Time Management – Empowered Warrior

Time Management

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5 Proven Time Management Techniques (and a Surprising Way to Calm Your Inner Critic)

5 Proven Time Management Techniques (and a Surprising Way to Calm Your Inner Critic)

Time management is something I’ve always wanted to master, but it’s often a constant struggle. I’ll make lists, set goals, block off my calendar… and somehow still end the day feeling behind. What I didn’t realize was that it wasn’t always poor planning that was holding me back, it was inner resistance.

 

That voice in my head telling me I’m not doing enough, not doing it right, or worse, “It’s hopeless. Why bother?”

I’ve started calling this voice my Inner Elephant (IE). A mix of inner critic, scared inner child, and my human alarm system. I chose the elephant because elephants are hard to ignore, they’re intelligent, protective and loyal.

 

I used to work hard to ignore my IE. I’d “push through,” brushing off the negative self-talk, limiting beliefs, and self-doubt that would cloud my clarity. But my Elle would just keep storming in and continue to make a ruckus.

 

Until fairly recently, I thought I was successfully powering through. But when I finally paused and really listened, not just to the words, but to the message underneath, I realized she isn’t trying to sabotage me, she is trying to protect me.

 

She still takes that approach from time to time, and when she does, I call her Moxie.

 

This Elle is not afraid to toss her weight around. She’s got sass, she’s got drama, and she’s not shy about putting it all on display.

 

Just like Moxie, I’ve got receipts too, reminders of the times she really did keep me safe.

 

When I take the time to understand her, to thank her, and to help her recognize the difference between a real, immediate threat and the discomfort of growth, something shifts.

 

We begin working together, with more awareness, more calm, and a lot less chaos.

 

5 Time Management Techniques That Actually Work

 

Below are five techniques and strategies that have helped me create structure, reduce overwhelm, decrease anxiety, and actually get things done without having to bulldoze through my inner resistance. These are simple, adaptable tools that you can test and tweak to fit your day.

 

1. The Pomodoro Technique

  • Work in short, focused intervals — typically 25 minutes
  • Take 5-minute breaks between sessions
  • After 4 sessions, take a longer break (15–30 minutes)

2. The Eisenhower Matrix

  • Sort tasks by urgent and important
  • Helps you decide what to do now, what to schedule, what to delegate, and what to drop

3. The Kanban Method (with a Blocked Section)

  • Organize your tasks visually: To Do, Doing, and Done
  • Blocked section to track delayed tasks

4. Daily Scheduling / Time Blocking

  • Assign specific blocks of time to your tasks
  • Helps to reduce decision fatigue and keeps your day flowing with intention

5. The Pareto Principle (80/20 Rule)

  • Focus on the 20% of tasks that drive 80% of your results
  • Helps you stay focused on what truly moves the needle

If you’d like to learn more about what happens in our bodies when anxiety and stress take over after our inner critic storms in, we’ve created a free ebook as a thank you for joining our email list.

 

Along with it, you’ll get five minimalist printable time management worksheets (each based on the techniques listed above), a printable to-do list, and a printable journal page for tracking your morning and evening thoughts.

 

It’s our way of saying thank you for subscribing, and for joining us on this journey.

 

To get access, just use the form at the bottom of the page.

 

A Memo from Moxie:

 

Moxie here. Happy to have made my debut, but let’s be honest, I’m clearly deserving of a worthy title. I’m strongly leaning towards Sr. Director of Emotional Risk Management and I’m probably going to put in that request later today.

 

Admittedly, I can be loud, but elephants aren’t exactly known for whispering and/or tip-toeing through a situation.

 

So yes, sometimes I trumpet loudly, stomp my feet, voice critical thoughts, and really rev up the nervous system.

 

Let’s be honest though, my origins are from the Jungle. My human’s? Not so much.

 

I’m not complaining, but it’s not so easy to get the proper attention of a human.

 

Sometimes stepping away and going to the watering hole can give me a reprieve. Other times, I’ve got to be more creative.

 

If the watering hole just isn’t cutting it for you today, if you need something more to jump-start your reset button, here are 3 of my favorite good vibe picks from the group Jungle:

 

                                Back on 74           Dominoes        Let’s Go Back

 

Official Briefing Ends.

Moxie | Sr. Director of Emotional Risk Management

 

A Note from the Human in the Room

 

Moxie has clearly expressed her desired title and I really do appreciate her, however, it seems she has briefly lost sight of the fact that we work best as a collaborative team.

 

And to put it in her terms, let’s be honest: allowing this Elle to be the only one with the map would probably result in us taking the most chaotic route through the brush.

 

That said, in the spirit of collaboration, I’m going to look the other way while she cheerfully uses that self-appointed title for her debut in our first post.

 

FAQ: Time Management Strategies, Reducing Self-Doubt, and Embracing Your Inner Critic

What are the 5 Ps of time management techniques for productivity?


The 5 Ps of time management techniques for productivity are Planning, Prioritizing, Preparation, Persistence and Productivity. Implementing the 5 Ps is a great strategy to help you stay focused and achieve your goals.

 

  • Planning – Taking the time to map out your day, week, or project helps you set clear goals and avoid last-minute scrambles. A good plan provides direction and reduces overwhelm.
  • Prioritizing – Not all tasks are created equal. Identify what’s truly important versus what’s just urgent or busywork. Focus your energy on what moves the needle most.
  • Preparation – Gather the tools, resources, and information you need before you dive in. Being prepared reduces friction and helps you work more efficiently.
  • Persistence – Time management isn’t just about systems—it’s also about mindset. Stay consistent and keep showing up, even when motivation dips or distractions arise.
  • Productivity – When you plan, prioritize, prepare, and persist, you naturally become more productive, reduce stress, and quiet the voice of your inner critic.

Do I need to use all five of these techniques?

 

No. Even using just one of these techniques, depending on your needs and energy, can help you gain momentum and achieve your goals.

 

What should I do when I feel stuck or overwhelmed in my time management routine?


When I feel stuck or overwhelmed, I go simple: I write everything down. A simple to-do list can be grounding, even if I don’t get through it all. Getting thoughts out of your head and onto paper helps reduce mental clutter and restore clarity.

 

Does practicing time management reduce stress and anxiety?


Yes, when used with flexibility, time management can help reduce stress and anxiety by giving you a sense of control over your day. It helps you:

 

  • Prioritize tasks
  • Set realistic goals
  • Create space for focus and rest

That said, being too rigid with your schedule can add pressure.

 

The key is balance. I often mix and match techniques depending on my workload and mood.

 

Some days I use the Eisenhower Matrix or Pareto Principle to sort priorities; other days, I rely on time blocking or Pomodoro sessions to stay on track without burning out.

 

There’s no perfect formula—only what works for you.

 

Can I use the templates on my phone or tablet?

 

The templates I share are printables, designed for pen-and-paper use. That said, you can absolutely use the layout or content as inspiration for a digital version in your favorite app.

 

What if I fall off track or stop using the techniques?

 

That’s completely okay. Life shifts, energy dips, and even the best systems sometimes need a pause. When this happens, I try not to judge myself. Instead, I start with one small action—a single Pomodoro, twenty-five minutes with my worksheet, and, begin again.

 

Can I share your ebook and printables with friends or family?

 

Yes, please do! These resources are meant to be shared. The only thing I ask is that they not be sold, altered for commercial use, or redistributed for profit. Otherwise, feel free to pass them along to someone who could use a little more calm, focus, and support in their day.

 

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Includes 5 minimalist style printable time management pages with instructions, a journal page, and

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    Task Batching vs. Time Blocking (And Where a Hybrid Might Fit)

    Task Batching vs. Time Blocking (And Where a Hybrid Might Fit)

    If you’re trying to get more done in less time without feeling constantly frazzled, you’ve probably come across time blocking and task batching. While each of these time management techniques has its merits, I’ve found that a hybrid approach often works best for me.

     

    Task batching reduces my mental fatigue, while time blocking adds structure and helps me get things done more efficiently.

     

    In this post, I’ll focus on task batching, what it is, how it works, and how you can use it to boost productivity and reduce stress. I’ll also touch on how it pairs well with time blocking to help you stay focused and on track.

     

    What Is Task Batching?

     

    Task batching is a productivity strategy where you group similar tasks together and tackle them in one dedicated time slot. The goal is to minimize context switching.

     

    Here’s why that matters for me: switching between different types of tasks, like writing an email and jumping into a spreadsheet, requires your brain to recalibrate every time. That back-and-forth drains cognitive resources and can lead to mental fatigue.

     

    In contrast, when you batch similar activities, like organizing, photocopying, filing, or restocking, your brain stays in the same “gear,” making it easier to move through tasks with less effort and more focus.

     

    How to Start Task Batching (The Easy Way)

     

    Let’s walk through a simple way to implement task batching into your day:

    1.

    Make a Master Task List


    Write down all the tasks you need to get done. Don’t worry about the order, just brain dump.

    2.

    Group Similar Tasks Together


    Cluster tasks that require the same type of thinking. For example, creating a spreadsheet and summarizing the results in an email can be grouped together since they’re both data-focused. Meanwhile, printing, collating, and filing can form another group because they’re more hands-on and require less mental processing.

    3.

    Block Time to Batch


    Now comes the time blocking part. Assign dedicated time blocks on your calendar or an appropriate time management worksheet to complete each batch. This keeps you focused and gives your brain a break from the chaos of switching between different task types.

    Underestimating Time

     

    If task batching ever feels like it’s “not working,” time is often the real issue. Most of us are overly optimistic about how long tasks take. We assume an email batch will take 20 minutes or a report will take an hour, and we plan our day around that best-case scenario.

     

    The reality is that even without interruptions, work tends to take longer than expected. Thinking through decisions, getting into the right headspace, and wrapping things up all take time we rarely account for.

     

    
Even with realistic planning, there’s still one more thing to account for: interruptions.

     

    Interruptions Happen


    No matter how well you plan, interruptions are part of real life. Slack messages pop up, emails need quick replies, and sometimes you just need a minute to reset.


    That’s why buffer time matters. If a task should take 90 minutes, I block off two hours. That extra 30 minutes gives me breathing room and helps reduce anxiety when things don’t go exactly as planned.


    I think of it as padding my schedule so I can under-promise and over-deliver, especially when managing expectations with clients or coworkers.


    Once you account for time realistically and buffer for interruptions, task batching can really start to work for you.

     

    Make Task Batching Work for You


    The real beauty of task batching is its flexibility. Some days, time blocking with the Pomodoro technique, 25 minutes of focused work followed by a short break, might be the best way to stay on track. On other days, especially when you’re feeling overwhelmed, simply grouping and batching similar tasks can bring a much-needed sense of order and calm.

     

    In our first post, Moxie had some great song recommendations for you if you were in need of a reprieve.


    Recently, I watched a rebroadcast of Mad About You (Season 2, Episode 3, “Bedfellows”), and in the cold open (the short scene before the credits), Paul Buchman starts singing “Wooly Bully” as he marches from the bedroom into the kitchen.

     

    I hadn’t listened to this song for decades, but when I listened to it on YouTube, I realized how engaging it is. It’s hard not to move around and refrain from singing those silly lyrics, but I also noticed that while I was listening to it, my stress level dropped.


    I don’t know if you’ll have the same experience, but if you’re curious, you can listen to the original version by Sam the Sham and the Pharaohs here: Wooly Bully

     

    Update: As of March 2026, The Roku Channel is streaming all seven seasons of Mad About You for free.

    A Follow-up Memo from Moxie

     

    Moxie here. I want to follow up and let you know that I won’t be receiving my title of Sr. Director of Emotional Risk Management. My Human and I have agreed to disagree.

     

    I’m not complaining, but my job is actually difficult, and let’s be honest, having critical thoughts is a skill.

     

    Absent my deserved title, I’m not sure what exactly my role will be as this blog continues to expand. That said, I read the first post where my Human said that allowing me to be the only one with the map “would probably result in us taking the most chaotic route through the brush.”

     

    I just want to say that from where I’m standing, and from my experiences, stomping through the brush is efficient. Sure, it looks chaotic. But sometimes chaos gets the job done faster.

     

    Anyway, about this “Wooly Bully” song. I’m a natural-born trumpeter, but I appreciate a good tenor sax, and this tune is catchy.

     

    Catchy in a swampy, groove kind of way.

     

    In our first post I recommended three modern tracks but, apparently we’re going vintage here.

     

    In the spirit of collaboration, here’s my contribution:

     

    “Tequila” by The Champs. The tenor sax on this one is punchy.

     

    Punchy in a trunk-swinging, tap-and-stomp kind of way.

     

    Take it for a spin if you can keep up. Tequila

     

    Also, speaking a bit more freely, and I’m not judging, but why do humans play the same four bars of a song in their heads over and over and over again?

     

    Is that a task management strategy, or just a glitch in the software?

     

    Asking for a friend.

     

    Official Briefing Ends.


     

    Moxie | (Formerly: Sr. Director Applicant)

    Okay, circling back to Moxie’s “stuck on the same four bars” comment: her question, not exactly subtle, got me wondering why humans do this.


    Admittedly, it really does seem like a quirk. As it turns out, there’s a name for this phenomenon: an earworm. Research suggests that it happens by design.


    If you’re interested, here’s an article with a video explaining how earworms happen: The Science Behind Earworms: How Music Sneaks Into Your Brain. Read it here.


    I didn’t expect a random song to have anything to do with productivity, but here we are, and I’m starting to think productivity isn’t just about structure. Maybe it’s also about state.