The Turning Point: A Personal Realization

It was another late-night flight after back-to-back meetings. I was exhausted, my inbox overflowing, and despite working long hours, it felt like nothing was truly moving forward. Checking into my hotel room, completely drained, I collapsed onto the bed, still in my work clothes. I reached for my phone, convincing myself I’d do a quick scroll before shutting my eyes.

As I flicked through TikTok, my feed was flooded with clips of high performers—Richard Branson discussing decision-making, Jeff Bezos breaking down long-term vision, and elite athletes emphasizing focus and recovery. Despite my exhaustion, something clicked: How are these people running billion-dollar companies, staying ahead, and still finding time for personal growth—while I’m struggling to keep up with emails?

That’s when it hit me: Hard work doesn’t equal progress.

I had been playing the wrong game. The most successful leaders weren’t grinding endlessly. They weren’t buried in emails or reacting to every request. Instead, they had optimized their approach—structuring their time, energy, and focus for maximum impact.

Lying there in that hotel room, I made a decision: I was done being busy. It was time to be effective.

The 35,000-Foot View: Working Smarter, Not Harder

It’s easy to get caught in the weeds of daily tasks, constantly reacting, constantly feeling busy—yet somehow, never making real progress. I used to think that the more I worked, the more I accomplished, but in reality, I was just spinning my wheels, consumed by low-impact tasks that drained my energy and blurred my focus.

But then I realized something: high performers operate from a strategic, 35,000-foot view. They don’t just work; they orchestrate. They don’t just react; they anticipate. They ensure that every action aligns with their bigger goals, rather than just ticking off items on a never-ending to-do list.

Instead of simply keeping up, they take a step back and ask: “Where am I heading?” They zoom out, evaluate, and set their priorities based on long-term impact rather than immediate urgency. This shift in perspective transforms efficiency from a productivity hack into a powerful accelerator of growth and success.

Instead of asking, “What needs to be done right now?” they ask:

✅ “What truly moves the needle?”
✅ “Am I working on urgent distractions or high-value priorities?”
✅ “How can I optimize, automate, or delegate this?”

This shift in mindset turns efficiency into a growth accelerator—not just a time-saver.

The Top 3 Items Per Day Framework

One of the simplest yet most powerful shifts I made was implementing the Top 3 Items Per Day method. It became my anchor, a daily ritual that sets the tone for everything that follows.

Every morning, including Saturdays and Sundays, I sit down with my notepad, take a deep breath, and ask myself:

“What are the 3 things that matter most today?”

It’s a simple question, but its impact is profound. In a world filled with distractions, notifications, and never-ending to-do lists, this practice forces me to focus on what will truly move the needle. It brings clarity to chaos, structure to the overwhelming, and momentum to each day.

At first, it felt odd limiting myself to just three priorities. There was always more to do. But as I stuck with it, I noticed a shift—by focusing on what truly mattered, I was achieving more in a day than I used to in a week of scattered effort. And the best part? I still had space for lower-priority tasks, but on my terms, scheduled into my low-energy phases or deferred when necessary.

This method isn’t just about productivity; it’s about reclaiming control over my time and ensuring that each day contributes to something bigger.

“What are the 3 things that matter most today?”

This one question eliminates distractions and keeps the focus on high-impact tasks.

Here’s why it works: 

✅ Creates clarity – No more wasted energy on low-value work
✅ Drives momentum – Progress compounds when key tasks are completed daily
✅ Reduces overwhelm – Keeps your day structured and manageable

Try it for a week and see how much more you accomplish. This does not mean I do not process low-priority or low-value items, but I allow myself to schedule them into my low-energy phase or extend the finalization deadline of those items.

Energy Optimization: Aligning Work with Natural Rhythms

Most people try to manage their time. But the real secret? Managing your energy.

I discovered that my most productive hours are between 10 a.m. and 1 p.m., with a second peak from 2 p.m. to 4 p.m. That’s when I schedule my deep work—strategy, problem-solving, and creative thinking.

Meetings, emails, and admin tasks? Those go into my lower-energy periods.

This small shift had a massive impact. By aligning tasks with my natural energy levels, I got more done in less time—with less effort.

But the real game changer? Revolutionizing my calendar.

I stopped leaving my schedule open for others to dictate and started blocking my high-efficiency times for deep work. I opened my calendar only during my lower-energy phases for meetings and administrative tasks. It took a few days, but soon, people naturally began scheduling meetings during those open slots instead of disrupting my peak performance hours.

This one shift gave me back control of my time and transformed how I work. Instead of reacting to others’ priorities, I finally prioritized my own.

If you’re constantly drained or struggling with focus, track your energy levels for a week. Then, adjust your schedule to match your peak performance windows—and take back control of your time.

The Power of a Morning Routine

For a long time, I was waking up around 6:30 a.m., already behind. It might not sound late, but for my approach to getting things done, it was. By the time I was up, my kids were awake, and while I wanted to spend time with them, it inevitably led to rushing through the morning. By 8:00 a.m., my time was no longer mine—meetings and emails had taken over.

So, I changed everything.

Now, my morning routine is packed with everything that matters to me. Shortly after 8:00 a.m., I have already structured my day, planned my priorities, and set the foundation for an efficient and focused workday.

Efficiency doesn’t start when the workday begins. It starts before that—with a structured morning routine that sets the tone for everything else.

Inspired by Dan Martell’s approach to calendar design and proactive planning, I built a routine that primes me for high performance. Here’s what it looks like:

✅ 4:00 AM – Wake up, hydrate, take vitamins
✅ 4:15 AM – Coffee, affirmations, gratitude, meditation
✅ 4:45 AM – Cardio, video sessions, learning
✅ 6:00 AM – Book study (10 pages)
✅ 6:45 AM – Family time, breakfast, getting ready
✅ 7:45 AM – Break
✅ 8:00 AM – Emails, messages, planning the day

This simple structure ensures I start each day with clarity, focus, and momentum.

(Want to optimize your mornings? Check out Dan Martell’s resources for building a high-performance schedule.)

Final Thought: Efficiency is the Gateway to Growth

The moment I shifted from hard work to smart work, everything changed.

I had more time for strategy, exercise, learning, and the things that truly mattered. I stopped feeling overwhelmed by endless tasks, and most importantly—I finally felt in control of my time.

If you’re constantly busy but not truly progressing, start with these three efficiency shifts:
✅ Prioritize your Top 3 daily tasks
✅ Align deep work with your natural energy peaks
✅ Start each day with an intentional morning routine

Efficiency isn’t just about productivity. It’s about growth, impact, and designing the life you want.

What’s your #1 efficiency struggle right now? Let me know in the comments!

If you want to start with a morning routine, below you will find my morning routine as a PNG file. I use this in my OneNote application every day—try it out.