Time is the only resource we can’t buy more of—yet we often underestimate just how precious it is.
When it comes down to it, the difference between those who get more done in less time and those who struggle to keep up is often found in a handful of simple, strategic habits.
Today, I want to share seven time-saving hacks I’ve noticed highly productive people consistently use to stay ahead of the game.
Let’s dive right in.
01 They schedule (almost) everything
One of the biggest lessons I’ve picked up over the years—both in my writing career and back when I was still knee-deep in digital marketing—is that highly productive people don’t leave time management to chance.
Instead of just hoping the day will go smoothly, they build a structure around it.
For instance, many of them swear by time-blocking. They designate specific chunks of the day for focused work, emails, meetings, and even relaxation. By scheduling everything, they remove the guesswork that drains mental energy. The more you plan, the less you spend time deciding what to do next.
It’s not about turning into a robotic scheduler. It’s about having a framework you can adjust when surprises inevitably pop up. This structure frees your mind to actually work on tasks instead of constantly figuring out what those tasks should be.
02 They ruthlessly prioritize
I’ve mentioned this before but let me emphasize it again: Productivity isn’t just about doing more—it’s about doing what matters most.
Highly productive people know that if they try to accomplish too many things at once, they end up stretching themselves too thin, ultimately achieving very little in terms of real progress.
As Greg McKeown has famously said, “If you don’t prioritize your life, someone else will.” Productive folks often have a laser-like focus on the top one or two tasks that truly move the needle. That could mean identifying the high-impact project at work or the personal goal that aligns with bigger life objectives. Everything else might need to be rescheduled, delegated, or dropped altogether.
One quick technique I’ve seen in action is to ask yourself: “What task, if completed today, will make the biggest difference tomorrow?” If you can always answer that question, you’ll have a clear priority that keeps you on track.
03 They delegate and outsource
It’s tempting to try and handle everything alone—especially if you’re someone who takes pride in having all the answers (guilty as charged!).
But the reality is, when you cling too tightly to every task, you end up losing time that could be better spent on what you do best.
Back in my marketing days, I learned this the hard way. I tried to design graphics, handle customer support emails, write copy, manage analytics, and more—all by myself. Inevitably, some tasks got rushed while others weren’t done at all.
Over time, I realized I could save huge blocks of energy by outsourcing design work to someone who could do it faster and better.
Highly productive people understand their strengths and focus on them. They also accept that outsourcing certain tasks—be it administrative chores, simple research, or even personal errands—can be a lifesaver.
It’s not about laziness or unwillingness to learn something new. It’s about accepting that your time is best invested in your core strengths, where you add the most value.
04 They embrace single-tasking
Multitasking often seems like a badge of honor, but in reality, switching between multiple tasks typically slows you down.
According to research, task-switching can cost as much as 40% of your productive time—because your brain takes extra moments to refocus each time you jump between tasks.
So, how do you avoid that efficiency trap?
Well, exceptionally productive people do their best to single-task, dedicating a specific block of time to one major focus.
When I’m in writing mode, for example, I’ll close my email tab, put my phone on silent, and set a timer for 30 to 45 minutes. I commit to doing nothing but writing during that window.
Tim Ferriss nails this concept, saying, “Focus on being productive instead of busy.”
Juggling ten small tasks might look impressive on paper, but it’s often less productive than completing two or three big tasks at a high level of quality.
05 They use the right tools (but don’t overdo it)
We live in a time when there’s an app or tool for just about anything—project management, note-taking, habit tracking, you name it.
Productive people do leverage these tools, but they’re careful not to become app hoarders. They focus on a small set of resources that genuinely streamline their workflow.
For example, tools like Trello, Asana, or Notion help keep track of projects without letting things slip through the cracks. Calendar apps like Google Calendar or Calendly prevent the endless back-and-forth of scheduling meetings.
If a tool actually saves you time and mental space, it’s worth exploring.
However, don’t fall for the trap of trying every new shiny gadget that promises to fix your life. Constantly switching from one productivity app to another can be just as distracting as not using any at all. The key is identifying what truly helps, integrating it into your routine, and then sticking with it long enough to see real benefits.
06 They protect their downtime
It might sound counterintuitive, but highly productive people don’t work around the clock. In fact, many of them fiercely guard their off hours. They recognize that rest is not a luxury—it’s crucial to sustained high performance.
Think about it like this: you can only sprint for so long before you need a break. If you treat every day like an endless sprint, eventually your performance suffers. By consciously setting aside time for hobbies, exercise, family, or simply doing nothing, you allow your mind and body to recharge.
When you’re overworked, you might miss obvious solutions because your brain never gets a chance to breathe. A quick walk outside or a real weekend break can do wonders for preserving your ability to focus when it’s go-time.
07 They say “no” with confidence
To finish, let’s talk about one of the hardest things for many of us: the art of saying no.
We often say yes to tasks, projects, and events out of habit or the fear of missing out, only to find ourselves stretched too thin later. Highly productive people, on the other hand, have mastered the skill of politely declining or negotiating their commitments.
This is where hustle meets boundaries. Hustle doesn’t mean taking on everything that comes your way. It means being strategic—pouring your energy into the right opportunities and avoiding the ones that just create busyness.
The next time someone drops a request on you, ask yourself if it aligns with your top goals. If not, consider politely stepping back or postponing until you can genuinely commit. Ironically, you’ll earn more respect when people see that the things you do say yes to get your full attention.
Putting it all together
Time-management isn’t about cramming more tasks into your day; it’s about crafting a life that reflects what you value most.
Whether it’s scheduling everything you can, prioritizing relentlessly, or mastering the art of saying no, every small habit adds up to big time savings in the long run.
If you can adopt even one or two of these strategies, you’ll likely find yourself crossing off more tasks, hitting bigger goals, and still having time to enjoy the moments that really matter.
