Get everything done: how to plan your day when you're dependent on the power outage schedule

The lights can go out at any moment, but don't put your life on hold.

Together with time management expert Iryna Ponomar, we'll find out how to stay productive, get everything important done, and not go crazy from the blackout schedules.

How to plan your day without a clear electricity supply schedule

We often explain failed plans by "unforeseen circumstances," although in reality, life has never been stable, says Iryna Ponomar:

– Complete certainty is an illusion. When we stop waiting for ideal conditions, there are fewer disappointments and less internal tension, because we are no longer fighting reality.

To reduce stress, use a practical approach: make three lists of tasks:

• what you do when there is light;
• what you do without light;
• something that can be done under any circumstances.

Every evening, spend 5-10 minutes planning the next day in two versions.

A 2022 Gallup study showed that even in stable conditions, only 10–15% of people regularly plan their day. So, most likely, you used to plan little or focused only on small, operational tasks.

Plan your energy, not your time. Don't say, "I'll do this at 10:00," but rather, "When I have the light and energy, I'll be able to complete this task." It's like emergency service workers or anesthesiologists: they can't plan their day precisely, but they work effectively by focusing on the situation and priorities.

We should all "be anesthesiologists" for a while – reacting to circumstances without falling into chaos. And at the same time, remember:

There is much more that is predictable in your life than unpredictable. Keep your focus on that.

How to Stay Productive Without Burning Out

High-quality resource recovery

"Yes, in wartime, this is a 'challenge with an asterisk,' and not every night allows for a full night's sleep. But that's precisely why it's important to follow basic recommendations from psychologists," says Iryna Ponomar:

• quality communication with the people who support you;
• hobby;
• 40 minutes of activity per day (not necessarily sports: brisk walking, cycling, etc.);
• Emotional hygiene: a reflection journal, observing emotions;
• warm conversations, hugs, sexual activity, contact with animals;
• good deeds, personal goals that give a sense of meaning.

Planning by energy zones

In addition to the dependence on electricity, it is worth considering Energy level., which is needed for each task.

Perform complex tasks at their peak performance...that are determined by your circadian rhythms. When are you most productive—in the morning, afternoon, or evening? If your peak times coincide with daylight, that's great. If not, prepare tasks that can be done without electricity.

Techniques that enhance flexibility

Group similar tasksFor example, set aside time and write ten emails at once, instead of returning to them several times a day.

The 2-minute rule. A light has appeared, and there is an urgent task – do it immediately.

Micro-breaks. Every 25-30, 60, or 90 minutes, take a 5-minute active break (a walk, a glass of water, a few squats, etc.). Don't spend these breaks on social media – it doesn't restore the brain.

Don't expect to be 100% productive every day. Determine the real amount of energy and the real time you need to get things done.

Notice even the small victories.This provides a resource. Negativity, on the other hand, takes away energy just as much as external irritants.

Windows of Opportunity – a principle well-known to mothers of infants. It's not about planning by the hour, but about planning by opportunity: the child fell asleep – we work, woke up – we switch.

It's the same with unstable light: if there's light, we do as many electricity-dependent tasks as possible; if there isn't, we switch to tasks that can be done autonomously.

The main thing is to know what to do, not to waste resources on indignation and chaos.

How to make rational use of "windows" with electricity

It depends on the context:

• What processes do you service?
• What is the nature of your work?
• Do you have alternative energy sources?
• whether you have help or do everything yourself;
• what household and work responsibilities you have.

Therefore, first and foremost, it is important to prioritize your tasks and needs.

The first five minutes after the appearance of electricity. This is a critical time. Immediately charge everything you need for life and work during a power outage: your phone, laptop, and other important devices.

Estimate how long the power outage might last, and if there are at least approximate forecasts, take them into account.

If the power outage lasts for a long time (2+ hours):

• Perform the most important work tasks
• Then, move on to household chores that can wait.
• Finally, charge secondary devices and perform background household processes.

If there is little light (up to an hour):

• First, critical work tasks that cannot be performed without electricity (uploading a file, making a call, etc.).
• At the same time, charge the main devices.
• Household chores should be minimal or not interfere with work.

Multitasking is detrimental to productivity, but some parallel actions are permissible:

• while the file is loading, the washing machine is running;
• while synchronization is in progress, water is boiling or the dishwasher is running;
• While you're doing important work, your devices are charging in the background.

The main thing is not to grab at everything at once.

Focus on the result, not on the illusion of "getting everything done." Trying to use every minute is just exhausting. It's better to do one important thing and feel the progress. If there's a result, that's great. Even minimal movement means you're on the right track. If there's neither, you should ask yourself: "What should I focus on? What am I doing wrong?"

The Pareto Principle: Find Your 20%

The same logic applies on days with and without energy: 20% of the effort yields 80% of the result.

Identify these "20%" – the tasks that genuinely move you toward your goal. These are the ones you should prioritize during "windows of opportunity."

How to Learn Flexibility in Planning

Flexibility is one of the key skills of the future. The more changes there are around us, the clearer it becomes: adaptability and the ability to adjust to the situation is a soft skill that no artificial intelligence can replace.

Practical exercises to develop flexibility

Deflection of reconstructions. This is a way to track how your plans compare to reality.

At the end of the day, write down:

• what was planned;
• what has changed;
• How did you react?

This way, you'll start noticing your own patterns and adapt more quickly. If you see that you regularly react ineffectively, you'll be able to consciously change your behavior.

Mental rehearsal. This is the creation of "drafts" of possible scenarios in the mind.

In the morning, imagine 2-3 scenarios: what could go wrong, what could throw you off track, and what circumstances would make you more vulnerable (hunger, fatigue, lack of time).

Think in advance about how you will react. Our brain perceives this as a partially lived experience, and in reality, reacting becomes much easier and calmer.

It is also useful to evaluate the peak moments of the day in advance: when you need maximum concentration and what can interfere with it (for example, an important meeting and a possible power outage).

Anchor control. These are stable, small rituals that you do regardless of the circumstances.

For example:

• morning coffee,
• short evening notes,
• 15 minutes of reading.

How to structure your day when some tasks depend on electricity

The principle of adaptive blocks works best: part of the day remains constant, while the other part adapts to the situation.

It's advisable to make the start of your day as predictable as possible. Morning habits—exercise, breakfast, a brief planning session—should be independent of electricity. This provides a sense of stability.

Next are flexible blocks. Each has two versions: "with light" and "without light." If there's light, you do what requires a computer, internet, or technology. If it's gone, you simply switch to offline tasks: planning, working with papers, handwritten notes, reading, or preparing materials on your phone.

Divide your tasks into four conditional groups:

• those that are critically dependent on electricity;
• those that are preferably done with light, but can also be done without;
• tasks for which a phone is sufficient;
• and those that do not require any energy at all

A simple list in a notebook is enough. The main thing is to identify one or two priority tasks from each group every morning.

Buffer tasks are tasks that can be done whenever you suddenly have free time without electricity. These can include preparing ideas, strategic thinking, professional reading, etc. Think about options for where you can go to work if needed – a co-working space or a place with guaranteed electricity. Such "buffers" give a sense of control and calm in important moments.

At the end of the day, pay attention to your progress: what helped, what brought clarity, what supported you. Sometimes it's a delicious breakfast, sometimes it's a warm conversation or a small gesture of self-care that restored your strength.

"The main thing is not to strive for ideal productivity. Your task is to create a system that helps you move forward in any conditions. A little flexibility, a little structure, and a little self-compassion, and even an unstable rhythm becomes more predictable," concludes Iryna Ponomar.