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Scheduling is a key to working smarter
Productivity can improve with a few minor time tweaks
By Isvari Mohan
Globe Correspondent

We’re working all wrong. Productivity often declines for workers after they exceed 40 hours a week, according to research by John Pencavel of Stanford University. Yet according to Gallup, Americans with full-time jobs work an average of 47 hours a week. While it may be great to have 35-hour workweeks, afternoon siestas, and a schedule based on our bodies’ rhythms, that’s usually not possible in today’s world. So here’s a guide — based on the latest in scientific research — on how to turn the 45-hour workweek most of us have into a more productive, healthy one.

6:00-7:00 a.m. — Wake up. If showering immediately isn’t your thing, meditate or get a small chore out of the way first. Do not check e-mails or your phone, because it will waste time and get you off to a slow start. And while many people like to get their workout out of the way, it’s actually better to wait until the afternoon. You can either eat breakfast or take a snack for later.

8:00-8:30 a.m. — Get to work. Arriving by 8:30 is preferable for many jobs. That way, if you’re running late, you’re still in before 9:00. You get an early start on the day, and you might be able to leave early without a guilty conscience.

8:30 a.m.-12:00 p.m. — Morning grind. Focus on managing energy, not time. Finish one of your more important, time-consuming, or focus-requiring tasks. Work for about 50 to 90 minutes and take 15- to 20-minute breaks. Do not multitask. During your breaks, get up from your desk, meditate, or grab a snack. Do not do computer work (checking e-mails, your cellphone, news, or social media) for more than two of these breaks in your day. If your body is better with precisely timed breaks, work for 52 consecutive minutes and take a 17-minute break, according to a DeskTime study. No matter what, make sure you don’t work for more than 90 minutes before you stop.

12:00-1:00 p.m. — Lunch. Taking a lunch break is good. Socialize with your co-workers, perhaps taking a longer lunch break every other day. Check your personal e-mails and social media updates, if they are important.

12:45-2:30 p.m. — Afternoon grind. Immediately after lunch, get through one more 50- to 90-minute session of focus. Based on circadian rhythms, you should do your most-important tasks within an hour or so of noon and 6 p.m., when you’re near your peak alertness. Around 3 p.m. is the worst time for focus, so plan less-important things and watercooler time for late afternoons.

2:30-3:30 p.m. — Coffee and meditate. If you drink a cup of coffee and then meditate for 10 to 15 minutes, it will help fight some of the afternoon slowdown and get you back on track.

3:30-5:00 p.m. — Slower work. During the day, establish a policy so that if your door is open, people can stop by and interrupt what you’re doing. Keep it open in the afternoons and from around 10 to 11 a.m. if you have to. Close the door when you need to focus on projects, during the morning and afternoon grind.

5:00-5:30 p.m. — Before you leave. Finish up any last projects. Then plan your work for the next day. Go over any important things you need to remember like the names of new people you met and what you talked about. It will greatly increase your memory.

5:30-6:30 p.m. — Exercise/alcohol. Exercising in the late afternoon is ­ideal, because muscle strength tends to peak between 2 and 6 p.m. Because your body clock is at its peak, this is also the best time to drink alcohol without it affecting you.

8:00 p.m. — Dinner. Don’t eat too much later than this.

11:00 p.m. — Sleep. Try to get up and sleep at the same time every day, even on weekends. Don’t use screens for about 30 minutes before you go to sleep.

Isvari Mohan can be reached at voice@isvari.com. Follow her on Twitter @IsvariM.