Multitasking in Real Life: How I Manage Teaching, Learning, and Evolving

People often ask me: “How do you manage to do everything?”

And to be honest, I ask myself that too — almost every day.

Between teaching Graphic Illustration in a public school, attending doctoral seminars in Arts, and training to become an Executive Assistant, my schedule is full, layered, and sometimes overwhelming.But little by little, I’ve built a system that helps me stay on track, stay kind to myself, and actually get things done.

Here’s how I manage the chaos — and why multitasking is not about doing more, but doing better.

 Google Calendar: My Week in Color

Before the bootcamp, I used to write to-do lists in my notebook, randomly. Now, I plan my week using Google Calendar — color-coded blocks for teaching, studying, working on blog content, or attending EA training.

Each activity has its own rhythm:

• 🎓 Mornings for school teaching

• 🖥 Afternoons for EA learning, client projects, or research

• 📖 Evenings for reading, writing, or rest

I set reminders, create buffer times between tasks, and even block off moments for “deep focus” (no phone, no multitasking).It’s not just a calendar — it’s my visual strategy for balance.

I integrated both my personal and professional Google Calendars to create one streamlined view. Each role has its own color, making it easy to stay aligned — visually and mentally. Whether I’m planning a class, a research session, or a blog post, I know where my time and focus are going.

Spark Mail: Inbox Zero in Action

Managing multiple email accounts (school, university, personal, blog) used to be exhausting. Now I use Spark, an app that helps me:

• Prioritize important messages

• Snooze what’s not urgent

• Categorize emails by project (teaching, EA, doctorate, etc.)

• Reach Inbox Zero almost daily — and feel lighter for it!

This practice, which I learned during the Pareto bootcamp, changed my relationship with email. Now it’s not a source of stress — it’s a tool I manage with clarity.

ClickUp: Organizing My Brain

Even though I don’t work with a team (yet!), I use ClickUp like my personal project hub. Here’s how I structure it:

• A "Teaching" list with class planning, materials to prepare, deadlines

• A "Doctorate" list for research papers, seminar readings, and writing milestones

• A "Blog & EA Training" board with tasks for content creation, course modules, and client challenges

With tasks, subtasks, checklists, and deadlines, I can zoom in and out — from small actions to long-term goals.ClickUp is not just a productivity app for me — it’s a thinking space.

 Notion: My Knowledge Base

If ClickUp is where I act, Notion is where I reflect.I use it to store:

• Class ideas and references

• Quotes and thoughts for my thesis

• Notes from EA trainings and tools I’m testing

• My weekly reviews (what worked, what didn’t)

It’s my digital brain, and it keeps evolving with me.

 What I’ve Learned So Far

• Multitasking isn’t about doing many things at once — it’s about managing overlapping roles with intention

• The right tools are only useful if you build habits around them

• You don’t need to be perfect — you need to be honest with your energy and kind with your time

Final Thoughts

Balancing teaching, academic life, and becoming an EA is not easy. But it’s possible — with structure, strategy, and self-awareness.

This is what The EA Lab is all about: experimenting with real tools in real life. And if you’re walking a similar path — juggling roles, shifting careers, trying to stay creative and organized — I hope this post makes you feel seen.

Let’s keep building systems that help us thrive.

 Are you also exploring the EA role? What’s been your biggest challenge or breakthrough? Let’s connect!