How much time on task do you actually need for your work? If you’re like most academics, you probably underestimate it significantly. We have a tendency to be overly optimistic about task duration, leading to packed schedules and constant stress. And when we consistently underestimate task duration, we set ourselves up for a day of constant pressure and inevitable disappointment.

Understanding your real time on task

Here’s a simple solution: whatever time you think a task will take, add 30% more. If you think grading those assignments will take two hours, block out two hours and forty minutes. Planning to spend an hour on lecture prep? Make it an hour and twenty minutes.

This isn’t about padding your schedule – it’s about being realistic. When you give tasks the time they actually need, three things happen:

• You stop feeling rushed and behind schedule
• You create space for the unexpected
• You end your day feeling accomplished rather than frustrated

And here’s the best part: if you finish early, you’ve just created a small pocket of bonus time. Use it to take a proper break, start the next task early, or simply breathe.

By building more realistic time estimates into your schedule, you create the mental space needed for thoughtful, high-quality academic work. This approach aligns perfectly with calm productivity – it’s not about doing more, but about doing what matters in a sustainable way.

Want to learn more practical strategies for managing your academic workload? Explore the Time Management for Academics course and discover how to create space for what matters most.