Time is a precious commodity when you’re a leader. Your ability to navigate the demands of a fast-paced environment can make all the difference to both you and your team. Here is a full toolkit of proven time management strategies to help you get the most of your days!
1. Prioritize ruthlessly
Adopt the Eisenhower Matrix to categorize tasks based on their urgency vs non-urgency and importance vs. non-importance. From there you can decide what you will do yourself, what you will schedule to do later, what you will delegate, and what can be deleted from your list.
2. Block your time and minimize distractions
Allocate specific blocks of time to different types of tasks. If needed, turn your phone on “do not disturb,” log off Slack or other apps with notifications, or use an app like Freedom or Serene to block distractions. This helps minimize multitasking and enhances focus on essential activities, fostering deep work.
3. Set SMART goals
Establish Specific, Measurable, Achievable, Relevant, and Time-bound goals. SMART goals provide clarity and direction, allowing you to channel your efforts effectively. Track these goals in your task management system so you see them regularly.
4. Leverage the Pomodoro Technique
Break your work into intervals, typically 25 minutes, separated by short breaks. This boosts concentration and prevents burnout, especially during intense startup phases. Learn more about this technique here.
5. Delegate wisely
Identify tasks that can be effectively handled by team members. Delegating responsibilities not only empowers your team but also frees up your time for strategic leadership. Systems like monday.com or Asana help push these tasks to employees and keep track of progress.
6. Embrace technology
Utilize project management tools, communication platforms, and automation software to streamline workflows. Leverage technology to enhance collaboration and efficiency. If you’re doing a task repetitively, find an app or automation that can save you time. If you’re having trouble finding the right tools, ask a friend or former colleague at another company to show you the workstation tools they use. Chances are you might find some inspiration for tools that are readily available. If not, you can probably find a developer to build some custom tools that could save you and your team loads of time.
7. Conduct a time audit and reflect
Regularly assess how you spend your time. Look at your calendar manually, with an app like Toggl or TimeTracker, or use a clock as you work to identify patterns and eliminate time-wasting activities. Refine your schedule based on lessons learned from your time audit.
8. Learn to say "no"
Recognize your limits and be discerning about taking on additional commitments. Saying no when necessary ensures you can focus on high-impact tasks.
9. Batch similar tasks
Group similar activities together to minimize context switching. Batching tasks, such as responding to emails or conducting meetings, enhances productivity.
10. Invest in continuous learning
This is a big one. Stay informed about time management best practices and tools. Follow individuals/organizations that review productivity apps and technologies. Continuous learning ensures you stay focused on maximizing your time.
Time is a currency that cannot be squandered. By incorporating these proven time management strategies into your leadership repertoire, you’re not just managing time; you’re maximizing it.
