Here's how you can effectively manage and prioritize your time as an executive.

The most important thing to do as an executive is to step back and slow down. I always say 'Slow down to speed up'. Stop being so reactive to everything that comes your way. Leave messages unanswered for several hours and give your team the opportunity to figure things out themselves (but then make sure you get behind what they did even if you didn't like it). And triage everything based on strategic priorities - its far easier to just pile things up and make decisions/pass things down/delegate because they came your way. Slow down enough to assess if this thing that landed on your desk is a strategic priority and if not, move on/push back.

In my experience training tens of thousands in Time Management skills, the best way to know where to spend your time is to first have a clear understanding of what your priorities are, as we tend to confuse urgency with importance. First, we need to create 3-5 output goals we want to accomplish (what Stephen Covey calls our 5 Big Rocks) Second, we need to break those down into milestones or input goals. (e.g. to increase profit, you can increase revenue, decrease costs, or both) Lastly, we need to know who is involved in each one of those projects and get their buy-in upfront by making sure they are aware of their involvement in a given goal.

At the end of the day, this isn't about getting more done in the day, it's about getting only the RIGHT things done. The biggest improvement you can make is to have far more clarity on what is truly essential (to you and your goals) and be far more courageous in saying no to the non-essential (which are often helping other people achieve their goals at the expense of yours). It's not the same as being selfish, it's about being smart with where you spend your time. I find from my coaching that most people struggle with two things - 1. not having enough clarity on what their goals are, so not knowing what's essential; 2. not having the courage to say no (politely but firmly)...especially to superiors.

“Worst first” is one of my favorite time management practices. By prioritizing the most complex or brainpower-intensive task at the start of the day, you tackle it when your energy and focus are at their peak. I've been using "worst first" for three years, and it's transformed my productivity. Admittedly, starting each day with the task you least want to do requires discipline. However, much like working out in the morning, you're always grateful once it's done. Practice "worst first" and watch your productivity soar.

Delegation is not only about freeing up your time but also about providing opportunities for your staff to develop and grow. There are some important notes for delegation: 1. No micromanagement 2. Don't take back the task once you have delegated 3. Don't expect perfection. 4. Refrain from rejecting new ideas or approaches to completing tasks.

Utilize the "Delegate and Elevate" framework, where you delegate tasks that align with your team members' strengths and development goals. By empowering them to take ownership of certain responsibilities, you foster a sense of accountability and initiative within your team. Moreover, establishing clear expectations and providing necessary support ensures successful task completion while allowing you to focus on high-impact initiatives. Regularly communicate with your team to offer guidance and feedback, facilitating their growth and enhancing overall productivity.

La delegación es un arte. Delegar implica descubrir tres cosas fundamentales: *Cuál es el objetivo del departamento y de cada uno de los puestos. No los objetivos, si no la razón de ser, allí donde realmente se aporta valor. * Cuáles son las competencias necesarias para que esto ocurra, para que se consiga un desarrollo excelente del departamento y de los puestos. * Cuál es el perfil competencial de todos y cada uno de los miembros del equipo, incluyendo su disposición a aceptar nuevas responsabilidades, y la distancia entre este y la definición anterior. Recuerda que para priorizar tu tiempo deberás saber en qué lo tienes que invertir, y deberás delegar responsabilidades, de modo que entrena bien a tu equipo.

Ditch the "do-it-all" mentality! Delegate tasks to your talented team. This frees you up for strategic planning while empowering and developing your team. Trusting them with responsibilities shows confidence and builds a stronger, more autonomous workforce.

How to delegate more and effectively: First, select tasks that are appropriate. Not everything needs your touch. Delegate routine tasks, those that can help your team develop new skills, or anything that falls outside your core strengths. Consider urgency and importance as well. Second, delegate with intention. Match tasks to your team members' strengths to set them up for success and professional growth. Provide clear instructions, desired outcomes, deadlines, and available resources. Empower your team by giving them autonomy within set parameters. Communicate clearly with regular check-ins, but avoid micromanaging. Finally, offer constructive feedback to help them learn and show you value their contribution.

Multitasking frequently led me to a highly distracted approach. Contrary to the idea of accomplishing many things simultaneously, the time to complete tasks was unduly extended with results that were not always of the intended calibre. Perhaps the most insidious of distractions is email, which can be a never-ending stream of notifications that can so easily draw your eye away from the current task. By eliminating this distraction, my productivity immediately improved. But more importantly the quality of the outputs as clear thinking and concentration were uninterrupted.

Indeed, the "single-tasking" approach is gaining recognition for its effectiveness in maximizing productivity and minimizing errors. By dedicating your full attention to one task, you can achieve a state of flow, where you're fully immersed and highly efficient. This method not only improves the quality of your work but also enhances your ability to prioritize and make informed decisions. As an executive, mastering the art of single-tasking can significantly boost your effectiveness in managing complex projects and leading your team to success.

Carl Newport in his book "Deep work" talked about what seperates the geniuses from the ordinary men; and that's their ability to focus and FOCUS only on the work at hand. A good leader should learn how to take each work one at a time, and only move on to the next task once the previous one is completed.

Ditch the Multitasking Myth! Focus on one crucial task at a time for sharper thinking, fewer errors, and better results. This laser focus will make you a more effective leader and problem-solver.

Time Blocking: Take Control of Your Day Feeling overwhelmed? Time blocking can be your secret weapon! Block Your Time: Schedule dedicated chunks for specific tasks, preventing overbooking. Prioritize Power: Focus on important things first within designated blocks. Beat the Chaos: Say goodbye to scattered schedules and hello to productivity! Don't Forget Breaks: Recharge your focus with built-in breaks throughout the day. Time blocking gets you back in control and optimizes your day for peak performance!

Adding white space to your calendar is a highly effective time-saving tool that every leader should implement. At the start of each week (or month), block out large chunks of time for white space thinking. Avoid scheduling over this time and treat it as sacred. Use it for big thinking or tackling tough projects that require lots of brainpower. We've recently suggested clients adopt "no meeting" days to take this concept further. One client freed every Monday for big thinking and catching up. Initially, she thought it would be impossible, but now she couldn't imagine living without it. Holding white space is a powerful tool for effective time management and strategic thinking.

For routine tasks that don't require peak mental performance, schedule them during your less energetic times. This might include responding to emails, attending status update meetings, or handling administrative duties. It's also important to block out time for breaks—lunch breaks, short walks, or simply time away from your desk. These pauses are not just for eating or resting but are crucial for mental rejuvenation. They can significantly boost your cognitive function and help maintain consistent performance throughout the day. Review your time blocks at the end of each week. This reflection will help you adjust your blocks to better fit your workload and personal rhythm, enhancing overall productivity and work-life balance.

For many of us, it helps to start by taking any action -even a tiny step- to move forward. One technique I love is to set aside 25 minutes to prioritize what I am working on and get going! That smaller window of time seems manageable and can be easier to schedule on our calendars. Tip: The Pomodoro - Focus Timer is my go-to app for this. It prompts you to start with a 25-minute window where you focus on whatever you task you need to complete. During this time, you are not multitasking, not checking emails (unless that is your task), and are dedicating this time to the priority you've chosen. At the end of that window of time, Pomodoro says to take a 5-minute break and cheerleads you onward!

Time blocking is great but what's even better is making sure that you block time during your most mentally alert hours based on your circadian rhythm. So in other words, if you end up time blocking during times when it's hard for you to focus, it's going to be tough to try and keep it up. Try keeping a journal of how alert you are throughout the day and give yourself a rating out of 5, where 1 is "It's impossible to focus" to 5 being "I'm in the zone". You will soon find when you should time block for deep focus work and make sure you protect that time to do your best work.

They key to limiting interruptions is to proactively plan to work without interruptions for pre-determined periods of time. I divide my work goals into 2 areas: Goals that can be achieved with regular interruption (answering emails, etc.) and goals that would benefit from uninterrupted work flow. For goals that fall into the second category, I proactively plan ways to complete them without interruption.

Effectively managing and prioritizing your time as an executive involves setting boundaries to maintain focus and encourage self-reliance within your team. Limit interruptions: Schedule dedicated 'office hours' for meetings and communication, reserving uninterrupted periods for focused work tasks. Teach self-reliance: By setting boundaries, your team learns to problem-solve independently, fostering a culture of efficiency and personal responsibility. Maintain concentration: Working undisturbed allows for deeper focus and increased productivity, enabling you to make the most of your valuable time.

I still use a planner. Yes, I am old school and still write down notes, to-do's and plans for the day. I also reflect - even if just for a minute or two - at the end of the day to make sure I know what is most important to accomplish tomorrow. This daily habit truly does help you see what you have (or have not) accomplished, as well as what you have to tackle the next day.

I often use this skill t all my daily work most times during dinner or at bedtime. Reflection not only help me to see where I have done wrong, but also the good decisions I have made.

Reflect on important questions such as your achievements, the obstacles you faced, and the lessons you've learned. By documenting these insights, you can clarify your thoughts and monitor your progress over time. Be sure to recognise your successes, as this can bolster your morale and motivation. Finally, outline your priorities for the following day, setting the stage for a focused and productive morning. This methodical approach to reflection will deepen your self-awareness and improve your decision-making, leading to significant personal and professional growth.

We often have moments that we momentarily notice an issue (a look of annoyance, a raised eyebrow) that we quickly move on from due to the sheer busyness of our schedules. In your regular reflection, think back on those moments and initiate conversations with people to get more insights on them. This is key because this process helps to uncover hidden items that impact team and organizational culture.

I use techniques to optimize my day to important activities. I set a series of alarms to ensure that a certain time of the day is dedicated to a particular activity. For instance, there is an alarm for Health set for 6 AM. I move to a Coach role at 9 AM. Shift to writing and creative work at 4 PM. An alarm at 6 PM for family time. Ensures I have a good work life balance.

1. Avoid multitasking. Multitasking can reduce productivity. Instead, allocate dedicated time blocks for specific tasks. 2. Schedule buffer time. Include buffers between meetings to allow for transitions and unexpected issues. 3. Stay visible during crises. In challenging times, maintain visibility and communication with your team and stakeholders. Remember, effective time management isn’t just about productivity - it’s about achieving meaningful outcomes while maintaining balance and well-being.

The single biggest factor that influences our ability to remain focused and get more done is "ENERGY". To break this down further it is the Mental, Emotional, and Physical Energy. As an Executive, one must work on a few things: 1) Build Energy (Eat right, exercise, meditate, etc) 2) Manage Energy (Take breaks, sleep well, etc) 3) Avoid Energy Drains (Distractions, gossips, etc) The fact remains that a person with more energy will get more things done than a person with modern tools/ technology/ tricks.

Know that prioritizing your tasks and managing your time is not optional. This is a lesson I learned and that I'm teaching others. We have one client who believes that every task is urgent. This belief impacts her productivity and her profitability NEGATIVELY. It often leaves her feeling as if she hasn't achieved anything and that there's still so much to do. It's mentally defeating. NOTE: We created a tool, based on the Eisenhower Matrix, to help you manage time and prioritize tasks. (Available on my profile.) It's often tempting to believe that these two actions are optional. They're only optional if you're willing to sacrifice your physical, mental and emotional well-being for the sake of financial success. Let's not! ????