Time is tricky. It’s both valuable and slippery, and many people struggle with carving out time for what they care about.
You’re also not going to feel good about yourself If you know or see someone who seems to do it all.
I want to show you how those people do it, and how the answers are much more underwhelming and accessible than you might think.
(The person you know/admire may do some or all of these things, but these are the patterns I have noticed)
They spend less time on more things:
It doesn’t take much to cross the beginner stage and impress people. If you spend 20 to 30 minutes on something three times a week and keep at it for a couple of years, people will think you’re decent at it.
This means you can spend one hour on three things, three times a week, and be seen as decent in all of them by most people.
Meanwhile, someone else spends one hour on one thing and only earns one trophy. The diminishing returns of expertise don’t help much either.
The illusion comes from this: because you’re not an expert in the hobbies of the person you admire, you assume they are more competent than they are and therefore you make the conclusion that they must have had more time.
In reality, they spend less time on more things.
(In some cases, they are competent as you deem them to be, but they also spent 5 years' worth of effort on it spread out over 10.)
They had years of practice:
This is really important to understand. Being able to maintain a habit, hobby, or side project that takes 10 to 30 minutes a day in its maintenance phase probably took years of messy, unproductive trial and error.
Any project demands an order of magnitude more time and resources at the start than in its maintenance phase.
Sure, it only takes them a short amount of time now, but it didn’t before, now they have efficient systems in place.
If you have 5 to 10 years and you want to be good at 3 to 5 things, you can start with one thing and reach its maintenance stage in a year or two. Then you add the second thing, and so on.
Before you know it, you’ll be a “master of time management.” where you can do all these things without breaking a sweat, and someone looking from the outside won’t understand how you perform that way.
They delegate/automate:
If you can spend one to two hours automating something you’ll never have to think about again, like bill payments or subscriptions, why not set it up?
You can get groceries delivered and drastically reduce your trips to the store. Keep a list of the items you care about and get those yourself, but let someone else handle the rest.
Also, get a roomba!
If you think this is too much, you’re right, it is. But people have sacrificed even more. They hire nannies, virtual assistants, and services of all kinds. What I suggested is just the tip of the iceberg.
If someone seems to be “doing it all,” maybe they’re doing one or two things they care about and is visible to the masses while delegating or automating the invisible, less impactful tasks. It’s more common than you think.
They had minimal starting conditions
Let’s say you want to write, draw, learn a language, or lose weight. Chances are you’ve set conditions that you think are “reasonable” for starting.
For many productive people, the starting conditions are much simpler (and sometimes dirtier). Most of our conditions are luxuries in disguise.
You may want a quiet place to write; they started writing on their phone while on the subway. You may need decent materials to draw; they used a regular notebook during lunch breaks.
At first, these setups are sneaky, messy, and barely functional. You’ll question if they’re even worth it.
But that’s only the case in the beginning. Over time, the process becomes more convenient, but that convenience only comes after starting under unfavorable conditions.
They cared more than the pain
This isn’t a motivational post. It’s about the basics of how the human mind makes a decision. Caring isn’t enough, you need to care more than the cost of the action.
Are you okay with spending money you don’t have to automate something you think is a luxury, just to carve out enough time to do something small and “pathetic”?
For some, the answer is yes. You need to care enough to tolerate the cost. Not everyone has that clarity or drive, but it’s important to view the person you admire within the context of their life, not yours.
This is not to paint their motivation in a good light, sometimes it’s healthy, other times it’s not, because they may dread or deeply dislike the situation so much that the pain of change pales in comparison.
If you were running for your life because a bear was chasing you, you wouldn’t care much about how tiresome running is, right?
They follow a structure, sometimes blindly:
I don’t want to talk too much about this but the general idea is this: the person knows exactly what to do and when to do it. For example, piano practice for 30 minutes at 8 p.m. on Monday, Wednesday, and Friday. That’s it.
The focus isn’t necessarily on how well they perform during the practice, it’s about going through the motions. Simply having a clearly defined routine cuts out so much of the guesswork and friction that can derail action. The simpler the structure, the better.
Motivation and discipline will always fluctuate, but the brain thrives on routines and cues. A solid routine provides stability and consistency, even when your willpower is low.
Think about how much of a hassle walking would be if you had to consciously plan every movement. Sometimes, blindly following a set routine works in your favor.
They're not that good at managing their time:
This might seem weird, but many people who seem to do it all, don’t really do it all, sometimes they’re procrastinating in a different way than you do.
A common example that you may relate to is procrastinating on the work you need to do by doing work that is more appealing.
The same principle applies here, Maybe they’re neglecting crucial areas for others, maybe that's their way of coping with their emotions.
Everyone procrastinates, maybe not in the same way and to the same extent that you do it, but everyone does it in some way.
Energy matters more than you think
You can cut down a lot of effort just by eating right, sleeping right, and exercising right. Ask the person you admire what their energy levels are like.
Low energy is insidious. You might take twice the time to finish a task, only to realize it didn’t need to be done at all. Your priorities can become a mess, your patience gets halved, and your ability to learn, think, or articulate becomes impaired, you also need twice the amount of time to rest and catch up. A cup of coffee won’t fix all that.
Time management is rarely just about time. Energy always plays a role. You don’t have to take my word for it, just think about how much you got done on a day you felt rested. How pleasant was the experience? How “locked in” were you?
Your best day is some people’s default state.
That's it, that’s the underwhelming trick.
A good day where you sleep well, eat well, delegate the things you hate, and focus on the things you enjoy suddenly feels incredibly productive and you end the day motivated for the next.
(There’s some nuance here and additional reasons I skipped over, but you get the idea.)