(Without Losing Balance in My Life)
Some friends often ask me how I manage to juggle so many things at once: my 9 to 6 job, my web design studio, my YouTube channel, my podcast, and still be present for my family. It is not that I’m a superhuman. I have simply trained my mind and my routine to work more effectively.
This article summarizes the strategies I use every day to stay productive without burning out.
Breaking Everything Down Into Micro Tasks
My most important rule is to break every project into extremely small tasks.
Instead of saying,
“Today I’m going to design the entire landing page,”
I tell myself:
“Today I’ll design the hero section.”
or
“Today I’ll work on the features section.”
The more granular the list, the easier it is to move forward. And every small completed task gives your brain a sense of progress that keeps you motivated.
This applies to anything. A button, a piece of text, an illustration, whatever the task may be.
Using Focus Work Blocks
Because of my full-time job, I cannot dedicate long continuous hours to my studio. So I work in blocks like these:
- One to one and a half hours early in the morning
- Another hour at night, depending on how my day went
- Three or four hours on weekends
But what really makes it work is taking advantage of small pockets of time.
If I have 30 or 45 minutes free, I grab one micro-task and finish it.
Before focusing, I allow my mind to “wander” for about 10 minutes (but without social media). Reading, looking at something light, thinking. That helps me enter focus mode without anxiety.
Here some sites I like to vista to clear my mind:
– Land-book good source for website inspiration.
– Pinterest: inspiration about anything, just let your mind fly.
– Medium: A good source of reading articles about anything you can think of.
– You can take a look at my previous post to for more sources of inspiration 👍
Avoiding Social Media During Focus Time
When I’m in focus time, I do not open Instagram or any similar app.
These platforms overstimulate the brain and pull me out of concentration instantly.
If I need a mental warm-up, I do it with light, neutral browsing—never with social media.
Using Playlists as Mental Triggers
I have playlists that work as mental triggers for focus.
I usually listen to IDM electronic music because:
- It doesn’t make me want to sing or follow lyrics
- It keeps a steady mental rhythm
- It reduces distractions
My playlists are 30 to 45 minutes long, so when the music ends, my brain knows the focus block is over too.
Here some YouTube videos I like to listen to to get into my focus zone
Monolink – the beauty of all – Album (57 minutes)
Afternoon Chill: Live Electronic Session (15 minutes session)
Chillhouse Mix , A Cold Sunrise Set By Jai Cuzco (55 minutes)
Chill Melodic House Mix 2025 | Winter Sunset Progressive Vibes (Vol. 20) (55 minutes)
Keeping My Desk Always Ready
I prepare everything the night before so I don’t lose time in the morning:
- Desk clean
- Mouse and keyboard connected
- Clothes ready
- Everything in place
The idea is to wake up and sit down to work right away, with no friction.
My Mini Morning Routine Before Working
When I wake up at 5 or 5:30 am, I do a very simple 10 to 15 minute routine:
- Two or three sun salutations
- Two glasses of water
- A light snack (banana or a spoon of honey)
After sleeping, the body is fasting, so this helps reactivate it.
I avoid strong lights, TV, and phone. Just me and the mat.
This wakes up my body and mind. Many times I even start sweating a bit before sitting down to work.
This video explains how to do a sun salutation you repeat the series 3 times and your body will be ready!
Sun Salutation A – Ashtanga Yoga for Beginners
I know it seems easy, but trust me it gets the job done.
Working Smarter Instead of Harder
Over the years I’ve learned to rely on systems, templates, and tools.
For example:
- I have a design system in Figma ready to go
- If the client needs rounded buttons, I just change the border-radius in one component and everything updates
- I don’t start from zero anymore
A good Figma library that have many many many components is the relume library, you can customize it and use the ready made components to start building the wireframes.
Figma also provides a simple design system you can start with, you can find it in the community on the assets section in your file, it comes pre installed on every file you create
Simple Design System
This saves me hours and lets me focus on what the project actually needs.
Using AI to Speed Up Projects
I use AI to generate initial drafts of:
- Website copy
- Section descriptions
- Structure ideas
This prevents delays because in most projects, the biggest bottleneck has always been waiting for content from the client.
I give them a preliminary draft so they only need to adjust it.
here some tools you probably heard before:
Claude.ai
Chatgpt.com
Claude is greater copywriting even on the free tier.
How I Manage to Keep All My Projects Moving
In summary:
- I break projects into micro tasks
- I work in small but consistent blocks
- I avoid digital distractions
- I use mental triggers like specific music
- I keep my environment always ready
- I follow a simple morning activation routine
- I rely on systems and design frameworks
- I use AI to accelerate processes
It is not about doing more in less time. It is about removing friction, staying focused, and moving forward little by little.
And when my friends ask me how I manage so many things, the truth is even I don’t fully know. But I know the system works.