Leaders learn to manage and prioritize their time, and there are a lot of time-management “hacks”and “tips”out there! This week we’ll share nine of them, and highlight the #1 most impactful time-management skill you can practice.
Productivity Tip: 9 Time-Management "Hacks"
We try to fit more into our days, but often end up feeling stressed and behind. So, what separates those who feel in control of their time from those who feel overwhelmed? It’s a set of proven best practices, and here are some of the most effective ones:
- Time Block: Schedule specific time slots for key tasks on your calendar, and get in “the zone”while working through those tasks — don’t easily allow distractions.
- Prioritize Your To-Do List: Write down your tasks. Use a system to prioritize tasks (1,2,3, ABCDE method, or Eisenhower Matrix) and systematically work your list.
- “Eat the Frog”: Tackle your most difficult or dreaded task first thing in the morning; know what it is before you sit down, and do it first thing. Just get it done.
- Schedule the Unexpected: Plan for the unexpected — schedule buffers and gaps for unexpected requests; don’t have every minute of your schedule full, morning to evening. It will lead to overwhelm. Experiment to see what gap sizes you need.
- Batch Similar Tasks: Group related tasks together to improve efficiency (e.g., emails and phone calls, group meetings and 1:1 follow ups, etc.).
- Master Pre-Week Planning: Look at your life roles and identify 1-5 key weekly tasks for each life role. Schedule your priorities first, then prioritize the schedule!
- Reflect: Practice daily and weekly reflection. At the end of each day, review what’s done and what you’ll do tomorrow. Identify your first task for the next day. Before the week begins, make reflection a part of your pre-week planning.
- Use Consistent Routines: Build repeatable daily and weekly routines to reduce decision fatigue. Some routines are executed daily, some weekly. Write them out.
- Use a Planner: Whether digital or paper, use a planner to time block, track appointments, manage your to do list, identify your first task for each day (eat that frog), and most importantly, to pre-week plan and schedule priorities first by life role.
#1 Time-Management Skill: Pre-Week Planning
Most people start their week reacting to their inbox and to-do list, which means they are constantly playing defense. Pre-week planning is about playing offense. It’s a 20-40 minute ritual, typically done on a Sunday, that allows you to proactively align your time with your most important goals. It’s a simple process:
- Review your vision and goals (your compass and plan)
- List your life roles
For each life role, write down 1-5 key tasks for that role - Schedule those tasks first, then prioritize your schedule
Here are some simple hard facts: those who pre-week plan achieve 30-50% more each week on average, with all of them reporting less stress, better health, and better relationships. Additionally, those who pre-week plan live more intentionally and with greater clarity. They are leading a life by design, rather than by default.
The key is to move from a reactive mindset to a proactive one. So, make it a habit and weekly routine. It then opens to the door to more effectively apply the other time management skills shared.
Case Study: Benjamin Franklin
Benjamin Franklin was a master of time management. His success as a scientist, diplomat, and inventor wasn’t accidental—it was the result of a disciplined approach to planning.
Franklin’s famous daily schedule, outlined in his autobiography, was part of a larger, weekly routine. Every morning, he would ask himself, “What good shall I do this day?”But the power of this daily question came from a foundational, weekly plan. He used a weekly schedule to block out time for his major projects and personal goals, even scheduling time for virtue. This allowed him to maintain a disciplined focus on what was important to him.
Franklin’s system, a form of pre-week planning, ensured his days were spent making meaningful progress. His famous kite experiment, for instance, wasn’t a random thought; it was likely part of a planned block of time dedicated to his scientific pursuits. His achievements were a direct result of a proactive, consistent, and intentional approach to his time.
So, Now What? How do I apply this?
Time management is not about perfection and “doing it all”, it’s about finding what works for you — trial and error — and consistency. Find what works for you, and get consistent.
Start with pre-week planning and a planner — before each week begins, look at your life through the lens of roles, identify what tasks matter most for each role, and schedule those tasks first. Time block those tasks or add them to a daily “to do”list. You’ll achieve 30-50% more (average), with less stress, better health, and better relationships!
“An hour of planning can save you 10 hours of doing.”
-Dale Carnegie
Fall Planners
Where do you write your weekly virtue? Get a planner built around the success rhythm and the habits to Do What Matters Most! You have a dedicated place for a weekly virtue! Plus, a pre-week planning matrix to schedule priorities first. And a weekly and monthly reflection guide to boot! Grab yours and lead your life by design.
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Leadership Development: The 12 Principles of Highly Successful Leaders
Do What Matters Most: The #1 Time-Management and Productivity Solution
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