12 Steps to Vanquish Your Time Vampires
Part II of the Time Management Series
Initially published in 2023. Updated November 2025 with new insights, tools, and a free workbook to help you reclaim your time.
If you completed Part I, you’ve already identified the sneaky “time vampires” lurking in your day. Now it’s time to take back control.
When you let go of unnecessary time-wasters and focus on what truly matters, you’ll be amazed at how much lighter, more productive, and more in control your life feels. These 12 steps will help you protect your time, boost your focus, and move closer to your goals—without over-scheduling or burnout.
1. Check Your Attitude
Before you tackle your schedule, start with your mindset. If you don’t believe you have control over your time, you won’t take control of it.
Time management begins with recognizing that you decide how you spend your hours. Adopting an abundance mindset—and learning to delegate, automate, or delete tasks that don’t serve you—creates more space for what truly matters.
2. Go to Bed and Get Up at the Same Time Each Day
This may sound simple, but consistent sleep is a superpower. When you wake and sleep on a regular schedule, your body learns to perform at its best.
Seven to nine hours of good sleep isn’t indulgent—it’s fuel. A clear, well-rested mind gets more done in less time.
3. Breathe Before You Begin
Before diving into work, take five minutes to breathe intentionally:
Inhale through your nose for 4 counts → hold 4 → exhale slowly through your mouth for 4.
This quick reset calms your nervous system and prepares your mind for focused work. A deep breath between tasks can be the difference between frantic productivity and intentional action.
4. Organize Tasks by Priority (The Time Matrix)
Not everything deserves the same level of attention. Use the Time Management Matrix—made famous by Stephen R. Covey, who wrote the book "The 7 Habits of Highly Effective People"—to sort your to-dos:
| Quadrant | Description | Examples |
|---|---|---|
| 1. Important & Urgent | Requires immediate action | Client deadlines, crises |
| 2. Important & Not Urgent | Builds long-term success | Planning, relationships, wellness |
| 3. Not Important & Urgent | Distracting “now” tasks | Emails, calls, interruptions |
| 4. Not Important & Not Urgent | True time vampires | Scrolling, gossip, busy work |
Focus on Quadrant 2—the sweet spot of proactive, purposeful work.
5. Schedule Everything Realistically
Once your priorities are set, plan your day with intention.
Batch errands together, create realistic deadlines, and always leave buffer time.
For example: combine errands to save drive time, or set “email hours” instead of constantly checking. Replace low-value tasks with high-value ones that move you closer to your goals.
6. Delegate More
Delegation isn’t giving up control—it’s claiming back time.
Outsource tasks that drain your energy. Hire a Virtual Assistant (like TaskVA!) to handle routine work, so you can focus on growth. Even small investments—like grocery delivery or scheduling help—can free hours of mental space.
7. Plan Your Day the Night Before
Take 10 minutes each evening to prepare for tomorrow.
Review your accomplishments, carry over unfinished items, and list tomorrow’s top three priorities.
When you wake up, you’ll already know what matters most—and that clarity saves valuable morning energy.
8. Cross Things Off Your List
Checking off a task releases dopamine—a natural motivation boost.
Use a whiteboard, notebook, or sticky notes (my personal favorite!). When you physically cross off or toss a completed note, you’re reinforcing your progress and training your brain to stay consistent.
9. Use Gap Time Wisely
Waiting in line? Sitting in the pickup lane? Use those minutes intentionally.
Keep a short list of “gap-time” tasks—reply to messages, listen to a podcast, review goals, or even take a mindfulness break. When you expect interruptions, they stop being time thieves.
10. Let Go of Guilt
Boundaries aren’t selfish—they’re strategic.
You don’t owe everyone your time. Politely decline calls, texts, or requests that derail your priorities. Guilt drains focus; grace fuels it. Choose peace of mind over people-pleasing.
11. Arrive Early
Plan to arrive 10–15 minutes early for appointments. It prevents stress and gives you time to collect your thoughts.
Use that margin to review notes, breathe, or even meditate—arriving calm instead of rushed keeps your day running smoothly.
12. Be Done When You're Done
Perfectionism is just procrastination in disguise.
Sometimes “good enough” really is enough. Accept completion, let go of the need to tweak endlessly, and move forward. Each finished task frees energy for the next big goal.
Time management isn’t about squeezing more into your day—it’s about making space for what matters most.
When you identify your time vampires and apply these 12 steps, you’ll feel calmer, clearer, and back in charge of your schedule.
Take your productivity to the next level!
Use the workbook and the guides in the Time Management series to build habits that stick, plan with purpose, and finally take back your time.
Part I – What Is Your Time Vampire
Part II – 12 Steps to Vanquish Your Time Vampires
Watch your inbox for Parts III & IV