Most people can only dream of having more free time. However, the truth is that everyone has the power to overcome the problem. Being clear on goals and focusing on making small sustainable changes means it is possible to claw back at least one hour each week.
Identify What Is Really Important to You
Two questions worth reflecting on before making any changes are: why do you want to free up extra time, and what do you hope to achieve from it?
Answering the why and the what will give perspective and direction. Making changes to a week, even small ones, will feel challenging at times. When the going gets tough, knowing deep down the reason for making certain decisions — because there is a bigger goal ahead — is what keeps momentum going.
The Power of Small Changes
Once the deeper reason behind wanting to reclaim time is clear, the next thought might be to make a radical change. In reality, big changes are often unsustainable. When was the last time an extreme diet was attempted or a demanding new exercise regime started, only to be abandoned less than a week later into a new habit?
The more effective strategy is to focus on the small changes that can be made consistently. Small changes can bring a whole range of benefits and are far more sustainable. Saving just 12 minutes per day will gain one hour per week and 208 hours — over 8.5 days — per year.
Identify Your Time Wasters
One of the best ways to save time is to identify time wasters — the things that are taking you further away from rather than closer towards your goals. Common time wasters include:
- Searching for files
- Arranging and re-arranging calls and meetings
- Hunting for email attachments
- Getting distracted
- Calls and meetings that over-run
Work Smarter Right Now
Research consistently shows that people check their phones with remarkable frequency throughout the day. If this is a familiar pattern, one practical step is to turn off notifications immediately. Pings, badges, and alerts are mostly unimportant and non-urgent. Limiting phone use to set periods of time each day — for example, mid-morning, lunch time, and after dinner — and setting a time limit for each session prevents valuable time from being lost to endless scrolling.
Work Smarter for Life
The following practical strategies can help the working day run more efficiently and free up valuable time on a long-term basis.
Block Out Time in Your Calendar
If your days are currently spent switching between responding to emails and incoming phone calls, time blocking can help overcome that reactive pattern. Chunk the day into blocks of time where you will work in a specific way — for example, deep thinking work, calls, meetings, or taking breaks. Colour coding each block makes it easier to see the shape of the day at a glance.
Deep work should be dedicated to tasks that are most important and require a high level of focus. These tasks should be completed first thing, when the mind is fresh. Thinking deeply requires removing all distractions — closing unnecessary browser tabs, putting the mobile phone out of sight, and letting colleagues know not to interrupt. The less task switching, the more productive the day will be.
Set Time Limits
Meetings can over-run, and researching and writing tasks can take longer than expected. Being stricter about how much time to set for a task — and then sticking to it — forces more decisive decision-making and keeps momentum behind the to-do list. Plotting the time in a calendar and moving on to the next task when time is up may feel uncomfortable at first, but it builds discipline over time.
Break Tasks Down into Manageable Steps
Establishing the specific, actionable, and measurable steps needed to complete a task reduces procrastination and time spent deliberating how to begin. For example, writing a blog post could be broken down into research, creating an outline, writing a first draft, and proofreading. This approach makes large tasks feel more approachable and easier to schedule.
Say No to More Things
People who agree to too many requests for their time often finish each week with a to-do list that is unfinished. Each time someone asks you to do something, taking a moment to stop and reflect on whether that task is a priority for you — and whether you truly have the time to help — is a worthwhile habit to build.
Delegate and Outsource
Letting other people do some of the jobs you are currently doing will instantly add time back into your calendar. In the workplace this could mean training someone to publish blog posts. In your personal life it could mean finding someone to do the tasks that consume time but do not require your specific skills. If you value your time over your money, getting comfortable with letting other people do certain tasks makes good sense.
Get Some Sleep
Many people think that the answer to achieving more is to sleep less. In fact the opposite is true. In order to think clearly and be productive, sleep must be prioritised. During sleep the brain and body repair themselves. The mind also sorts and processes what has happened during the day, consolidating information for long-term memory. Waking up feeling refreshed and restored is the foundation of a productive day.
Exercise
For those who suffer from mid-afternoon energy dips, gentle exercise can help. Increased blood flow and time away from the screen can reset the mind and carry you through the final hours of the day. It is better to have one hour of great work than two hours of mediocre work.
How Professional Academy Supports Your Journey
Managing time effectively is one of the most valuable skills for anyone studying alongside a professional career. Professional Academy supports learners not only with high-quality teaching and structured qualifications but also with dedicated tutor and mentor support to help them build productive study habits and stay on track.
Whether you are considering a CIM marketing qualification, a sales qualification, or a management qualification, Professional Academy offers a supportive learning environment with over 27 years of experience in professional training.
To find out more, explore the full range of professional qualifications or book an advice call at a time to suit you.
