BY THE OPTIMIST DAILY EDITORIAL TEAM
Even the most motivated individuals can feel the day slip away. Between scrolling through screens, impromptu meetings, and general disorganization, it’s easy to end the day wondering where all the time went. While no one can be one hundred percent efficient all day long, there are simple, effective ways to identify what’s consuming too much time—and reclaim it.
Time management coach Elizabeth Grace Saunders, author of Divine Time Management and How to Invest Your Time Like Money, says recognizing time drains is the first step toward lasting change. “Honest awareness,” she explains, “is the starting point.”
Recognizing where your time goes
The first step to gaining control of your schedule is understanding where your time actually goes. This can be done in three main ways:
1. Honest reflection: Most people already have an idea of their biggest time drains. Whether it’s constant email checks, YouTube rabbit holes, or extended text threads, acknowledging these habits is the first step. Jotting them down creates a tangible commitment to change.
2. Automatic tracking: Many smartphones provide weekly screen time reports that show exactly how much time is being spent on each app. What might feel like a “quick check” can add up to hours. Similar tracking tools are also available for computers.
3. Manual time tracking: For a deeper dive, consider logging your activities for at least two days. This can be done on paper, in a spreadsheet, or through apps. This method helps identify patterns not just in digital usage but in daily habits overall.
Reducing screen time distractions
Not all screen time is bad—a short break can be refreshing. But if personal screen use regularly exceeds thirty minutes during work hours (outside of designated breaks), it may be time to set some boundaries.
Digital tools can help. Setting app limits or using site blockers can restrict access to social media, shopping platforms, or streaming services. For gamers, even physically locking away controllers can be an effective method.
“If you can’t handle social media or news sites,” Saunders advises, “put the nuclear option on your device so that you’re completely blocked outside of scheduled times.”
Streamlining communication
Poor communication is one of the biggest time wasters in many workplaces. This includes excessive meetings, constant messages, and drive-by interruptions.
Start by evaluating the necessity of meetings. Can the topic be addressed in an email instead? If someone unfamiliar requests a call, Saunders suggests asking for written details first. This preserves focus and saves time.
For in-office distractions, setting “office hours” can help manage spontaneous conversations. Posting signs, wearing headphones, or even closing a door can signal to others that you’re in focus mode.
Tools like Slack or email should also be used mindfully. Try batching your responses at designated times throughout the day—such as morning, midday, and late afternoon—to avoid constant disruptions. Turn off notifications during deep work sessions and use “do not disturb” settings as needed.
Getting organized to save time
Disorganization can be a silent time killer. From searching for misplaced documents to spending precious minutes figuring out what to do next, a lack of structure drains energy and efficiency.
The best way to start is with a plan. Saunders recommends writing down the top three tasks you want to complete each day. This simple habit keeps priorities clear and helps minimize decision fatigue.
Also, consider your energy patterns. Are you sharpest in the morning? Block that time for your most important work. If your peak focus hits later in the day, structure your schedule to match. Aligning tasks with your natural rhythms boosts productivity without requiring extra hours.
Physical and digital clutter can also weigh heavily on time. While your workspace doesn’t need to be Instagram-worthy, you should be able to locate essential items quickly. This may require a full-on cleanup session or a few minutes each day dedicated to tidying up files and organizing materials.
Take back your time
Time will never be perfectly optimized—and that’s okay. But by becoming more conscious of where your time is going and by setting up systems to support focus, it’s possible to really cut down on wasted hours.
“Our success is not measured by filling every moment,” Saunders emphasizes, “but by investing time in what truly matters.”
Making a few strategic changes can mean the difference between feeling overwhelmed and feeling in control. And that shift opens up space for more meaningful work, better balance, and yes—even a bit of well-earned free time.
