Mastering Time Management by Doing Less

In his book Slow Productivity, Cal Newport emphasizes the importance of doing fewer things. At first, this sounds simple—just take on fewer tasks, and you’ll have more time to focus on the important stuff. But Newport explains that every task comes with an overhead tax—the time spent on things like setting up meetings, replying to emails, and coordinating details. Often, we end up spending more time on this “tax” than on the actual work itself. The real challenge lies in sticking to this strategy and resisting the urge to say “yes” to everything that comes your way.

This lesson has hit home for me since taking on a new administrative role this semester. It’s been exciting and fulfilling, but it has also really tested my ability to do fewer things. With the added meetings, emails, and responsibilities, I’ve struggled to carve out time for the things I value most—like meaningful student interactions, research, and personal development.

I’ve noticed just how easy it is to get caught in the trap of task-switching. On paper, it feels like I’m juggling everything, but in reality, all the small tasks—meeting prep, follow-ups, scheduling—consume a huge portion of my day. I found myself rushing through important projects because I’d spent too much time on the “overhead.” And let’s not even talk about the mental exhaustion that comes with trying to keep up with everything.

The hardest part has been setting boundaries. I’ve always prided myself on being responsive and available, so saying “no” to meetings or limiting how often I check my inbox didn’t come naturally. But I knew I needed to make a change if I wanted to manage this role effectively.

One strategy that has been working for me with some success is using Trello to structure my days. Each week, I map out tasks in Trello and set time blocks for each activity. The key has been putting a hard stop on tasks once the allotted time has passed—even if I’m tempted to keep going. This approach has been a game-changer for maintaining focus and preventing smaller tasks from expanding into hours. If something doesn’t get finished, I make a note to revisit it later, but I move on.

Another helpful practice has been batching similar tasks—like checking emails and grading—into set times during the day. This limits the constant back-and-forth and gives me uninterrupted time to dive into deeper work. It also reduces the stress that comes with feeling like I need to be available 24/7.

I’ve also started being more intentional with meetings, questioning whether they’re truly necessary or if they can be replaced with a quick update via email or shared document. This has helped me reclaim time for projects that require focus and creativity.

The truth is, doing fewer things isn’t easy. It requires discipline, boundaries, and intentional planning—all things I’m still working on. But it’s been worth it. When I’m able to say no to distractions and focus on what matters, I feel more productive and less overwhelmed.

How are you managing your time and workload this semester? Have you tried any strategies that have worked for you? Join the conversation in The Online Nurse Educator Facebook group!—I’d love to hear your tips and experiences.