You write 3 sentences on your newsletter.

Opening Instagram.

Watching a funny video that your friend sent you.

Three minutes in, and you're emotionally invested in a turtle aggressively biting a watermelon for no reason.

Time has passed, and you decide to go back to your blank, empty pages waiting to be filled with words.

You write 5 more sentences.

*Email Notification*

You decide to switch your focus to the email, it could be important, right?

Turns out to be a "Last chance! 🚨 Your 10% off coupon expires in 24 hours!" for a website you visited once in 2019 and have no recollection of.

You've now invested 60 minutes and have 8 sentences written on your newsletter.

Now, It's time for lunch…

This used to be me, and I guess you can recognize yourself in it too.

You're always busy but rarely productive.

You can’t focus on a task for more than five minutes before getting pulled away by notifications or more tempting distractions.

After a long day and countless hours in front of the computer, you feel tired. It feels like you've done a whole day's work, but in practice, you didn’t get much done.

To be clear, I started my writing journey some months back, and I haven’t actually been unproductive with it.

But I used to spend hours on other tasks and projects, getting nothing done.

I measured my time instead of progress and results.

The reason you're reading this newsletter is that I found a way to create a system around my writing and all the other projects I have.

I'll show you, in simple ways, how you can get tasks done without the need to sit for hours, and still enjoy turtle videos on Instagram, laughing with your friends, if you’d like.

The Productivity Trap

Every day feels like a marathon you can’t finish. No structure, no roadmap, no finish line.

You’re busy from the moment you wake up until you finally collapse into bed, yet your to-do list remains untouched.

The hours slip by, leaving you exhausted and strangely unfulfilled.

You tell yourself, "If I only had more time, things would be different."

But time isn’t the problem. It’s your lack of a system.

I know this because I’ve been there.

When I first started learning to develop apps, I thought I was productive.

I’d spend hours every day trying to learn coding, writing a few lines of code, and then scrolling Instagram or chatting online to "take a break". I measured my productivity by how many hours I spent at my desk.

I thought hustle was the answer. Six hours, eight hours, even ten hours. But after a year, I had nothing to show.

Sure, I learned a little coding, but I didn’t have a working app. I was stuck in a loop of feeling productive but never making real progress.

The problem wasn’t my effort. It was my lack of focus and clarity.

Imagine doing this for five years.

You’d be drained, frustrated, and questioning why you even started. And time doesn’t wait for anyone.

If you’re stuck in this loop, I want you to know there’s a way out.

You don’t need to work endless hours or give up everything you love.

What if you could finish your most important task in just 30 minutes, without stress or distractions?

Imagine having the energy and focus to enjoy the rest of your day while knowing you've made real progress.

Let's dive into it.

The Myth of Multitasking

Have you ever tried to multitask?

Trying to do several tasks at the same time?

Answering emails while talking on the phone with your colleague?

Jumping from Slack to WhatsApp and then into writing code?

Your brain isn’t designed to multitask.

Studies show that multitasking can reduce productivity by up to 40%.

Each time you switch between tasks, your brain needs extra energy and time to refocus, slowing you down and making you less effective.

Imagine a chef trying to cook several dishes at the same time.

Chopping vegetables, seasoning meat, stirring a sauce, and baking a cake.

Instead of focusing on one dish and getting it just right, they jump between all the tasks.

The sauce burns, the cake doesn’t rise, and the vegetables end up forgotten.

When you multitask, it’s like that chef, nothing gets done properly, and the results fall short.

You might feel productive during the time you do it, but at the end of the day, you'll still don't have what matters most, the results.

I’ve been there.

Some days, I’d sit down to work on a task, but I’d find myself chatting with people, checking emails, and switching between tabs.

At the time, I thought I was being productive, but in reality, I was like that stressed-out chef.

By the end of the day, I felt drained, scattered, and frustrated. My mind was all over the place, and my work wasn’t efficient.

It felt like I was lost at sea, navigating aimlessly without a clear destination.

Then, everything changed when I created a system for my daily plans, a way to focus on one task at a time.

Here’s what I noticed almost immediately:

• I felt accomplished at the end of the day.
• I had more time to rest, relax, and have fun.
• My mind stayed clear and calm after each task.
• Staying in flow let me enjoy the present moment more deeply.

It wasn't just a system to boost my productive, but more importantly, helping me feel better while doing it.

The Power of Time Blocking and Deep Work

If you’re an entrepreneur like me, you might have several projects you're working on at the same time.

I have my startup where we’re building a mobile application, I’m writing newsletters like this one, and I’m creating digital products and solutions to problems just like the one we’ve been discussing, feeling unproductive and not getting things done.

Now, imagine having 1-2 tasks for each project every day. That's around 3-6 tasks that need to get done.

What happens to these tasks if they're not assigned to specific days or blocked into your schedule?

That’s right, half-done.

No structure. No flow. No progress.

You become that stressed-out chef in the kitchen, showing up every day without a clear goal, trying to juggle several dishes at the same time.

What happens? Everything burns, turns out half-done, or needs repeating the next day.

By the end of the week, you’ve got customers starving on the floor.

You might feel productive while doing it, but you’re not getting anywhere.

Without clear time boundaries, your day feels chaotic.

Here’s how you can effortlessly turn your tasks into blocks of focused work, like a perfect game of Tetris.

Later, I’ll share a free template that walks you through my system, step by step, to help you implement these strategies with ease.

Time Blocking: The Art of Time Management.

Time blocking is a simple yet powerful method to structure your day.

Here's how it works:

You start with your projects and goals. For each project, list the tasks you want to accomplish for the week.

Some tasks might repeat weekly, for example, writing one newsletter a week for me.

The night before, or in the morning, review your task list and assign specific tasks to your day.

Flexibility is key here. We all have different schedules, workflows, and commitments. You might estimate that a task will take 30 minutes but find it needs more time.

The trick is to stay open to change. Be flexible and avoid stress when things don’t go exactly as planned. Because life is unpredictable, fixed schedules can create unnecessary stress. Flexibility allows you to adapt while still staying on track.

The same principle applies to time blocking.

I’ve refined my workflow many times over the past few months. What matters is getting the work done, even if the next week’s schedule looks completely different.

When you assign a task to your daily schedule, block out specific time for it. How much time you allocate depends on you. I can’t tell you the exact duration for each task, but I can share how to use time blocking effectively.

How Time Blocking Works in Practice

Let’s say you have six tasks across four projects:

• Writing a newsletter (60 min)
• Creating a product (45 min)
• Writing X posts (30 min)
• Answering emails (30 min)
• Managing social media for your product (45 min)
• Other important tasks (30 min)

For each task, assign it a specific time slot during your day. Think of it like building a perfect block in Tetris, each task fits neatly into your schedule.

As you can see in the image above, we've assigned each task a time slot during the day.

When you wake up the next day, everything is planned out. You know exactly what to do and when to do it.

By the end of the day, you’ll have made progress on multiple projects, moved the needle forward, and built momentum.

Time blocking simplifies decision-making, helps you tackle priorities, and prevents burnout. It lets your brain focus on one thing at a time.

Multitasking drains energy and reduces the quality of work. Blocking out time creates a mental boundary that protects your focus and keeps you on track.

And yet, time blocking alone isn’t enough. There’s one missing ingredient to make it even more effective: deep work.

In the next section, we’ll explore how to stay fully focused during your blocked time.

Deep Work: How to stay focused

Focus is a muscle.

Just like going to the gym, you train it by showing up consistently and building strength over time.

You start small, with what you can handle, and work your way up.

When it comes to time blocking, combining it with deep work is essential.

For every task you assign to your day, you commit to focusing solely on that one task.

When the clock starts, nothing should distract you:

• Have an idea? Write it down and deal with it after.
• Remember something important? Handle it after.
• Feel the urge to check Instagram? It can wait.

The Rules of Deep Work:

1. One Task Only
2. No Phone
3. No Distractions
4. No Outside World

Everything else can, and must, wait until the task is done.

Most people struggle to focus for long periods, and that’s okay.

Deep work is a skill you can train.

When I started, I could barely focus for 15 minutes on some tasks.

But the sense of fulfillment and accomplishment afterward, knowing I showed up and moved the needle forward, motivated me to do more.

With time, I increased the length of my sessions.

Today, I mix it up.

For writing, I prefer 45-minute sessions, sometimes 60.

If I fall behind on a task like my newsletter, I adjust.

On weekends, I might schedule two 45-minute sessions to catch up.

As I write this, I’m 40 minutes into my first of two sessions this Saturday, and hopefully, you’ll be reading this on Monday.

Start Small, Stay Flexible.

If you can’t focus for more than 15 minutes, start there.

The key is to give yourself room to improve and stay flexible.

Some days, life happens, you wake up late, or something unexpected comes up.

That’s where flexibility matters.

Move your blocks around or delete a few if needed.

What’s important is that when you start a block, you fully commit to it.

Treat it as your sacred zone, a space where nothing and no one, not even yourself, can disturb your focus.

Over time, you’ll notice it becomes easier to enter a state of flow. You’ll feel more efficient, happier, and less drained after your sessions.

By the end of the week, when you look back, you’ll see progress.

You’ll also learn how much time each task truly needs through experience. So don’t stress, stay curious, open, and flexible.

Some days, unexpected things come up, or I wake up later than planned, especially on weekends when I have more flexibility. On those days, I don’t stress about assigning exact time slots for each task. Instead, I know which tasks I want to work on, like writing my newsletter or developing a digital product.

When I’m ready to sit down, I simply set a 30-minute timer and focus on one task during that block. It’s not tied to a specific hour, it’s about showing up and giving my full attention during those 30 minutes.

You can use a Pomodoro timer or any timer you prefer, the goal is to make it easy to start and stay focused.

This approach helps me stay productive even when life feels a bit unstructured. It’s a reminder that time blocking doesn’t have to be set in stone, it’s a tool to help you create flow, not stress.

Now that you’ve built the foundation with time blocking and deep work, it’s time to combine them into a practical daily system that ensures steady progress: the 30-Minute Flow Frame.

The 30-Minute Flow Frame: A System for Progress

You’ve learned the importance of time blocking to structure your day and deep work to maintain focus during those blocks. Now, let’s combine these principles into a practical system that works for your unique schedule.

The 30-Minute Flow Frame is designed to simplify your daily planning, boost your productivity, and ensure you stay on track with your goals, all without feeling overwhelmed.

To be clear, 30 minutes is just a guideline. You’ll have different lengths of blocks depending on your tasks, goals, and available time. The idea is to create a flexible framework that fits your life and maximizes your results.

Let’s break down the steps.

1) Planning Weekly Goals for Each Project

At the end of every week, Sundays, for example, spend some time reviewing the progress and setbacks from the past week. Use this reflection to adjust and optimize your plan for the upcoming week.

Plan out the tasks you want to accomplish for each project.

Keep it simple and realistic: 1-2 tasks per project per day is usually enough.

If you complete all your tasks early, you can always pull in tasks from the upcoming week.

Example, if you’re working on three projects, your weekly goals might look like this:

• Project 1: Write one newsletter and outline the next.
• Project 2: Create product graphics and finalize launch copy.
• Project 3: Engage on X daily and schedule two posts.

By keeping your to-do list minimal, you’ll avoid overwhelm and focus on what matters most.

2) Assigning Daily Tasks and Time Blocking Them

Each night before going to sleep, make it a habit to spend a few minutes assigning tasks from your weekly plan to the following day. Allocate a specific time block for each task.

Experiment with different durations for your blocks to see what works best. Some tasks might need 30 minutes, others 45 or even 60. The key is to have a clear plan to follow so you can start your day with focus and direction.

Example Daily Plan:

• 8:00–8:30: Write newsletter introduction.
• 9:00–9:45: Design product mockups.
• 10:00–10:30: Respond to emails.
• 11:00–11:30: Engage on X.

The most important part is that you have a system, one that ensures results and progress, while preventing you from drifting aimlessly.

3) Deep Work to Create Focus and Momentum

When you wake up in the morning, your day is already planned. All that’s left is to show up during each time block and give your full energy and attention to the task at hand.

Deep Work Rules:

• One task at a time.
• No phone, notifications, or distractions.
• No jumping between tasks.

If unexpected events disrupt your schedule, stay flexible. Simply move or adjust your blocks as needed. The goal is not perfection but consistent progress.

Over time, you’ll notice that this combination of time blocking and deep work creates flow, reduces stress, and gives you a clear sense of accomplishment.

By combining time blocking and deep work into the 30-Minute Flow Frame, you create a system that helps you stay focused, productive, and consistent without burnout.

More doesn't equal better. But working with intention and focus does.

To make it even easier, I’ve created a free template that shows you exactly how I use the 30-Minute Flow Frame in my own workflow. Inside, you’ll find:

• A step-by-step guide to set up your weekly and daily plans.
• My personal workflow as an example to inspire your own.
• Tools and tips I use to make planning seamless.

Download the free template here and start building your own 30-Minute Flow Frame today.

But what happens when your projects feel overwhelming or your to-do list keeps growing?

In next week’s newsletter, I’ll share how to break down big projects into manageable steps, structure your week for success, and create a planning system that keeps you moving forward, without stress.

I'll also expand and update the free 30-Minute Flow Frame template with more details and tips.

Until then, start creating your flow with time blocking and deep work.

I’ll see you next week!

-Tomas