Our lifetime is limited – but our wishes are endless. That’s why we often feel dissatisfied: we have so many ideas, goals, and projects, but in everyday life there never seems to be enough time. In the end, we ask ourselves: “Why am I not making as much progress with my projects as I want to?”
Over the course of my life, I made a surprising discovery: I was most productive when I worked late shifts in a hotel. Eight hours of the day were already blocked – and yet I managed to organize my time so well that I got more done than usual.
How was that possible? This question occupied me for years. I tried, analyzed, documented, and evaluated until I finally developed a clear system: 10 simple steps that help me organize my time in the best possible way.
Maybe this sounds familiar to you:
You’re constantly busy, but still feel unproductive. Stress dominates your day, your to-do list keeps growing, and in the end there’s hardly any room left for rest or creativity.
This article is exactly about that. I’ll share the 10 steps I use to manage my time effectively – plus a bonus: a look at which tasks I do at which times of day, so that everything really fits.
👉 The big question is: How do you figure out when to do what in order to be as productive as possible?
The 10 Steps to Maximize Your Time and Optimize Your Output
These 10 steps are not just theory – they come directly from my own experience. Over the years, I experimented with how I work best, what motivates me, and which methods truly help me manage my time effectively.
Of course, I didn’t discover everything on my own. I’ve read countless books on time management and self-organization, tested many approaches over the years, and also found inspiration on YouTube. On my channel PolyglotMona you can even find some of my favorite videos on planning – entertaining and insightful perspectives that broadened my view.
From all this, I developed a clear structure: 10 practical steps to help you maximize your time and optimize your output. Each one is tested – and for every step I’ll share an example of how I personally apply it.
1. Set clear goals – without goals, there’s no direction
Without clear goals, every plan stays vague. Goals should follow the SMART principle: specific, measurable, attractive, realistic, and time-bound.
👉 My example: For my projects, I set fixed weekdays and time blocks. I also define quantities: one video, one blog post, or a certain number of words. I even schedule specific times so I always know: “When am I doing what?”
2. Define priorities – Eisenhower Matrix or your own method
Not all tasks are equally important. Tools like the Eisenhower Matrix or the ABC method help separate urgent from important. But sometimes a personal system works best.
👉 My example: I start my day with something that feels like fun – my hiking guide (my diary with photos). After that, depending on appointments, I move on to lighter tasks like vocabulary lists or translations. In the evening, when it’s dark and quiet, I do Lives, blog posts, videos, and audio recordings.
My clear priority setting: Content for Patreon (hiking guide, Lives, videos, shorts, blog posts) and my course Relaxed to A1 comes first. Next is the shop. Last come the things that don’t make me money – exercise, household, friends, family, outings.
3. Write to-do lists the right way – realistic & structured
To-do lists only help if they’re realistic and structured. The trick is breaking down big projects into smaller, actionable steps.
👉 My example: For a blog post, I divide the work into tasks:
A. Collect ideas · B. Write bullet points · C. Structure · D. Introduction, main part, conclusion · E. Write out fully · F. Thumbnail · G. Excerpt & tags · H. Formatting · I. Publishing · J. Sharing on social media.
This turns a huge project into manageable pieces.
4. Schedule time blocks – deep work vs. routine tasks
Different tasks require different kinds of energy. Use focused time blocks for deep work, and lighter slots for routine tasks.
👉 My example: On outings I do light tasks on my iPad – vocabulary lists or translations. In the café in the morning, I work on my diary and hiking guide photos. In the evening, I block time for Lives, blog posts, and video recording. Shop work gets a few hours weekly without trips. “Catch-up tasks” fit well between two lessons or as a change of pace from editing multiple videos.
5. Use breaks wisely – Pomodoro or natural interruptions
Regular breaks are key to staying productive long-term. Some people use the Pomodoro technique, others rely on natural breaks.
👉 My example: I don’t use Pomodoro – I often work one to two hours in flow. My breaks come naturally through lessons, train rides, or appointments. I also limit Lives to 30–50 minutes, because viewership drops after that. After editing a video, I naturally take a short break.
6. Build routines – save energy with automatisms
Routines free up mental energy because they run almost automatically. That way, you engage the brainstem instead of draining willpower.
👉 My example: Every morning I write in my diary and work on the hiking guide. On trains or during breaks, I use my iPad for vocabulary lists and translations. Evenings are routine time for Lives, blog posts, video recording, and editing.
7. Minimize distractions – digital diet, focus times
Distractions are the biggest time thieves. Focus times make all the difference.
👉 My example: My phone is always with me when creating content, but when publishing posts I don’t read anything else. I listen to YouTube videos while walking or right before bed – times when I couldn’t produce anyway. I take calls only when I’m doing something low-concentration, like copy-pasting.
8. Include buffer time – plan realistically for interruptions
Interruptions are inevitable. Don’t plan too tightly – leave buffer space.
👉 My example: I usually start Lives by 9:00 pm. This leaves me at least an hour afterward to finish calmly. The key is being in bed between 10 pm and midnight, depending on when the Live, blog post, and video are done. I never want to sleep later than midnight.
9. Reflect – weekly review, what went well?
Reflection is how you improve. Looking back shows what worked and what didn’t.
👉 My example: Every morning at breakfast I plan my day and carry over tasks I didn’t finish. Recently I added weekly planning with a review: what worked well, what didn’t? Step by step, this makes my system better.
10. Stay flexible – adjust plans without frustration
A plan is a tool, not a prison. Flexibility keeps things stress-free.
👉 My example: I’ve postponed livestreams to the next day when I got home at midnight. Learning partnerships are flexible too – we’re all adults and meet several times a week. Even editing videos or finishing the hiking guide can be delayed if needed.
Conclusion
Time management is a skill you can learn – as my example shows. This is the first novel I’m publishing, and years ago I didn’t have 15 YouTube channels and blogs either.
The secret is small steps. My minimum goal is to do something once per month on each platform. Often I manage every week – and that small, realistic target removes pressure. Everything beyond the minimum feels voluntary and light.
You can start right away: for tomorrow, schedule in your calendar what you’ll do in the first four hours after work – including breaks. Plan the most important thing exactly when you have the most peace.
👉 My question to you: Which of the 10 steps will you try first? Share it in the comments!
If you want to follow how my novel and my 12 series in 6 languages grow, subscribe to my main blog: https://polyglotmona.com – where you’ll also find my shop.
And if you’d like to be there live next time, check out my Patreon page: https://patreon.com/parkitwhereyouloveit
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