As a project manager, it’s easy to feel like you’re spinning plates. Between managing multiple portfolios, keeping up with cultural changes, and trying to maintain some semblance of a personal life, it feels impossible to get it all done. You’re not alone. Many high-performing professionals like you are struggling to juggle work and home life, questioning whether they can ever regain control. What if I told you there’s a way to fix this without sacrificing your weekends or family time? In this blog post, I’ll share key strategies that can transform how you approach your workload and your life, using insights from a recent podcast.
Why does it feel like there’s never enough time?
Let’s face it: the demands of a modern project manager are relentless. You’re overseeing extensive project portfolios, leading teams, driving culture change, and constantly putting out fires. If you’ve ever thought, “I just don’t have enough time,” it’s because you’re right. There is a fundamental problem with how we approach time management in high-pressure roles.
But what if it’s not really about time? What if it’s about focus? Think about it: we all have 24 hours in a day, but why do some people seem to get so much more done?
Could the problem be more about energy management than time?
This might be a perspective you haven’t considered. Yes, managing your time is critical, but managing your energy is just as important—if not more. When you’re burning the candle at both ends, working late into the night, and sacrificing weekends for deadlines, your energy reserves are drained. Have you noticed how much harder it is to stay focused and perform at your best when you’re tired or stressed?
What’s the solution?
To regain control of your workload and reclaim your personal life, you need a two-fold approach: energy management and focused productivity techniques. These strategies can help you not only complete projects more efficiently but also feel more energized and in control of your life.
The Power of Deep Work: Focus on What Really Matters
Imagine trying to complete your most important task with constant interruptions—Slack notifications, emails, team members popping by for “quick” questions. It’s frustrating, isn’t it? That’s why deep work is so powerful. Deep work, a term coined by Cal Newport, is the ability to focus on a cognitively demanding task without distraction. When you’re in this flow state, your productivity skyrockets.
Here’s a personal example: I used to check my emails every 15 minutes, thinking I was staying on top of things. In reality, I was constantly breaking my focus. Once I implemented time blocks for deep work—setting aside 2-hour chunks of uninterrupted time—I saw a dramatic improvement in my efficiency and mental clarity.
Now, let me ask you: When was the last time you worked on a project without distractions? What could you achieve if you did this more often?
The Time Audit: Are You Really Spending Your Time Wisely?
Many project managers feel like they’re constantly racing against the clock. You’re busy, but are you being productive? There’s a difference. A time audit is a simple exercise that can help you identify where your time is really going. Track how you spend your time for one week. Be honest, and don’t leave out the 10-minute social media breaks or the hours spent in unproductive meetings.
You’ll likely be surprised by what you discover. Maybe those “quick” email checks are adding up to hours of lost time. Or maybe you’re spending more time in meetings than you realized. This exercise can reveal where you can reclaim valuable hours.
Can Outsourcing Be the Key to Reducing Your Workload?
As a project manager, you’re likely used to handling everything yourself. But is that really the best use of your time? Sometimes the solution isn’t to work harder—it’s to delegate more effectively. Think about the repetitive, low-value tasks that eat up your day. Could you outsource these to a virtual assistant or a junior team member?
Many professionals resist outsourcing because they believe, “No one can do this as well as I can.” But the truth is, outsourcing frees you up to focus on high-impact tasks—the ones that only you can do. In the long run, this will increase your overall productivity and reduce stress.
Have you considered what tasks you could delegate? What would happen if you let go of some of those tasks you’ve been holding onto?
The Science of Work-Life Balance: Why It’s Not Just a Myth
Here’s a common misconception: achieving work-life balance is impossible in a demanding career. You’ve probably heard colleagues say things like, “I’m just too busy to take a break,” or, “I’ll relax when this project is finished.” The truth is, not taking breaks and working non-stop is counterproductive.
Research shows that chronic stress leads to burnout, which negatively impacts your performance and mental health. Studies from neuroscience reveal that our brains are not wired to focus for long periods without rest. Regular breaks, sleep, and time off are essential for maintaining cognitive function and creativity.
But what about those weekends spent catching up on work?
Think about it this way: Would you rather spend two focused, productive hours during the workweek, or eight distracted, stress-filled hours on the weekend? Prioritizing rest and recovery isn’t just a luxury—it’s a necessity for sustainable success.
The Power of Mind Mapping: Turning Overwhelm into Action
If you’re feeling overwhelmed by your workload, mind mapping can be a game-changer. It’s a simple but effective technique that helps you visually organize your thoughts, projects, and tasks. Instead of keeping everything jumbled up in your head, you create a “map” of your responsibilities. This allows you to see the big picture while also breaking down projects into manageable tasks.
Personally, I use mind mapping whenever I’m feeling stuck. It’s like clearing the fog from my brain. Suddenly, I can see exactly what needs to be done and in what order.
Would mind mapping work for you? Try it the next time you feel overwhelmed.
The Myth of Multitasking: Are You Really Getting More Done?
Many professionals pride themselves on their ability to multitask, but the science is clear: multitasking doesn’t work. In fact, it reduces your efficiency and can even lower your IQ temporarily. When you switch between tasks, your brain takes time to refocus, meaning you’re actually wasting time.
What if, instead of multitasking, you focused on single-tasking? This means dedicating your attention to one task at a time. You’ll get more done in less time, and the quality of your work will improve.
High-Performance Habits: Small Changes, Big Results
It’s easy to think that transforming your productivity requires massive changes, but often it’s the small habits that make the biggest difference. For example, starting your day with a clear to-do list, taking short breaks to recharge, and setting boundaries around your work hours can all have a significant impact.
Here’s a simple habit to try: at the end of each day, spend five minutes reviewing your progress and planning for tomorrow. This gives you a sense of closure and sets you up for success the next day.
Overcoming Resistance: Why We Resist Change and How to Push Through
We’ve all been there—knowing we need to make a change but feeling stuck in our old ways. Resistance to change is natural, but it’s important to recognize when it’s holding you back. Whether it’s fear of failure, perfectionism, or just the comfort of routine, identifying what’s causing your resistance is the first step to overcoming it.
For me, resistance often shows up when I’m trying something new, like adopting a new productivity tool or delegating tasks. But pushing through that resistance is where the real growth happens.
Where are you resisting change in your life? What would happen if you pushed past that resistance?
Productivity and Neuroscience: What the Research Tells Us
Neuroscience has a lot to teach us about productivity. Studies show that our brains are wired for focused work, but only for about 90 minutes at a time. After that, our cognitive function declines, and we need a break to recharge. This is why time-blocking and scheduling regular breaks can dramatically improve your performance.
The Pomodoro Technique, for example, involves working for 25 minutes, then taking a 5-minute break. This might sound too simple to be effective, but it’s grounded in neuroscience. By giving your brain regular rest periods, you’re able to sustain focus and energy throughout the day.
Call to Action: Ready to Reclaim Your Time?
It’s time to stop feeling overwhelmed and start taking control of your workload. Whether you try deep work, a time audit, or mind mapping, the key is to implement these strategies consistently.
If you’re ready to take the next step in your productivity journey, here are four ways I can help you:
Listen to My Podcast – Struggling with tight deadlines and productivity issues? Get my top strategies in my [Productivity Smarts Podcast]
It’s time to reclaim your time and energy—are you ready to take the next step?
