9 Simple Ways to Boost Productivity and Manage Time Better
Part III of the Time Management Series
Originally published in 2021. Updated November 2025 with new strategies and resources to help you sharpen your focus and get more done with less stress.
Time Isn’t the Problem—Focus Is
Improving your focus and productivity isn’t about cramming more into your schedule—it’s about doing what matters most. With clear goals, thoughtful planning, and a little self-awareness, you can shift from constant busyness to calm control.
In Part III of our Time Management Series, we’ll explore how to set meaningful goals, design task lists that work for you (not against you), and discover your natural productivity rhythm so you can work smarter, not harder.
1. Create and Set Smart Goals
If you want to manage your time better, start by setting the right goals. SMART goals are Specific, Measurable, Achievable, Realistic, and Timely.
When your goals meet these five criteria, it’s easier to plan your steps and stay motivated—because you’ll know exactly what success looks like.
Example SMART Goal:
By February 1, 2026, I will reduce administrative time by 25% so I can focus more on revenue-generating client work. I’ll accomplish this by automating my invoicing system, delegating email management to a virtual assistant, and setting fixed blocks of time for client communication. Progress will be reviewed weekly by tracking hours spent on admin tasks versus client projects.
Breakdown:
- Specific: Reduce administrative time by streamlining and delegating routine tasks.
- Measurable: 25% reduction tracked through time logs or task management tools.
- Achievable: Focused on realistic process improvements and small operational changes.
- Relevant: Directly supports business growth and client satisfaction.
- Timely: Target date of February 1, 2026, provides urgency and accountability.
Once you’ve written your SMART goals, it’s time to break them down into actionable steps that fit your business rhythm.
Specific goals lead to productive days.
2. Create Effective Task Lists
Your goals give direction—your task list gives momentum.
If your goal is to reduce administrative time by 25%, your task list should focus on the actions that make that happen — like automating, batching, and delegating.
Here’s how to make your task list work for you, not against you:
- Use the right tools. Whether it’s a project management app like Asana or ClickUp, or a simple planner, choose what helps you visualize your workload.
- Write clear, actionable tasks. Replace vague entries like “organize email” with “set up client inbox rules and delegate follow-ups to VA by Friday.”
- Group by impact. Focus first on revenue-generating or time-saving actions—those that bring you closer to your goal.
- Keep daily lists short. Each day, choose three priority tasks that move the needle. Overloading your list leads to burnout, not productivity.
- Set realistic time limits. Block time for focused work, and include small breaks between tasks to reset your energy.
Your task list isn’t a dumping ground—it’s a daily game plan. Each task should connect to a bigger outcome, helping you focus on what actually builds your business and frees your time.
3. Understand What You Need to Focus On
Being busy doesn’t always mean being productive.
Focus on the actions that directly support your goals. Ask yourself:
- What results am I expecting from this task?
- Does it move me closer to my bigger objective?
- Could someone else handle it better or faster?
If you’re unsure, track your results. Like any good experiment, the data will show where your time and energy are best spent.
4. Prepare Your Brain for Each Task
Ever jump from one task to the next without really thinking about it? That’s a focus killer.
Take a minute before each task to reset your mind. Review your “why” and visualize the outcome. This mental preparation sharpens focus and prevents mindless multitasking.
5. PAUSE!
Your brain needs breathing room. Give yourself short breaks between tasks to reset your energy.
Try the Pomodoro Technique: work for 25 minutes, break for 5. After four cycles, take a longer 20-minute break. This simple rhythm helps prevent burnout and keeps your focus fresh all day.
6. Review Your Actions
Reflection is where growth happens.
At the end of each day or week, review:
- What worked well?
- What didn’t?
- Where did my time disappear?
Use your SMART goals as benchmarks. Tracking your results (via planner, app, or your own notes) turns vague feelings of “busy” into measurable progress.
7. Know Your Zone
We all have natural energy cycles. Some people hit their stride early in the morning; others thrive late at night.
Find your peak productivity windows by paying attention to when you feel most alert, creative, or motivated. Once you know your rhythm, schedule your hardest tasks during those hours.
You’ll get more done in less time—and it’ll feel easier.
8. Test and Adjust
The truth is, no system is perfect on the first try.
Test new habits, track results for at least three weeks, and adjust as needed. For example:
- Could a shorter workout give you the same results?
- Could you replace a time-wasting task with one that delivers better outcomes?
Efficiency isn’t about cutting corners—it’s about finding what truly works.
9. Know What Makes You Tick
Self-awareness is your most powerful productivity tool.
Ask yourself:
- What are my strengths and weaknesses?
- What energizes me—and what drains me?
- Am I a morning person or a night owl?
- What’s my “why”? (As Simon Sinek says, Start With Why.)
When you understand how you operate best, you can structure your day around your natural flow rather than fighting it.
Improving your focus and productivity isn’t about being perfect—it’s about being intentional. When you align your goals, tools, and natural rhythms, time management becomes effortless.
You’ll stop feeling pulled in every direction and start ending each day with the satisfaction of progress and peace of mind.
Ready to turn these strategies into lasting habits?
Download my Time Management Workbook today. It’s packed with guided exercises and planning templates to help you master your focus, build momentum, and make every minute count. And it's FREE.
Part I – What Is Your Time Vampire
Part II – 12 Steps to Vanquish Your Time Vampires
Part III – 9 Simple Ways to Boost Productivity and Manage Time Better
Watch your inbox for Parts IV coming next week.