Time vs. Energy: Why True Productivity Requires Balance and How to Achieve It

Picture this: It’s 3 PM, and you’ve blocked out two hours for that strategic planning document you need to finish.

You’ve managed your time perfectly, but your brain feels like mush. Despite having the time, you lack the energy to think clearly.

Time is money.

Energy is everything.

We’re bombarded with conflicting messages about what matters most.

Some say time is the ultimate resource—finite, irreplaceable, and the bedrock of everything we accomplish. They’re not wrong.

Others argue that energy is the real key—without the mental and physical drive to take action, time loses its value. That’s just as valid.

So, when it comes to being truly productive, where should your focus go?

Should you prioritize managing your time or managing your energy?

The answer might be simpler than you think.

The Power of Balance: Why Extremes Aren’t the Answer

Extremes have never worked for me.

Every time I’ve leaned too far in one direction, life became harder—like being trapped in a dark room with no exit.

That’s why I believe balance is the key to everything.

Isn’t that what we’re all striving for? A balanced life?

Think about it:

• The heart craves love.

• The mind seeks success.

• The soul longs for peace.

“Balance is not something you find, it’s something you create.” — Jana Kingsford

We want it all.

We’re ambitious, believing happiness lies in achieving everything and working tirelessly to get there.

But I disagree.

Happiness doesn’t come from chasing “everything.” It’s found in balance—the sweet spot where the body, mind, and soul align.

When we’re balanced, we feel incredible. Fulfilled. Content. There’s nothing else we need.

But when that balance slips, negativity creeps in—stress, anxiety, and even depression.

So, how can you better balance your life?

Understanding that balance isn’t a destination—it’s a practice, a rhythm you build daily.

The False Dichotomy: Time vs. Energy

I believe both time and energy matter—let me explain why.

If we focus only on time and ignore energy, we risk failing miserably. We might end up tackling tasks at the wrong moments, when our energy levels aren’t up to the challenge.

But if we focus entirely on energy and ignore time, we risk missing something important too. For example, we still need to decide how much time to dedicate to a task or which day to tackle it—decisions that are time-based.

“You don’t need more time in your day. You need to decide.”— Seth Godin

Deciding which day to do something is one thing, but picking the right moment during that day depends on your energy levels.

While energy helps us find the right moment, time provides the structure to keep us on track.

That’s why balance is key. We need to pay attention to both.

The question is: how do we do that?

The Surprisingly Simple Solution: A Planner that Works

The solution is surprisingly simple: a planner.

There are countless beautifully designed tools out there, purpose-built to help you stay organized and productive. But a planner is more than just a Time Management tool—it’s also a powerful Energy Management tool.

By applying the approach I’ll share in a moment, you can master both Time and Energy Management simultaneously—truly a case of killing two birds with one stone.

You just need to follow five easy steps.

Step 1: Understand Your Energy Patterns

The foundation of any effective productivity system lies in understanding your personal energy patterns.

These patterns are as unique as your fingerprint, yet many of us go through life without ever mapping them out.

Here’s how to get started:

1. Track Your Peak Hours. Over the course of a week, pay attention to your energy levels and recurring patterns. When are you most focused and alert? When do you struggle to concentrate or feel fatigued?

2. Identify Your Energy Drains. Notice the activities that consistently leave you feeling drained. These might include: back-to-back meetings, frequent task-switching, long periods of intense focus, emotionally charged conversations.

3. Observe Your Recovery Patterns. Reflect on how long it takes you to recharge after demanding tasks. What activities help you recover quickly? Which ones seem to take longer than expected?

Step 2: Match Your Tasks to Your Energy Levels

Once you understand your energy patterns, you can align your tasks accordingly.

This is where the concept of Deep Work vs. Shallow Work becomes essential.

Deep Work requires intense focus on cognitively demanding tasks with no distractions. This type of work maximizes productivity, sharpens skills, generates new value, and is hard to replicate. Examples include strategic planning, designing products, writing detailed reports, or learning new skills.

Shallow Work, on the other hand, involves tasks that require little brainpower and are often done while distracted or with low energy. These are routine, easy-to-replicate tasks that don’t create much new value—though they’re still necessary to keep your business and life running. Examples include responding to emails, routine admin tasks, attending meetings, or browsing the web.

“Time is what we want most, but what we use worst.” — William Penn

Step 3: Structure Your Day Based on Energy

Think of yourself as an energy container.

You start the day with a full tank and use it up as the day progresses. The key to productivity isn’t just getting things done—it’s getting the right things done at the right time.

Here’s how to plan your day:

• High-energy periods. Schedule Deep Work tasks that require focus and creativity.

• Low-energy periods. Tackle Shallow Work tasks that are easier and less cognitively demanding.

Step 4: Use a Planner to Manage Both Time and Energy

Now that you’ve identified your energy patterns and classified your tasks, a planner becomes your ultimate tool for execution.

Here’s how to make it work for you.

At the start of each week, outline your key tasks—your Weekly Goals—that align with your larger objectives, ensuring a clear connection between your daily actions and long-term priorities.

Focus on one Weekly Goal per day, or what we call the Highlight of the Day in ICOR®, and schedule it during your peak energy hours to maximize focus and effectiveness.

To make these Weekly Goals achievable and impactful, choose tasks that take 2–3 hours to complete—the optimal time for Deep Work.

By consistently completing one meaningful task—a Weekly Goal—each day, you’ll achieve significant progress over time, adding up to 260 Weekly Goals accomplished in a year!

Planners also help you maximize small pockets of time between your main work blocks.

For instance, you can use 30-minute gaps to tackle quick, low-energy tasks—called Speedies in ICOR®—which are Shallow Work tasks taking less than 15 minutes, like replying to emails or finally making that phone call you’ve been putting off.

Step 5: Customize to Fit Your Rhythm

Of course, everyone’s energy levels are different.

If you’re not a morning person like me but more of a night owl, you can still apply the same principles.

Just adapt them to your own rhythm by identifying your Deep Work, Shallow Work, and energy peaks and lows.

The Best Planner You’ll Ever Need: Why Sunsama Stands Out

What’s the best planning tool I’d recommend to anyone?

Without a doubt, it’s Sunsama.

Sunsama has everything you could ask for in a planner.

Let me walk you through its standout features and why it’s worth betting on it.

1. GUI/UX

• Sunsama’s interface is simply beautiful. Its design alone brings clarity and peace of mind.

• It slows you down in the chaos of your day, helping you regain focus.

• Every detail—items, colors, fonts—has been carefully crafted, resulting in a brilliant, uncluttered design.

• It’s simple, not overwhelming, yet packed with powerful features beneath the surface.

2. Cards (or “Time Slots”)

• Sunsama uses cards to represent your time.

• These aren’t “tasks” (no matter that’s how Sunsama calls them). They’re physical representations of your time, or what I call “time slots.”

• This distinction is important: a planner isn’t about Task Management—it’s about Time and Energy Management. Don’t mix them up.

• These time slots allow for sub-items, which is ideal for building routines. For example, in the ICOR® methodology, routines act as containers for structured sequences of tasks you perform daily—like planning, inbox management, and reflection. They save mental energy and create consistency.

• The drag-and-drop feature makes it effortless to move time slots within a day or to another day. Planning should be quick and seamless so your energy stays focused on doing, not organizing.

3. Week View and Day View

• Sunsama strikes the perfect balance between weekly and daily planning.

• Its visual layout helps ensure you don’t overcommit.

• For instance, I limit my daily time slots to what fits on one screen. If I have to scroll, I know I’ve planned too much.

• It’s intuitive, simple, and aligns perfectly with how visual creatures like us think and process.

4. Focus Mode

• Pressing “F” in Sunsama is a game-changer. It zooms in on a single time slot, removing all distractions.

• This mindfulness feature helps you stay fully immersed in the present moment.

5. Zoom In/Zoom Out

• Switching between week view, day view, and focus mode with just a keyboard shortcut is brilliant.

• It lets you quickly gain clarity—whether you’re reviewing your entire week, focusing on today, or zooming in on one task.

6. Weekly Goals

• Setting and marking Weekly Goals visually is effortless in Sunsama.

• Even on chaotic days, you can spot your Weekly Goals at a glance and ensure you’re staying on track.

• Beneath your daily time slots, these goals serve as a guide, helping you prioritize your Highlight of the Day.

7. Seamless Syncing

• Sunsama integrates with tools that handle time-consuming activities:

• Email: Gmail, Outlook.

• Calendars: Google Calendar, Outlook.

• Project Management: ClickUp, Asana, Jira, Trello.

• Communication: Slack.

• Task Management: Todoist, Apple Reminders.

• This keeps all your planning centralized and efficient.

8. Workflows

• Sunsama includes built-in workflows for daily and weekly planning and reviews. These are invaluable for staying in control and maintaining focus.

I’ve used Sunsama for years and could keep listing its incredible, pragmatic features.

This tool isn’t just about planning—it’s about managing both time and energy.

Sunsama’s mission aligns perfectly with the Paperless Movement®’s approach to productivity: helping people become productive without suffering or burning out.

When that level of alignment exists, you can’t help but commit to this tool for the long haul.

Key Takeaways: The Power of Time and Energy Management

If you’ve been struggling to strike a balance between managing time and managing energy, here’s what you need to remember:

1. Balance Is the Key. Time provides the structure; energy determines your capacity to perform. Relying too heavily on one without the other leads to inefficiency and burnout. Balance is the sweet spot where productivity thrives.

2. Understand Your Energy Patterns. Map out your peak focus hours, identify energy drains, and observe your recovery cycles. Knowing when your mind and body operate best allows you to align tasks with your natural rhythm.

3. Prioritize Deep Work During High-Energy Moments. Use your peak energy periods for cognitively demanding, high-impact tasks. Save low-energy moments for Shallow Work like emails and admin tasks.

4. Use a Planner to Align Time and Energy. A planner isn’t just for scheduling—it’s a tool to execute with precision. Combine time blocking with your energy insights to structure days that flow effortlessly and deliver results.

5. Focus on Weekly Goals for Consistent Progress. By achieving one meaningful Weekly Goal each day—your Highlight of the Day—you’ll accomplish 260 major milestones in a year. That’s productivity that compounds over time.

6. Leverage Tools that Simplify the Process. Tools like Sunsama streamline the complex process of planning, integrating seamlessly with your calendars, tasks, and workflows. It’s designed to help you stay in control while minimizing stress.

The bottom line? Mastering productivity isn’t about working harder or longer—it’s about working smarter.

When you align your time, energy, and tools effectively, you’ll feel more in control, achieve consistent results, and finally experience the balance you’ve been craving.

Start small. Track your energy, align your tasks, and let your planner become the cornerstone of how you manage both time and energy.

Your best work—and your best life—starts with this shift.