Key Mindset Shifts You Need to Manage Your Time Better
Written by Michelle Ong | December 28, 2024 | Productivity
Time feels limitless when we are young, but as the years pass, we realize just how precious it truly is. Discover 5 powerful mindset shifts to take charge of our time and make it count.
Doesn’t it feel like there’s never enough time? Between work, errands, and personal goals, it’s easy to feel overwhelmed and stuck in a cycle of rushing around. But the real problem isn’t the lack of time, but how we use it. Managing time effectively isn’t just about tools or schedules—it starts with the right mindset.
In this post, we will explore key mental shifts that can help us manage our time and feel less stressed. If you have ever wondered how to make time work for you, keep reading!
1. What Drives You
“Focus on being productive instead of busy.” – Tim Ferriss
I used to believe that cramming more tasks into my day meant being productive. Every morning, I would write a long to-do list and throw myself into a frenzy of multitasking. I was always racing against the clock, sacrificing things I thought I could “catch up” on later—like quality time with family, friends, or even taking care of myself.
Over time, I realized that instead of feeling accomplished, I often ended my days drained, frustrated, and unfulfilled. It wasn’t until I hit a wall, running out of steam and searching desperately for a spark of motivation, that I had an eye-opening moment: being busy doesn’t always mean being productive. Less is actually more.
“Don’t spend major time on minor things.” – Jim Rohn
We have limited time. And the smart approach is to use it well. To do that, we need to focus on what truly aligns with our goals and values.
For me, this meant getting clear on my long-term priorities—what I consider as my “non-negotiables” in life. These are the things that simply cannot wait. The commitments I need to show up for consistently.
I began asking myself questions like, “What gets me excited and drives my sense of purpose? What’s that spark that makes me look forward to the day ahead?”
“You can do anything, but not everything.” – David Allen
Productivity isn’t about doing more. It’s about doing what matters most. These reflections helped me focus on what’s genuinely fulfilling rather than getting caught up in the noise of less meaningful demands.
Embracing the mindset of “less is more” is life-changing. It’s not about doing everything. But doing the right things that create the biggest impact in your life.
Shifting from constantly chasing ‘more‘ to embracing the idea that ‘less is more‘ isn’t easy. If this resonates with you, check out this post where I explore whether having more is truly what we are all striving for—or if there’s something deeper we are really after.
If you are ready to make the most of your time, you may also want to check out these posts for tips on techniques like the Eisenhower Matrix, flow state, and time blocking to help you work smarter and stay on track.
2. One Thing At A Time
Which matters more: speed or quality?
It’s a question many of us wrestle with, and the typical answer is, “Both are equally important.”
In a world that values having more, doing more, and chasing perfection, it’s no surprise that we often strive for the ideal of having it all—fast results and flawless outcomes.
Like many, I believe that speed and quality should both be top priorities. I worked hard to meet societal expectations—getting things done as quickly as possible and living for deadlines.
Multitasking is not only encouraged in my workplace but also celebrated as the norm. Employers often expect us to juggle multiple tasks at once, a mindset that dates back to the industrial era when productivity was measured by hours clocked in rather than the quality of work done.
This belief also ties into my perception that productivity means taking on as many tasks as possible and trying to do everything and get things done as fast as possible.
It also created an impatience when things didn’t happen “quickly enough”, making me feel the need to jump in and take control just to speed things up. Today’s culture of instant gratification only reinforced this mindset, which is why focusing on one task at a time is often viewed as inefficient or even lazy.
But here’s the truth: multitasking often leads to more mistakes, wasted energy, and superficial results. While focusing on one thing at a time—truly giving it your attention—is far more effective and efficient.
Moreover, while the world chases after perfection and speed, in reality, we are biologically wired to do better when we focus. Yet, this ‘one thing at a time‘ approach is rarely given the attention it deserves in a society that demands instant responses.
“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” – Stephen R. Covey
Laser focus can help us by filtering out the noise, prioritizing what matters, and staying present in the moment. It’s a simple and powerful strategy that can transform how we manage our time and energy in a busy, fast-paced world.
You may want to check out these posts for effective and lesser-known strategies that can help you stay focused.
3. Saying No
“Can you send me this file, I need it urgently? Can you call the client and set up the meeting?” Sound familiar? These kinds of requests fill up much of our days.
While none of these tasks are particularly complicated or necessarily take too long to get them done, the constant interruptions and their timing—usually when you are already stretched thin—can be incredibly draining. What makes it worse is that these small, seemingly simple tasks are time sinks. They steal precious minutes from more important things, pulling you away from the work that really matters.
One of the most underrated facts, often taken for granted, is that time is our most limited resource. Once it’s gone, we can’t get it back.
I learned this the hard way—there was a time when I said yes to everything, trying to please everyone and meet every expectation. I ended up feeling drained, unfulfilled, and frustrated because I wasn’t spending my time on what truly mattered to me. The more I said yes to others, the less time I had for myself and my own goals.
It’s tough to say no, especially when there’s pressure to meet others’ demands. But the truth is, if you don’t set clear boundaries and prioritize your time, others will step in and use your time to serve their agendas.
Naturally, saying no will stir up resistance, and the people you turn down might get upset at you. To handle this, you need to be clear about your principles. You have to draw a line between what you can say yes to and what you can’t.
It’s not about saying no to everything others ask of you or shutting yourself off to only focus on your own agenda. Instead, it’s about striking a balance. It’s about being mindful of where your time and energy go, ensuring they align with your values and priorities while still being open to collaboration and helping others when it truly matters.
Use these principles as your guide when deciding whether to help out or not. Remember, you can’t please everyone. So, ask yourself: Is it worthwhile going out of your way, straining yourself, and making that sacrifice just to please someone else?
Making this mental shift of saying ‘no’ isn’t easy, but it’s crucial. You have to find the courage to embrace it because, let’s face it, you can’t ideally do and have everything in life. You need to prioritize some things over others. Realistically, you can only invest your time and energy into what truly matters, letting go of or delegating the low-value stuff.
To make these tough decisions, ask yourself: What are the things I must do that will prevent deep regret? What actions align with what I find meaningful in life? This will help you focus on what really counts.
Defining your goals and boundaries is key to taking control of your time and ensuring it’s spent on what aligns with your values. If you are not sure where to start, check out these posts on goal-setting principles and how to define your ikigai.
4. No One Size Fits All
Some people might think that simply following the routines and strategies others use—like time blocking and task batching—will magically solve the time crunch problem.
But the truth is, tools and techniques aren’t a one-size-fits-all solution. What works for others may not work for us. What really matters is the agility to adapt and the consistency to stick with your chosen approach. I have learned this firsthand.
When I first started integrating new routines and habits, I was super disciplined about sticking to time blocks, determined to follow the schedule to the letter. I thought this would make everything run smoothly. But I quickly became stressed when things didn’t go as planned. Trying to stick to a rigid schedule took the fun out of the routines, too. That’s when I realized that flexibility is key.
Routines don’t have to be set in stone—they need regular reviews to see what’s working and what isn’t. The goal is consistent progress, not perfection. I no longer beat myself up for not sticking exactly to my plan; instead, I adjust and reschedule without sweating the small stuff.
If you are interested in creating routines that you can actually stick to, check out this post on how to plan sustainable routines.
5. Make It Fun
“I don’t have time for this“—how many of us have said or thought that, especially when we are juggling busy schedules and endless tasks?
It’s something I used to say often, and it always seemed like there was never enough time in the day.
It wasn’t just about the tasks; it was the stress of trying to squeeze everything in. And when you are stressed, it’s easy for your focus to scatter, your thoughts to get distracted, and before you know it, the productivity you expected to achieve gets lost in a cloud of frustration. What should have taken an hour ends up taking double the time because you are not enjoying the process.
I realized this firsthand when I was struggling to stick to my goals. I had all these tasks lined up, but instead of diving in, I felt overwhelmed. It felt like a constant battle to “just get it done.“
That’s when I realized something crucial: making the task fun actually boosts productivity and minimizes procrastination. When we enjoy the process, we work more efficiently. It’s not always about pushing through the grind; sometimes, it’s about finding ways to make the journey more enjoyable.
Of course, we all know the value of perseverance, but it’s much harder to stay the course amidst obstacles without the right mindset. It’s easy to get caught up with the outcomes and forget about the process.
The reality is that the journey can be tough. Challenges that induce discomfort and frustration don’t exactly fit the conventional idea of fun. it requires effort and discipline, and it’s easy to get discouraged when the immediate rewards aren’t there. Choosing easy way out and going for short-term gains is more tempting than sticking with the harder long-term goal.
But very often sticking with the process—no matter how hard—eventually pays off, and it becomes a whole lot easier when you embrace it as part of the journey rather than just a means to an end.
So, the next time you are feeling stressed or tempted to quit, remember: productivity doesn’t have to be a race. The key is enjoying the process, even when it’s tough. That’s when you will see true progress.
Start Small
Time management isn’t just about having the perfect schedule—it’s about shifting how you think and approach your day. By adopting these mindsets, you can focus on what truly matters, work with more intention, and find balance instead of burnout.
Remember, small changes in how you think about time can lead to big improvements in how you use it. So, which mindset will you start working on today? Share your thoughts on Pinterest; I would love to hear what works for you!
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