This post is written by Shabana Ansari, A/Research Manager, Immigration and Refugee Board (IRB) of Canada.

The problem: There is never enough time to do everything we want to do.

Why it matters: We often end up waiting for years or the “right time” to pursue our dreams.

The solution: By setting timelines, reflecting on our personal and professional goals – and reevaluating them if necessary – we can free up our schedule for tasks and activities that align with our priorities.

(Note: I acknowledge my privilege as a non-disabled, neurotypical person and realise that the approach outlined in the article may not work for everyone, especially for those who may be disabled, neurodivergent or facing barriers and issues I know nothing about.)

What is the first thing that comes to mind when someone asks, “How are you?”

I often catch myself saying, “busy” instead of, “I am great, what about you?”

Between my day job as a public servant with managerial duties and the work I do after hours – parenting, volunteering, co-running an independent business, learning French – my plate is rather full.

However, I have come to understand that not all busyness is constructive and can, in fact, be counterproductive.

A few years ago, I had an epiphany while talking to a friend. I was telling her about how I would love to start a publishing company some day and she asked, “Why not now?”

As soon as I replied, “But I just don’t have the time”, I realised it was something I had been saying for years. I understood then that I had to rethink my priorities and come up with ways to use my time more effectively for things that matter to me.

Since then, I have been doing the following to stay focused, achieve my goals, and fit in some periods of leisure in my tightly packed schedule:

1. Knowing what I want and why I want it

When I had an honest conversation with myself about what I really want to feel happier and more fulfilled in my personal and professional life – the company of family and friends, career growth, meaningful work that supports historically excluded voices – it became much easier to decide what I was going to spend my time and energy on.

When I feel overwhelmed by my workload or personal commitments, I take a step back, evaluate my priorities and remind myself why I am doing what I am doing.

2. Revisiting or eliminating tasks when needed

Every few months I reflect on my commitments and reevaluate the ones that no longer feel relevant or don’t align with my goals. This has meant being strategic about picking up tasks and projects and being mindful of conflicting priorities. For example, limiting my volunteering activities to once a week has helped me fit in other important things like being with loved ones or attending a networking event.

Being intentional about seeking the right support from those around me – and delegating some tasks as and when required – helps me stay on track and feel more in control of my schedule.

Additionally, I am honest with myself about whether I am spending my time constructively or simply wasting it. This has helped me figure out ways to devote fixed hours to achieve my goals instead of doing low priority “busy work” that has no short-term or long-term benefits.

3. Blocking time but not overbooking

Based on my current and ongoing priorities, I put everything I want to accomplish during the day, week, month on my calendar and allocate a block of time for specific tasks several days in advance.

I also set aside time for exercise, domestic chores and errands, reading, reflecting, or brainstorming.

However, I try to be realistic and not over-book myself so that I have wiggle room on my calendar to reschedule or simply do nothing when possible.

4. Being selective about who I give my time and energy to

I have realized that it is neither healthy nor helpful to spend time with people who minimize me or project their own insecurities on to me. I actively seek out those who contribute positively to my life and are not dismissive of my accomplishments, disapproving of my choices, or pessimistic about my future.

This not only saves me a lot of time but also does wonders for my mental health.

5. Being accountable, but kind, to myself

Some days I struggle to meet my objectives while on other days I can accomplish a lot more than I had expected. I have learned to accept that no two days are alike and that it is OK to let some things take a backseat from time to time.

When I pick one activity over another, I acknowledge that I have chosen to spend time on a different task that may not seem important right now but still needs to be done. For example, instead of saying “I was too busy to finish writing an important report,” I admit to myself that I chose to spend that time catching up with colleagues or supporting a friend. Being honest about getting distracted, or focusing on other activities, helps me use my time a little better and makes me feel less stressed.

In the end, what matters is taking everything in my stride, making decisions that serve my purpose and holding myself accountable.

Hopefully, the next time someone asks how I have been, I will have something better to say instead of “busy”.