A Personal Guide to Managing Work, Health, and Mental Clarity

Productivity is a big deal for me. Like many people, I juggle different aspects of work and personal life, trying to stay on top of everything without burning out. Over the years, I’ve developed a system that works for me, a system that breaks down my day into four broad categories: Office, Kinetics, Cognition, and Broadcast. I’ve found that organizing my day this way keeps me focused, balanced, and, most importantly, inspired. Here’s how it works.

1. Structuring My Time with Day Ahead Scheduling

When I think about “Office,” I’m not just talking about my 9-to-5 or my desk setup (though that’s part of it). I’m talking about everything that falls under my professional work.

I’ve learned a lot from my eight years of experience at a State Load Dispatch Centre. One key takeaway was the importance of planning ahead, particularly through something called the Day Ahead Schedule. In power management, the Day Ahead Schedule helps streamline operations by forecasting the load for the next day. This concept stuck with me, and when I started working independently, I adopted a similar technique for my own time and energy.

Every evening, I take a few minutes to design my Day Ahead. This means outlining my tasks and mentally preparing for the work I need to do the next day. It helps me get a head start and ensures I don’t waste precious time figuring out what to do. It also minimizes stress, which, as we know, can really drain productivity.

Another productivity trick I use is the Ugmonk Analog, which is my offline to-do list on my work-desk and the Pomodoro Technique, which I track with the help of the app Promofocus. Since I work on multiple screens (which can get overwhelming), the Pomodoro method helps me focus in intervals and take breaks regularly. During these breaks, I keep a tennis ball on my desk to toss around and hit against the walls of my office room. It’s a small thing, but it helps release tension and gives my mind a moment of respite.

I also rely heavily on productivity tools like ToDoist for managing client communications and keeping track of office cleaning tasks (yes, I actually schedule cleaning, because it matters). On top of that, I track my key performance indicators (KPIs) and bigger goals using custom spreadsheets — my own Weekly Tracker, Annual Chart and Deep Work Sheet, and, of course, PM tools like Asana, Basecamp, and Notion to keep everything aligned.

2. Physical Activity is Key

Moving on to the second category: Kinetics, or physical activity. This is something I take seriously. Sitting for long periods can drain energy, and I’ve noticed that my mind feels sluggish if I don’t move enough. To stay physically fit, I stick to a fitness regime that includes walking 4 to 6 kilometers a day. I also do a mix of stretches, sit-ups, push-ups, and light weight training during the day breaks.

One thing that really helps is keeping a clutch on my desk to check my grip strength (it’s a small but consistent reminder to stay active, even while working). I also mix in some headstands and hanging from my arms once a week. These are simple activities, but they make a huge difference in how my body feels and how energized I am for my work.

3. Nurturing the Mind

The Cognition part of my day is all about nurturing my mind. I believe that if you don’t take care of your mental well-being, your productivity will tank. That’s why I make it a point to write affirmations three times a day. It’s a small practice, but it helps set the tone for my mindset, whether I’m feeling positive or need a quick mental reset.

In addition to affirmations, I stay engaged with a mix of singing, reading, blog writing, and listening to audio-books and podcasts. I mainly read online articles, life improvement magazines like Life Positive, and various books related to personal development. Writing blogs is also a crucial cognitive outlet for me, as it forces me to articulate my thoughts and reflect on what’s going on in my life.

I’ve found some selective Podcasts a great way for me to stay inspired. I listen to them during breaks, or while doing other tasks. It’s an efficient way to absorb new information and keep my brain stimulated.

Singing is another key aspect of my cognitive routine. Not only does it boost my mood and reduce stress, but it also helps improve focus and memory. The act of singing engages both body and mind, stimulating brain activity and enhancing mental clarity. Plus, it’s a fun and uplifting way to break from the daily grind.

4. Sharing My Thoughts and Work

When it comes to broadcasting ourselves, I believe there are two distinct approaches: one is driven by the desire to showcase our personality, while the other is content with merely observing.

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So under Broadcast, I focus on sharing my thoughts and work with the world. Whether it’s through my blog, Medium, LinkedIn, or social media platforms like X and Instagram, I try to publish regularly. I don’t aim for mass popularity or instant engagement.

I just enjoy sharing my ideas with a limited audience. Sometimes I post a quick story on Facebook or Instagram, other times, a longer post or article. It keeps me connected to the larger world, and it’s a creative outlet that I value.

5. The Everyday Essentials

And of course, there’s the Grind, the day-to-day tasks that often go unnoticed but are just as important. This includes paying bills on time, doing the grocery shopping, cleaning up around the house, and other household chores.

While they might seem mundane, they’re necessary to maintain a smooth routine, and I try to stay on top of them to avoid letting them pile up.

6. Tracking Streaks the Old-Fashioned Way

One thing that’s crucial to my productivity is staying offline sometimes. While I love my apps and digital tools, I don’t completely rely on them. To stay grounded, I keep physical notebooks for certain things — things that need a more personal, tactile touch.

For instance, I use a notebook to jot down my daily affirmations, brainstorm ideas, plan my Day Ahead, and even manage my bills. There’s something about writing things by hand that helps me focus and get a clearer perspective.

The most important part of my system is maintaining the streaks. Whether it’s exercising, reading, or hitting my daily work goals, I track everything on my Streak Sheet, which I fill out at the end of each day. It’s my accountability tool, and it serves as a visual reminder of how far I’ve come. Even if I miss a day, the act of filling out the streak sheet keeps me motivated to get back on track and not let things slip.

In a world full of notifications and constant digital distractions, this offline ritual is my way of resetting, organizing my thoughts, and staying mindful of my goals.

Final Thoughts

In the end, staying productive is not about doing everything perfectly. It’s about consistency. Maintaining a streak — whether it’s getting my steps in every day, sticking to my fitness routine, or writing a blog post each week — keeps me motivated. Even if I don’t feel like it, I push myself to keep the streak going. The cumulative effect of these daily habits is what really drives me forward.

By balancing the use of digital tools and offline practices, I’ve found a rhythm that works for me. The key to productivity isn’t in relying on technology alone, but in finding harmony between the two.

Photo by Alesia Kozik