focus
Reserving your workspace exclusively for work-related activities is the key to signaling your brain that it’s time for focused, productive work.
Our brains naturally associate specific activities with physical cues through the process of classical conditioning and the formation of habit loops driven by repeated behaviors and environmental triggers. Classical conditioning, first demonstrated by scientist Ivan Pavlov in his experiments with dogs1, is a learning process where a neutral stimulus becomes linked to a meaningful stimulus, eventually triggering an automatic response. This phenomenon isn’t limited to animals. It also applies to humans. By understanding and leveraging this powerful mechanism, we can intentionally design our environments to support focus and productivity.
The first recommendation for people struggling with insomnia is to use their beds exclusively for sleeping. This recommendation means avoiding activities like eating, reading, watching TV, using smartphones, talking, or, most importantly, lying awake and trying to fall asleep. By reserving the bed solely for sleep, the brain develops a strong association between the two, making falling and staying asleep easier. Adopting this practice can significantly improve sleep quality and duration, improving physical health and overall well-being. Doctors also recommend that if you wake up during the night and cannot fall back asleep within 20 minutes, you should get out of bed, go to another room, and engage in calming activities like reading, listening to soothing music, or practicing deep breathing exercises. The key is to return to bed when you feel ready to sleep again. This approach reinforces the connection between bed and restful sleep rather than frustration or restlessness in our minds.
Surprisingly to many, the same principle applies to workspaces. Our desk should be dedicated exclusively to productive, focused work. It shouldn’t double as a space for eating, reading, talking, doom-scrolling, or other distracting activities. Maintaining this discipline helps train our brains to associate the workspace with concentration and efficiency.
Tim Urban humorously illustrates the challenge of staying focused in his TED Talk Inside the Mind of a Master Procrastinator.2 He describes how his “monkey brain” leads him astray. This playful anecdote highlights how easily distractions can derail productivity.
“My Monkey [brain] said, ‘Totally agree, but let’s just open Google Earth and zoom in to the bottom of India, like 200 feet above the ground, and we’re going to scroll up for two and a half hours till we get to the top of the country so that we can get a better feel for India.'”
So how can we resist the urge to “open Google Earth,” check emails, browse social media, or dive into other distractions? A simple yet effective strategy is to step away from your desk when these urges strike. Leave your workspace, reset your focus, and return only when you’re ready to work with intention. This practice mirrors the advice for people living with insomnia: step away from your bed if you’re unable to sleep.
By reserving your workspace exclusively for work, like using your bed solely for sleep, you train your brain to associate the desk with productivity. This intentional approach not only combats procrastination but also enhances focus and efficiency, helping you achieve your goals more quickly.
Find and Protect Your Productivity Prime Time
Our attention spans naturally fluctuate throughout the day, week, and year. We can maximize productivity by aligning our attention peaks with our most important tasks.
Our ability to focus and perform at our cognitive best varies significantly throughout the day, week and year. Daniel Pink, the author of When: The Scientific Secrets of Perfect Timing, researched this phenomenon. Daniel argues that these variations can be as high as 20 percent, similar to a difference between the attention of a sober person and a person who had a legally allowed amount of alcohol. These fluctuations underscore why timing can make or break our ability to perform well on demanding tasks. Matching the right task to the right time is critical.
Most people experience a few hours of peak attention daily. During these peaks, we feel alert, focused, and energized, making it the ideal time for tackling high-priority tasks. These hours are also called “productivity prime time” or “protected time.” Identifying and safeguarding this period is essential for maximizing personal productivity. Productivity prime time varies from person to person and is linked to such factors as circadian rhythms, personal habits, and lifestyle choices.
Research supports the idea that productivity peaks are generally consistent across many people. Studies have found that most individuals experience their highest productivity in the morning. For instance, a survey by Redbooth, a project management platform, analyzed over 1.8 million projects and 28 million tasks. Their findings revealed that most tasks were completed between 9 and 11 a.m., suggesting this is a productivity sweet spot for many people.3
The study also showed that productivity dips sharply after lunch and drops even further after 4 p.m., marking the late afternoon a period of low cognitive energy for most people. This pattern highlights the importance of planning less demanding tasks or taking breaks during these lulls. The research also suggests that even larger-scale timeframes, like seasons, can influence our work rhythms. According to the research results, fall is the most productive season, followed by winter.
Given these findings, the key takeaway is the importance of self-awareness. We can identify and leverage peak productivity periods by observing when we feel most focused and energized. This practice, known as “time-blocking,” helps protect these precious hours from distractions or less critical work.
We can start by tracking our energy levels and productivity throughout the day to harness this approach effectively. We need to note when we feel the most motivated and struggle to focus. Once we’ve identified your productivity prime time, we need to treat it as sacred. Reserve it for deep work or activities that require your full mental capacity, and avoid scheduling meetings or tackling low-value tasks during this time.
By aligning the most demanding tasks with your productivity prime time, we can achieve more with less effort, reduce mental fatigue, and maximize the quality of your work. Learning to work with, rather than against, our natural rhythms is a transformative strategy for improving productivity.
Break the Cycle of Draining Breaks and Embrace Energizing Activities
Activities we do during breaks from work can either drain our energy and plummet productivity or energize and rejuvenate us, leading to increased productivity and performance.
“The difference between what we do automatically when we are feeling drained and what would actually rejuvenate us shows that the ways we rest are rarely restful. And it raises a question: how can we break the doomscroll/binge-watch/takeaway cycle and start engaging in activities that actually make us feel good?” said Ali Abdaal, the author of Feel-Good Productivity.
For many, a typical break involves mindlessly scrolling through social media or news feeds. These breaks often take the form of chatting with colleagues about the latest gossip or updates. While these activities may offer a fleeting sense of novelty or entertainment, they fail to recharge our mental and physical energy. Instead, they contribute to burnout and hinder our productivity.
Our brains crave novelty, but fulfilling that craving with unproductive activities leaves us feeling more drained.
Leah Hope, a photographer from Arizona, exemplifies a better approach to breaks and rejuvenation. For years, Leah struggled with her weight, reaching over 350 pounds. Every step felt burdensome, and despite numerous attempts with diets and exercise programs, she faced recurring cycles of short-term success followed by setbacks. One day, she discovered “invisible exercise,” also known as “exercise snacks.” These small bursts of movement became a game changer. Leah began walking or marching in place for just five minutes during breaks, aiming to accumulate 8,000 to 10,000 steps daily. Over a year and a half, Leah lost an incredible 180 pounds and transformed her life, gaining a healthier body and renewed energy and confidence.4
Leah’s journey highlights the importance of incorporating movement into our breaks, even for just a few minutes. No matter how brief, physical activity can dramatically improve energy levels, enhance productivity, and reduce the risk of burnout. Whether working in an office or from home, opportunities to move abound. Office workers can march in place, take a short walk outside, or climb stairs for a quick exercise. The options for those working from home include push-ups, sit-ups, planks, or even a five-minute dance session.
Speaking of dancing, have you heard Meghan Trainor’s song “Better When I’m Dancing”? It perfectly encapsulates the uplifting power of movement. Dancing is an exceptional way to break up your day, combining physical activity with an emotional boost. Entrepreneur Kat Norton, known for her vibrant energy, often dances before important meetings. She attributes this ritual to boosting her energy, confidence, and mood, setting the stage for successful interactions.5
The key to making breaks truly rejuvenating lies in choosing activities that energize rather than drain us. We can create breaks that refresh our minds and bodies by stepping away from the doomscrolling cycle and incorporating activities like short walks, exercise snacks, or even dancing. These intentional choices enhance our productivity and promote a greater sense of well-being.
Prioritize Rest and Nourishment
Staggering productivity losses are tied to poor nutrition and insufficient sleep.
Sleep plays a crucial role in productivity. According to studies by the American Academy of Sleep Medicine, sleep disorders result in productivity losses ranging from 19% to 58%.6 Poor sleep quality and sleep deprivation negatively affect essential skills like concentration, focus, alertness, reasoning, and problem-solving. These skills are critical for performing well in any task. Ironically, individuals who sacrifice sleep to accomplish more work often face the opposite outcome. They spend more time correcting errors, which increases their workload. Proper rest is vital for efficiency and reducing mistakes, making quality sleep an essential foundation for effective productivity. The table below6 highlights the specific impact of various sleep disorders on productivity, emphasizing the need for good sleep habits to maximize work performance and overall well-being.
| Sleep Description | Productivity Loss |
| 7 to 8 hours without snoring | 0% |
| 5 to 6 hours without snoring | 19% |
| Less than 5 hours without snoring | 29% |
| 7 to 8 hours with snoring | 19% to 34% |
| Insomnia | 58% |
Poor nutrition profoundly affects critical aspects of productivity, including energy, focus, and cognitive function. Consuming foods high in sugar and simple carbohydrates often leads to sharp spikes and crashes in blood sugar levels, resulting in decreased energy and impaired focus. Research published in Personality and Psychology Review highlights that low blood sugar can significantly hinder one’s ability to concentrate and complete tasks effectively.7
Nutrient- and vitamin-deficient diets also negatively impact cognitive functions such as memory and attention. A diet heavy in processed foods has been linked to increased stress and anxiety levels, further compounding productivity challenges. The effects are apparent: individuals with poor eating habits are significantly less productive. According to a study by Brigham Young University, people with unhealthy diets are 66% more likely to experience unproductive days. Alarmingly, this figure rises to 93% among those who rarely consume fruits and vegetables.
Healthy nutrition plays a pivotal role in sustaining mental clarity and emotional balance. Incorporating nutrient-rich foods like fruits, vegetables, whole grains, and lean proteins into daily diets can enhance focus, reduce stress, and unlock our full productivity potential.
When we feel good, our body undergoes several physical changes, including the release of happiness hormones, relaxation of muscles, improved blood circulation, and increased energy.
Elevate Your Productivity Through Happiness
By intentionally prioritizing happiness through these practices, we can create a virtuous cycle where feeling good fuels greater productivity, leading to even more reasons to feel good.
When we feel good, our body experiences positive physical changes that enhance our well-being. These changes include the release of happiness hormones such as serotonin, dopamine, and endorphins, which elevate mood and energy levels. Additionally, muscles relax, blood circulation improves, and energy reserves increase, creating a physiological state that supports greater productivity and resilience.
Research consistently highlights the strong link between happiness and productivity. A study by Oxford University’s Saïd Business School in collaboration with British telecom firm BT revealed that happy workers are 13% more productive than their less-happy counterparts.8 This is attributed to heightened creativity, better problem-solving abilities, and increased motivation when individuals are in a positive emotional state.
There are many simple yet effective ways to boost happiness and foster productivity. Engaging in activities such as laughing, dancing, or exercising releases endorphins, often referred to as the body’s natural mood enhancers. Celebrating even small wins fosters a sense of achievement and positivity. Spending time in nature, enjoying social connections, and soaking up sunlight increases happiness. These activities not only improve mood but also reduce stress and anxiety, making it easier to stay focused and engaged.
Key Takeaways
- Adopt the Desk Cue Rule. Reserve your desk exclusively for focused, uninterrupted work to build a strong association between your workspace and productivity.
- Preserve Your Peak Productivity Hours. Determine the time of day when your focus and energy are at their highest, and dedicate this period to tackling your most important tasks.
- Incorporate Active Breaks. Take scheduled breaks from work to recharge, and use this time to move your body and refresh your mind.
- Prioritize Wellness. Ensure adequate sleep, maintain a balanced and healthy diet, and engage in activities that bring you joy to sustain energy and enhance your overall productivity.
Footnotes
1. https://www.ncbi.nlm.nih.gov/books/NBK470326/
2. https://www.ted.com/talks/tim_urban_inside_the_mind_of_a_master_procrastinator
3. https://redbooth.com/blog/your-most-productive-time
4. https://www.newsweek.com/woman-sheds-weight-invisible-exercise-1830327
5. https://themangonetwork.substack.com/p/2m-from-excel-how-dancing-made-spreadsheets
6. https://aasm.org/poor-sleep-at-night-could-mean-decreased-work-productivity-in-the-morning/
7.https://carlo-hamalainen.net/stuff/Gailliot%20Baumeister%20-%20The%20physiology%20of%20willpower:%20linking%20blood%20glucose%20to%20self-control.pdf
8. https://www.ox.ac.uk/news/2019-10-24-happy-workers-are-13-more-productive