You know when you plan a quick task…and it eats up your whole afternoon?
Like, you stack four “easy” to-dos into an hour window and only finish one.
And you think: “What’s wrong with me? Why can I never get it done?”
Nothing is wrong with you.
You’re just a smartypants caught up in optimism bias.
It’s the gap between what you THINK you can get done and what you ACTUALLY finish in real time.
And it makes you feel behind even when you’re moving.
The fix is not more grit.
It’s a simple process that makes you realistic and your wins repeatable.
Step #1: Scope Smaller Than Your Brain Wants.
If a task is more than 30 minutes, break it down into small slices.
Instead of “Write the proposal,” try:
- Draft outline
- Bullets for each section
- Draft section one
Then, estimate a time to finish each broken-down slice.
Like this:
- Draft outline: 20 mins.
- Bullets for each section: 15 mins.
- Draft section one: 45 mins.
Pro Tip: Add a small buffer to your estimate.
- 10% for familiar work.
- 20-15% percent for new or messy work.
If you’re into realistic expectations, buffers are super important.
They’re protection against context switches, quick checks, and the two minutes it takes to find that file.
Step #2: Put It On Your Calendar and Protect It.
A task list is intention.
A calendar block is commitment.
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Place the slice on your calendar with a start and end time.
Treat it like a meeting with a client.
This is where the magic happens.
This one habit turns wishful planning into an actual plan you can follow.
It also shows you the truth about your capacity today.
It will cause you to either move something else on your calendar or change your expectations about what you can get done.
Some days hold two meaningful slices.
Some hold five.
Seeing that in black and white removes the guilt and the guessing.
Pro Tip: When it’s time to work, reduce friction in the first two minutes.
Silence notifications and clear the desk.
Step #3: Review and Recalibrate.
When the block ends, capture two quick notes:
- How long it took
- What got in the way
If your 30-minute slice took 45…Schedule 45 next time.
Don’t pretend or fool yourself into thinking it will take less time the next go around.
If email derailed you, plan to close the inbox for the first 20 minutes tomorrow.
This is the step people skip, yet it’s where optimism bias loses power.
You’re no longer guessing.
You’re learning your true speeds for writing, analysis, reviews, and approvals.
Share these ranges with your team so expectations match reality.
“This type of client recap takes me 40 to 50 minutes when the data is ready.”
Clear ranges reduce pressure, prevent last-minute scrambles, and make collaboration easier.
The Bottom Line
Optimism bias is normal, but that doesn’t make it helpful.
It’s a planning habit you can upgrade.
- Scope smaller so you can finish
- Schedule the slice so it happens
- And review so you get smarter every week.
Do one 20-minute block today and write down the real time.
Repeat tomorrow.
In a few days, your to-dos will fit your day…
And the feeling of being behind will give way to steady progress.
You don’t need longer hours.
You need honest plans.
xo,
Mridu
PS: If more focus and better planning sound like exactly what you need, let’s talk.
1) Learn about team training here.
2) Explore one-to-one coaching here.
PPS: Share this with someone who could use less stress and become their productivity hero.
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