How to Reclaim (and Optimize) Your Time from a Busy Schedule

Time. It’s the one variable for living your best life that you can’t replenish.

There have been several times in my life that I’ve had to squeeze every ounce of usefulness out of the 168 hours in a week to get everything done.

I have worked multiple jobs countless times:

• In college I worked three part-time jobs while taking a full load of classes. 

• When I was teaching there was a time when I was also working on my national boards (like getting a degree in less than a year), teaching as an adjunct at the local university, and directing a play. (FYI, not recommended)

• Most recently, when I was a principal I also taught five yoga classes at various studios and ran a reselling business.

Since I’ve recently written a newsletter on time management this one will focus on leveraging small chunks of time to accomplish your goals. You will leverage those small chunks to work towards your larger dreams.

You are going to find several similarities between last week’s newsletter and this week’s newsletter. Why? Because nothing is rocket science. You can apply similar processes across a multitude of experiences.

Before we jump into this, here is your reminder about the one phrase you aren’t allowed to use. I can’t do that. That sentence (and any reworking of it)  is banned from your vocabulary. Here are your alternative sentences:

• I choose not to do that.

• What are the ways I can do that?

Now that we have that out of the way let’s continue!

Time Goals

Consider the questions below to help you set solid time goals.

What are your time management goals?

• Do you need to find extra time in your schedule?

• Do you need to use your time more efficiently?

• Do you need to unclutter your schedule?

Current Status:

• Is your use of time inefficient?

• Do you track how you spend your time? 

• Are you willing to change your time habits?

• Are you short on time and long on busy-ness?

• Are you neglecting certain things because you have no time?

Have you given up?

Accept the reality of where you are today. It’s okay. You can improve it.

Audit Your Time

Time, just like money, is all about supply and demand. The difference is your supply of time is finite. 

How do you declutter a crazy schedule and take back some much needed time? Simplify, simplify, simplify. 

Just like we did a money audit last week, you are going to audit your use of time. Track how you use your time every day of the week for one solid week. Reflect at the end of each day to note how you use your time.

First, separate necessities from time sucks. 

Your job is necessary. The two hour conversation with that friend who always talks your ear off? Unnecessary. Reclaim some of that time.

99.99% of time it’s the unscheduled, “one off” demands of your minutes and hours that erode your “extra” time. Only, they aren’t one offs. 

That friend calls you every week while you’re trying to work. 

Listen, I’m all for talking to friends, meeting for coffee, hanging out on the beach. Meaningful connection is one of the most important things you can do for your well-being.

What I am suggesting is being mindful of how often and when it’s happening. Are you truly connecting with your friend if you’re distracted? Are you really dedicated to your work if you're talking to your friend? 

Another culprit - your addiction to busy-ness. (I’m the queen of this. Recovering.)

Are you a super busy person who always finds herself heaping more responsibilities onto the pile? Be aware of your tendency to say, “YES!” when ‘ya should be saying, “NO!!!” Is that extra thing necessary? If not, get rid of it. Your mental health will thank you.

Finally, your phone. Track it. How much time do you spend mindlessly scrolling? (more on this further down)

If you’re tracking your time closely, I’ll bet you see drains on your time all over the place. You can recapture that time for your benefit.

Maximize Your Time

You are going to learn how to master small time blocks to bust out amazing results!

There are 2 ways to use small time blocks:

1. Find and leverage consistent time blocks in your schedule.

2. Be prepared to capitalize on spontaneous time blocks.

#1 Find Consistent Small Time Blocks

Look at your schedule and identify small chunks of time that are 10-30 minutes in length. You can use these consistently to get specific things accomplished.

Now, think about that thing you are trying to accomplish. What are 1-2 habits you would like to establish that would allow you to work on part of your dream? What steps are involved? Write them down. Can you segment out steps and do them in small time chunks?

Brainstorm how you can use . . .

• 5 minutes

• 15 minutes

• 30 minutes

. . . to build that habit.

Here are a couple of real-life examples:

I was building my eBay business while I was working full time. Here’s how I used small chunks of time:

• 5 minutes - print out more sizing tables, photograph one item, package 1 item, organize my desk, prep for the next day, or respond to 2-3 buyers

• 15 minutes - photograph 3-4 items, package 3-4 items, or list 1 item

• 30 minutes - drop off items to the post office, photograph 6-8 items, or package 6-8 items, list 2-3 items

I write and coach now. Here’s how I leverage those small chunks of time:

• 5 minutes - text or email clients, select my newsletter or essay topic, research my topic, or post on 1-3 social media platforms

• 15 minutes - create an outline for the newsletter or essay, research studies/data on my topic, write for 15 minutes, or schedule a 15 minute call with a client

• 30 minutes - write for 30 minutes, schedule one 30 minute call or two 15 minute calls with clients, or work on a digital product for my platform

#2 Leverage Spontaneous Small Time Blocks

Spontaneous time blocks may be waiting in a long line somewhere, driving short or long distances, riding in a car, a cancellation, etc. 

Those are time gifts. Use them well.

The absolute best is being a passenger when traveling. There is a picture of me somewhere sitting in the passenger side of the car with my laptop open, tap-tap-tapping away. At the time I was teaching full-time and working on my certification in administration. I had to use every minute I had available. 

You’ve already identified tasks you can complete with snippets of time. Dig back into that bag and pull some out to fit the time you have. 

For example, if I arrive at a meeting early, I may bust out an email, social media post, or record a video. If I’m standing in a line I’ll check in with a client via text. I’ll note newsletter ideas in my Google Drive.

Fill Up Your Tank First

The busier you are the more intentional you must be about using your time. This includes rest. You must mindfully select and implement restful and restorative activities. Why? Because otherwise you will fall into an exhausted heap on your sofa or bed and scroll, scroll, scroll (or binge something on TV). 

Have I pegged this one correctly?

What we are conditioned to think are restful and restorative activities are usually doing us no favors to recharge. 

If you are neglecting self-care your number one priority is to reestablish it. You won’t be able to work towards your dreams if you are constantly running on empty. 

I am speaking from experience. You will burn out and feel totally overwhelmed. Self-care is non-negotiable. If you don’t put that mandate in place no one else will do it for you.

• 5-10 minutes - meditate, practice breathwork, stand in the sun, listen to your favorite songs that lift you up

• 15 minutes - take a walk outside, do a guided meditation, have a personal dance party in your living room, find a fifteen minute yoga class online (YouTube is my go-to), take a refreshing shower

• 30 minutes - take a walk in a park, do a guided meditation, find an online yoga or other exercise class to do, take a relaxing bath. 

You want to enjoy your journey. That depends on getting your priorities in order. YOU are a priority. If YOU don’t make YOU a priority, YOU will always feel overwhelmed (underappreciated, undervalued, overworked, stressed, etc.). 

I want you to live your best lives, my friends, and that starts with loving yourself. 

Use your time wisely. Be present. This moment is all you have.

Do You Need Help Tapping Into Your Potential?

Are you struggling to meet your goals and wish you had support? Have you ever considered working with a coach? You may not know what a coach does.

One-on-One Coaching:

• You and I develop an individualized plan targeting your specific goals

• You receive individualized support from me

• Answers to your specific questions

• Guidance on your specific issues and blocks

• Accessibility to me outside coaching sessions for added support (individual texts and emails to check in)

• Your plan leads to learning how your personal growth is in your control

Are you ready to take action but are at a loss on what step to take next? 

I can teach you how to get started and accelerate your growth by using repeatable methods. Need the tools? I’ve got them. The goal is always to make you independent. I should be working myself out of a job. Once you take off, you may want to have a session from time to time, especially if you are scaling your goals. A good coach teaches you how to stand on your own two feet. Contact me today. Are you ready to CONNECT?