How I Manage My Time Effectively (My 'Deep Work' Routine)

Key time-management + wellness/self-care strategies (from the subtitles)

1) Do one thing at a time (Flexible Pomodoro / deep focus)

• Use full-focus sessions and minimize multitasking.
• Flexible Pomodoro steps:
  1. Pick one priority task
  2. Set a 25-minute timer (they often use 35 minutes)
  3. Work without distractions
  4. When finished, record what you completed (e.g., in Notion)
  5. Take a 5-minute break (stand, walk, stretch)
  6. Repeat for 3 cycles—don’t stop early; continue to the next task after the break
• Reduce overwhelm by lowering the “entry barrier”: short, defined focus blocks make big tasks easier to start.
• Manage distractions physically/technologically:
  • Put your phone on Focus mode (or set it aside)
  • Use an Apple Watch setting with notifications off (allow only essential contacts)
• Listen to your body:
  • If you feel stuck or mentally foggy: take a break, drink water, have a snack, or take a short walk
  • If you’re “in the zone” when time is up, it’s okay to extend slightly before switching

2) Use weekly time blocking (schedule your work like appointments)

• Plan ahead (week-ahead or at least the day before) and place tasks into specific blocks.
• For each task, define a clear when/where/how long plan—not just a to-do list.
• Typical structure (example from the video):
  • Two deep work sessions per day, starting with the most important task
  • A morning work buffer after a personal practice (calligraphy/lettering)
  • Buffer time between blocks for flexibility and breaks
  • Weekend adjustments: fewer blocks plus family time (e.g., date night, soccer field)
• Make it effective:
  • Put important/urgent tasks at your highest-energy times
  • Keep blocks realistic to avoid burnout
  • Break large projects into smaller, manageable tasks
  • Build in flexibility for unexpected urgent items
• Mindset benefit: more control and less being driven by emotional defaults.

3) Start with a fresh mind and body

• Prepare your environment before starting:
  • Clean your desk/room to increase readiness and motivation
• Use a simple morning activation routine:
  • Get sunlight exposure to feel more alert
  • Other reset options: warm tea, journaling, solitude, or anything that renews energy
• Core idea: improve your starting condition so you focus better and enjoy the work more.

4) Reflect on your day to improve your system (end-of-day review)

• Use a reflection approach inspired by Make Time (Jake Knapp & John Zeratsky).
• Reflection prompts:
  • What worked / what didn’t—and why
  • When you felt most focused/energized
  • What distractions or obstacles prevented task completion
• Use insights to adjust:
  • Change timing or environment if distractions repeat
  • Identify whether issues are mindset-based, situational, or habitual

5) Say no to protect your focus (“wholehearted yes” only)

• A simple rule: don’t say yes unless it’s truly a heartfelt yes.
• Reduce commitments so you can focus on a few meaningful priorities.
• Wellness angle: saying no reduces regret, creates more capacity, and lowers the need for constant grind/willpower.

Productivity expectations / self-care add-on (from the closing advice)

• Lower expectations if you’re a perfectionist: you don’t have to go “100 miles per hour.”
• Rest guilt-free, even if you didn’t finish everything.
• The goal is better consistency and enjoyment, not constant maximum speed.

Presenters / sources mentioned

• Presenter: (not named in the subtitles)
• Book / source: Make Time — Jake Knapp and John Zeratsky
• Quote source: Steve Jobs