Time Management Hacks – How to Get More Done in Less Time

Let’s be honest, life can feel like a never-ending to-do list.

By the time I sit down at the end of the day, I often wonder where the hours went.

Between work, errands, family, and the occasional attempt at self-care, it’s easy to feel like there just aren’t enough hours in the day.

But here’s the truth: managing time isn’t about squeezing more into an already packed schedule.

It’s about working smarter, eliminating unnecessary distractions, and making room for what truly matters.

After years of feeling overwhelmed, I’ve discovered some game-changing strategies that have helped me reclaim my time.

If you’re tired of feeling like you’re constantly playing catch-up, keep reading.

The 80/20 Rule: Do Less, Achieve More

Let’s talk about the Pareto Principle, also known as the 80/20 Rule. This idea blew my mind when I first heard it:

That means a small portion of what we do creates the majority of our progress.

Think about it, out of everything on your to-do list, only a handful of tasks truly move the needle. The rest? Busy work.

How to Use It

1. Identify the High-Impact Tasks – Look at your goals and figure out what brings the biggest results.
2. Cut Out the Non-Essentials – If something isn’t contributing much, either delegate it, automate it, or drop it altogether.
3. Prioritize the 20% – Spend more time doing the tasks that matter.

For me, this meant spending less time answering emails and more time focusing on deep, meaningful work. Once I made that shift, productivity skyrocketed.

Time Blocking: Your Calendar’s Secret Weapon

If I had to name one habit that completely changed the way I work, it would be time-blocking.

Before, my days were chaotic. I’d start a project, check my phone, answer an email, get distracted, and then wonder why I never finished anything.

It was a constant cycle of half-done tasks and mental exhaustion.

How Time Blocking Works

• Assign fixed times for different tasks – Instead of reacting to things as they come up, I schedule everything in advance.
• No multitasking – When I block time for a task, that’s all I focus on.
• Make it non-negotiable – I treat my calendar like a boss would treat a meeting if it’s scheduled, it’s happening.

A few things I do differently now:

The result? More done in less time and way less stress.

Batching: Less Switching, More Doing

Ever feel like your brain lags every time you switch between tasks? That’s because it does.

Research shows that task switching eats up a ton of mental energy.

That’s why I love task batching grouping similar tasks to maintain focus and momentum.

How to Batch Tasks

• Emails & Messages: Instead of replying throughout the day, I dedicate one or two slots specifically for this.
• Meetings & Calls: If I have several, I try to schedule them back-to-back to avoid constant interruptions.
• Creative Work: Writing, designing, brainstorming, it all gets its separate block.

Batching helps keep my brain in the same “mode” for longer, reducing fatigue and improving efficiency.

The Two-Minute Rule: Kill Procrastination Fast

Practice the 2-minute rule: if a task takes less than 2 minutes to complete, do it immediately. This simple rule helps reduce procrastination and ensures small tasks don’t pile up. #Productivity #LifeHack

— Truth hurts (@GrowthMindsHub) April 3, 2024

Small tasks pile up faster than we realize. Before I started using the two-minute rule, my to-do list would get ridiculously long with tiny things I kept putting off.

The rule is simple:

Instead of letting little tasks snowball, I handle them on the spot.

• A quick email? Sent.
• A bill to pay? Done.
• A dish in the sink? Washed.

It sounds small, but it makes a huge difference. My mental load feels lighter because I’m not carrying a bunch of unfinished tasks in the back of my mind.

The Eisenhower Matrix: Prioritize Like a Pro

@digitalproductcommunity Prioritize Like a Pro with the Eisenhower Matrix! Prioritize your tasks quickly with the Eisenhower Matrix and transform your productivity! In this video, we explain how to use this powerful prioritization tool to distinguish between urgent and important tasks. Perfect for anyone looking to streamline their workflow and focus on what truly matters. Watch now and start prioritizing like a pro! Don’t forget to like, comment, and subscribe for more productivity insights! #leadership #dpc #eisenhowermatrix #prioritization ♬ original sound – Digital Product Community

Ever feel busy but not productive? That used to be me. I’d spend hours working but still feel like I wasn’t making progress.

Then I discovered the Eisenhower Matrix, and suddenly, things clicked.

How It Works

It’s a simple way to categorize tasks:

1. Urgent & Important – Do these ASAP.
2. Important but Not Urgent – Schedule them.
3. Urgent but Not Important – Delegate these if possible.
4. Neither Urgent Nor Important – Eliminate them.

Instead of spending my day putting out fires, I started focusing on long-term goals. It changed everything.

The Art of Saying No

I used to say “yes” to everything. Extra projects, last-minute favors, unnecessary meetings, you name it, I agreed to it.

Then I realized that every “yes” to something unimportant is a “no” to something that matters.

Now, before committing to anything, I ask:

If it’s a no, I politely decline, without guilt. The more I protect my time, the more productive (and less stressed) I become.

Breaks: The Secret to Getting More Done

Working non-stop isn’t the answer to getting more done. Studies show that regular breaks boost focus and creativity.

A Few Break Strategies That Work

• Pomodoro Technique – 25 minutes of work, 5-minute break.
• 90-minute Rule – Work for 90 minutes, then take a longer break.
• Move Often – Walking, stretching, or stepping outside helps reset focus.

I used to push through exhaustion, but now I know better.

Reduce Decision Fatigue

Ever feel drained by the end of the day, even if you haven’t done much?

That’s decision fatigue, and mental exhaustion from making too many choices.

Successful people simplify their lives by reducing unnecessary decisions.

How to Free Up Mental Energy

• Plan meals in advance – No more last-minute decisions on what to eat.
• Create a morning routine – Eliminate the need to decide how to start your day.
• Use templates & systems – Saves time on repetitive tasks.

The fewer decisions I make, the more energy I have for important work.

Track Where Time Goes

Ever finish a day wondering, “What did I even do today?” Same. That’s why I started tracking my time.

Apps like Toggl or RescueTime help pinpoint where time is being wasted.

At first, the results shocked me, hours lost to social media, unnecessary tasks, and inefficient work habits.

Morning Routines Set the Tone

Mornings can make or break a day. If I start strong, everything flows better.

What Helps Me Have a Productive Morning

Final Thoughts

Getting more done isn’t about working harder, it’s about working smarter.

By focusing on what truly matters, cutting out distractions, and protecting time, productivity stops feeling like a struggle.

And let’s not forget—the ultimate goal of time management isn’t just getting more done. It’s making space for the things (and people) that matter.