When it comes to managing time, techniques alone are not enough. A great time-blocking strategy or productivity tool may help you organise your tasks, but without the right mindset, these methods won’t be as effective as they could be. To truly manage time well, it helps to start with the right attitudes and beliefs—ones that encourage focus, intentionality, and resilience.
Over the years, I’ve found that the following seven mindsets have made all the difference in how I manage my time. These principles serve as the foundation for the way I approach my daily schedule, my work, and my personal life. They guide my decisions, helping me prioritise what truly matters and keep myself grounded when things get overwhelming.
Let’s look at each of these mindsets, how they work, and why they’re so powerful.
1. The Power of Saying “No”
One of the biggest myths about productivity is that we need to say “yes” to everything to be successful. In reality, productivity is about saying “no” strategically, so you have the time, energy, and focus to say “yes” to what truly matters.
Warren Buffet once said, “The difference between successful people and really successful people is that really successful people say no to almost everything.”
Saying "no" doesn’t mean you're rude or lazy. It means you’re clear about your priorities. If you’re asked to take on something that doesn’t align with your goals or current capacity, it’s perfectly okay to say:
- “Unfortunately, I’m at capacity right now.”
- “I’m not able to take that on.”
- “It’s not a good time for me.”
By setting these boundaries, you take back control of your schedule. Start practicing this skill in small ways—even in your personal life. It’s a powerful way to prioritise what truly matters.
2. Life Maintenance Isn’t the Goal
We often get caught up in maintaining our day-to-day lives rather than making progress toward our goals. Maintenance tasks—like chores, errands, and repetitive work—are necessary, but if you spend all your time on these, it’s easy to feel like you’re just treading water.
The key is to dedicate time to activities that drive you forward, whether they’re professional projects, personal growth, or family connections. Make a conscious effort to invest in “growth time” each day or week, even if it’s only for an hour or two.
To remind yourself of the bigger picture, keep visual reminders—like a vision board, a list of monthly goals, or a daily journal entry—to stay focused on growth rather than simply maintaining your status quo. Over time, this can add momentum to your journey and keep you motivated.
“It’s not in the pursuit of happiness that we find fulfilment, it’s in the happiness of pursuit.” – Dennis Waitley
3. The Mindset of Intentionality
Intentionality is at the heart of time management. This mindset is about using every block of time deliberately, so you’re not just “getting through” your day but truly making it count.
It’s easy to slip into “autopilot” mode. But being intentional means dedicating yourself fully to whatever you’re doing—whether it’s work, a family activity, or downtime. When you bring a sense of purpose to each task, you can look back at the day with a feeling of accomplishment, no matter how small the task may have seemed.
One way to foster intentionality is to set a focus for each day. Ask yourself: what is one thing I want to accomplish today?
4. Treat Yourself Like a Robot
When things go wrong, we often blame ourselves for a lack of willpower or motivation. Instead, think of yourself as a machine that sometimes needs fine-tuning.
Ask yourself: “What went wrong with the system?”
Maybe you didn’t get enough sleep, or you scheduled back-to-back tasks without a break. Analyse the problem and make adjustments. The goal is to find solutions, not to beat yourself up.
5. Know Your “Why” and Make It a Priority
When your schedule is packed, it’s easy to feel like you don’t have time for the things you want to do. The reality is, if something is important enough, you’ll find time for it. Knowing your “why” makes prioritisation easier. Ask yourself these questions regularly:
- The Daily Adventure: What’s today’s main goal? What’s the one thing I need to focus on?
- The Side Quest: What’s a secondary goal I’d like to work on? This could be going to the gym, meeting a friend, or calling a family member.
- Weekly Review: Reflect for 20 minutes each week. Assess your progress and adjust where needed.
6. The Power of Single-Tasking
With constant notifications and social media, staying focused has never been harder. But the ability to focus is a skill, one that improves with practice. Studies show that single-tasking—working on one thing at a time—enhances productivity and quality of work. So, when you sit down to work, silence your phone, turn off notifications, and set a timer. Pick one task and commit to it for that time.
Consider these resources for deepening your focus:
- Deep Work by Cal Newport
- Flow by Mihaly Csikszentmihalyi
- The One Thing by Gary Keller
7. Discipline: The Skill of Following Through
Discipline is simply doing what you said you’d do. The essence of time management is intentionality, followed by action. Time-blocking is a great way to stay organised, but it’s only useful if you actually follow through.
Here are two strategies that help:
- The Unblock Method: Pinpoint what’s stopping you—uncertainty, fear, or procrastination. By clarifying the obstacle, you can create a plan to move past it.
- Accountability: Partner with a friend or hire a personal trainer to keep you on track. When someone else knows your goals, it increases your likelihood of staying committed.
The reality is, if you don’t follow through on a commitment, it’s you who’ll feel the consequences. The satisfaction of keeping promises to yourself is powerful.