How I Saved A Client 5 Hours of Work Per Day

One of the most common complaints I hear from clients is, “I just don’t have enough time.” They’re constantly overwhelmed, buried in work, and struggling to keep up with daily tasks. But often, the issue isn’t a lack of time—it’s a lack of focus.

Recently, I worked with a client, James, who was working 12 to 14-hour days, yet still felt like he was falling behind. His business was thriving, but he was exhausted, overworked, and barely had time for his family. He approached me with one request: “Help me get my time back.”

By implementing a few simple but powerful focus strategies, James was able to reclaim five hours of his day—every day. Here’s how we did it and how you can apply these techniques to your own life.

Identifying the Problem: Where Is the Time Going?

Before we could implement a solution, we needed to understand where James’ time was going. I asked him to track his work activities for three days. He was resistant, saying he didn’t have time!  But he did it.  The results were eye-opening.

• Frequent Task Switching: James was constantly jumping between emails, phone calls, meetings, and deep work. He rarely completed one task before moving on to another.
• Reactive Work Habits: He started his day by checking emails and responding to urgent (but not necessarily important) requests.  Even though he always knew his Most Important Task he rarely completed the task.
• Meetings Without Purpose: A large chunk of his time was spent in meetings that lacked clear objectives or outcomes.
• Lack of Structure: His schedule was packed, but there was no clear system to prioritise high-impact work.

The Focus Forge:  How We Reclaimed 5 Hours Per Day

Once we had clarity on the problem, we applied the following focus strategies.

1. The Power of Deep Work Blocks

James had fallen into the habit of working in short bursts, constantly interrupted by emails, messages, and phone calls. To combat this, we introduced deep work blocks—dedicated time periods short initially, but building to 90 to 120 minutes where he focused on one high-impact task with zero distractions.

• He turned off notifications and set his phone to “Do Not Disturb.”
• He communicated to his team that he would only check emails and messages at set times.
• He used noise-cancelling headphones and worked in a distraction-free, uplifting environment.

By implementing deep work, James finished complex tasks in a fraction of the time it previously took him.

2. The 80/20 Rule: Doing More by Doing Less

James was spending a significant amount of time on low-impact tasks that didn’t move the needle. We applied the Pareto Principle (80/20 Rule) – yes it’s still as relevant today – which states that 80% of results come from 20% of efforts.

• We identified his high-value tasks—the 20% of work that generated the most significant results.
• We delegated or eliminated tasks that weren’t adding value.
• He focused his energy on strategic work instead of getting bogged down in minor details.

By cutting out unnecessary work, James was able to spend more time on activities that truly mattered.  He felt he was making a difference.  He walked taller.  Communicated more and his team engaged and supported him more.

3. Time Blocking: Structuring the Day for Maximum Efficiency

Rather than allowing his day to be dictated by incoming tasks and requests, James started using time blocking to structure his day intentionally.

• Morning Deep Work: The first 3 hours of the day were reserved for critical, high-impact tasks.
• Email and Communication Windows: Instead of constantly checking emails, he scheduled two 30-minute blocks for handling messages.
• Meeting-Free Afternoons: He reduced unnecessary meetings and only attended ones with clear agendas and objectives.
• End-of-Day Review: A short 15-minute review helped him plan the next day and close out any loose ends.

This structure helped him stay focused, avoid task-switching, and maximize productivity.

4. Eliminating Distractions: The “No Distraction Zone”

This is a biggie!

One of James’ biggest productivity killers was interruptions. We implemented a “No Distraction Zone” policy.  Sounds harsh, but works so well.

• He set up a private workspace free from noise and interruptions.
• He used website blockers to prevent mindless scrolling.
• He trained his team to respect his focus time and only interrupt for emergencies – we had a list, we communicated and thankfully there were no emergencies.

By eliminating distractions, James was able to work at peak performance levels.

5. The Two-Minute Rule: Handling Small Tasks Efficiently

James was drowning in minor tasks—emails, quick approvals, and small decisions. Instead of letting these pile up, we implemented the Two-Minute Rule:

• If a task takes less than two minutes, do it immediately.  James chose the two minute rule, some clients want one minute others 5 minutes – it’s up to you, you choose, but stick to it.
• If it takes longer, schedule it or delegate it.

This simple habit prevented small tasks from turning into a time-consuming backlog.

6. The Weekly Reset: Staying on Track

To maintain his newfound focus, James implemented a weekly reset routine every Sunday evening, but Friday evening could work equally well – you choose what work for you.

• Review Wins & Challenges: What worked well? What needs improvement?
• Plan the Week: Identify key priorities and schedule deep work blocks.
• Adjust as Needed: Stay flexible and refine the system based on results.

By consistently reviewing and optimising his schedule, James was able to maintain his productivity gains long-term.

They key here is to more from reactivity to proactivity and working on the strategic plan to achieve results.

The Results: Reclaiming 5 Hours Per Day

Within just two weeks, James experienced a dramatic transformation:

• He went from working 12+ hour days to 7-8 hours while getting more done.
• He saved 5 hours per day, which he used to grow his business and spend more time with his family.
• His stress levels dropped, and he felt more in control of his schedule.
• His team became more self-sufficient, reducing his need for constant supervision.

Final Thoughts: Focus is the Ultimate Productivity Hack

The secret to saving time isn’t working harder—it’s working smarter. By implementing structured focus strategies, anyone can reclaim lost hours, reduce stress, and boost productivity.

If you’re feeling overwhelmed, please, please, start small:

• Schedule a deep work block tomorrow – even if it’s only 10 or 20 minutes – just do it!
• Identify one low-value task to eliminate or delegate – there’s always someone who can do the task as well as you.
• Set a No Distraction Zone for 60 minutes – OMG this is an absolute must.

Mastering focus isn’t just about saving time—it’s about taking control of your life. The more intentional you are with your one irreplaceable asset of time, the more freedom you’ll have to do what truly matters.

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