Sometimes I feel that the number of hours in a day is flexible. I work full time, sleep 7+ hours, spend time with my family and take care of my health.

Moreover, I run several projects after hours as my side hustle business.

In this article, I want to share my best techniques and rules to improve my schedule and get more done in less time. Plus 1 bonus tip.

First, let’s talk about what productivity is. That skill is set of techniques, methods and procedures that help me to DO MORE in LESS time.

I do this by:

Working full time and building a business after hours is like project management. My 9–5 tasks are assigned to projects, so I do the same for all my business activities.

My schedule consists time-slots for each of them.

Time-blocks are essential part of my productivity system. This way I make progress on my work and business.

I schedule 2–3 slots around my full-time job to focus on my side hustle. It can be lunch time or starting work 30-min earlier.

If I know what is most important, I can prioritize my work accordingly:

My Vision -> My goals -> My priorities

I make sure I read my goals regularly, so I always know where to focus on.

I create tasks for almost everything. For work, digital business, private projects, family things.

The purpose of task management system is to support and enhance the life. To me, it is like second brain. I delegate the job of remembering, so I don’t need to remember anything.

That saves me a huge amount of time and I have a clear mind, ready to capture new ideas.

I know my goals, priorities and tasks. Now, what would be the ONE thing that could make a difference? That famous 20% that brings me 80% of the results.

This ONE thing becomes my priority.

We tend to overcomplicate things. We try to make them perfect. But if you really want to succeed, you have to simplify whatever you can.

I love to keep things simple. Instead of spending time and effort on, let’s say, learning a new tool, Sometimes it’s better to use what you know and is available to you.

To make my life easier and simpler I always look at things if I can eliminate, automate or delegate.

This way I can focus on the tasks that really matter.

If I want to do more, I can either work longer or find ways to save time.

I prefer the second option.

I saved most of my time by:

If I can’t automate processes, I create a procedure that is easy to follow.

I have created several documents with small systems so that I don’t have to think about how to proceed. This keeps my mind clear and doesn’t get overloaded.

I have a list of small tasks that I can tackle at work during short breaks. That is how I maximize my time to make progress, even in small, baby steps.

If a task takes less than 5 minutes, I do it immediately instead of adding it to my to-do list.

Small wins can lead to big accomplishments.

Sometimes I need to focus on the side-project, close remaining tasks or finish designing my product. I want to fully dedicate my time and take a day off.

Or a week, like Justin.

Bonus tip 🍿

I use my brain and body at the same time.

When I walk or exercise I listen to audiobook or podcast. When I’m in an online meeting, I like to stretch or walk.

That is a smart multitasking.

That’s it!

Being productive is all about our habits, routines, time and task management.

There is always something we can improve.

If you have any productivity tricks that work for you, share them in the comments!

Thanks for reading.

-Robin

Don’t forget to say hello on Twitter (X) or Instagram. On my social media I talk about personal progress in terms of time, health and money.

You can also check my projects: https://bento.me/robinkai