It happens to all of us. You wake up with a clear plan for the day, a mental checklist of important tasks you absolutely need to tackle. Maybe it’s that big report for work, a personal project you’re passionate about, or even just finally getting around to organizing your digital files. You tell yourself, “I’ll find time for that today.”
But then, the day unfolds. Emails pile up, unexpected meetings pop up, a quick chat turns into an hour-long discussion, and before you know it, the clock is ticking towards quitting time. That important task? It’s still sitting there, untouched, staring back at you from your to-do list. You sigh, push it to tomorrow, and the cycle continues. Sound familiar?
For years, I used to think productivity was about finding those elusive pockets of time. Like they were hidden treasures, and if I just searched hard enough, I’d unearth enough minutes to get everything done. But here’s the truth I’ve learned, and it’s a game-changer: you don’t find time for things that matter. You make time for them.
This isn’t just a clever turn of phrase. It’s a fundamental shift in how you approach your day, your week, and your life. It’s about moving from a reactive stance, where you’re constantly trying to catch up, to a proactive one, where you’re intentionally shaping your schedule.
The Mindset Shift: From Reactive to Proactive
Think about it this way. My good friend and podcast co-host, Brooks Duncan, often says, “You don’t find time for things that matter, you always make time for things that matter.” It’s a simple idea, but it holds so much power. Our lives are a series of choices, and every “yes” to one thing is an implicit “no” to countless others.
It’s like when you decide to marry someone. You say “yes” to that person, and by doing so, you’re also saying “no” to all other potential partners out there. You might not consciously think about it that way, but it’s the reality of commitment. The same goes for your time. When you commit to a project or a goal, you’re inherently choosing it over other possibilities.
Brooks experienced this firsthand when his company acquired another. Suddenly, he had a whole new software product to learn and additional responsibilities, but his old tasks didn’t magically disappear. He couldn’t just “find” time. He had to make a conscious decision to carve out 45 minutes at the end of each day to learn the new software. This meant making tough choices about what else he had to optimize or let go of. It wasn’t easy, but it was necessary because learning that product was a priority.
Are you constantly reacting to what comes your way, or are you intentionally shaping your days around what truly matters to you?
Your Time, Your Rules: Setting Up Your Day for Success
Once you embrace the idea of making time, the next step is to put it into practice. This means setting some clear guidelines for how you’ll approach your schedule. For me, a few things have made a huge difference:
- Aim for 90 minutes of uninterrupted focus time daily. This is my silver medal standard. Two hours would be gold, and even one hour is a bronze. The key is consistency. Imagine what you could accomplish if you consistently had a dedicated block of deep work every single day.
- Know “what to do when.” Most people know *what* they need to do, but they often miss the when. Starting your day with a clear intention of not just what tasks you’ll tackle, but precisely when you’ll work on them, is a game-changer.
- Prioritize your to-do list. This is often the biggest hurdle. When everything feels equally important, nothing truly is. To prioritize effectively, you need a “North Star” – a clear objective or outcome you’re striving for. If your North Star is to be in the best shape possible, then choosing to cook a healthy meal at home over fast food becomes an easy decision. It aligns with your bigger picture.
Now, I know what you might be thinking: “90 minutes of uninterrupted time? That sounds impossible!” And you’re right, it might be at first. Most people won’t be able to jump straight into 90 minutes. Start with 30 minutes. It’s like an expanded Pomodoro. Over time, you can work your way up to 45, 60, or even 90 minutes. You’ll be surprised how much easier it becomes.
The real power comes from working in large, focused blocks rather than fragmented 10-minute bursts. Even if the total time spent is the same, the quality and impact of your work are significantly higher when you can dive deep without interruption.
Tools and Tactics: Making Your Calendar Your Ally
So, how do you actually do this? The simplest and most effective way is to block off time on your calendar.
- Use a calendar you love. If you’re not using a calendar, that’s step one. If you are, make sure it’s one you enjoy using. I’m not a huge fan of the standard Google Calendar interface, so I use Fantastical, which uses Google Calendar on the backend but has a much more user-friendly interface. Find an app that makes scheduling easy and even fun for you. Even if you’re stuck with a corporate tool like Outlook, take a little time to customize it. Learn some shortcuts, tweak the settings. A little effort here can make a big difference in your daily experience.
- Claim your time. This is crucial. Everyone has open blocks of time in their day. If you don’t claim them, someone else will. Block off your focus time, your deep work sessions, and even your personal commitments. This makes you proactive. If someone tries to book over your blocked time, you’re in a position to renegotiate, rather than just passively accepting.
- Focus on outcomes, not just tasks. Most of us tend to schedule tasks. “Collect documents for taxes” is a task. “Taxes filed by end of day” is an outcome. Outcomes usually involve multiple tasks. When you block time for an outcome, you’re forcing yourself to think through all the smaller steps needed to achieve it. For example, I might block an hour to work on “Taxes filed,” knowing that hour will involve several smaller tasks like gathering receipts, logging into accounts, and reviewing forms. This approach keeps you focused on the bigger picture and ensures you’re making progress towards meaningful goals.
The nuts and bolts of blocking time are relatively easy. The harder part is the follow-through. It’s easy to skip a scheduled block when something else comes up. But the proactive choice is to say “no” to the distractions, or at least renegotiate. Maybe you shorten your block, or reschedule it for later in the day. The key is to honor your commitment to yourself and your priorities.
The Art of Flexibility: Adapting When Life Happens
Even with the best intentions and a perfectly planned calendar, life happens. Emergencies pop up, priorities shift, and sometimes, despite your best efforts, you just don’t hit your goals. This is where flexibility comes in.
I was coaching a client recently who worked in a rapidly growing company. Things were breaking down constantly, and he was always firefighting. Blocking off time felt impossible. My advice to him was simple: start with 30 minutes of focused work each day, and implement a daily review. Every day, around lunchtime, he’d pause for 10-15 minutes to re-evaluate his priorities, adjust his tasks, and strategize for the rest of the day. This small habit helped him feel less frantic and more in control, even amidst the chaos.
It’s easy to fall into a “negative spiral” when things don’t go as planned. You miss a goal, then another, and suddenly you feel like a failure. But it’s important to have grace with yourself. As Brooks often reminds me, we can only do what we can do. If you’re consistently missing your goals, it’s a sign to step back, re-evaluate, and make adjustments, not to beat yourself up.
One subtle shift that has helped me immensely is this: when I allocate a time block on my calendar, I go in with the assumption that I might not finish the task during that time. I’m going in to work on it, to make progress, but not necessarily to complete it. This takes off unnecessary pressure. We often underestimate how long things take, or we hit unexpected roadblocks. If you expect to finish everything in every block, you’ll constantly feel like you’re taking “L’s” (losses). But if you go in with the intention of making progress, you’ll feel a sense of accomplishment, even if the task isn’t fully done. You’re still closer to the outcome.
You don’t have to live in a constant state of overwhelm. There’s another way.
Your Next Step
If you’re ready to stop finding time and start making it, here’s one simple, actionable step you can take:
Think about one task you’re going to work on tomorrow. Block off 60 minutes for it on your calendar. Go into that hour with the intention of simply working on it, not necessarily finishing it. Do this for the next five working days.
You’ll start to notice significant progress, your life will feel simpler, and you’ll begin to take more “W’s” (wins). Time blocking isn’t just effective; it’s empowering when you follow through.
