Mastering Time: How to Achieve More Without Burning Out

Mastering Time: How to Achieve More Without Burning Out

By Mark Wager

Do you know the most common challenge that leaders face? As a Leadership Coach, I spend time helping leaders identify and implement strategies to overcome the obstacles in their roles. Many challenges arise—dealing with difficult team members, managing self-doubt, addressing performance issues, and many more. However, without a doubt, the most frequent challenge leaders encounter is not having enough time to complete all the work in front of them.

In this week’s article, I want to share practical strategies to help you achieve more in less time without sacrificing quality or burning yourself out.

The Hidden Trap of Success

There’s a strange pattern of behaviour in business today. When someone works hard and achieves their goals by putting in long hours, their boss naturally wants to reward them. But what is the reward? More work. Instead of gaining flexibility or additional resources, high performers often find themselves burdened with extra responsibilities. And it’s not as if they are given more time to accomplish these tasks.

If you are good at what you do, expectations of your productivity will rise. This cycle continues until people reach their limits. The demand for increased efficiency in a world of finite hours is an ongoing challenge. The question is: How do we break this cycle?

The Value of Time

In business, you can buy many things—expert advice, better equipment, even more employees—but the one thing you can’t buy is time. Time is the most valuable asset because it is finite. With only so many hours in a day, it’s crucial to optimise every moment. Here are practical ways to improve efficiency and make the most of your time.

1. Stop Multi-Tasking

You can’t change the amount of time you have, but you can change how effectively you use it. One of the best ways to increase productivity is to eliminate multi-tasking.

Contrary to popular belief, multitasking doesn’t make you more productive—it makes you less efficient. When you switch between tasks, your brain takes time to readjust, reducing overall efficiency. Instead, focus on one task at a time, complete it, and then move on to the next. The short-term illusion of saving time is outweighed by the long-term inefficiencies it creates.

2. Set Deadlines with Consequences

Work expands to fill the time available for its completion. If you don’t set deadlines, tasks can stretch indefinitely. To counteract this, give yourself clear deadlines for completing tasks and, more importantly, set consequences for missing them.

I once worked with two individuals who had long-term goals—one wanted to write a book, and the other needed to have a crucial career conversation. Both had been procrastinating for years. They decided to set strict deadlines and added an incentive: If they failed, they would pay the other person $100. This simple accountability method worked, and both accomplished their goals.

3. Remove Distractions

When you are in the middle of a complex task and get interrupted, studies show it takes approximately 18 minutes to regain full concentration. Reducing interruptions is one of the simplest ways to boost productivity.

• Turn off phone notifications.

• Stay off social media during work hours.

• Consider using an internet-free workspace.

• Set auto-replies for emails, letting people know when you will be available.

• Ask colleagues not to disturb you unless it’s urgent.

These small adjustments create an environment where deep, focused work becomes the norm.

4. Keep Your Mind Fresh

One of the simplest time-management techniques is also the most overlooked: getting a good night’s sleep.

The old notion of working longer hours to get more done is flawed. A British Medical Journal study found that after 17 hours without sleep, the brain functions as if the person had a blood alcohol concentration of 0.05%—which is legally impaired in many countries. No matter how busy you are, prioritising sleep will make you far more effective the next day.

5. Work When You Are Most Productive

Tasks fall into two categories:

• Cognitive tasks: Require thinking, decision-making, and creativity.

• Non-cognitive tasks: More repetitive or manual, requiring less mental effort.

Productivity skyrockets when you align cognitive tasks with your peak energy levels. If you are most alert in the morning, schedule your deep-thinking tasks then. If you’re a night owl, reserve those tasks for later in the day. Understanding your natural rhythm allows you to work with your brain, not against it.

6. Turn Off Email Alerts

Did you know that for every email you send, you will receive 1.2 emails in return? This means if you focus solely on email, your workload will never end.

Emails are essential, but they shouldn’t dictate your day. Turn off notifications and schedule specific times to check emails—perhaps once in the morning, once at lunch, and once in the late afternoon. This prevents constant distractions and allows you to stay in control of your workflow.

7. Develop a Routine

Every highly productive person I’ve ever met has a structured routine. Establishing daily habits removes decision fatigue and helps you accomplish tasks efficiently.

A useful strategy is to start the first hour of your day with a structured, repeatable routine. For example, you could:

• Review priorities for the day.

• Tackle an important task first.

• Check emails at a designated time.

This structured start sets the tone for a productive day. Win the morning, and you win the day.

8. Break Large Projects into Steps

Our brains function optimally when a task is 6-10% beyond our current ability—challenging enough to push us, but not so overwhelming that we give up.

When faced with a massive project, break it into smaller, manageable steps. Instead of setting a goal to “write a book,” set a goal to “write one strong chapter.” Completing small tasks releases dopamine, reinforcing motivation and momentum. Every long journey consists of many small steps.

There will always be more work than time—especially if you excel in your role. The key to long-term success is not about working harder, but about working smarter.

By eliminating distractions, setting clear deadlines, focusing on high-value tasks, and managing your energy effectively, you can achieve more in less time—without burning out.

If you implement just a few of these strategies, you’ll notice a dramatic improvement in productivity and work-life balance. Your time is your most valuable resource—use it wisely.