Time Feels Limited—But It Doesn’t Have to Control You
Let’s be honest: we all struggle with time. It’s our most precious, limited resource—and it can feel like there’s never enough of it.
For years, I tried every time management strategy, productivity hack, and scheduling tool under the sun. Some helped, some didn’t. But the thing that truly made the difference was a mindset shift:
Stop managing time. Start being intentional with it.
The Real Limitation Isn’t Time—It’s Our Mindset
We all get the same 24 hours. The difference is in how we approach them.
I used to believe my calendar needed to be packed—client calls, meetings, project deadlines, back-to-back to-dos—especially during the “traditional” Monday through Friday workweek. If I wasn’t busy, I felt like I wasn’t doing enough.
But that belief only led to burnout.
Everything began to change when I gave myself permission to reimagine how I worked.
I blocked Fridays through Mondays as “Been There Doing That” days—what I also call flow days. These are reserved for rest, creativity, personal projects, or travel. My client meetings and collaborative work are now reserved for Tuesdays through Thursdays.
At first, it felt wrong. Shouldn’t I be more available?
But this shift gave me something I hadn’t had in a long time: breathing room. I finally had space to work on what mattered most—without the guilt.
This rhythm I’ve been in for more than five years honors my natural productivity cycles, creates clear boundaries, and has brought more focus, less stress, and better results.
My Favorite Tools for Time Intention
Over the years, I’ve used a variety of tools to help manage my schedule. But now, they’re not just about keeping me organized—they’re about supporting my intentions.
Here are my two go-to tools:
Google Calendar: Visualizing Intention
I keep two primary calendars within Google Calendar—one for appointments, the other for focus time.
1. My Appointments Calendar
This is the foundation of my week—the calendar that holds all of my fixed commitments. It includes client meetings, project deadlines, and any non-negotiable events. I also use it to block out travel days and “away” time so they don’t get accidentally booked over.
This is also the calendar linked to my scheduling tools, so when someone grabs a meeting slot, it’s pulling availability from this source.
To stay visually grounded, I color-code my weeks. My “Been There Doing That” flow days—Fridays through Mondays—are shaded one color, while my client-facing office hours—Tuesdays through Thursdays—have another. That visual structure serves as a gentle reminder of how I want to work. Without it, I tend to slip back into old habits of cramming everything into every day.
Another key piece of this calendar is looking ahead several months at a time. I make sure to block off events, trips, or special projects I want to prioritize. These aren’t just logistical—these moments are what keep me inspired and energized. I treat them as anchors in my schedule rather than afterthoughts.
Once those are in place, everything else can flow around them. With this structure in view, I can confidently accept meetings or adjust timelines without sacrificing the things that matter most to me.
2. My Focus Calendar
My second calendar—what I call my “Focus Calendar”—is layered on top of my main one, but it serves a very different purpose. Where my appointments calendar is about structure, this one is about intention.
I use it to map out how I want to spend my time—what projects I want to move forward, what content I want to create, or where I need deep, uninterrupted work blocks. These aren’t rigid appointments. They’re flexible time blocks that help me stay aligned with my big-picture goals.
Each week, I do a quick review and adjust these blocks based on what’s coming up. I look at the broader month ahead, then zoom into the week, and finally fine-tune day by day. This process helps me stay connected to what’s important—without the pressure of squeezing everything into a traditional to-do list.
I’m not overly strict about sticking to every block. Life happens. But having those time intentions on the calendar gives me clarity. I can see at a glance what I hoped to focus on, and I can easily shift things around as needed.
This calendar also helps me chunk down large projects into manageable steps. It acts like a rough draft for my week—allowing space to think, plan, and actually do the work that matters most.
Toggl: Tracking What Actually Happens
I’ve used Toggl for over a decade. It started as a way to track billable hours for clients—but now it’s a key piece of my personal and business awareness.
Even though I no longer bill by the hour (we use value-based pricing), Toggl helps me:
- Understand how long tasks really take
- Spot patterns in where my time goes
- Plan smarter and price more accurately
- Stay honest about how I’m spending my days
I even track personal projects—like restoring the ambulance, Clifford, or pursuing professional development. It’s all part of a bigger picture.
And here’s the key: I use Toggl without judgment. If I haven’t made progress toward a goal, the data helps me understand why—not shame myself for it.
Give Yourself Permission
The biggest lesson in all of this?
Give yourself permission to live and work differently.
- Permission to create a rhythm that works for you
- Permission to leave white space in your calendar
- Permission to rest, recharge, and say no
- Permission to stop measuring your worth by how full your schedule looks
We don’t have to follow the same path as everyone else. You get to create your own.
Want to Try It? Start Here:
✅ Look ahead at your next month. Block time for rest, projects, and fun events.
✅ Define your focus days. Mine are Tuesday–Thursday.
✅ Create “flow days.” Guilt-free space for living, thinking, and being.
✅ Use Toggl or a timer. Gain awareness of what you’re actually doing.
✅ Adjust weekly. Be flexible. Life shifts—your schedule should too.
Final Thoughts
Being intentional with your time isn’t about control—it’s about clarity.
The more you align your calendar with your values, energy, and goals, the more grounded and sustainable your work becomes.
So go ahead—
Give yourself permission.
Live full. Work fun.