schedule creativity Archives

Anna Levy-Warren

Wellness Tip:

Aim for a Regular Sleep Schedule

Many of us get our eight hours of sleep, yet still feel tired. That’s because there’s more to good sleep than how long it lasts. One often-overlooked factor is sleep regularity.

Yes, going to bed and waking up at the same time makes a real difference. A 2020 study found people with the most irregular sleep were more than twice as likely to develop cardiovascular disease. And a large 2024 study showed those with the most inconsistent sleep were around 50% more likely to develop dementia.

The more often and more dramatically your sleep times shift, the higher the risk appears to be.

If possible, aim to keep your bedtime and wake-up time consistent, with no more than a 30-minute variation, including weekends. Helpful tools include setting a “wind-down alarm” about 60 minutes before bed, and getting morning light exposure at the same time each day (20–30 minutes outside is ideal).

And if your life doesn’t allow for perfectly regular sleep times? Focus on what you can control. Keeping your pre-sleep routine consistent can still help. Give it a try!

Routine Breakdown

Dr. Anna Levy-Warren, Founder & CEO of Organizational Tutors, Licensed Clinical Psychologist & Mom of Three

How a Psychologist, CEO & Mom of Three Stays on Track

Dr. Anna Levy-Warren is a firm believer in developing a positive relationship with your calendar. As someone balancing family and professional life herself, she knows firsthand how powerful an organized schedule is for boosting productivity and reducing anxiety.

The Routine:

Wakes naturally around 5:30 am, says good morning to her family, checks the news, and reads. “I love mornings. The rising light, the quiet, the coffee. Starting my day in a connected, calm, reflective manner is deeply important to me.”
Has breakfast. “I have two breakfasts: one scoop of peanut butter before I work out, and then eggs with spinach and cheese after. Exercising and eating at consistent times each day is very regulating for me. I run, weight train, and do hot yoga. I also walk 4-5 miles a day in my neighborhood to feel the sun and connect with the outside world.”
Follows a daily plan. “I always have my days fully mapped out with all corresponding to-do items. I don’t believe things get done unless there is time and space in my calendar to complete them. I also check the flow of my day to ensure balance.”
Tries to see a close friend or family member in person every day. “I believe in the value and power of building relationships in person, beyond my phone.”
Gets to bed by 9.30 pm, except for once a week when she allows herself a night out. “I sleep with an eye mask, earplugs, and white noise religiously because I live in NYC and that bedtime ritual tells my body it’s officially time to shut down and shut off!”

Why it works:

Becoming an early riser isn’t always easy, but Anna has a great approach: finding small rituals that make mornings calm and pleasant. Something to look forward to, even!
High-protein breakfasts regulate blood sugar and keep energy stable for longer.
Mapping out daily priorities and to-do items into an actual schedule is the best way to ensure the important things get done. You know we’re all for it!
In-person connection is powerful. A COVID-era study found social interactions enhance well-being, with face-to-face interactions outperforming virtual ones.
As we saw above, going to bed at a regular time is great if you can manage it. Sleep regularity may even be more important than sleep duration for health.

Do you have small rituals, like making coffee or reading, that make your mornings more pleasant and purposeful?

Heather Karlie Vieira

Productivity Tip:

Remove Tiny Frictions

Instead of trying to over-optimize every part of your life (which, let’s face it, gets exhausting), focus on something smaller but surprisingly powerful: removing tiny frictions.

Start with this question: What’s one annoying thing I repeat daily that a script, shortcut, template, or setting could eliminate?

Think:

Logging into something too often
Switching apps mid-task
Hunting for files
Rewriting the same email
Resetting the same settings

Even micro-frictions (extra clicks, small delays) significantly reduce task follow-through. So here’s the habit: once a week, identify one tiny friction in your routine and remove it. In time, these small tweaks can make a big difference.

Routine Breakdown

Heather Karlie Vieira, Art & Antiques Dealer

A Get-Up-And-Go Routine That Gives an Art Dealer Purpose

“My daily routine starts with the grateful understanding that I am living the life I choose, create and appreciate,” says Heather Karlie Vieira. As a single mom and entrepreneur “with a touch of Peter Pan”, she’s guided by a Mike Tyson quote: “Discipline is doing what you hate to do, but doing it like you love it.”

“Now, that may sound like a depressing way to view my profession of choice, so let me explain.” Here’s what she told us:

The Routine:

“On the days when my alarm gets me out of bed hours before the sun comes up, I know there are finds waiting for me. Flea markets and antique shopping start early. So after a quick coffee, I’m out the door to source for the next antique show where I’ll be exhibiting.”
“The sourcing soon becomes schlepping as all of the said finds must then be transported to my storage.”
“Research and restoration are next, then loading the rental truck for a long drive to set up and sell at an antique show.”
“There’s one constant in my daily routine – it’s anything but routine,” says Heather. “What guides me is being productive, making hay while the sun shines, if you will. The feeling of getting it done is what I’m chasing. And that always helps me to feel my best as I know I’m doing what I love (even if the Mike Tyson quote had you thinking otherwise).”

Why it works:

Heather’s routine isn’t just about ticking boxes; it’s about finding meaning in what she does. “All of this didn’t happen overnight. I’ve been an art and furniture dealer for over 24 years, and only fairly recently have I begun to feel I’ve got a grasp of what I do. Thanks to the never-ending font of confidence that comes from surmounting oh so many failures, setbacks and obstacles, I feel like a powerful force for my two daughters. It’s showing them that living your dream comes with ups and downs, but you can push through by keeping your goal in mind, staying curious and practicing gratitude.”

Heather’s get-up-and-go routine isn’t what you typically read about, and that’s exactly why we love it. It’s a reminder that all routines are valid; you have to work with your situation, your surroundings, and what gives you purpose.

We’d love to hear from you about how your own routines are going—hit reply and let us know!

Ayanna Abrams

Wellness Tip:

Wake to a Melodic Alarm

If your morning alarm is a jarring beep beep beep, you’re doing yourself an injustice. An abrupt sound is more likely to leave you with sleep inertia – that groggy, disoriented feeling you get upon waking.

You probably already sensed this intuitively, but science backs it up. Research published in PLOS ONE found that people who woke up to melodic alarms reported lower levels of sleep inertia than those who woke up to neutral, non-melodic sounds.

So why not try swapping your blaring beep for Edvard Grieg’s Morning Mood or a similarly melodious tune? Try it tomorrow – and let us know what song you choose.

Routine Breakdown

Dr. Ayanna Abrams, PsyD, Founder of Ascension Behavioral Health & Co-founder of Not So Strong

The Therapist-Approved Way to Start Winter Mornings

Winter mornings ask a lot of us. And when you jump straight from bed to go mode, your nervous system can stay in high alert. That’s why Dr. Ayanna Abrams, PsyD, suggests a “soft start” morning routine – a gentler, more intentional start to the day. “You might also notice better decision-making with less reactivity and even less exhaustion by the end of the day,” she says.

The Routine:

Wake up more gradually. Swap a harsh alarm for softer sounds and give yourself an extra 10 minutes so the morning doesn’t start in a rush.
Keep your phone out of reach. “Use an actual alarm clock that serves only that purpose, and put your phone across the room or in another room overnight,” says Ayanna.
Delay screens altogether. Skip TV, emails, and scrolling first thing to reduce mental and emotional overstimulation. “Emails and texts are others informing you or asking something of you; social media is other people’s lives; news is tons of information,” says Ayanna. “You’re ‘starting’ the day in the lives of others.”
Start with a grounding ritual. Take a few slow breaths, stretch gently, or sip water in bed to help your body wake up calmly.
Add warmth and nourishment. A warm drink and a simple, balanced breakfast can signal safety and ease to your nervous system.
Jot down your thoughts. “Jotting down some morning reflections or a very short to-do list—no more than three items—can help you think about your day without a rush.” This creates direction without overwhelm.

Why it works:

Waking up gradually lowers the stress response and helps your nervous system shift out of sleep without a cortisol spike.
Delaying screens reduces cognitive overload, giving your brain space to orient before processing external inputs.
Grounding rituals send safety signals to the body, easing muscle tension and supporting emotional regulation.
Writing things down early helps you get your mind clear, reducing background stress and decision fatigue.

Soft starts are just one part of a broader “soft living” philosophy, which prioritises slowing down and self-nourishment over wealth and hustle culture. “This requires more stern boundaries to protect your time, your energy, how much access people have to you emotionally, and how much you are ‘doing’ vs. ‘being’ day to day,” says Ayanna.

Have you heard of soft living? Here’s a guide that breaks it down if you want to learn more.

Matthias Frank

Productivity Tip:

Make an End-of-Year Done List

Before you rush to plan the year ahead, try something different: write down what you already accomplished this past year. Big goals, small wins, non-linear progress, lessons learned: it all counts! We often overlook things we’d happily celebrate in someone else.

Research shows that tracking progress boosts motivation more than setting new goals alone. Harvard Business School calls this the Progress Principle: noticing what you’ve achieved (even tiny steps) helps you keep that forward momentum.

So before you start making fresh plans, give yourself credit. Take 10 minutes, make a coffee, and write down your wins of 2025, big and small.

Routine Breakdown

Matthias Frank, Notion Consultant, Ambassador and Speaker

A Morning Routine That Prioritizes Process Over Perfection

Matthias Frank acknowledges that his morning routine doesn’t always go to plan: “Good habits are not a set-it-and-forget-it kind of thing. It’s a continuous process.” That’s why, when he starts to slip, he reminds himself of his ideal routine and why it matters.

The Routine:

Wakes up. “I’m 100% a morning person. My most productive time is from 30 minutes after I wake up to 3 hours later when I start getting hungry for lunch. If I need to get something done, it has to happen in that time window.”
Drinks a big glass of water.
Does some super simple morning stretches: “rolling my neck and shoulders, mobilising my hips and knees and helping my lower back face the day.”
Brushes his teeth and washes his face.
Takes athletic greens.
Meditates for 10 minutes.
Journals a few paragraphs (or just one).
Sits at his desk and works for 25 minutes on his blog.

Why it works:

Matthias’ routine is less about the steps themselves and more about the habits and processes behind them. He’s all about doing what fits best with his individual strengths, like jumping into work soon after waking and keeping a schedule that’s sustainable. He also includes a few evidence-based activities like meditation and journaling to start the day on the right foot.

“Just as important as all the things I do DO first thing in the morning is the one thing I try not to: check my phone,” says Matthias. “Whether or not I check my phone has an outsized impact on my morning.”

If you’re used to checking your phone first thing, Matthias suggests an experiment: “For the next 2-3 days, start your day without looking at your phone. Instead, sit for 10 minutes and meditate.” After three days of no phone, switch things around and check your phone first. “For me, the difference is stunning,” says Matthias. What effect does it have on your day?

Michael Easter

Productivity Tip:

Buy Gear, Not Stuff

“We live in a world where it’s easy to accumulate stuff,” says Michael Easter, whose routine is featured below. He suggests an alternative: frame your purchases in terms of gear, not stuff. ‘

“Stuff is a possession for the sake of it,” says Michael. “Gear has a clear purpose of helping us achieve a higher purpose.”

With holiday shopping, discounts and deals around every corner, and a long list of gifts to buy (for ourselves and others!), there’s no better time to put this into practice. Making considered purchases keeps our budgets in check, and it’s better for the environment, too.

So, when all those shiny new gadgets are vying for your attention this season, check your framing. Is it stuff you don’t need, or gear that will actually enhance your life?

Bonus tip from Michael: “Buy items only in person. If it’s online-only, put it in your cart and wait 72 hours. You’ll probably realize you don’t need it.”

Routine Breakdown

Michael Easter, Author

A Best-Selling Author’s Routine of Tea, Poetry, and Walks in the Desert

Michael Easter is a NY Times best-selling author who thinks about “human health, wellness, and what it means to live well today.” Rather than get caught up trying to pull every “optimization lever”, he says everything he does in the morning has to feed back into his ultimate goal of writing words that change people’s behavior for the better.

The Routine:

6.30 am: Caffeine ritual: black tea. “I started drinking tea simply because I was drinking way too much coffee. I also found that tea was a little better on my stomach.” He uses a French press to limit microplastic consumption.
6:45: Writing session. “There’s nothing magical about the mornings. You just need protected time where you’re focused on that one big goal.” He keeps his desk clear as he finds clutter distracting.
8:45: Walks his dog, following up mental work with something physical. “There’s tons of research around how time in nature is good for mental health and for creative thinking. I usually get my best ideas out on walks.”
9:45: Breakfast. “If I start with a healthy breakfast, that’s one win for the day.”
10:00: Does 5 minutes of mobility movements to offset the damage caused by too much sitting. “Humans are not designed to sit at desks all day.”
10:05: Reads poetry. “It forces my brain to think about different ways to use words and language that’s more creative and enlivening.” His favorite poet is Mary Oliver.

Why it works:

Black tea in moderation offers some great benefits. It’s rich in antioxidants that support heart health, improve focus, and may reduce chronic disease risk.
Jumping straight into his most important work at a consistent time each day helps Michael make progress toward his goals. And yes: clutter really can overwhelm your brain and reduce focus, so a clean desk makes a difference!
Yep, spending time in nature really is all that.
Mobility training is important—and the best part is, you can do it in just a few minutes.
Poetry doesn’t just open up new worlds of language and expression; it can even boost wellness and act as a form of therapy.

What do you think of Michael’s routine? Do you have some protected time where you’re “focused on that one big goal”?

Stephanie Melodia

Productivity Tip:

Embrace Analog

Worn out from too much screen time? Try embracing the analog renaissance. The surprising thing: it’s not just good for your health, but also your productivity.

“When you step away from screens, your brain activates what neuroscientists call the default mode network – a system involved in memory consolidation and creative insight,” writes Anne-Laure Le Cunff at Ness Labs. “Research shows that this downtime helps you connect ideas, process emotions, and solve problems more effectively.”

How to go analog? Here are some of her suggestions:

Experiment with pre-digital hobbies like woodworking, pottery, painting or knitting.
Opt for in-person social interactions and design device-free social rituals.
Schedule sacred offline windows – e.g., reading before bed or time outdoors.
Replace some digital tools with physical ones, like using a physical planner over an app or taking notes in a notebook.

So our question for you this week: what’s one thing you could change from digital to analog? Let us know your answer and how making the switch goes for you.

Routine Breakdown

Stephanie Melodia, Entrepreneur, Growth Strategist, MBA Lecturer, Keynote Speaker & Host of Strategy & Tragedy

Inside the Mornings of a Female Founder & Strategist

“As a high-performing entrepreneur with a rare sleep disorder, my morning routines are vital,” says Stephanie Melodia, who adds that the first big sign of success in her routine is waking up without an alarm. Here’s how she starts her days.

The Routine:

Wakes naturally. “I go outside, move my body, breathe fresh air, and get natural daylight within the first 30 mins of waking. (Extensive sleep research has shown that exposure to natural daylight is the most powerful driver of our sleep-wake cycles – and I need all the help I can get!)”
Syncs her routine to her cycle. “As a woman, I also need to adjust my morning routine depending on the time of the month. Whilst ovulating, I give myself grace and slow down, including taking easy mornings where I prioritise gentle starts to the day, eating a comforting breakfast, and avoiding caffeine.”
Hits the gym. “Outside of this, I try to work out in the mornings, as once I get stuck into work there’s no coming back and getting myself to the gym, let’s be honest! Not only does this ensure that I get my workout in for the day, but it also sets me up to be my most alert and pumped self for the day ahead.”
Works on her key tasks. “I then try to tackle ‘the big fish,’ i.e., the biggest needle-moving priorities before getting bogged down by admin later in the day.”

Why it works:

Morning sunlight exposure does help regulate circadian rhythms, leading to better sleep.
Cycle syncing is very individual, but many women find that understanding their cycles and adapting their routines accordingly can help them optimize their health and productivity.
Working out in the morning has been shown to increase focus, mood, energy, and alertness, as well as help to regulate appetite and blood sugar.
Tackling the big fish – also known as “eating the frog” – ensures you make progress where it really matters to your goals.

Do you tackle your big fish early in the day? How do you stay focused on your big goals?