Where Does the Time Go? Why Some People Get More Done!

Have you had those days where you look up at 5:00 p.m. and wonder, “What did I even do today?” The meetings, emails, phone calls, unexpected tasks—they pile up. But somehow, it feels like we didn’t actually accomplish anything.

Meanwhile, some people seem to operate in a different universe. They manage a packed calendar, lead teams, juggle family responsibilities, and still find time for exercise, hobbies, and rest. So, what gives?

I’ve been accused of being one of those - I get asked often - “how in the world do you do it all”?

Let’s pull back the curtain.

The difference between spinning your wheels and gaining momentum isn’t just about working harder. It’s about understanding where your time really goes—and what you’re doing with it once it gets there.

The Invisible Time Drain

First things first: most of us are unaware of how we actually spend our time.

You might think you're working an 8-hour day, but once you subtract the scroll breaks, the 'just-a-second' interruptions, the context switching between tasks, and the rabbit holes of emails and content hunting… what’s left?

The average worker loses around 2.5 hours per day just from interruptions and task switching. That adds up to over 12 hours a week—more than an entire workday gone.

And it’s not just the interruptions. Sometimes it’s the way we structure our day that sabotages us before we begin.

Track It to Hack It

If you want to manage your time better, you need to understand your current patterns—and that starts with time tracking.

Now, don’t worry. I’m not suggesting you live by a stopwatch. But I do recommend a simple, 3-day experiment:

Step 1: Write down what you're doing in 30-minute increments throughout your workday.

Step 2: At the end of each day, review it. Categorize each task as:
- Productive (moved the needle)
- Reactive (responding to others’ needs)
- Distracting (not necessary or helpful)

Step 3: Reflect. Where are your patterns? Are your most productive hours being spent on your most important work—or on your inbox?

This is powerful insight. Because once you see your time, you can start to own it.

It’s Not Just Time—It’s Energy

Here’s a secret the most effective people understand: You don’t just manage time. You manage energy.

You could have 3 hours blocked for a big project… but if it’s right after lunch, your focus might be running on empty. Or you could crank out an entire proposal in 45 minutes at 8:00 a.m. when your brain is firing on all cylinders.

Ask yourself:
- When do I do my best creative thinking?
- When am I best at knocking out admin or detail-heavy tasks?
- When am I most likely to procrastinate?

Then start aligning your day to match your energy—not just your calendar.

Busy Doesn’t Mean Productive

We’ve been conditioned to equate movement with progress. But 'busy' is not the same as 'effective.'

Take two employees:
- Alex answers every email instantly, attends every meeting, and is constantly 'on.'
- Jordan checks email at scheduled times, blocks time for deep work, and skips meetings that don’t require their input.

Guess who’s more productive? It’s Jordan. Every time.

Why? Because effectiveness isn’t about being available—it’s about being intentional.

The Power of Routines and Boundaries

Another difference-maker for those who seem to 'have it all together'? They aren’t winging it.

They have routines that anchor their day:
- Morning planning or journaling
- Detailed “to do lists” and dedicated focus blocks for key tasks
- End-of-day wrap-ups or review

And they have boundaries that protect those routines:
- Saying “no” to meetings without agendas
- Turning off notifications during work blocks
- Not checking email first thing in the morning

They don’t wait for clarity or time—they create it.

Focus: The Multiplier of Time

Here’s where it all comes together: the most productive people focus on the right things, not all the things.

They use tools like:
- Prioritization systems (Top 3 tasks)
- Weekly planning check-ins
- Time blocking

And they’re clear on what truly matters—what drives impact, what’s urgent and important, and what can wait or be delegated.

When you’re focused, even a short window of time can lead to real results. Without focus, hours vanish into busywork and burnout.

So… What’s Stealing Your Time?

Let’s take a moment and get honest. What’s one time trap that’s sneaking into your days? Is it…
- Constant email checking?
- Saying yes to too many “quick” tasks?
- Letting meetings run long or go off-topic?
- Being unclear on priorities?

Awareness is the first step. You don’t have to overhaul everything this week—but noticing where your time is going gives you the power to redirect it.

Ready to Work Smarter, Not Just Harder?

Next month, I’ll introduce one of the simplest and most powerful tools for managing your time better—the humble to-do list—and how to use it in a way that actually works.

And here’s a secret… I am working on a full Time Management Course - Mastering the Clock - which will launch late 2025. Stay tuned for more information later! It’s built for people who are ready to stop spinning their wheels and start using their time to lead, grow, and thrive…and make 2026 your year!

We'll cover topics like:
- Time tracking
- Prioritization
- Productivity systems
- Delegation and Empowerment
- Leading yourself… and your team

In the Meantime… Try This!

This week, track your time for just three days. You can use a journal, a spreadsheet, or a printable tracker.

Then, reflect on this one question:
“If I keep spending my time the way I have been… will I end up where I want to be?”

If the answer isn’t a clear yes, don’t worry. You’re not alone. And you’re not stuck. You’re just getting started.