Experienced managers frequently experiment with diverse time management strategies to optimize productivity. Through trial and error, they refine their approaches to find what works best for their unique roles. Having read many of the articles, books and “…definitive guides!” about time management, I’ve culled them down to 10 that work for me and perhaps could work for you (in reverse order):
10) Reflect & Evaluate: At the end of each day, reflect on your accomplishments and assess your productivity. Identify what needs attention the next morning and give yourself a preview of what the next day will entail. Side benefit: this activity ends your day, which helps you to transition to your non-work life smoothly.
9) Effective Delegation: The operative word is “effective.” Make sure that you are delegating tasks to capable team members who will have the requisite skills and authority to get the job done.
8) Utilize Technology Wisely: Use productivity tools to your advantage but be mindful of distractions. Turn off non-essential notifications and utilize technology to streamline tasks rather than allowing them to become a source of interruption.
7) Regular Breaks: Take short breaks to refresh your mind. Stepping away from your desk for a few minutes can prevent burnout and improve overall focus when you return to work. Try working for 25 minutes on a specific task, followed by a 5-minute break – where you physically leave your desk and move around. Then, repeat the process up to 3 times before taking a longer break (this is called the “Pomodoro Technique”).
6) Effective Meetings: Optimize meeting efficiency by setting clear agendas, time limits, and involving only essential participants. Encourage active participation and follow up with actionable items.
5) Effective Communication: Executives should encourage clear, concise, and direct communication to minimize misunderstandings, avoid unnecessary delays, and facilitate efficient information exchange within the team. Communicate with intention; consider the reason for the interaction and don’t stray from it. Don’t waste other team members’ time with unnecessary CC’s.
4) Set Clear Goals: Set clear, achievable goals for the day. This provides direction and purpose and keeps you focused on meaningful accomplishments vs. drifting into non-productive work. Consider using the “SMART” goal system: Specific, Measurable, Aligned with values, Realistic, Time-bound.
3) Time Blocking: Allocating specific periods for dedicated tasks minimizes distractions, enhances focus, and allows for comprehensive coverage of diverse responsibilities. Schedule chunks of time to complete specific work and stick to it. Singular focus will create a greater feeling of accomplishment and allow you to hit more deadlines. Do not multi-task, as it will simply slow down progress and lead to less effective decision-making (e.g., don’t let emails interrupt your focus; save emails for their own dedicated time block).
2) To-do Lists: Lists are important, since they capture ALL of the things that need to get done at some point, in some way. Not having a method of capturing and tracking these tasks leads to things falling through the cracks and gives us that sense that things in our work life are out of control. The danger in to-do lists is that one can become addicted to checking off as many items as possible, without regard as to whether the items being checked off really matter to the company. Congrats on completing lots of busy work, but what have you done to achieve your goals? How you organize and manage your to-do list is vitally important, which is why prioritizing is #1.
1) Prioritize tasks: Identify and prioritize tasks based on urgency and importance, focusing on those that align with overarching goals. There are various techniques for prioritizing tasks, such as the Eisenhower matrix, ABCDE, Chunking, etc. that help to ensure that time & energy is spent in the most productive way possible.
Ed Keohan is a certified Business & Executive Coach who works with business leaders to clarify objectives, strengthen work teams, and achieve their business & personal goals. For an introductory conversation, call 781-771-5395 or email: ekeohan@focalpointcoaching.com