In this Nano Tool for Leaders, experts from Wharton and Slalom explain how to find the best time for meetings based on your team's biological rhythm.…Read More
Use the science of biological timing to schedule meetings that align with how your teams’ brains actually work, improving focus, creativity, and collaboration.
Not all hours are equal. Chronobiology, the science of how biological rhythms shape cognitive performance, shows that each person moves through a predictable daily cycle of peak, trough, and recovery periods. When meetings land in someone’s trough, attention flags, emotional regulation weakens, and collaboration suffers. When they land in shared high- or recovery-energy windows, thinking is sharper, decisions are sounder, and creativity flows. These individual patterns, called chronotypes, vary meaningfully across a team, and for distributed teams, ignoring them means the same people repeatedly bear the cognitive cost of poorly timed meetings.
Leaders who build chronotype awareness into how their teams schedule work reduce friction, distribute mental load more fairly, and create the conditions for better thinking and stronger engagement. To make this actionable, Wharton Neuroscience developed When2DoWhat, a free scheduling tool that integrates meeting type, each participant’s chronotype, and time zone to recommend optimal meeting windows, whether a team works in one office or across global time zones.
Have team members complete the validated Morningness-Eveningness Questionnaire (MEQ), available through When2DoWhat, to identify their chronotypes. Normalize the conversation around energy differences. When teams understand that timing affects performance, scheduling becomes a strategic choice — not just a calendar default.
Select “Optimize Team Schedule” at the top of the tool and click “Get Started.” Then:
When perfect alignment isn’t possible, rotate meeting times equitably across chronotypes to distribute cognitive load fairly.
For distributed teams, use When2DoWhat to identify windows that minimize poor fit, avoid repeatedly burdening the same chronotype or time zone group, and rotate less-ideal meeting times transparently. Equitable scheduling improves morale and sustains collaboration across regions over time.
When leaders openly share their own chronotype and adjust meeting times accordingly, they signal that performance and well-being matter more than rigid convention, and give others permission to do the same.
Takeda, a global biopharmaceutical company, partnered with Slalom to strengthen cross-time-zone collaboration through its “One Japan” initiative. By incorporating neuroscience-informed scheduling and chronotype awareness, Takeda saw:
When teams align meeting timing with biological rhythms, they reduce cognitive friction and create conditions for better thinking and collaboration.
Elizabeth (Zab) Johnson, PhD, Executive Director and Senior Fellow; Adjunct Professor of Marketing, Wharton Neuroscience Initiative, The Wharton School, University of Pennsylvania; Michael Platt, Director, the Wharton Neuroscience Initiative; James S. Riepe University Professor, Marketing Department, the Wharton School; and author of The Leader’s Brain (Wharton School Press, 2025); Xiangyu Jiang and Shreyas Singh, Wharton Neuroscience Initiative; Elizabeth Beard, Wharton AI and Analytics Initiative; Natalie Richardson, Rene Putz, Ryan McCreedy, and Kevin Nunley, Slalom.
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