The 5 Secrets To How I Make Time For Everything

I used to think I just needed to hustle harder, wake up earlier, cram more in, and push through.

But no matter what I tried, I was still drowning in to-do lists and constantly playing catch-up.

I watched other people breeze through their days with time to spare while I was barely holding it together.

That’s when I realized… It’s not about doing more. It’s about doing things differently.

Over the past few years, I’ve uncovered five key shifts that changed everything about how I manage my time.

These aren’t hacks or rigid routines. They’re smart, sustainable strategies that actually work, even when life is chaotic.

And in this article, I’m sharing them with you.

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If you’ve ever wondered how to actually make time for everything that matters (without losing your mind in the process), read on!

If your day is a blur of emails, calls, errands, and meetings, and you struggle to juggle them all, let me share a secret with you.

You don’t need more time. You just need to fix your time leaks.

Let me explain…

Every time you switch from one task to another, your brain has to reset. And that reset? It can take up to 23 minutes to fully refocus.

Now imagine how many times that happens in a day.

That’s why my first time-saving secret is batching.

Batching means grouping similar tasks and doing them in one focused block. Here’s how I do it:

• I film four videos in one session.
• I write in deep work blocks, not scattered bursts.
• I run all my errands in one single trip.

When I was juggling a full-time job, building a business, and raising two kids, this strategy saved me!

If you feel like you’re spinning multiple plates at once, batching will be an absolute game-changer for you, too.

1. Time Blocking With White Space

You’ve just sat down for some deep-focus work when your phone pings or an email pops into your inbox with “just a quick question.”

Sound familiar?

The reason many people lose time is because they’re too available.

According to the 2022 Anatomy of Work Index, 56% of us feel like we have to respond to notifications immediately.

Yet research from the University of California found that just 20 minutes of repeating interruptions significantly increases stress, frustration, workload, effort, and pressure.

What changed everything for me was time blocking—with built-in white space.

Time blocking means scheduling your most important work before anyone else can claim that time. 

But the key is not to fill every minute back-to-back. That’s a burnout trap.

Instead, leave 15 to 30 minutes of buffer between blocks for handling those unexpected emails and messages.

For example, I time block 90 minutes of deep work in the morning, followed by a 20-minute white space for deliberate downtime.

2. Resetting Digital Boundaries

Staying on the topic of distractions—these days, most of them come from our digital devices.

However, giving in to these distractions comes at a significant cost to our focus and productivity. 

Think about it… you pick up your phone to check one DM, then a Slack ping, then a group text—and suddenly, 20 minutes have vanished from your original task.

To avoid these attractions (and save hours of time each day), you need a digital boundaries reset.

Now, don’t worry; I’m not about to tell you to delete all your apps or go off the grid.

This reset is about designing your digital world to support your focus rather than sabotage it. 

Here is what worked for me:

• Turn off all non-essential notifications so there are no buzzes, banners, or pop-ups unless it’s urgent.
• Check email only twice a day—mid-morning and late afternoon.
• Put your phone on Do Not Disturb during work hours.
• Log out of social media in the evenings.

When I became serious about time management and set these digital boundaries, the difference was almost instant. 

Within just a few days, I was noticeably calmer, more present, and able to accomplish more because my brain was no longer constantly being distracted.

3. Detoxing Your Default Yes

How many things are on your calendar right now that you didn’t truly want to say yes to?

The meeting you didn’t need to attend. The favor you barely had time for. The social event that left you feeling drained instead of energized.

Many of us are people pleasers, living in what I call the “Default Yes” setting.

We say yes automatically (when we really want to say no) out of habit, guilt, FOMO, or simply because saying no feels awkward.

If you’re a fellow people pleaser, this next secret could change your life…

Every time you say yes, you say no to rest, focus, creativity, or family time.

So, secret number 4 is the Default Yes Detox. It is about changing that automatic “yes” response to “let me think about it.”

Saying you will think about it is so effective because it creates a pause for a quick gut check. 

When someone asks or requests something, you have time and space to ask yourself:

Does this fit the season I’m in? Or is it just adding noise?

This detox rewired my ‘yeses’ into intentional, meaningful decisions, and it can do the same for you.

4. 3D Filter Weekly Planning

You’ve now learned to batch-task, time-block, set digital boundaries, and start saying no to distractions. 

Now what?

Without a system to keep it all together, life sneaks back in — things get forgotten, you react instead of plan, and your week feels like putting out fires. 

That’s why the final time-management secret I’m sharing is my 3D-filter weekly planning ritual.

Every Sunday, I spend 30 minutes with my planner, tea in hand, asking three questions:

• Delete: What can I cancel or drop?
• Delegate: What can someone else handle?
• Do Later: What’s important but can wait?

This simple filter will clear your week of overwhelm before it starts. Setting aside just half an hour will make your Mondays so much calmer and more focused!

Final Thoughts

These five secrets transformed the way I manage my time (and my life). They helped me stop feeling overwhelmed and start feeling in control, even on the most chaotic days.

If you want to dive deeper, watch the full video episode where I walk you through each strategy step-by-step — plus, I share a bonus secret that has been a total game-changer for me!

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Are you ready to reclaim your time? Then leave a comment below and tell me which strategy you try first!

Resources:

• My FREE Ultimate Time Saving Blueprint: Reclaim Your Schedule With These 10 Proven Hacks
• The WellPlanned Method: Master Your Goals with the WellPlanned Method
• Dr. Kim on Instagram: https://www.instagram.com/drkimfoster/

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