8 Time Swaps That Will Change How You Work (and Live)

You’ve seen the food versions of eat this, not that.

Skip the double cheeseburger, go for the turkey wrap.

Pass on the soda, grab the sparkling water.

It’s not about making perfect choices, it’s about making better ones. Small swaps. Big impact.

This same logic can be applied to your time.

If you’re constantly running, replying, fixing, finessing, but still ending your day wondering where the time went, it’s probably not because you aren’t working hard enough.

It’s because you’re spending your time in the wrong places.

Let’s fix that.

Here are 8 common ways high-achievers accidentally burn themselves out and the simple time swaps that can help you reclaim your focus, energy, and joy.


Time Swap #1 

SWAP: Constantly second-guessing your priorities
FOR: Planning your week ahead

Stop spiraling. Start deciding.

Instead of spending hours spinning your wheels, wondering where to start or what really matters, set aside just 20 minutes every Friday to plan the week ahead. This will get you in the habit of being intentional and deciding ahead of time what’s important before you’re in the midst of a chaotic week.

This small shift not only takes the pressure off your weekend (bye-bye Sunday Scaries!) but it also helps you start Monday with clarity and direction. You’ll no longer be staring blankly at your to-do list or failing to juggle ten things at once. You’ll have a simple plan built around what truly matters and what realistically fits.

No overthinking, no tinkering. Just a weekly rhythm that brings focus and a little peace.


Time Swap #2

SWAP: Over-prepping for meetings
FOR: Trusting your expertise with a quick prep list

You don’t need a script. You need a little confidence.

Spending hours scripting every line for a meeting? That’s time you can’t get back.

Instead, take five minutes to jot down the key points you want to hit. That’s it.

You already know your stuff. Your brain’s been preparing for this moment for years (don’t let perfectionism convince you otherwise.)

No one’s looking for perfection anyway. They’re looking for a conversation that brings some clarity and, ideally, a shorter meeting. With a short prep list and your experience, you’ll walk into any meeting ready and walk out with time and energy to spare.


Time Swap #3

SWAP: Polishing proposals, reports, or emails endlessly
FOR: Sending the 80% good enough version

Done is better than perfect (especially if “perfect” eats into your evening).

You tweak the deck. Then you tweak the tweak. Before you know it, it’s 8 PM and dinner’s cold.

Instead, aim for 80% great. Then hit send.

Nobody’s grading your font choices. That “one last tweak” often costs you more time, stress, and freedom than it’s worth. And the time you save? That’s yours to spend however you want, whether that’s an evening walk, dinner with your family, or just closing the laptop before dark.

Your work is valuable. But so is your time.


Time Swap #4

SWAP: Attending every meeting “just in case”
FOR: Blocking weekly no-meeting focus time

Less talking. More doing.

If your calendar’s packed with meetings you don’t really need to be in, no wonder you feel drained.

It can be tempting to join in on every conversation to make sure you’re “in the know”. But that’s a fast track to doing 20% of everything and 100% of nothing. Try this instead: Identify one or two meetings you really don’t need to be a part of. Decline. Then block one “no-meeting” afternoon each week. Use it for deep work, creative thinking, or even just catching your breath.

Every hour you reclaim from unnecessary meetings is time you can use to make progress on things that actually move the needle.


Time Swap #5

SWAP: Replying immediately to every ping
FOR: Batching messages into a few focused check-ins per day

You’re not a call center. Guard your focus.

A day full of endless email loops, IMs, and notifications likely means you aren’t getting very far through your to-do list.

Instead of reacting in real time, pick a few windows during the day to check and respond to messages.

This gives you longer stretches of uninterrupted time to focus and helps you feel more in control of your day, not at the mercy of someone else’s urgency.  The world won’t fall apart if you don’t respond in 10 seconds. But your focus will fall apart if you continue to get interrupted.

Remember: speed isn’t always the goal. Impact is.


Time Swap #6

SWAP: Doing everything yourself (at work or at home)
FOR: Delegating one task a week without guilt

You don’t have to do it all to be doing it right.

You’re capable. But that doesn’t mean you should do it all. Sure, you probably can handle everything yourself. But, how has that been working for you so far? My guess is you’re exhausted. Overwhelmed. Anxious. So…it may not be the best long-term strategy. 

Delegation is not a sign of weakness. It is a strategic and empowering move to allow you to focus on high-impact tasks and achieve better results, and a more enjoyable life in the long run.

This week, choose just one thing to delegate. Let a team member own the first draft. Ask your partner to handle dinner. Hire help if you can

Every task you delegate frees up time and energy for things only you can do. And helps you avoid burnout before it begins.


Time Swap #7

SWAP: Over-cooking, over-hosting, and over-scheduling your weekend
FOR: Leaving space for rest, spontaneity, and fun

Empty space is where joy can sneak in.

If your weekend feels like another job—packed with plans, prep, and hosting—it’s no wonder Monday arrives with no energy left. 

Instead, choose one fun plan for the weekend, and leave the rest of the time blank.

Seriously. Blank.

That’s the space where joy shows up. Whether it’s a lazy morning, an unexpected moment of inspiration to work on a project you’ve been putting off, or just time to breathe. Your weekend doesn’t need to be an event-planning masterpiece. Sometimes the most restorative moments are the ones that aren’t scheduled at all.


Time Swap #8

SWAP: Collecting productivity tips endlessly
FOR: Choosing one habit to test this week

Less learning. More living.

It’s tempting to scroll through articles, save Reels, and collect endless productivity advice.

But none of that helps if you’re not actually trying any of it. In fact, it usually backfires, leaving you frustrated and ashamed for not “fixing” what you’ve decided must be broken.

This week, pick one habit. Just one. Maybe it’s the Hemingway Bridge. Maybe it’s a shutdown routine.

Test it. Stick with it. See what changes.

Implementation beats information every time.


The Bottom Line?

You don’t need more time.

You need better time swaps.

Less obsessing. More deciding.

Less doing-it-all. More doing what matters.

Less hustle. More joy.

Because how you spend your time is how you live your life.

Which time swap will you try this week? (Find me on LinkedIn and let me know!)



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About Me

Kara Photo

Hi, I’m Kara. I’m a former workaholic turned time-management expert. I help women stressed out in their 9-5 get more done, in less time, so they can get back in the driver’s seat and start living a life they love.


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