Flowing Through Time with The Waterfall Approach

Time—is a finite resource, and each week we are all gifted with 168 hours.

Yet, after allowing room for sleep, meals, and mundane daily chores, we are often left with only around 80 or 90 hours of “productive” time.

How often do you find yourself saying, “I have no time!”

In reality, it is not the lack of time, but the lack of time management that leaves us feeling rushed and overwhelmed.

That is where the Waterfall Method of time management comes in—a structured yet flowing approach that allows time to become an ally rather than an enemy. Instead of rigid schedules that drain our energy, the Waterfall Method encourages a gentle progression of tasks, from essential priorities down to more flexible ones, allowing us to move through the day with purpose and clarity.

When we treat time as an enemy, it feels as if it is always slipping away from us. We rush from task to task, feeling behind before we have even begun.

With a simple shift in mindset—choosing to view time as an ally—we can begin to see it as a resource that supports our goals and wellbeing. When time management flows, much like water in a stream, we can navigate the hours of our day with more ease, making each moment count.

The Waterfall Method takes a tiered approach to time management, flowing from top-priority tasks to lower-priority ones, helping you navigate your time in a way that supports both your productivity and your wellbeing.

At the top of the waterfall are the foundations. Essential priorities or non-negotiables—the tasks that must get done no matter what. These include your work obligations, important meetings or personal responsibilities that are time sensitive. This level is your foundation that takes precedence when allocating your time.

Once the essential priorities are clear, you flow into high value actions. The tasks that bring significant value but are not as urgent. This could include working on long-term projects, skill development or personal goals. These tasks should be done after your essential priorities are met but still carry substantial weight in your day.

There is more flexibility at the next level of meaningful extras, the waterfall widens to accommodate tasks that are not as urgent but add meaning to your day. These could include hobbies, creative pursuits or social activities. These tasks are more flexible and can be adjusted or moved depending on how your day unfolds.

Finally, it is time to recharge and reflect. At the base of the waterfall is the critical but often overlooked element—rest. Whether it’s taking time to reflect, relax or recharge, this level of restorative time reminds us that time spent resting is just as important as the time spent doing. Incorporating breaks, downtime, and self-care is key to maintaining your energy and focus.

To make the Waterfall Method actionable and relatable, here are some real-life examples of how I apply it:

Foundational Priorities:  As a Vision Therapist, my foundational tasks include scheduled therapy sessions with clients, preparing materials for sessions and staying on top of client progress notes. These are my non-negotiables that set the structure for my week in-office. Additionally, I integrate administrative duties like coordinating with families and updating therapy plans to ensure each client receives personalised care. As an Intuitive Wellness Guide, foundational priorities involve holding space for 1:1 sessions and group offerings, preparing resources for clients and maintaining an open-hearted presence. This also includes creating content for The Wild Woman Gateway, such as guided meditations and intuitive practices, which require focus and intentionality. These tasks ensure that I stay grounded while supporting others.

High-Value Actions: Writing blog posts, like this one, falls into the high-value category. It’s important for my personal and professional growth but doesn’t carry the same urgency as therapy sessions. I dedicate a few quiet morning hours each week to writing, a time when my creativity is at its peak.

Meaningful Extras: I prioritise hobbies like running and creative projects that energise me. For example, I might schedule a midweek evening for painting or crafting something new for my home. While not urgent, these activities add richness to my week and help maintain balance.

Restorative Time: I intentionally plan restorative activities into my schedule. This might look like a Sunday afternoon walk in nature, an evening bubble bath, or a quiet moment with a cup of tea and a favorite book. Rest is not something I squeeze in if there’s time—it’s part of the flow..

Now that you understand the levels of the Waterfall Method, you might be thinking how do I put it into practice?

Here is a simple framework for you to start putting into action today:

Prioritise: At the beginning of each week, list your top priorities (foundation level). These are the tasks that you absolutely must complete. Be realistic about what is essential versus what can wait.

Time Block: Allocate specific blocks of time for your foundational tasks. Schedule time for your high-value actions and meaningful extras. Keep in mind that flexibility is part of the flow. Not everything needs to happen at once. One of my favourite things about time blocking is choosing a colour for each task which makes my calendar look even more beautiful.

Make Space for Rest: Be intentional about adding rest and reflection time. Schedule it in just like you would any other task. Remember, this time is key to ensuring that your energy and focus remain strong.

Let Go of Perfection: Like water, the flow of your day might change, and that is okay, that is part of life. Rather than sticking to a rigid plan, the goal is to flow through your priorities with purpose, allowing flexibility and rest to be part of the process.

Time is not our enemy; it is the way we approach it that makes all the difference.

The Waterfall Method of time management offers a flowing, gentle approach to productivity—one that encourages you to align with your priorities while also allowing space for rest, creativity and flexibility.

As you move through each week, remember that time is a finite resource.

A resource that that we can learn to navigate with ease, turning each moment into an ally on our journey.

Time is like water, a flowing resource—it can either slip through your fingers or carry you forward with grace.

Which way will you choose to flow?

What does a “perfectly flowing” day look and feel like for you?

How can you create more days like this in 2025?