Activate your mind to unlock your full potential

Many of us feel that when we have a lot of work to do, we need to work harder. We need to run faster. Be even more efficient. And then at some point we’ll get it all done. 

We also all know, deep inside, that this point in time will never come.

We know that we are not using our days at work in the best way possible. 

We feel stressed. We know we could produce better work.

We think there must be a better way.

But we get stuck in short term deadlines, a pushy boss, or a system that itself breeds more busyness. 

Productivity is about achieving the right outcomes in an efficient way. Part of this has to do with focusing on the right goals, the few items that will yield the biggest result. 

My experience is that - although there is always room for improvement - a busy person is typically aware of their key tasks. And that because these tasks are truly important (and your boss or shareholder or coach or to-do system are holding you accountable), they typically get done at some point. 

The problem - and challenge - is to get them done in a way that is highly impactful and enjoyable (rather than stressful and frantic), and which utilises the full potential of your mind.

When was the last time you truly did your best work at work and had fun while doing it?

There is a simple explanation for this, and it comes back to how the brain works. 

We don’t need to go deep into neuroscience, but there are essentially 5 types of brainwaves. In descending order of brain wave frequency they are Gamma, Beta, Alpha, Delta, and Theta. 

• Gamma is the fastest brain wave frequency and is best for having novel insights, breakthrough thinking, deep concentration, and deep compassion. The brain typically does not stay in gamma for extended periods of time 

• Beta typifies a high level of alertness and conscious thought and is best for completing tasks, active thinking, problem-solving, and analysis

• Alpha brain waves occur when we are calm but present and is best for present moment awareness, mental clarity, relaxing, creativity, brainstorming, empathy, and flow

• Theta brain waves lead to a dreamy state of consciousness, vivid imagery, deep relaxation, creativity, and intuition

• Delta waves primarily occur during sleep

We need a balance between all five brain waves to function optimally as a human being.

The ideal brain wave distribution during our waking hours is to be 40-50% in Alpha, 20-30% in Beta, 10-15% in Theta, and 5-10% in Gamma.

For most of us, the typical distribution is 10-20% in Alpha, 60-70% in Beta, 5-10% in Theta, and 1-5% in Gamma.

These numbers are approximations and vary by individual and context, but the point is this: for most knowledge workers, Beta (especially high-Beta) is vastly over-represented due to constant stress, multitasking, notifications, constant meetings and context switches, and overthinking.

When you spend too much time in Beta you get anxious, stressed, and find it more difficult to relate to others.

As mental fatigue sets in, your brain loses the ability to sustain Beta efficiently and you start oscillating erratically between low Beta (slowed, tired thinking), Alpha (your brain tries to rest but you resist), and mini Theta drops (momentarily zoning out, mind wandering, daydreaming).

The result is that you feel mentally exhausted at the end of the day.

And despite being tired, you are not able to fall asleep because your mind is still racing.

Do this day after day and it begins to add up.

Your mind is essentially running a daily marathon without adequate recovery. 

The good news is that with a bit of practice, you can master the ability to shift your brain into the optimal state for any situation.

Shifting into Alpha (best for present moment awareness, mental clarity, relaxation, creativity, empathy, and flow) can be enhanced with:

• Focused breathing exercises or body scan meditation

• Taking 3 deep breaths before entering a meeting or conversation

• Soft background music

• Gentle yoga, stretching, or simple movements (including at your desk)

• Nature walks or watching clouds or horizon

• Quiet relaxed focus on a task (e.g. doodling)

Theta (best for deep relaxation, creativity, and intuition) is often present early morning or right before going to sleep. You can protect this time by avoiding using your phone or engaging in overly stimulating activities. You can also shift into Theta more deliberately by:

• Letting the mind wander in a relaxed, unfocused state (e.g. lie on the floor for 10 minutes without doing anything)

• Engaging in “default mode” activities: shower, nature walk

• Listening to slow ambient music, binaural beats or nature sounds

• Slow deep breathing, guided meditation or Yoga Nidra

• Creative daydreaming or visualization (e.g. sit with a notebook and free-write without a prompt)

Beta is often triggered involuntarily from work / overwork, thinking / overthinking, stress, your phone, and other forms of mental stimulation. Here are other ways to shift into Beta more deliberately:

• Bright light

• Standing up / upright posture / standing desk

• Cold water

• Focused work sprints (e.g., Pomodoro technique)

• Setting a clear and urgent goal

• Upbeat music with noise cancelling headphones

• Stimulating conversations or challenges

• Caffeine in moderate amounts

Gamma is triggered by deep flow states, loving-kindness or compassion meditation, and moments of awe or wonder. However, Gamma typically happens more on its own rather than being a deliberate choice, and I would recommend that you focus primarily on Alpha, Theta, and Beta.

To get practical, what you need to do is to rethink your day and match the tasks you need to do with the brainwaves required. I call this mental mode matching.

Mental mode matching is the practice of intentionally aligning your brain state, task, and environment to optimize performance and protect mental energy.

It means choosing the right mental mode for the right task, in the right context, at the right time.

Here's how you do this.

• List your daily tasks (e.g. writing reports, brainstorming ideas, answering emails, meetings, strategic planning)

• Identify the mental mode each task.

• Map your personal energy curve across the day. When are you sharpest (peak focus)? When are you more relaxed (good for creativity)? When do you start losing steam?

• Match your tasks to your mental energy zones. Put Beta (focused) tasks during peak sharp hours. Put Alpha (creative) tasks during relaxed periods. Save admin and easier Beta tasks for low-energy times.

• Sketch a rough daily schedule based on the results.

This is what it looks like for me on an ideal day:

• 8-11.30am (peak focus): 2 × 90 minutes focused work sessions where I write, create outputs, and do my heaviest thinking and producing

• 12.15-14: Creative brainstorming (e.g. on my whiteboard), researching and taking notes, synthesizing, thinking, light planning for upcoming meetings

• 14-16: Meetings or podcasts

• 16-1630: Admin tasks, emails

• 16:30-1830: Working out, being outside, walking, decompression

• Evenings: Free

Typically we can only handle ~4 hours of real focused work (Beta or flow) per day. Ensure that you have sufficient downtime during the workday, and also once the workday ends. Also leave space for things like walking outside and just being, without your phone. This is often where you have novel insights and breakthroughs.

As an advanced practice, start tuning into how you feel throughout the day and adjusting in the moment. The more you listen, the more you’ll notice what your body and mind truly need. Over time, you’ll stop forcing your energy and start guiding it.

Mastery isn’t about control - it’s about deep connection.

Mastering your mind and matching your mental modes to your tasks is not about working harder - it’s about working smarter and living better.

When you start to manage your brainwaves intentionally, you protect your energy, unlock higher levels of creativity and focus, and actually enjoy your workday more.

It takes awareness, experimentation, and consistency, but the payoff is transformational.

You’ll stop feeling like you’re constantly behind and start experiencing what it means to truly be at your best.

Your mind is your biggest tool in today's world of work and its potential has always been there - now it’s time to fully access it.