1-2-3 Time management system backed by neuroscience.

There are dozens of productivity systems that can help manage our time and energy. There are so many that it's almost impossible to know what is the best for you. 

I tried many of them during my career.  Some of them stayed with me for a while. Some I throw away after one day. 

Not having any system is also not an option. Our modern world is designed to make you distracted… Social media feeds, constant notification, and being available 24/7.

It doesn't seem that it will be better in the near future. So, now is the best time to learn how to deal with distractions and how to prioritize your daily tasks. 

Daily tasks are everything. It's the center of productivity.

• Tasks

• Daily routines

• Unexpected situations

If you know how to manage your time and priorities wisely, your tasks. It would be much easier for you to achieve your goals and have a better life.

Let me share with you a 1-2-3 time management system backed by neuroscience that I'm using in my daily working routine. 

There is no need to be a neuroscientist to enjoy the benefits of it. It’s simple. To understand how the task system works, let's talk a little bit about our brain. 

About one specific part of it - the prefrontal cortex. It’s a special part of our brain that helps us:

• Plan

• Make decisions

• Control our emotions

It acts like a manager. Organizing our thoughts and making sure we react properly in different situations. 

For example, it helps us stay focused, control impulses, and understand others' feelings. When the prefrontal cortex doesn't work properly, it can make it hard for you to pay attention or manage your emotions.

So, it plays a big role in how we think, feel, and behave every day.

The prefrontal cortex is sensitive to stress, and chronic stress can impair its functions, affecting decision-making and emotional regulation.

The biggest vulnerability of the prefrontal cortex is the limited capacity for focus, thinking, and creativity. Often referred to as cognitive or mental fatigue. 

The brain, like any part of the body, can get tired after intense or prolonged activity. This is why you can't be focused for 10 hours in a row. And you can’t solve complex problems nonstop. 

This is why it's so important to plan your time during the day according to prefrontal cortex vulnerability.

According to the 1-2-3 level tasks system, the best way to manage and prioritize our tasks according to the next system:

Level 1: Basic Tasks

Tasks that require minimal cognitive effort and are carried out almost reflexively. It involves mostly motor skills and habitual processes.

Example: Sorting and delivering mail or documents within the office.

Level 2: Intermediate Tasks

Tasks that require more focus and are involved in day-to-day functional activities and social interactions.

Example: Responding to standard customer inquiries via email or phone.

It requires attentiveness and some decision-making to determine the appropriate response, but if the inquiries are common and the answers are well-practiced, it doesn't require intensive cognitive engagement.

Level 3: Complex Tasks

This task demands high cognitive resources for:

• Planning

• Learning

• Decision-making

• Organizing information

• Creative problem-solving

It involves managing multiple pieces of information, foreseeing potential challenges, and creating a comprehensive, coherent plan.

Example: Developing a new project plan or strategizing for business growth. These high-level tasks take extensive cognitive effort. It involves planning, decision-making, and creative problem-solving.

Tasks level 3 often require a quiet space and full attention and may benefit from scheduled breaks to maintain performance.

Now when you know the different levels of tasks, what should you do?

First… Learn your chronotype. 

Learn If you are a "morning person" or "night owl." Check with yourself in which hours of the day you are the most focused and productive. 

The time that you are most productive is your golden time. And in this time, you should focus on task level 3. 

This is the key to everything. To productive day, week, month, and road to your goals. It is simple to understand but not so easy to implement. 

Why?

Because our brain is designed exactly for the opposite - energy saving. It doesn't care so much about your biggest goals. It cares more about keeping you safe and preserving your energy.

And tasks level 3 demand more energy than level 2 or 1… This is why it's so tempting to do tasks level 1 instead. 

Answering emails, checking daily data, and reading some posts online. But not writing an article, for example.

Focusing on task level 1 is the worst thing that you can do in your golden hours. 

You are wasting your precious energy on easy tasks that you can do later. After you finish more important tasks (level 3).

For many people, the prefrontal cortex seems to be most active and capable of handling demanding cognitive tasks during the late morning to early afternoon. 

This can be because of the body's circadian rhythm, where the body temperature rises and cortisol levels are elevated, promoting alertness and concentration.

Then the performance of the prefrontal cortex tends to decline during the mid-afternoon, often referred to as the "afternoon slump," and it gradually improves later in the day. 

But again, we are all different. It’s important to monitor your focus and energy level for a few days and spot your golden hours.

Also good to mention that you can improve your golden hours with the:

• Consistent sleep schedule

• A well-balanced diet

• Regular physical activity

You can read more about it in my article - Healthy Mind Platter model - 7 activities for daily optimal mental health >>here<<.

In my case, my golden hours are between 10:00-14:00.

During these hours, I'm focusing on writing, learning, researching, planning, and developing new offers. All the hardest things (for me) that require deep focus. 

After that, I can do some more easier tasks like answering emails. 

It's not perfect. In some situations, you can't isolate yourself from distractions during your golden hours. 

It isn't about perfectionism. It's about self-awareness and knowing about your brain's vulnerability. Making changes according to that and becoming better 1% every day.

Let me know how this system feels in your lifestyle. 

P.S. Having the best time management is sometimes not enough. Let me explain in my other article why, without a leverage mindset, it's impossible to have enough time and be free. You can read it »here«.

Take care,

Alex