Less Hustle, More Focus: A Better Way to Manage Your Time

A few key principles can help you better navigate your own time management challenges:

1. Understand Your Motivation

   Why do you do your work?
   Connecting your daily tasks to a larger purpose can make even mundane responsibilities feel more meaningful. When you understand how your work aligns with your goals, it becomes easier to push through tasks you might otherwise avoid.

   When are you at your best?
   If you have flexibility in your schedule, try to align your most demanding work with your peak energy and focus times. For many people, the first 90 minutes of the day is when they are most productive, so try to tackle your most intensive work first thing and save email and administrative time for later in the day.

2. Build Routines

   Motivation can be inconsistent. Waiting until you “feel like it” often leads to procrastination and added stress. Instead, focus on creating routines because action often leads to motivation, not the other way around.

   Routines also reduce decision fatigue, helping you spend less energy deciding what to do next.

   Some helpful strategies include:

   • Habit stacking: Pair a new task with an existing habit.
     Example: After my morning coffee, I will respond to that email.
   • If/Then planning: Use cues to trigger action.
     Example: If it’s noon and I haven’t taken a break, then I will go for a walk.
   • Pleasure bundling: Combine tasks with something enjoyable.
     Example: I will write while drinking my favorite tea.
   • Accountability: Ask someone to check in on your progress and help you stay on track.

3. Design a Supportive Environment

   Distractions are everywhere, so it’s important to shape your environment intentionally.

   Ask yourself:

   • Do I need to limit access to distractions (like my phone)?
   • Would working alongside others help me stay accountable?
   • What small changes could make it easier to focus?

4. Focus on One Task at a Time

   Multitasking often feels productive, but it actually reduces focus, retention, and efficiency. Constantly switching between tasks drains cognitive resources and increases stress.

   Instead, try:

   • Time-blocking for single tasks
   • Structuring your day based on task difficulty, not just time

   This allows you to give full attention to one thing before moving on. As an example, faculty members often have a “writing day” where they focus all their time and energy on one goal.

5. Be Willing to Adjust

   Time management is an ongoing process. Your workload, energy, and priorities will change, so your approach should too.

   Build flexibility into your schedule and reflect regularly:

   • What worked well this week?
   • What felt overwhelming?
   • What needs to change?

   Many people overestimate what they can accomplish, leading to frustration and self-criticism. Regular reflection helps you recalibrate and recognize what you’re doing well, which is just as important.