3 time-saving keyboard shortcuts you need to start using right now

If you know me then you know that I am low-key obsessed with time management. You also probably know that I'm not stingy with my time, especially when it comes to helping others in need. These seemingly opposed attitudes can cause some serious friction for me. If you'd like a deeper exploration of how I'm managing that friction (hint: my therapist rocks), drop a comment below and if there’s enough interest I will prioritize writing a post about how I am learning to set better boundaries around my time without feeling like an a##hole. See what I did there? I brought my time management skills to bear on my emotional well-being and my desire to help others. Now, back to the topic of the day: time-saving keyboard shortcuts.

Let's start with some perspective

Using keyboard shortcuts isn't going to revolutionize your workflow to the point where you're going to be able to 10x your productivity overnight. We're talking about time savings in the neighborhood of fractions of a second per action. However, those fractions of seconds add up to minutes which add up to hours and those hours can be put back into play to do more productive things for your physical, mental, and financial well-being.

I could look at the time savings like this:

• Average time saved per day = 1 minute

• 5 work days per week

• 52 weeks per year

• 4.3 hours saved per year

Conclusion: Meh. Hardly worth the effort to learn keyboard shortcuts

However, I’m less concerned about the total hours per year and more about what I can do with that daily minute. While I was drafting this post my task timer reminded me to take a break and in 1 minute I did a set of pushups and a set of body weight squats. Is my 1-minute workout going to get me shredded? Hell nah. But math is math.

1 min exercise > 0 min exercise

I actually do this mini-workout several times a day as part of my implementation of the Pomodoro Technique. Whatever little positive things you do with your reclaimed time, it’s better than doing nothing. 

And now for the shortcuts

Alt+Tab (Windows) or Cmd+Tab (Mac):

Quickly switch between open applications. If you’re not already using this one on the regular I don’t know what to tell you. “Welcome to computers,” I guess. This one’s been around since forever. It’s a must-do when you're multitasking and need to jump between different programs.

Cmd+Tab in action

Ctrl+Shift+T (Windows) or Cmd+Shift+T (Mac):

Reopen the last closed tab in your browser. This is a great way to recover accidentally closed tabs. 

Bonus tip: This also works to restore a recently closed tab group in Google Chrome. 

Restore your last closed tap instantly!

Ctrl+Shift+V (Windows) or Cmd+Shift+V (Mac):

Paste without formatting. This one is a huge Time Saver when copying and pasting stylized text from a document or web page into a WYSIWYG editor or slide deck.

Effortlessly match formatting, font, etc!

(Mac-exclusive Bonus Shortcut) Optn+Cmd+H:

Hide all but the active app. Desktop too cluttered with a gazillion open apps? Kapow! This shortcut tidies up everything but what you want to see.

Begone, clutter!

Wrapping it up

Obviously, these shortcuts just scratch the surface of what’s available to you. I make it a point to discover and implement keyboard shortcuts for as many of my frequently-used actions as possible. The list keeps growing! I’m dying to know what your faves are and how you’re using the regained time. Drop a note in the comments.

Unlearning the 9 to 5 Mindset: A Solopreneur’s Journey

The 9 to 5 schedule has long been my default. Like many office workers, the transition to hybrid or fully remote work was a shock to the system for me. After the initial adjustment period I began to seriously question whether this rigid structure was still serving me. Shifting from a traditional office setting to working from home can be freeing, but it also presents unique challenges. I was surviving, yes, but I wasn’t anywhere near thriving. To thrive in a remote environment, I needed to unlearn the 9 to 5 mindset and embrace a new way of working that prioritizes flexibility, productivity, and balance. In this post, we'll explore the advantages and drawbacks of working from home, offer solutions to common challenges, and share tips for building a balanced, productive workday.

The Advantages of Working from Home

If you’re new to remote or hybrid work, I’ll briefly run down the pros and cons. If you’re already familiar with the plus side of working from home, feel free to skip ahead to the Drawbacks section below where I offer some potential solutions to them. 

1. Flexibility to Work During Peak Productivity

Remote work allows you to tailor your schedule around your most productive times. Some people thrive early in the morning, while others hit their stride in the afternoon or evening. By identifying and working during your peak productivity hours, you can accomplish more in less time, making your workday more efficient and enjoyable.

2. Reduced Commute Time

Eliminating the daily commute is one of the biggest perks of working from home. You can say goodbye to long hours spent in traffic or crowded buses/trains and reclaim that time for activities that improve your well-being, like exercising, having a leisurely breakfast, or simply enjoying a slower start to your day.

3. Enhanced Work-Life Balance Opportunities

Remote work offers a unique chance to weave personal time into your day. You can take breaks to walk your dog, run errands, or spend time with family without being tied to a desk in a traditional office. This flexibility can significantly enhance your overall well-being and help you feel more in control of your time.

The Drawbacks of Working from Home (and How to Solve Them)

1. Blurred Boundaries Between Work and Personal Life

The Challenge: When your workspace doubles as your living space, it can be hard to "switch off" from work. You might find yourself checking emails after hours or feeling like you're never truly off-duty, leading to burnout.

Solution: Establish clear boundaries between your work and personal time. Designate a specific area of your home as your "office," even if it’s just a corner of a room, and make it a habit to only work in that space. When your workday ends, physically leave that area and avoid returning until the next day. You can also set firm start and end times for your workday and communicate these with your colleagues, so they know when you’re unavailable. Having a ritual to close out your day—like shutting down your computer, going for a walk, or changing into different clothes—can also help signal the transition from work mode to personal time.

In Practice: I’m very fortunate to have a home that affords me both an office for mostly admin work and a studio for more creative work. So, I have few problems physically stepping away from work. However, the line between work and recreation was still very fuzzy for me since I do both administrative and creative work in service of my hobbies. As a solopreneur with workaholic tendencies this lays some pretty enticing traps in my path. Since I have neither a boss nor colleagues with whom I work on a daily basis, one thing I did was institute meeting-free days. If I do plan any meetings on those days they are exclusively social in nature and as often as possible in-person, a chance to catch up with friends and family. I leaned heavily on my time management skills and tools and scheduled tasks and projects that needed longer blocks of focused, uninterrupted time for those days. I also set aside the last two hours of my Friday (a meeting-free day, BTW) as a block of time to reflect on the week and plan the week ahead. This allows me to transition into the weekend without those “did I do X?” splinters in my mind. 

2. Feelings of Isolation

The Challenge: Without the social interactions of a traditional office, remote workers may feel isolated or disconnected from their colleagues. This lack of face-to-face contact can make it harder to build relationships and stay motivated.

Solution: Make a conscious effort to stay connected with your team. Schedule regular video calls for work-related check-ins and consider setting up virtual coffee breaks or casual chats to replicate the social aspect of the office. Joining online communities or coworking spaces (even if they're virtual) can also provide a sense of connection and help combat feelings of isolation. If you’re missing the social buzz of an office, try working from a café or a library once in a while to be around people without the pressure of engaging in deep interactions.

In Practice: You might not believe it from my presentation on camera or even in-person but I lean pretty far into the introverted end of the intro-extro spectrum. So, working in a café or co-working space isn’t really my speed. I’m also highly distractible. I have to work with my office blinds closed because I just can’t ignore the birds and squirrels who are constantly darting about outside. Nevertheless, the switch to fully remote work during the pandemic hit me pretty hard. I realized, years later, that there is a profound difference between the restorative, self-imposed isolation into which I am fortunate to be able to occasionally retreat and the disorienting sudden isolation of a pandemic lockdown, or a layoff for that matter. At my last job one of my colleagues initiated a weekly hour-long Zoom hangout session where we could drop in and catch up and it was great while it lasted. Sadly, it petered out pretty quickly - within a month or so - as the demands of a chaotic adjustment took precedence over self-care in the form of casual connection. Pretty soon I was the only one in the room most Mondays. If you and your teams have been successful with this type of virtual water cooler I’d love to hear about it in the comments.

3. Difficulty Staying Focused

The Challenge: Home is filled with distractions, from household chores to family members needing your attention. Without the structure of an office environment, it can be challenging to stay focused and productive throughout the day.

Solution: Establish a daily routine that includes dedicated work blocks and break times. The Pomodoro Technique—working for 25 minutes, then taking a 5-minute break—can help maintain focus and prevent burnout. Creating a to-do list each morning with your top priorities can also help you stay on track. Added bonus: looking at all those crossed-off tasks at the end of the work day can be a great mood boost! To minimize distractions, communicate your work hours to anyone you share your home with and consider using noise-canceling headphones or apps that block distracting websites during work hours. If possible, set up a separate, quiet workspace that minimizes interruptions.

In Practice: Pomodoro FTW! I love this tool so much. (Note: just as I started writing this section my pomodoro timer chimed. BRB) Due to my aforementioned workaholic tendencies I adopted the Pomodoro Technique before the move to remote work in an attempt (unsuccessful, unfortunately) to stave off burnout. I use an app to not only create and implement the work and rest periods of my day but also to generate reports on how much time I spend on the different categories of work that I need to engage in as a solopreneur. Examples of these categories include:

• Ops

• Bookkeeping

• Marketing

• Sales

• Course Development

• Professional Development

Spitting out these reports in pie chart form every so often gives me insight into areas of work that could use better automation, research and/or training. 

One thing that I learned the hard way is that, due to my background as a writer and the nature of my work being highly verbal, it’s nearly impossible for me to listen to music that has lyrics while I’m working. I get lost in the poetry and trains of thought are violently derailed. On the upside, I have rekindled my love for instrumental jazz. Check out my playlist of faves for a taste. 

How to Unlearn the 9 to 5 Mindset

The traditional 9 to 5 schedule was built for a world where everyone needed to be in the office simultaneously. But in a remote or hybrid setting, you have the flexibility to create a schedule that works best for you. Here’s how to start unlearning the 9 to 5 mindset:

1. Track Your Productivity Peaks

Keep a simple log of when you feel most productive and focused during the day. Over a couple of weeks, you’ll notice patterns—times when you’re in a flow state versus when you’re easily distracted. Use this information to schedule your most challenging tasks during your peak productivity times and save less demanding tasks for when your energy dips.

2. Embrace Flexibility with Boundaries

While remote work offers flexibility, it’s important to set clear boundaries to protect your personal time. Experiment with different work schedules, like starting early and taking a long midday break, or working in the evening if that’s when you’re most productive. The key is to find a rhythm that suits you while maintaining clear start and end times to prevent overworking. This is not a set it and forget it thing. The goal is not to create a once and for all schedule. Rather, approaching this observation as a mindfulness exercise can help you become more tuned in to your body’s natural rhythms. Since these rhythms are constantly in flux, so will your work schedule need to be to some degree. Know thyself! There are some days when I’m fired up in the morning and then crash somewhere around 3pm. Other days I’m slow to start and then amped until 4am. I use a project management platform that auto-schedules my tasks for me based on deadlines and then auto-updates those tasks as I complete them (or skip them). In those Friday reflect and plan sessions I mentioned previously I come up with the plan for the week but I keep in mind the old saying “No plan survives first contact with the enemy”. 

3. Integrate Wellness and Personal Time Into Your Day

The freedom of remote work allows you to incorporate activities that enhance your well-being into your daily schedule. Here are some ideas:

• Start your day with a wellness routine: Whether it’s a morning walk, meditation, or a workout, starting your day with a focus on wellness can set a positive tone.

• Take regular, intentional breaks: Use breaks to stretch, get some fresh air, or step away from your screen. Consider scheduling longer breaks for activities like running errands, spending time with family, or pursuing a hobby.

• End your workday with a closing ritual: Whether it’s logging off and going for a run, cooking dinner, or enjoying a relaxing activity, having a consistent way to wind down can help you transition from work mode to personal time.

Achieving a Healthy Work-Life Balance

Shifting away from the 9 to 5 mindset involves recognizing that productivity is not about clocking in hours but about achieving results. Focus on what you accomplish rather than how long you spend working. Set clear, achievable goals for each day, and allow your schedule to adapt to your natural energy levels.

Maintaining a healthy work-life balance is crucial in a remote environment. Don’t be afraid to take advantage of the flexibility that working from home offers. The key is to create a structure that allows you to blend work and personal time in a way that enhances your overall quality of life.

Final Thoughts

Unlearning the 9 to 5 mindset is an ongoing journey, but it’s an opportunity to redefine what your ideal workday looks like. I’m nowhere near “figuring it out”, but by embracing the flexibility of remote work, addressing common challenges, and prioritizing a healthy balance between work and personal life, I’ve taken some big strides towards creating a schedule that truly works for me. 

Remember, the goal isn’t to replicate the traditional office schedule at home but to build a new routine that maximizes your productivity and well-being. Explore, experiment, and find what works best for you—your perfect workday might look nothing like the standard 9 to 5, and that’s a sign of progress! I’m fond of reminding folks: The old normal didn’t work, so f*&k going “back to normal”. Let’s go forward to better!

What aspects of the 9-5 mindset are you still clinging to? What adaptations have you made to your work schedule that have helped you be more productive or moved you towards a more balanced, wellness-filled balance of work and play?

Manage your time to manage your stress

If you’re like me it probably feels like there are never enough hours in a day or days in the week to fit everything in. And, like me, you may have tried some time management tools, productivity hacks, training or coaching or even therapy if your overwhelm is really bad. Even though I was knocking out tasks and projects at a superhuman level, according to witnesses, this feeling of never being able to get to a good stopping point led to a downward spiral. I stopped having the energy to do the things that I love to do outside of work like making music, martial arts, and playing with friends. The problem is that I need all of those things to create some sense of release and balance in my life. Instead, I found myself insomniac AF, mind racing on all the things I needed to achieve in the next day, week or month.

The good news is, I found tools and tactics that work

It took a pretty major burnout and some tough conversations with my then boss and my therapist for me to realize and begin to articulate that I was on an completely unsustainable path. The thing is, I love being the superhero and, hell, I even love to work. I can’t count how many times I’ve pulled a 12-15 hour day and felt great about it, especially in work environments where we were offered a flexible schedule and I could make up the time elsewhere when whatever crisis or not-to-be-missed deadline was in the rearview mirror. For me, though, this workaholism coupled with a people pleasing nature started to get really tricky to manage when I started to operate at the executive level. And, yes, my dear freelancers I consider you to be in this category. The good news is, I found some tools and tactics that work for me. I hope they’re helpful to you as well.

Track everything

One thing you’re probably already doing is creating to-do lists and they certainly have their utility. But are you tracking how much time it takes to complete all those tasks? In my opinion, you really should be!

Reason #1 - keeping track of your time is a great way to identify opportunities to improve efficiency through automation, additional training or outsourcing.

Reason #2 - adding the time dimension to tasks is essential to make sure you’re pricing your time correctly.

Reason #3 - there’s this thing called the Pomodoro Technique that has been shown to increase focus and productivity by breaking work down into smaller sprints instead of a marathon slog where you forget to eat lunch. Been there, done that, bought the t-shirt, never going back.

Focus on what matters

This one is pretty cool. It’s a little old school but the classics never die. Ever been sitting at your computer with an overflowing inbox and a mile-long task list and get that deer in the headlights freeze? I can certainly relate to this version of decision paralysis. Enter the Eisenhower Method. Broadly speaking this method helps you to compartmentalize different types of work by assigning them an importance and an urgency. What you get is a decision matrix like this:

Image by Rorybowman - Own work, Public Domain, https://commons.wikimedia.org/w/index.php?curid=2135450

The philosophy behind the Eisenhower Method is that if we spend more time on the things that are “Important and Not Urgent” (think big picture planning and long-term projects), fewer things rise to the “Important and Urgent” status, also referred to as “Putting out fires”.

I asked on Quora a while back what things should go in the “Not Important and Urgent” quadrant and a helpful commenter replied that they use that quadrant for things they should delegate. This user was interpreting that lower left quadrant as “Not Important TO ME but Urgent. I like that twist when working with teams. I like the example above, too, because it helped me to think about how to create a work environment that is more focused. I’m as distractible as Dug, the dog from Pixar’s Up, so open-concept or co-working environments really don’t work for me. Even when I’m working from home I literally jerk my head towards the window every time I see a squirrel run by from the corner of my eye. I just can’t help it. What I do to control my work environment, besides closing the blinds when I need to focus, is turn off all social media notifications and assemble my personal and business email tabs into a tab group and then collapse it. 

Use a scheduling tool for meetings

I’ve used Acuity in the past and now use Calendly for scheduling calls and meetings but Google Calendar is good enough to get you started, provided the majority of your calls and meetings are with Google users. Using these tools has greatly reduced interruptions and unscheduled calls. No more phone tag and no more losing your train of thought when the phone rings in the middle of your carefully cultivated flow state.

Last tactic: Try, Troubleshoot and Tweak 

Try out one or more of these tools and tactics and commit to using them for 30 days. That’s how long, on average, it takes for a person to adopt a new habit. It can be really easy to try something new and then flake out when the going gets tough, even when you’re pretty convinced that that new habit will have long-term benefits.

Troubleshoot any barriers to adoption that you encounter along the way to see if you just need to change either your mindset or the way you’re implementing (or both). Not every tool or tactic is useful to everyone and I certainly ran into my share of false starts and roadblocks before settling on the suite that I use.

Tweak the way(s) that you’re implementing your selected tools and tactics and continue to take note of any hiccups. Rinse and repeat.

Bonus tip: Celebrate your successes

As a small ritual I have set aside the final 2 hours of every work week with a block of time called Reflect and Plan. Carving out this time helps me look back on all the accomplishments of the week. With that done, I’m better able to let go of any guilt or stress about the things I didn’t get around to. I bust out that crossed off to-do list and marvel at my productivity. I also use this time to look ahead to the next week and figure out how to catch up on anything that slipped through the cracks as well as dedicate time to new tasks. As I close up my laptop for the week I can sail into the weekend without my brain buzzing about all the things I’ve been juggling. Well, most of the time. It’s important to remember that this is a living process and some weeks will end with more wind in your sails than others. However, I can say with confidence that taking time to manage your time will reduce confusion and stress and help you enjoy the precious time with friends and family more, thereby reducing stress even further.

Want to get hands-on? Head over to our training site to find upcoming offerings of our Time Management for Creatives workshop. You can also sign up for our mailing list to be first to know about our other courses and get exclusive subscriber-only content and coupon codes delivered right to your inbox.