I used to think being busy meant being productive. I was wrong.
My days were a chaotic mess of half-finished tasks, constant distractions, and that nagging feeling that I was always behind. I’d work for ten hours straight but have little to show for it. It felt like I was running on a treadmill going nowhere fast. This pattern of burnout and inefficiency wasn't just in my work. It was a reflection of a life that felt out of control. I struggled with laziness, bad habits, and a lack of real direction.
Changing my work schedule wasn't just about getting more done. It was about taking back my life. It was about creating space for what really matters: my health, my family, and my faith. If you feel like you’re just spinning your wheels, I get it. I’ve been there. But you don’t have to stay there. Here are 12 ways I learned to optimize my schedule to work less but achieve more.
1. Start Your Day with Intention
Before you check your phone, before you open your laptop, take a moment for yourself. For me, this is a time for quiet prayer. It sets the tone for the entire day. It reminds me of my purpose and helps me approach my work with a sense of peace instead of panic. A few minutes of quiet reflection is far more valuable than scrolling through notifications that can wait.
2. Find Your "Golden Hours"
Are you a morning person or a night owl? We all have periods in the day when our energy and focus are at their peak. These are your "golden hours." Instead of fighting your natural rhythm, work with it. Schedule your most demanding, creative, or important tasks during these hours. Leave the easier, more administrative tasks for when your energy naturally dips.
3. Embrace Short Bursts of Deep Work
The idea that you need to work a solid eight hours is a myth. I built my business on 2–4 hours of intense, focused work each day. That’s it. Turn off your phone, close your email tab, and give one task your undivided attention for a set period. It’s amazing what you can accomplish in 90 minutes of pure focus compared to five hours of constant distraction.
4. Plan Your Day the Night Before
Waking up to a clear plan is a game-changer. Before you finish work for the day, take 10 minutes to write down your top 3–5 priorities for tomorrow. This simple habit eliminates morning decision fatigue. You can wake up and get straight to what matters instead of wasting precious energy figuring out where to start.
5. Tackle the Hardest Thing First
We all have that one task on our to-do list that we dread. The one we keep pushing off. My advice? Do it first. Get it out of the way while your willpower and energy are at their highest. Accomplishing your biggest task first thing in the morning creates incredible momentum and makes the rest of the day feel easy by comparison.
6. Batch Your Tasks
Constantly switching between different types of tasks drains your mental energy. Instead, group similar activities together. For example, set aside a specific block of time to answer all your emails. Make all your phone calls in another block. This "batching" method helps your brain stay in one mode, making you faster and more efficient.
7. Schedule Your Breaks
Breaks aren't a sign of weakness; they are essential for high performance. But a break doesn’t mean scrolling through social media. Schedule real breaks where you step away from your screen. Get up, stretch, walk around for a few minutes, or grab a glass of water. These short pauses reset your focus and prevent burnout.
8. Use the Two-Minute Rule
If a task takes less than two minutes to complete, do it immediately. Don’t write it down, don’t save it for later, just get it done. Firing off that quick email or confirming that appointment takes more mental space to remember than it does to actually do. This rule keeps small tasks from piling up and becoming overwhelming.
9. Create a "Done for the Day" Ritual
It’s easy for work to bleed into your personal life, especially if you work from home. Create a clear boundary by establishing a shutdown ritual. It could be clearing your desk, writing your to-do list for tomorrow, or saying a short prayer of thanks for the day’s work. This signals to your brain that the workday is over and it’s time to rest.
10. Stop Multitasking
You might feel like you’re being more productive by juggling five things at once, but you’re not. Your brain can only truly focus on one thing at a time. Multitasking just means you’re doing several things poorly. Give each task your full attention. You’ll produce higher-quality work in less time.
11. Celebrate Every Small Win
When I started my journey to lose over 110 pounds, I didn’t focus on the final number. I focused on winning the day. I celebrated choosing a healthy meal, going for a walk, or drinking enough water. The same principle applies to your work. Did you finish a tough task? Acknowledge it. Did you stick to your deep work block? That’s a win. Celebrating these small victories builds momentum and keeps you motivated.
12. End with Gratitude
Just as you start your day with intention, end it with gratitude. Before you go to sleep, take a moment to think about what went well. It could be a project you completed, a kind word from a colleague, or simply the gift of another day. This helps you focus on the positive and puts you in a peaceful state of mind for a good night's rest.
Optimizing your schedule isn’t about becoming a productivity machine. It's about creating a life where you have time and energy for your work, your health, your relationships, and your faith. It’s about building a sustainable rhythm that serves you, not drains you.
So, what’s one small change you can make to your schedule tomorrow?
