Growing up, I was always able to handle a lot of work.
I didn’t realize some of the things I was doing to be productive were common recommendations to increase productivity. They just came naturally to me.
To me, I was always looking for the fastest and best way to accomplish a task.
The first concrete example I can remember for this is peeling onions in my family’s restaurant.
We made onion rings from scratch so we’d have to peel and slice 50 pound bags of onions.
A simple task right?
Well, I’d watch others process one onion from start to finish before starting the next one.
I didn’t realize it at the time what I was doing but what I noticed is there is a setup cost (time) for every part of the task.
Picking up the knife.
Mentally switching to a different task.
These things only added a few seconds each time but over 50 pounds of onions, it added up to minutes.
So I batched this task out.
I first cut all the ends off. Then I peeled them all. Then sliced them all.
This allowed me to fly through each batch of tasks saving time over the entire process.
Here are a few other recommendations that have helped me be productive over the years.
1. Time Blocking: Control Your Calendar
If you don’t plan your day, it gets hijacked.
I’ve spent the last 6-7 years juggling 2-3 businesses at a time. I know firsthand that without a system, chaos takes over. Meetings pop up out of nowhere, notifications pull you in every direction, and before you know it, the day is gone—and you didn’t make real progress on anything meaningful.
That’s why time blocking isn’t just a productivity hack for me; it’s a survival mechanism.
Distractions Kill Productivity
We live in an age of endless distractions. A single email or Slack message can derail your focus. Studies show that every time you get interrupted, it can take over 20 minutes to regain deep concentration. Multiply that by dozens of distractions per day, and you see why most people feel busy but accomplish very little.
The truth is, if you don’t actively protect your time, someone else will steal it.
How I Use Time Blocking to Stay in Control
Time blocking is the practice of scheduling specific blocks of time for different types of work. Instead of working reactively—jumping from task to task as they arise—I proactively plan my day to ensure I work on what actually matters.
Here’s how I structure my time blocking system:
1. Schedule Non-Negotiable Deep Work Blocks
The most important work requires intense focus. For me, that’s strategy, decision-making, and high-impact problem-solving.
- I block off 2-3 uninterrupted deep work sessions daily, usually 90 minutes at a time.
- These sessions are sacred—no emails, no meetings, no notifications. Just pure focus.
- I use techniques like the Pomodoro method (I prefer 45-minute focus sprints with 15 min breaks) to maximize efficiency.
2. Batch Meetings & Admin Tasks
If you let people book meetings randomly throughout your day, your productivity gets shattered. Instead, I group all meetings into set time blocks—usually in the afternoons—so they don’t eat into my deep work time.
- I schedule meetings back-to-back to prevent context switching.
- Email, Slack, and admin work get their own dedicated low-energy blocks (usually at the end of the day).
- I train my team to expect responses during those times—not instantly. I can’t emphasize this enough.
3. Time Block Personal Priorities
Your calendar should reflect your priorities, not just work obligations. If you don’t schedule time for health, family, and personal growth, it won’t happen.
- Morning Routine: My mornings start around 530 with a deep work session, coffee, and reading before diving into another deep work block.
- Workout Block: I time block exercise as if it were a high-stakes meeting. Non-negotiable. This is lunch time for me.
- Family Time: Evenings are for dinner and quality time—work ends at a set time.
By time blocking everything that matters, I ensure that the important things don’t get pushed aside for the urgent but unimportant.
Own Your Time, Own Your Life
Time blocking isn’t about squeezing more into your day—it’s about protecting the things that truly move the needle. If you don’t control your calendar, someone else will.
If you feel like you’re always busy but never productive, try time blocking. It’s the single most effective way I’ve found to get more done—while still having time for what truly matters.
The 80/20 Rule: Work Smarter, Not Harder
Most people confuse being busy with being productive. They fill their day with tasks, check things off their to-do lists, and feel accomplished—only to realize at the end of the week that they didn’t actually move the needle.
This happens because they’re focused on low-impact work.
The reality? Not all tasks are created equal.
Most People Spend Time on Low-Impact Tasks
If you look at your daily workload, you’ll probably find that only a handful of tasks truly make a difference. The rest?
They might feel important, but they don’t generate meaningful progress.
This is where the 80/20 rule (also called the Pareto Principle) comes in.
The rule states that 80% of your results come from just 20% of your efforts. In other words:
- 20% of your customers generate 80% of your revenue.
- 20% of your habits drive 80% of your personal growth.
- 20% of your tasks produce 80% of your meaningful work.
If you don’t identify and prioritize your high-impact 20%, you’ll end up stuck in a cycle of busywork—working long hours but not making real progress.
The Solution: How I Identify the 20% That Matters
To work smarter, not harder, you need to ruthlessly filter out tasks that don’t drive results. Here’s how I do it:
Audit Your Tasks: Identify Your High-Leverage Work
Each week, I take inventory of my tasks and ask a simple question:
If I could only work 2 hours per day, what tasks would I focus on?
This forces me to isolate my high-impact 20%—the things that actually drive results.
For me, this usually includes:
- Business strategy & decision-making
- High-value content creation (newsletters, deep work)
- Revenue-generating activities (marketing, partnerships, sales optimization)
Everything else? Either delegated, automated, or eliminated.
Prioritize High-Impact Work in Time Blocks
Once I know which tasks move the needle, I schedule them into my deep work time blocks (from the last section).
- I do my most important work when my energy is highest (usually in the morning).
- I push low-value work (email, admin, minor tasks) to low-energy times in the afternoon.
Delegate or Automate the Other 80%
If a task doesn’t contribute to my biggest goals, I ask:
- Can I automate it? (e.g., email templates, AI, Zapier)
- Can I delegate it? (e.g., assistants, team members)
- Can I eliminate it? (e.g., unnecessary meetings, redundant reports)
Most people resist delegation because they think “It’s faster if I just do it myself.” That’s true once—but if you keep doing it, you’ll never scale.
Stop Doing More. Start Doing What Matters.
If you feel like you’re always working but never making real progress, you’re probably stuck in the 80% trap—spending too much time on tasks that don’t actually matter.
By applying the 80/20 rule, you cut through the noise, focus on high-leverage work, and start seeing real results.
3. Task Batching: Minimize Context Switching
Ever feel mentally exhausted even though you didn’t actually get much done? That’s because your brain wasn’t designed to constantly jump between different types of tasks.
Constantly Shifting Tasks Wastes Mental Energy
When I bought my publishing business, I suddenly had to do something I’d never done before—cold calling.
I remember my first hour of making calls. By the time I was done, I was drained. I couldn’t focus on anything else for the rest of the day. It wasn’t just the calls themselves—it was the mental fatigue from switching gears.
That’s what context switching does to you.
- You answer a few emails, then jump to a meeting.
- After the meeting, you try to get deep work done, but your brain is still processing what was just discussed.
- Then a Slack notification pops up, and suddenly you’re off course again.
Each time you switch tasks, you lose momentum.
How I Use Task Batching for Efficiency
Task batching is exactly what it sounds like—grouping similar tasks together to minimize context switching. Instead of randomly bouncing between different types of work, I set dedicated blocks of time for specific tasks.
1. Batch Meetings & Calls
Meetings are the biggest productivity killers when they’re scattered throughout the day. Instead of letting them take over, I batch all my meetings into dedicated blocks (usually afternoons).
- This keeps my mornings free for high-focus work.
- I don’t have to keep shifting between deep work and conversation mode.
- It also sets an expectation—people know when I’m available for calls, and when I’m not.
2. Batch Emails & Admin Work
Email is an endless distraction. If you respond to emails all day, you’re working on someone else’s priorities, not yours.
- I check and respond to emails once a day—usually mid-afternoon.
- Outside those times? Inbox closed. No notifications.
- The same goes for Slack or any other messaging platform.
This way, I’m in “communication mode” for a set period, rather than being interrupted throughout the day.
3. Batch Content Creation & Deep Work
Creative work—writing, strategic planning, problem-solving—requires deep focus. If I try to squeeze it between meetings and admin work, I end up doing shallow, low-quality work.
- I set aside dedicated time blocks (usually mornings) for content creation and strategic thinking.
- No distractions, no interruptions—just focused work.
Protect Your Focus
Task batching isn’t about working harder—it’s about working smarter. The more you can group similar tasks, the less mental energy you waste switching gears.
If you’re feeling mentally exhausted but not seeing real progress, try batching your work. You’ll get more done in less time—and with way less stress.
4. Eliminating Low-Value Work: Shift Your Mindset
Early in my career, I made a classic mistake—I assumed that just because I was good at something, I should be the one doing it.
I went to school for accounting, got my CPA license, and naturally thought I should be handling the bookkeeping for the restaurants.
Wrong.
Sure, I was qualified to do it. But just because I could do something didn’t mean it was the best use of my time. In reality, spending hours reconciling accounts and categorizing expenses wasn’t moving the needle—it was just keeping me busy.
And busy doesn’t mean productive.
Many Tasks Feel Urgent but Aren’t Important
We all fall into the trap of reacting to what feels urgent:
- Checking emails the second they come in.
- Responding to every Slack notification immediately.
- Handling admin work because “it only takes a few minutes.”
But here’s the truth: Most of these tasks don’t actually matter.
The result? Burnout—you spend your days doing “work,” but you’re never actually making progress on the things that create real impact.
How I Use the Eisenhower Matrix to Cut Out the Noise
One of the best frameworks for filtering out low-value work is the Eisenhower Matrix. It forces you to separate tasks into four categories:
| Urgent & Important | Important but Not Urgent |
|---|---|
| Crisis, deadlines, major business problems | Strategic work, planning, high-impact projects |
| Urgent but Not Important | Not Urgent & Not Important |
| Emails, admin work, unnecessary meetings | Social media scrolling, busywork, distractions |
Here’s how I apply it:
1. Focus on the Important, Not Just the Urgent
The top-right quadrant (Important but Not Urgent) is where true progress happens. That’s where I schedule my deep work—things like:
- Growing my business
- Optimizing systems
- Developing new strategies
Most people ignore this quadrant because they’re too busy putting out fires. I make it a priority.
2. Delegate or Automate Low-Value Tasks
The bottom-left quadrant (Urgent but Not Important) is where burnout happens. These tasks feel pressing, but they don’t require your expertise.
- Bookkeeping? Hired an accountant.
- Scheduling? Assistant handles it.
- Customer service emails? Automated.
Every time I feel overwhelmed, I ask: Does this task require my unique skill set? If not, I delegate or automate it.
3. Ruthlessly Eliminate the Time Wasters
The bottom-right quadrant (Not Urgent & Not Important) is the junk—mindless scrolling, unnecessary meetings, low-impact tasks. These are the things that drain time but add zero value.
- No meetings without a clear agenda.
- No responding to emails in real-time.
- No mindless admin work that can be automated.
Protect Your Time Like an Asset
Most people think productivity is about doing more. In reality, it’s about doing less—but making sure what you do actually matters.
If you want to free up time for high-impact work, start eliminating low-value tasks today. Your future self will thank you.
Delegation: Hand Off What You Shouldn’t Be Doing
For a long time, I resisted delegation. I told myself the same lies most entrepreneurs do:
- “It’s faster if I just do it myself.”
- “No one will do it as well as I can.”
- “I don’t have time to train someone.”
But here’s the truth: Trying to do everything yourself is a recipe for failure.
You Can’t Scale if You’re Doing Everything
Entrepreneurs often get stuck working in their business instead of on it. They wear every hat—sales, marketing, operations, customer service—until they’re drowning in tasks.
The result?
- No time for high-impact strategy.
- Business growth plateaus.
- Total burnout.
At some point, you have to let go and trust others to take over key tasks.
How I Delegate Effectively
I used to think delegation meant long, painful training sessions. But once I started using Loom video SOPs, everything changed.
Here’s my process:
1. Identify What to Delegate
I ask myself one question: Does this task require my unique skill set?
If the answer is no, it gets delegated. The best tasks to offload are:
- Repetitive admin work (email, invoicing, scheduling)
- Customer service & support
- Social media & content repurposing
- Data entry & bookkeeping
2. Create a Loom SOP Video
Instead of typing out a long set of instructions, I:
- Record my screen using Loom while performing the task.
- Talk through each step so the person watching understands not just what to do, but why.
- Store the video in a shared SOP folder so new hires can reference it anytime.
This makes training frictionless—I record once, and it’s there forever.
3. Assign & Trust the Process
Once I hand off a task:
- I expect mistakes at first. It’s part of the learning curve.
- I give feedback but don’t micromanage.
- I let them own the task completely.
Most entrepreneurs fail at delegation because they never fully let go. If you constantly jump in to fix things, you haven’t really delegated—you’ve just created more work for yourself.
Free Yourself to Focus on Growth
Delegation isn’t just about getting tasks off your plate—it’s about creating leverage. The more you delegate, the more time you have for big-picture strategy and business growth.
If you’re still doing everything yourself, start small. Record one Loom video today. You’ll be shocked at how much time it saves you.
6. Automation: Let Tech Do The Work
Imagine waking up and finding out that while you slept, your inbox was sorted, your leads were nurtured, and your reports were generated—all without lifting a finger.
That’s the power of automation.
Manual Tasks Eat Up Too Much Time
Every minute you spend on manual tasks—replying to repetitive emails, sorting your inbox, posting to social media—is a minute you’re not spending on growing your business.
These small tasks might seem harmless, but they add up, creating a bottleneck that limits your ability to scale.
How I Leverage Automation Tools
Automation is like hiring a team of invisible assistants who work 24/7 without breaks, vacations, or excuses. Here’s how I use it to free up my time:
1. Email Automation: Clean Up Your Inbox
Your inbox is a battlefield. Without a strategy, it can easily consume your day.
- Automatic Rules & Filters: I use Gmail filters to auto-label, archive, or prioritize emails. Important clients go straight to a priority folder, while newsletters and low-priority emails skip my inbox entirely.
- Canned Responses: For common queries, I use pre-written email templates that I can deploy in seconds.
2. Marketing Automation: Set It and Forget It
Reaching your audience doesn’t have to be manual labor.
- ManyChat: I use ManyChat to automate conversations on Facebook Messenger. Whether it’s a new lead or a returning customer, my chatbot can answer FAQs, send promotions, and even collect emails—all while I focus on bigger projects.
- Email Campaigns: I set up automated drip campaigns in tools like Mailchimp or ActiveCampaign. New subscribers enter a pre-designed sequence that nurtures them over time without me lifting a finger.
3. Social Media Automation: Consistency Without Effort
Social media can be a massive time-sink if you’re posting manually every day.
- Scheduling Tools: I use platforms like Buffer or Hootsuite to batch schedule posts weeks in advance. This way, I maintain a consistent online presence without logging in daily.
- Auto-Responders: For platforms like Instagram and Facebook, I set up automated replies for common inquiries, directing people to resources or booking links instantly.
4. Reporting Automation: Data Without the Grind
Instead of pulling reports manually, I set up dashboards that update automatically.
- Google Data Studio or Tableau: I use these tools to create live dashboards that pull data from various sources. I can see my KPIs at a glance without wasting time digging through spreadsheets.
Work Once, Benefit Forever
Automation doesn’t just save time—it compounds over weeks, months, and years. It allows you to scale operations without scaling costs.
If you’re still doing everything manually, you’re not just wasting time—you’re holding back your growth. Embrace automation, and let technology do the heavy lifting.
7. Prioritization: Stop Working on the Wrong Things
You can work 12-hour days, check off a hundred tasks, and still feel like you didn’t accomplish anything meaningful.
That’s because not all work is created equal.
Impact management > time management.
It’s Easy to Get Lost in Unimportant Work
Most people fill their days with tasks that feel productive but don’t actually move the needle. They spend hours responding to emails, sitting in meetings, or tweaking small details that won’t matter in a week.
If you don’t have a system for prioritization, you’ll waste time on things that don’t matter—and wonder why you’re always busy but never making progress.
How I Prioritize the Right Work
I use a simple filter to decide what’s worth my time:
1. Is It Absolutely Essential?
Not nice to do. Not kind of important. Essential.
Before I commit to a task, I ask:
- Does this have a direct impact on revenue, growth, or strategy?
- Will something break if I don’t do it?
- Is this one of the few things only I can do?
If the answer is no, I delegate, defer, or delete it.
2. Does This Get Me Closer to My Goals?
It’s easy to mistake activity for progress. Just because you’re working hard doesn’t mean you’re working smart.
Before starting a task, I ask:
- Is this aligned with my long-term vision?
- Will this create meaningful results, or am I just staying busy?
If a task doesn’t directly move me toward my goals, it’s a distraction.
3. What’s the ONE Thing That Matters Most Today?
At the start of each day, I write down one must-do task—the single thing that, if completed, will make the biggest impact.
That becomes my priority. Everything else is secondary.
Be Ruthless with Your Time
The most successful people aren’t the ones who work the hardest—they’re the ones who work on the right things.
If you constantly feel busy but stuck, stop and ask: Is this essential? Is it helping me get closer to my goals?
Prioritize wisely, and you’ll get more done in a day than most people do in a week.
8. Energy Management: Work at Peak Productivity
Most people focus on managing their time—but if you’re not managing your energy, you’re setting yourself up for failure.
Not All Hours Are Created Equal
I know one thing for sure: I’m useless after 2 PM.
My most productive hours are from 5 AM to noon. That’s when my brain is sharpest, my focus is strongest, and I can get meaningful work done. If I try to force deep work in the afternoon, it’s a battle I’ll lose.
But most people ignore this. They push through their lowest-energy hours, wondering why they’re slow, distracted, and struggling to focus.
How I Align My Work with My Energy
Instead of forcing productivity when my energy is low, I structure my day around my natural peaks and dips.
1. Identify Your High-Energy Hours
Everyone has different peak productivity windows. Some people thrive in the morning (like me), while others hit their stride at night.
Track your energy levels for a week and note when you feel:
- The most focused
- The most creative
- The most mentally sharp
2. Schedule Deep Work for Peak Energy
Once you identify your high-energy hours, protect them.
For me:
- 5 AM – Noon → Deep Work (Strategy, writing, problem-solving)
- Afternoon → Shallow Work (Meetings, emails, admin tasks)
I don’t schedule calls or distractions during my peak hours—those are reserved for high-leverage work.
3. Use Low-Energy Hours for Low-Cognitive Tasks
Afternoons are perfect for:
- Responding to emails
- Meetings & check-ins
- Reviewing reports
Instead of fighting my body’s natural rhythms, I work with them.
Work with Your Brain, Not Against It
Productivity isn’t just about time management—it’s about energy management.
If you feel like you’re always working but never making progress, you might be trying to force deep work at the wrong time. Find your peak energy hours, schedule your most important work there, and watch your output skyrocket.
9. Daily Review & Planning: Set Up Tomorrow Today
Success doesn’t happen by accident—it happens by design. If you start your day without a clear plan, you’ll waste time figuring out what to do instead of actually doing it.
Waking Up Without a Plan Leads to Wasted Time
Without a plan, it’s easy to fall into reactive mode—responding to emails, putting out fires, and handling whatever feels urgent instead of what’s actually important.
That’s how entire days disappear without meaningful progress.
How I Plan My Days & Weeks for Maximum Focus
I’ve found that weekly and daily planning work best together.
1. Sunday Planning: Set the Weekly Roadmap
Every Sunday, I outline my week:
- 1-3 high-impact tasks per day—biggest priorities that drive real progress
- Light or open Thursdays & Fridays—this gives me space to catch up or tackle unexpected tasks
- Time-block key projects—I put deep work sessions directly on my calendar so they don’t get squeezed out
This weekly plan ensures I start Monday with clarity, not confusion.
2. End-of-Day Review: Set Up Tomorrow
Before I shut down for the day, I take 5-10 minutes to:
- Review what I accomplished—What got done? What didn’t? Why?
- Adjust priorities—Did something shift? Do I need to reallocate time?
- Confirm my top 1-3 tasks for tomorrow—So I wake up knowing exactly what to tackle
I also keep my Thursdays & Fridays flexible on purpose. This prevents me from overloading my schedule and gives me time to handle anything that popped up during the week.
Win Tomorrow Before It Starts
When you plan ahead, you eliminate wasted time and decision fatigue. Instead of starting the day figuring out what to do, you start executing.
A few minutes of planning today can save hours of wasted time tomorrow—and that’s a tradeoff worth making.
10. Saying ‘No’ More Often: Protect Your Time
Most people struggle with saying “no” because they don’t want to disappoint others. But every time you say yes to something unimportant, you’re saying no to something that actually matters.
People Overload Their Schedules by Saying ‘Yes’ Too Much
It’s easy to overcommit.
A quick coffee meeting, a “small” project, a favor for a friend—individually, they seem harmless. But together, they pile up and steal your time.
If you’re not careful, you’ll spend your days fulfilling other people’s priorities instead of your own.
How I Decide What to Say Yes or No To
Saying no doesn’t have to be harsh—it just has to be intentional. Here’s how I approach it:
1. Filter Everything Through a Simple Question
Before agreeing to anything, I ask myself:
👉 Does this align with my goals and priorities?
If it doesn’t move the needle, I say no—gracefully.
2. Use Soft Nos When Needed
A “no” doesn’t have to sound like rejection. Here’s how I handle different requests:
- For unnecessary meetings: “I’d love to help, but my schedule is packed right now. Can we handle this via email instead?”
- For favors that aren’t a priority: “I appreciate you thinking of me! I can’t commit to this right now, but I’d be happy to connect you with someone who can.”
- For social invites that don’t fit my schedule: “That sounds great, but I’ve already committed to some personal priorities. Let’s catch up another time.”
This way, I protect my time without burning bridges.
3. Make No the Default, Yes the Exception
Most people default to yes and only say no when they absolutely have to. I flip that.
- If it’s not a ‘hell yes,’ it’s a no.
- If it takes time away from deep work, it’s a no.
- If I’m only saying yes out of guilt, it’s a no.
Say No to Protect Your Yes
Your time is finite, and you can’t afford to waste it on things that don’t serve your bigger vision.
The more comfortable you get with saying no, the more space you’ll create for what actually matters.
If you feel like time is slipping away and you’re always behind, it’s time to take control.
Try implementing just one of these tips this week.