An estimated 60% or less of work time is spent productively, according to Atlassian. Time is limited, yet distractions, poor planning, and inefficient habits waste valuable hours.
Some people consistently accomplish more while maintaining balance—what sets them apart? Science provides insights into how time can be managed effectively to get more done with less effort. Read our guide below on how to get more things done in less time.
1. Use a To-Do List
A structured task list helps manage time effectively. Every task, no matter how small, should be included. Large projects should be broken down into smaller, actionable steps.
Why It Works
- Clear Priorities – Writing tasks down clarifies what needs to be done. Decision-making takes time, and organizing tasks in advance eliminates unnecessary delays.
- Reduces Mental Load – Relying on memory increases stress and the risk of forgetting important tasks. A written list provides structure and ensures nothing gets overlooked.
- Realistic Planning – Overloading a list creates a constant feeling of being behind. Estimating work output accurately prevents burnout and improves time management.
Technology writer Steven K. Roberts describes this as “The Roberts Law of Fractal To-Do List Complexity,” where each item on a list often represents a series of smaller tasks.
Maximizing Effectiveness
Harvard Business Review highlights the benefits of to-do lists but emphasizes that listing tasks alone isn’t enough. Productivity improves when tasks are assigned specific actions and deadlines.
Researcher E. J. Masicampo explains that specifying what needs to be done and when increases follow-through rates.
A Simple Adjustment for Better Results
A common mistake is creating a weekly task list without assigning tasks to specific days.
Scheduling each task removes the daily guesswork and makes productivity more structured. Even if the schedule isn’t followed perfectly, reducing decision fatigue in the morning improves efficiency.
2. Start Now—Stop Overthinking
Procrastination slows productivity, especially when tasks feel overwhelming. The best way to break the cycle is to take action, even if the first step is small. Progress begins the moment a task starts.
Why It Works:
- Removes Mental Barriers – Hesitation wastes time. Starting creates momentum.
- Makes Big Tasks Easier – Breaking work into smaller steps makes it manageable.
- Activates the Zeigarnik Effect – The brain naturally wants to complete unfinished tasks.
Psychologist Dr. John Bargh found that the brain fills time with trivial tasks instead of tackling real work. This explains why procrastination leads to unnecessary busy work. However, once a task is underway, the mind pushes for completion.
Applying the Strategy
Defining clear details—such as what to do, when to start, and where to work—removes decision fatigue. A structured plan prevents distractions and makes it easier to get things done. The key is to take the first step.
3. Surround Yourself with Focused People
Working alongside others—physically or virtually—boosts productivity by reinforcing discipline and focus. Being in a structured environment where others are engaged in work naturally encourages the same behavior.
Why It Works
- Encourages Positive Habits – Observing focused individuals reduces distractions.
- Uses Social Influence – Peer influence shapes behavior at all ages, making focus contagious.
- Creates a Sense of Accountability – Working in a group discourages procrastination.
Psychologist Brett Laursen, Ph.D., explains that peer influence affects people throughout life.
Seeing others engaged in tasks increases the likelihood of staying productive. However, the opposite is also true—being surrounded by distractions can lower focus.
Applying the Strategy
Coworking can happen in an office, a shared workspace, or even through virtual platforms like Study Together. The key is choosing an environment where others are focused, reinforcing the habit of staying on task.
4. Work in Sprints—Maximize Focus and Energy
Breaking work into structured sessions with planned breaks improves productivity and prevents burnout. Instead of pushing through long hours, short bursts of focused effort followed by rest periods lead to better efficiency and concentration.
Why It Works:
- Aligns with Natural Rhythms – Research by physiologist Nathaniel Kleitman shows that the body cycles through 90-minute periods of high and low alertness.
- Prevents Mental Fatigue – Working beyond natural focus limits forces the brain to rely on stress hormones, reducing clarity and decision-making.
- Enhances Performance – Studies by Anders Ericsson found that elite performers work in intense, structured intervals followed by short breaks.
Harvard Business Review highlights that after 90 minutes of intense work, the brain shifts into a stress response, reducing cognitive function. Instead of using caffeine or sugar to override fatigue, structured breaks help maintain high energy and focus.
Applying the Strategy
Work in concentrated sessions of 90 minutes or less, followed by 15- to 20-minute breaks.
This method ensures sustained productivity without mental exhaustion. Developing a habit of disciplined sprint work leads to long-term efficiency and better results.
5. Change Habits—Don’t Eliminate Them
Bad habits like frequent email checks or social media scrolling drain productivity. Instead of trying to quit them outright, replacing them with better alternatives is far more effective.
Why It Works
- Builds on Existing Patterns – Habits form strong neurological pathways that are difficult to erase but can be redirected.
- Reduces Reliance on Willpower – Willpower alone is weak against ingrained behaviors. Substituting a habit makes change easier.
- Maintains the Same Reward – Replacing an old habit with a new one that provides a similar reward increases the chances of long-term success.
Pulitzer Prize-winning journalist Charles Duhigg’s research shows that habits are reinforced through a cycle of cues, actions, and rewards. Instead of resisting an urge, redirecting it toward a more productive activity is a smarter approach.
Applying the Strategy
Identify the habit that disrupts productivity the most. Recognize the cue that triggers it and the reward it provides.
Then, swap it with an activity that delivers a similar benefit without harming efficiency. Small, intentional changes lead to long-term improvements.
6. Time Blocking—Schedule Every Task
Time blocking assigns specific time slots for tasks, treating them like scheduled meetings. Structuring work in this way improves focus and follow-through.
Why It Works
- Improves Commitment – Tasks on a calendar feel non-negotiable, increasing follow-through.
- Reduces Procrastination – Assigning time to a task removes vague intentions.
- Boosts Efficiency – A structured schedule minimizes wasted time.
Cal Newport, author of Deep Work, estimates that a 40-hour time-blocked week can produce the same results as an unstructured 60-hour week. Scheduling tasks eliminates indecision and increases accountability.
Applying the Strategy
Plan tasks in advance and assign them to specific time slots. Treat each task like an appointment and show up prepared to work.
7. Task Batching—Group Similar Work Together
Batching repetitive tasks saves time and increases efficiency by reducing context switching. Instead of handling similar tasks individually, they are completed in a single focused session.
Why It Works
- Reduces Multitasking – The brain isn’t designed to switch between tasks frequently.
- Speeds Up Workflow – Repetition improves efficiency and streamlines processes.
- Eliminates Daily Disruptions – Handling repetitive tasks at once frees up future time.
Research shows that multitasking can lower productivity by up to 40%. Task batching, in contrast, encourages deep focus and eliminates unnecessary distractions.
Applying the Strategy
Identify repetitive tasks and set aside dedicated time to complete them in batches. This method streamlines work, reduces stress, and frees up time for high-priority tasks.
Conclusion
Maximizing productivity isn’t about working longer—it’s about working smarter. Simple strategies like structured task lists, focused work sprints, and effective habit changes create lasting improvements in time management.
Surrounding yourself with productive influences, scheduling tasks intentionally, and batching similar work further streamline efficiency.
