It is fascinating to observe how time management, stress, and burnout are worsening in the age of AI and automation. Although technology contributes to data overload and constant connectivity, the solution may lie in finding balance—leveraging AI to boost productivity and help you strengthen healthy habits without sacrificing control or risking burnout.
Lucy Paulise initially posted this article @Forbes.
According to research from the American Institute of Stress, 83% of U.S. workers report experiencing daily work-related stress, with 39% attributing it primarily to their workload. Effective time management then should focus on smarter work practices to reduce overload, can AI help you?
Generative AI and Time Management
Generative AI tools like ChatGPT, Gemini, and Copilot represent significant advancements in the everyday use of AI. You may use ChatGPT to write emails and answer challenging questions or Grammarly to check your writing, but AI is much more than that. AI tools can help reshape how you prioritize, execute work, make decisions, or connect thoughts. From smart scheduling apps to intelligent automation systems, these tools can help you optimize your time and focus on high-impact tasks.
Below, I will share some ideas on how you can manage your time more effectively:
1) Smart Scheduling
Everyone should have an AI-powered calendar assistant or task management tool to help them organize their day efficiently and minimize unnecessary meetings. Look for one that allows them to plan their day, blocking time for the more important tasks.
For example, tools like Calendly or Google Appointments allow you to share a link to schedule a meeting for free if you choose a basic plan. You can pre-block “power time” to focus on high-priority tasks and avoid meetings at that time; additionally, you can set 15-minute buffer periods between appointments to avoid back-to-back meetings or only schedule 45-minute meetings. Sunsama automatically prompts a routine at the beginning and end of every day, helping you focus, plan day by day and prioritize.
2) Automating Low-Value Tasks to Focus on What Matters
By automating repetitive tasks, you can reduce mental fatigue and focus on tasks that require critical thinking and creativity. Some examples include:
Email Automation
AI tools can sort emails, categorize them, or even respond to simple requests, helping you maintain an empty inbox without spending hours.
Data Entry Automation
Tools like Zapier can automatically group tasks, add emails to your task list, move tasks from your to-do list to your calendar, automate reminders and set do-not-disturb settings across apps like Slack, Google Tasks or Jira. Organizations are using AI agents to support numerous business functions like customer support, supply chain optimization or demand forecasting.
3) Workload Management
AI-driven platforms can help you suggest priorities based on deadlines and project complexity, AI tools like TimeHero can analyze your daily tasks, calendar, and work habits to recommend which tasks need immediate attention, helping you make data-driven decisions about how to allocate your time.
For instance, you can share your to-do list with ChatGPT and ask to suggest what tasks should be tackled first based on deadlines, importance, and estimated time requirements. This eliminates decision fatigue and ensures your energy is spent on the most impactful work. Decision fatigue can also show up when you write an important email, so use your favorite AI tool again to avoid overthinking: with the prompt “improve,” you will have a cleaner version.
4) Avoiding Digital Overload
Last, there’s also the risk of becoming overwhelmed by technology, which prevents many people from actually trying these tools. It is all about being aware of how we use them and learning to use them strategically without becoming overly dependent on them by considering the following:
Use AI for Deep Work
AI should help you stay focused. Use your time management apps to remind you to block time for deep work every day. Deep work gives you a sense of inner satisfaction and a dopamine boost that can energize your day. Automate turning off notifications during deep work (Zapier can automate this if you set the right prompt). I always prefer to keep them in “do not disturb” mode so I can decide when to check them.
Set wrap-up times
If you spend too much time on one task, use timers. The Pomodoro timer is very useful in this case. Sunsama also offers an in-app timer that reminds you to wrap up your day.
You can even use AI to help you improve your sleep to better recharge for the next day. Oniri is an app that utilizes AI to make it easier to remember, understand, and control your dreams, increase creativity, problem-solving skills, and enhance your mood.
Time management in the age of AI and automation is about working smarter, not harder. By embracing these technologies, you can streamline your workload, reduce stress, and focus on what truly matters in your career. The key is balance—using AI to enhance your productivity without losing control or burning out. Take a week to observe how you work, identify your ideal “power time” and ‘wrap-up” time, and ask ChatGPT or Gemini to help find the best tools and automation platforms to work around your style.
If you’re feeling overwhelmed and need personalized support to streamline your time management and boost productivity, consider one-on-one coaching. As a certified career coach, I help high-achieving professionals develop practical strategies tailored to their unique needs, from timeboxing to overcoming burnout. Let’s work together to help you achieve your goals with less stress and more confidence. Schedule your first session here.
