In a world that never stops moving, time often feels elusive. We juggle work, family, and personal goals—yet somehow, the things we want to do always get pushed aside. Have you ever felt busy all day, only to wonder what you actually accomplished? 

Whether you're preparing for the CDFO exam, leading a team, or simply trying to find time to breathe, let’s explore practical strategies to beat procrastination, increase efficiency, and reclaim time for what is truly most important to you.

Why we procrastinate, and how to break the cycle

Procrastination isn’t laziness—it’s often a response to fear of failure, feeling overwhelmed, or having a lack of clarity. The key is to start small and build momentum. 

At EDS25, speaker Carla Howard reflected on the time management technique known as “Eat the Frog.”  If it’s your job to eat a frog, do it first thing in the morning—it’s likely the worst thing you’ll face all day. The “frog” represents your most challenging task. Tackling it first gives you a sense of accomplishment that fuels the rest of your day.

Break tasks into micro-steps. 

Instead of: “I need to study for the CDFO,” try: “I’ll review one section for 20 minutes.” This micro-commitment lowers resistance and gets you moving.

Time Management Techniques

If frogs aren’t your thing, here are other effective time management techniques:

• Pomodoro Technique:  Work in focused 25-minute intervals with 5-minute breaks. After four sessions, take a longer break. Great for maintaining energy and focus.
• Time Blocking: Schedule your day in blocks dedicated to specific tasks. This minimizes distractions and ensures time is allocated to what matters.
• Eisenhower Matrix: Prioritize tasks by urgency and importance. Focus on what’s important, not just what’s screaming for attention.
• The 2-Minute Rule: If a task takes less than two minutes, do it immediately. It clears mental clutter and builds momentum.

Automate and Delegate

Efficiency isn’t just about doing more—it’s about doing less of what doesn’t matter. What tasks can you eliminate? Ask yourself: Am I being busy, or am I being effective?

• Use automation tools like Zapier, Notion, or Google Calendar to handle repetitive tasks.
• Delegate tasks that don’t require your unique skills.
• Batch similar tasks (like emails) to reduce context switching. (Wearing too many hats hurts your brain!)

Learn to say “No”

Is the task your responsibility, or are you stepping in to be helpful?  Saying no to tasks that drain your time and distract you from your priorities is a vital time management skill.  Learning to say “no” is part of practicing assertive communication and setting healthy boundaries.  If you need to say no, offer an alternative solution. 

What to Do With the Time You Save?

As you advance in your career and leadership, maximizing efficiency empowers you to choose how to utilize your reclaimed time.

• Do another task. Yes, if you’re building momentum towards a goal you've set for yourself.
•  Meditate or journal. Self-care is a way to recharge your mind.
• Travel or explore. Absolutely! A simple walk outside can energize you.
• Stop and smell the roses.   Literally, be present. Living in the moment is powerful.
• Schedule “white space” in your calendar—time with no agenda. White space gives you room to focus and reset, freeing you from constant reactivity, replacing it with intentional, distraction-free time for productive work.

Lead by example

If you’re in a leadership role, your time habits set the tone for your team. Model the following:

• Prioritization over busyness
• Boundaries over burnout
• Purpose over pressure

Empower your team to work smarter—not harder.

Studying for the CDFO? You’ve got this!

If preparing for the new Certificate in Design Firm Operations (CDFO) exam feels daunting, SDA has resources at your fingertips. Join a study group or find an accountability partner. Use the strategies above to break your study plan into manageable pieces, and reward yourself after each session to reinforce the habit.

Time Is a tool—use it with intention. 

Time management isn’t about squeezing more into your day. It’s about making space for what matters most. When you master your time, you reclaim your energy, your focus, and your freedom to enjoy what matters most to you.

You don’t need more hours in the day—you need more intention in the hours you already have. What time management tips have been useful for you? Share them in the comment box below.

Spotlight Resources:

CDFO Information and Application

Online resources:  SDA Blog Article - That One Thing

Rounding out our 2025 National Executive Committee spotlight series is Kim Celenza, Past President of SDA and Marketing Manager at JFK&M Consulting Group in New York. A longtime leader and advocate for SDA, Kim brings a wealth of experience, a sharp strategic eye, and a deep passion for the profession. As Past President, she continues to play an essential role in mentoring leadership, guiding big-picture strategy, and championing the growth of SDA across the A/E/C industry.d reinforcing our reputation as the go-to resource for best practices in the A/E/C industry.

Serving as SDA’s National President was both an honor and a responsibility I embraced with dedication. I’m proud of the progress we made together—advancing key initiatives, strengthening our member value, and reinforcing SDA’s role as the voice for business operations professionals in the A/E/C industry.

Now, as Past President, I remain committed to supporting the organization’s continued success. I look forward to mentoring new leaders, offering historical perspective when helpful, and contributing to strategic conversations that shape our future. It’s an exciting time for SDA, and I’m confident the path forward is bright.

Kim’s passion for growth and excellence continues to shape SDA’s future. Her commitment to clarity, collaboration, and high standards sets a powerful tone for our organization. Inspired by her vision? Help us grow the SDA network—talk about it, share what it’s done for you, and bring a colleague into the fold. Together, we can build something even stronger.

Continuing our National Executive Committee spotlight series, meet Jennifer Greene, Associate AIA, SDA’s National Secretary and Director of Marketing at Ronnette Riley Architect in New York. With a passion for education, ethics, and elevating the role of design firm administrators, Jennifer brings thoughtful leadership and a future-focused mindset to the SDA table. Her commitment to strengthening our professional community is clear—and contagious.

My vision for the future of the SDA focuses on growth, excellence, and strengthening our professional community.

One of our core values is educating members in the disciplines that support design firm administration. I want to enhance and expand opportunities for professional development—through workshops, seminars, webinars—and encourage members to pursue certification as a way to invest in their careers.

I’ll continue working closely with ExCom to implement strategies that attract new members and retain existing ones by offering meaningful benefits: networking opportunities, access to resources, mentorship programs, and career support. I’m committed to fostering a strong sense of community and collaboration across the U.S. and Canada.

I will uphold and promote high ethical standards, encouraging a culture of integrity, transparency, and accountability. I’ll support members in navigating ethical challenges, resolving conflicts, and maintaining professionalism in our field.

Ultimately, I want to reinforce our organization’s position as a dynamic, forward-thinking leader in the industry—one that empowers design administrators to grow and thrive in a changing landscape. I’m committed to driving positive change and helping shape the future of our organization.

Jennifer’s dedication to growth, ethics, and professional excellence is helping shape a stronger future for SDA. Her focus on opportunity and integrity is a reminder of what makes our community powerful. Want to help make that vision a reality? Jump in—whether by pursuing certification, mentoring a colleague, or simply sharing your experience. Let’s keep building this network of support, together.