Have you ever noticed how your mental state affects your productivity? In this blog post, I will define the mental states affecting our productivity and explore how to schedule our work to take advantage of them. I’ll also discuss the need to change our daily schedule sometimes to accommodate mental states.
We’re often unrealistic when we plan our time. We assume that all blocks of time are the same.
However, they are not the same. Our mental state makes the difference. David Kadavy writes in Mind Management, Not Time Management, “… one unit of time is very different from another unit of time. … Some hours are better for thinking analytically. Other hours are better for thinking creatively.”
We know this from practical experience. I might schedule myself to write a blog post at a particular time and date, but when the appointed time arrives for me to write, my mental state doesn’t fit the task.
“As the great sculptor Constantin Brancusi said, “Things are not difficult to make; what is difficult is putting ourselves in the state of mind to make them.””
David Kadavy, Mind Management, Not Time Management
Sometimes, I feel energized and ready to do tough convergent thinking and work, and it’s no problem writing a blog post. But other times, I might feel tired and unfocused. It’s a struggle to even think about writing, let alone actually write.
Mental States Determine What Units of Time Look Like
The Seven Mental States of Creative Work
David Kadavy has listed seven different mental states of creative work:
1. Prioritize (creating a plan);
2. Explore (letting curiosity control, free-form exploration);
3. Research (searching for specific answers to specific questions);
4. Generate (doing the creative work);
5. Polish (editing);
6. Administrate (management type work); and
7. Recharge (time off from work).
These mental states take different levels and types of energy to do well. It’s typically much more focused and energy-burning to write a blog post (Generate) than it is to edit it (Polish) and publish it (Administrate).
If we schedule time in advance to Generate (write a blog post), there’s no guarantee we will be in a Generate mental state when the time arrives. If we’ve been working hard and are exhausted, we’ll be in a Recharge mental state and have difficulty generating a blog post.
Biological Prime Time
We all have different Biological Prime Times. We recognize that while some of us have more focus and energy to do challenging tasks in the morning, others have this focus and energy in the night or afternoon.
We need to know our Biological Prime Time and schedule our work to fit.
“Hyperfocus is most effective during your peak energy times—I call these your Biological Prime Time (BPT), and the precise times of day differ for everyone.”
Hyperfocus: How to Be More Productive in a World of Distraction, Chris Bailey
My Biological Prime Time is in the mornings. That’s when I need to schedule my more difficult tasks, such as writing projects and hard-core research. I need my best energy and focus to complete these tasks.
I should schedule lower-energy and lower-focus tasks in the afternoon (after my nap), such as exploring, editing, planning, and administrating. Evenings are the best time for me to recharge.
Much Productivity Advice Fails to Recognize Not Every Time Block Is the Same
Unfortunately, many of those in the “productivity racket” tend to give one-size-fits-all productivity advice that fails to recognize the mental state differences in people and time blocks:
• “Always do your most important work first thing in the morning.” Not everyone does their best work in the morning, so the morning may be the worst time for some to do their most important work, which typically requires the most energy and focus. It might be more productive for night owls to do their most important work in the evenings.
• “Get up at five a.m. every morning to do your most important work. Some people have no energy or focus at five a.m. — this would be horrible advice for them.
• “Make a work plan the day before and follow it no matter what. This assumes we’ll have the right mental state when the appointed time arrives to do a particular kind of work. What if you don’t have the right mental state? You might want to adjust the work plan instead of religiously following it.
Plan for and Work With Mental State Differences
Plan the Type of Work You Do at the Right Time to Fit Your Biological Prime Time
You need an individualized plan that acknowledges your energy patterns.
Plan your high-energy work (writing, presentations, etc.) when you typically have the highest energy level. Know your Biological Prime Time and schedule with it in mind.
Plan your low-energy work (editing, administrative, exploring, etc.) when you typically have less energy and focus.
If Possible, Stay Flexible About When You Do Your Work
Even if you plan with your Biological Prime Time in mind, sometimes you will find yourself in a mental state that does not fit the type of work you’ve planned.
If you have something scheduled and you’re not in the right mental state to do it, delay it to a better time if possible. If you can’t move it due to a pressing deadline, see if you can create the mental state you need to do the work.
David Kadavy suggests you think of the last time you were in the mental state and try to recreate the circumstances that you were in at the time. Of course, sometimes you must lower your head, slog through, and do the work. It likely won’t be your best work.
Use Your Mental States and Biological Prime Time to Work for You
It is crucial to recognize that not all blocks of time are the same and that your mental state dramatically impacts your productivity and effectiveness. Our mental state determines what units of time look like, and we need to adapt our schedules accordingly.
Understanding your own Biological Prime Time and scheduling your work accordingly is essential. You can optimize your productivity by planning high-energy tasks during peak energy times and low-energy functions during periods of decreased focus.
Additionally, remaining flexible and receptive to your mental state at any given time is essential. If you find yourself in a mental state that does not align with your planned work, consider delaying the task or creating the mental state to complete it.
These steps allow you to work harmoniously with your mental state and maximize productivity.