4 simple ways I stay focused and get work done in higher ed

One theme I hear over and over in my coaching practice is the sense of being pulled in too many directions, all at once. It’s easy to feel overwhelmed by competing demands and the never-ending to-do list, especially when you work in higher education.

I value being efficient at work, especially since I have a real knack for overthinking and endlessly tweaking things (hello, perfectionism). Because of that, I’m always on the lookout for ways to use my time more intentionally while keeping things manageable.

The strategies below are simple—not groundbreaking—but they’ve helped me stay grounded. I offer them in case they help you make more space for focused, meaningful work.

How I help higher education professionals stay focused and productive

These are some of the strategies I use and recommend.

1. Make a list

Each morning (or the night before), I jot down one or two key priorities on a piece of paper. I draw a line underneath those “must-dos,” and below that, I list the “would-be-nice” items—things I’d love to get to, but that aren’t essential.

This simple practice helps me focus on what matters, especially on days when everything feels equally important (or urgent).

2. Use a timer

For writing, planning, or tackling a task I’ve been avoiding, I often set a timer. It gives me a clear starting point and a clear end point—essential guardrails when perfectionism wants to take the wheel.

Do I always stop when the timer goes off? Not exactly. But it helps me stay aware of how long I’m spending on something and gives me permission to call it “done enough.”

Here’s a little hack I use on myself: I set the timer on the stove so I have to move away from the computer and into another room. I do that when I know the temptation to keep working will be strong!

3. Track my effort, not just time

I use Toggl to track certain types of work—particularly projects I repeat often or those that tend to stretch out longer than they probably should. I don’t track everything, but when I’m working on something complex (or something I secretly hope will take less time next round), the data helps.

What I’ve noticed? Tracking my time encourages me to approach tasks more intentionally. And when I do a similar task again, I’ll often say, “Last time this took 90 minutes—let’s see if I can keep it to 60 today.” It’s not a pressure thing; it’s more like a friendly bet with myself.

4. Find an accountability buddy

When I’m working on something that feels daunting, or just really not fun (e.g., financial or administrative tasks), I turn to FocusMate. It pairs me with a virtual co-worker who’s also committed to stay on task. Together, you work quietly, checking in only at the beginning and end. In between, you benefit from each other’s energy to get things done. It’s surprisingly effective.

I love having variety in my work. But the downside is that it can pull me in ten directions at once. These strategies help me come back to focus—gently—and build the kind of consistency I need to keep moving forward.

Over to you

• What helps you stay focused or get things done?
• What’s your relationship with time at work? As someone with Achiever in my top 5 CliftonStrengths, mine is… let’s say, complicated. I’m always looking for ways to do more…with less stress.