Maximise Your Time & Energy

After running my business and travelling full-time as a digital nomad for two years, I know how it feels.. 

You have a never-ending to-do list, and there never seems to be enough hours in the day to handle the work that needs to be done while still having the energy to enjoy life outside of your business.

But staying productive doesn’t mean working yourself into the ground, sacrificing your energy, and missing out on life.

It’s all about working smarter, not harder. A cliché, I know, but it’s a cliché for a reason! 

Here’s a three-step system, the very one I use in my own life and with my clients, to help you take control of your time and energy. The three steps are:

1. Plan

2. Protect

3. Reflect

It’s designed to be simple, practical, and flexible, so you can focus on what matters most without burning out.

Let’s dive in.

Step 1: Plan (Prioritise and Schedule Your Week)

A good week starts with a solid plan. You’re not just making a to-do list, you’re creating a roadmap that prioritises your time and aligns with your energy.

Here’s how to plan effectively:

Get clear on your priorities

Start by writing down everything you think you need to do this week. I know it’s tempting to tackle everything at once, but trust me, that’s only going to burn you out. Instead, ask yourself:

• What tasks will have the biggest impact on my business?

• What tasks align with my business goals?

Then use the Eisenhower Matrix, which sounds fancy, but really, it’s just an easy way to prioritise the tasks you wrote down. Simply categorise your tasks for the week into:

• Urgent + Important: Do these first.

• Important but Not Urgent: Schedule these.

• Urgent but Not Important: Delegate or minimise them.

• Neither: Eliminate them.

Once prioritised, pick 3-5 key tasks or priorities for the week. These are now your non-negotiables.

Now that you’ve prioritised your tasks, it’s time to make sure they actually fit into your week. That’s where time blocking comes in.

Time block your schedule

Take the priorities you’ve just outlined and assign them dedicated time slots in your calendar. By scheduling when you’ll work on these tasks, you ensure they’re not just intentions but actionable parts of your day.

Here’s how to do it:

• Start with your non-negotiablesLook at your 3-5 key tasks for the week and decide when you’ll tackle them. Block off uninterrupted time for these tasks first.

• Batch similar tasksGroup related tasks together to save time and mental energy. For example:

  • Block an hour for all your out-bound calls.

  • Dedicate an afternoon to admin tasks like emails or invoicing.

  • Set aside a focused block for creative work, like content creation or strategy.

• Align with your energy levelsThink about when you’re most productive.

  • If mornings are your power time, schedule your most demanding work then.

  • Save simpler tasks for when your energy dips, like after lunch.

• Build in buffer timeLife happens, and plans don’t always go perfectly. Add buffer time between tasks to handle unexpected interruptions or to give yourself a breather before diving into the next thing.

Example: Here’s what a time-blocked day might look like:

• 8:00–9:30 AM: High-focus work (strategy or creating a proposal)

• 9:30–9:45 AM: Break (stretch or grab a coffee)

• 9:45–11:00 AM: Respond to emails and follow-ups

• 11:00 AM–12:30 PM: Client calls

• 12:30–1:30 PM: Lunch and recharge

• 1:30–3:00 PM: Simpler tasks / Admin

• 3:00–3:15 PM: Break

• 3:15–4:00 PM: Creative work (content creation or brainstorming)

• 4:00-4:30 PM: Wrap up tasks and plan for tomorrow

Personally, I use Google Calendar to block out my time, but you can use tools like Trello, Notion, or even a simple notebook. The key is to make sure the priorities you set at the start of the week are scheduled into your calendar so they actually get done.

By linking your priorities to your schedule, you’ll move through your week with intention and focus.

A little time spent planning upfront can save you hours (and stress!) later on.

Step 2: Protect (Daily Habits to Stay Balanced)

Your energy is your most valuable resource. Even the best plan won’t work if you’re running on empty. Protecting your energy is all about building daily habits that keep you balanced, productive, and ready to handle whatever comes your way.

Here’s how to protect your energy effectively:

Take Intentional Breaks

It’s one thing to take a break and another to be intentional with your breaks. The trick is to schedule them and plan how to use them. Why? Because while scrolling social media might feel like a break, but it doesn’t truly recharge you.

An intentional break is about stepping away from work and doing something that helps you reset physically, mentally, and/or emotionally. These pauses are crucial for maintaining focus, avoiding burnout, and coming back sharper for the next task.

How to do it:

• Schedule your breaks in advance. Don’t wait until you’re exhausted to take a breather, build breaks into your day from the start. For example, after a focused 90 minute work session, schedule a 10-15 minute pause.

• Be intentional with your breaks. Ask yourself: What would recharge me? Choose activities that truly refresh you, like:

  • A quick walk outside for fresh air and movement.

  • Listening to a playlist of your favourite songs to boost your mood.

  • Practising mindfulness, like a breathing exercise or a 5-minute meditation.

  • A quick 20-30 minute nap to recharge your eyes and brain.

  • Or maybe grabbing a coffee with a close uplifting friend.

Set Boundaries That Stick

Clear boundaries are the foundation of sustainable productivity. Without them, work will creep into every corner of your life, leaving you drained and unfocused.

How to do it:

• Define your work hours. Decide when your workday starts and ends, and treat those hours as sacred. Write them down or put them in your calendar if it helps you stick to them.

• Turn off notifications after hours. Emails, Instagram, Slack, whatever it is, turn it off. Those notifications will still be there in the morning.

• Handle boundary pressures. If someone pushes you to work outside your set hours, switch tasks unexpectedly or change your plans, respond politely but firmly. For example, you could say:

  • “I’d love to help, but I’ve committed to finishing X right now. Can we connect tomorrow?”

  Remember, every time you say “no” to distractions, you’re saying “yes” to your priorities.

Boundaries aren’t selfish, they’re a way to protect your energy and focus for the things that matter most.

Putting It All Together

Here’s how a typical day might look when you protect your energy intentionally:

1. Morning: After your first 90 minutes of work, take a 10-minute break to stretch or grab a coffee.

2. Midday: Step away from your desk for lunch and go for a walk or listen to music to reset.

3. Afternoon: When your energy dips, schedule simpler tasks or take a quick nap.

4. Evening: Shut down work at your set time, turn off notifications, and unplug before bed.

Protecting your energy isn’t about doing less, it’s about creating the space you need to show up fully for both your work and your life. Build these habits into your day, and you’ll feel more balanced, focused, and in control.

Step 3: Reflect (End-of-Week Review)

Reflection is the secret sauce to long-term success. It’s your chance to pause, learn, and adjust so you keep improving week after week. Personally, I complete this process every Sunday, it’s a non-negotiable habit I’ve stuck with for seven years. I credit it as a cornerstone for allowing me to build my business and travel the world as a digital nomad.

But reflection isn’t just about looking back. It’s the bridge that ties everything together, flowing directly into Step 1: Plan.

Here’s how to reflect effectively:

Look Back at Your Week

Start by evaluating what happened over the past week. Use these prompts to guide your review:

• What went well? Celebrate the wins—big or small—that moved you forward.

• What didn’t go as planned? Note the challenges or setbacks without judgement. They’re opportunities to learn.

• What drained your energy or time? Identify tasks or habits that felt unproductive or overwhelming.

• What gave you energy? Highlight moments or activities that left you feeling motivated and aligned.

The goal is awareness. Understanding what worked and what didn’t is the first step to refining your approach.

2. Revisit Your Plan (from Step 1)

Here’s where reflection loops back to planning, making this system dynamic and repeatable. Use what you’ve learned to adjust your plan for the next week.

How to revisit your plan:

• Refine your priorities: Based on your reflection, identify the 3-5 tasks that should take centre stage next week.

• Adjust your time blocks: Look at your schedule. Did certain tasks feel rushed? Were there energy dips you could plan around? Update your time blocks to work better with your rhythm.

• Solve recurring challenges: If something didn’t go smoothly, think of ways to handle it differently next week.

Reflection isn’t just the final step, it’s the bridge to the next cycle. By revisiting your plan each week, you ensure every lesson learned and every win celebrated informs the week ahead. This process not only keeps you organised but also helps you focus on what truly matters, one step at a time.

A Repeatable System for Growth

Plan, Protect, Reflect isn’t just a one-off strategy; it’s a system you can repeat week after week to build momentum and stay aligned with your goals. Each step feeds into the next, creating a continuous cycle of improvement that helps you move forward with clarity and purpose.

When you make this system part of your weekly routine, you’re not just staying productive, you’re creating a rhythm for sustainable growth, balance, and success. Your business, your goals, and your energy will thank you.

Ready to take action?

👉 Download this free Weekly Planner and implement the Plan, Protect, Reflect System into your week.

👉 Or schedule an Action Plan Call here, and together we’ll craft a weekly system tailored to your business and lifestyle.

As always, take care, and take action to elevate!

✌️ Laurence