Over the past ten years, I have read extensively on productivity and time management. Throughout this journey, I have identified ten principles that I consistently apply to manage my time more efficiently. Let’s go through them.
1. Own Your Time
The first and most important principle is recognizing that we fully control our time. Early in my journey, I realized that whenever I claimed I “didn’t have time” for something, it was really a matter of prioritization. For instance, I recently spent six hours playing World of Warcraft. I could have worked out, but I chose not to. Understanding that our time is ours to direct is empowering and forms the foundation of effective time management.
2. Hell Yes or No
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Inspired by Derek Sivers’ book Hell Yeah or No: What’s Worth Doing, this principle encourages decisiveness. If an opportunity doesn’t elicit a “hell yes,” it’s a no. This approach helps prioritize high-value activities and reduces regret over mediocre commitments.
3. Daily Highlight
From Make Time by Jake Knapp and John Zeratsky, the daily highlight is the one essential task to accomplish each day. Choosing a highlight ensures progress and satisfaction, even when other tasks remain on the to-do list.
4. To-Do Lists
A simple but powerful tool: maintaining a to-do list, whether physical or digital, ensures tasks are captured and organized. I personally use an analog system by Ugmonk, which allows me to physically check off completed items. This tactile element reinforces productivity and keeps priorities visible.
5. Time Blocking
Time blocking involves scheduling specific blocks for critical tasks. I always schedule my daily highlight to ensure it is completed. While not everything requires a rigid schedule, allocating time for essential tasks guarantees they are addressed and reduces decision fatigue.
6. Leverage Parkinson’s Law
Work expands to fill the time allocated to it. By setting artificial deadlines, even for optional projects, I create urgency and ensure completion. For example, I scheduled time to film a course over a weekend, which guaranteed progress that might otherwise have stalled.
7. Protected Time
Establish periods in your schedule that are reserved solely for you and your priorities. I protect my mornings for focused work, such as writing my book, uninterrupted by meetings or obligations. Even if I use this time for rest or recreation, it is entirely under my control.
8. Delegation
Delegation is about maximizing the value of your time. I assign tasks to others when the cost of outsourcing is lower than the value of my own time. This principle applies whether hiring cleaners, freelancers, or assistants, allowing me to focus on high-impact work.
9. Automate Scheduling
Scheduling can consume significant time if done manually. Tools like Calendly allow others to book meetings within your availability, eliminating back-and-forth communication and saving valuable hours.
10. Practice Gratitude for Accomplishments
Finally, it is important to recognize and appreciate progress. Rather than dwelling on unfinished tasks, I choose to be satisfied with what I have completed. This mindset fosters positivity and prevents burnout.
For those interested in deeper strategies, I offer three online courses on productivity and time management on Skillshare. One focuses on the fundamentals of productivity, another on my personal productivity framework, and a third addresses productivity for creators and entrepreneurs. Additionally, my review of Make Time provides actionable insights from one of my favorite productivity books.