3 Time-Management Strategies Teachers Swear By for the 2025/26 Academic Year
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As the 2025/26 academic year gets underway, many educators are facing the same challenge: too much to do and not nearly enough time to do it. Between teaching, grading, research, administrative work, and supporting students, faculty often feel like they’re running from one task to the next without ever catching up.
The best educators, however, don’t just work harder—they work smarter. They’ve learned to rely on proven time management tips and skills that protect their energy and allow them to focus on what really matters: teaching well and advancing their research.
Here are three of the most effective time management strategies faculty are using right now to stay organized, reduce stress, and reclaim their time.
1. Time-Blocking Meets AI: A Modern Approach to Academic Productivity
In 2025/26, educators are embracing an evolution of the classic time management technique: time-blocking. Rather than reacting to tasks as they arise, time-blocking involves intentionally dedicating specific periods of the day or week to particular activities. For academics, this often means:
A block for preparing lectures and materials
A block for grading and providing student feedback
A block for research and writing
A block for administrative responsibilities
By grouping similar tasks together, time-blocking helps reduce the constant ‘switching costs’ associated with moving between different roles, leading to improved focus and efficiency.
The Science Behind Time-Blocking
Research indicates that multitasking can lead to cognitive overload and decreased productivity. A study published in Psychological Science found that switching between tasks can reduce productivity by as much as 40%. By dedicating uninterrupted blocks of time to specific tasks, educators can enhance their focus and effectiveness.
Integrating AI to Enhance Time-Blocking
The integration of AI tools has revolutionized how educators implement time-blocking. Platforms like Notion AI, ChatGPT, and Otter.ai assist in automating repetitive tasks such as drafting rubrics, transcribing meetings, and summarizing student feedback. This automation allows educators to protect their scheduled time and maintain focus on high-value activities.
For instance, instead of spending an entire afternoon formatting handouts, an instructor might use AI to generate the first draft in minutes, leaving more time for fine-tuning the material and preparing to deliver it in class.
Key Takeaway
Time-blocking is about managing your attention. With AI handling repetitive tasks, educators can reclaim their time and focus on the meaningful work that only they can do.
2. The 3 Priorities Rule: Your Academic Lifeline
Educators don’t struggle with time management because they’re disorganized, they struggle because the list never ends. When everything feels urgent, nothing truly gets your attention. Your brain wasn’t built to juggle 27 competing priorities, yet that’s exactly what the job of a teacher demands.
The result? Decision fatigue, fragmented focus, and the constant sense of being behind. That’s why so many faculty turn to the 3 Priorities Rule: a simple, powerful strategy to cut through the noise and focus on what really matters.
Enter the 3 Priorities Rule: Academic Focus Reimagined
Each day, identify just three non-negotiable priorities that will create meaningful progress.
Revise your critical methodology section (not just ‘work on research.’)
Create the conceptual framework for Thursday’s lecture (not just ‘prepare for class.’)
Provide substantive feedback on a fixed number of student research proposals (not just ‘grade papers.’)
Everything else waits. No exceptions.
Why This Transforms Academic Productivity
Research indicates that working longer hours doesn’t necessarily equate to higher productivity. A study by Stanford economist John Pencavel found that employee output declines sharply after a 50-hour workweek and falls dramatically after 55 hours. At a 70-hour workweek, the extra 15 hours yield little or no result.
In academia, focusing on a few high-priority tasks each day preserves energy and improves the quality of your work.
The 3 Priorities Rule works because it:
Harnesses the power of deep work instead of fragmented attention
Creates clear boundaries that protect your cognitive resources
Builds momentum through completed tasks rather than partial progress
Aligns perfectly with how your brain processes complex information
In Lean thinking, the final step becomes the basis for another PDCA cycle, which repeats over and over again.
Key Takeaway
For one week, try committing to your three daily priorities. Complete them before opening your email, attending to minor tasks, or saying yes to new commitments. You’ll start to feel the shift from constant overwhelm to focused progress.
3. Email Batching: The Time Management Tip That Saves Hours Each Week
One of the biggest invisible drains on faculty productivity is interruptions: constant email pings, impromptu messages, and the pressure to be ‘always on.’ According to UC Irvine researcher Gloria Mark, it takes about 23 minutes and 15 seconds on average to fully return to your original task after an interruption.
What Email Batching & Digital Boundaries Look Like in Practice
Set specific email windows: commit to checking/responding to emails only at two or three pre-scheduled times per day (e.g. mid-morning, early afternoon, late afternoon).
Turn off non-urgent notifications: disable POP-ups, badges, or sounds so that your email does not continually pull your attention away.
Use templates or canned responses for frequent student/admin queries (e.g. ‘office hours’ notice,’ ‘assignment reminder,’ etc.). This saves repeated drafting.
Communicate expectations clearly with students, staff, and colleagues about when you’ll respond. Building boundaries prevents people from expecting instant replies.
What Research Shows & Why It Matters
A study from UC Irvine (‘Email Duration, Batching and Self-interruption’) found that people who used batching for email tended to report higher productivity compared to those who were constantly checking/responding.
The same research found that checking email outside of scheduled times makes people feel less productive and more stressed.
Key Takeaway
When faculty adopt email batching and clear digital boundaries, they reduce the mental whiplash of switching tasks, protect blocks of time for deep work, and free up mental energy. It’s a tip that may seem simple but helps you reclaim control over your attention so you can be more deliberate with how you spend your work hours.
Start Small, Gain Big
Time management in academia is about protecting your attention and channelling it toward what matters most. Whether it’s time-blocking with the support of AI, focusing on your three top priorities, or batching emails to reclaim focus, these strategies give educators practical ways to work smarter, not harder.
The key is to start small. Pick one strategy to experiment with during the first weeks of the 2025/26 academic year. Notice how it shifts your energy, productivity, and sense of control. Over time, layering these habits can transform not just your calendar, but your overall experience of teaching, research, and student support.
Effective time management isn’t about doing everything. It’s about doing the right things, well.
