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

Consider ERRC (Eliminate-Reduce-Rise-Create) Grid to track your time. You will be surprised by the time-swallowers of your day! Once you identify the tasks in the respective column, you will be able to modify your practices and focus more on the essential tasks. That which is scheduled will happen! So, go ahead and schedule your tasks at a particular time, celebrate daily victories to train your brain to do better prioritization the next day.

I've found that managing my time and prioritizing tasks as an executive is key. So, I break my day into focused blocks, delegate non-essential tasks, and tackle high-impact projects first. For example, I start my mornings with strategic planning before diving into emails. This approach ensures I'm always aligned with my top priorities. Effective leadership truly thrives on smart time use.

Before exploring time management strategies, it's crucial to evaluate your current routine. Track your daily activities and note the time spent on each one. This assessment will reveal any time-wasting habits and highlight opportunities for increased efficiency. To gain a comprehensive view of your time usage, consider using a time-tracking tool for a week. With this data in hand, you'll be in a stronger position to make informed choices about how to better allocate your time.

First thing first, identify your "time stealers" that affect productivity, before prioritizing tasks. Some common "time stealers": 1. Distractions (e.g., social media, phone notifications, TV) 2. Procrastination 3. Unproductive meetings 4. Multitasking 5. Email overload 6. Disorganized workspace 7. Perfectionism 8. Inefficient work processes 9. Burnout

In setting priorities, i have relied heavily on the Eisenhower Matrix. I find that the more i work on tasks that are both urgent and important, i get to focus on activities that add value the most to the organization and thereby helping me to achieve results that matter. I also find effective delegation to be very helpful in managing priorities that are seemingly all important. It is therefore critical for every leader to be deliberate about building a team around them that are capable of taking on activities of incremental value.

Distinguishing between urgent and important tasks is essential for effective prioritization. The Eisenhower Matrix is an excellent tool for this, as it helps you categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. By focusing on tasks that are important but not necessarily urgent, you can make steady progress toward your long-term goals without getting bogged down by less significant, time-sensitive tasks. This approach ensures that you spend your time on what truly matters.

We can efficiently manage your time and prioritize tasks as an executive if we are able to set our priorities because in our day to day activities 80% of the tasks are fire fighting activity and only 20% tasks are the ones which are really important and gives us the most leverage to reach our desired goals. It is very important for us to identify those 20% of the tasks and prioritize them to maximize our achievements.

Set priorities but constantly reassess these as needed. Also use the 80/20 rule to focus on the top 2-3 things on your task list at a time and use productivity techniques like the Pomodoro Method to help you focus.

Differentiating between urgent, critical, important tasks is very important. I follow the rule of blocking some time in the day to look at important stuff as well, this helps me not miss out when the list of urgent/critical tasks go up. Along with keeping a window for important tasks, I keep a time blocked for building and nurturing human angle of bring a leader. It could be remembering important milestones, connecting with team, partners, or sharing appreciation in time.

Delegation is indeed a powerful time management strategy. It not only helps you free up your time but also promotes team development and efficiency. By delegating tasks that don't require your direct involvement, you can focus on more strategic activities. It's crucial to provide clear instructions and resources, and then trust your team to handle the tasks. Regular follow-up ensures that the work meets your standards and provides an opportunity for feedback and improvement. This approach not only enhances productivity but also builds a stronger, more capable team.

The best way to manage time & efficiency in productivity... is delegation to the competent persons but with full empowerment & authority so as to free the clogged schedule with routine tasks...and Focus on important strategic tasks...

One of the key aspects of effective delegation is learning to let go of control and trust your team to complete tasks efficiently and effectively. Wearing too many hats can impact your outcomes, as it becomes challenging to determine when to step back. Delegation provides the freedom to focus on working on the business rather than in it, allowing you to concentrate on strategic matters. Ensure your team clearly understands their responsibilities to avoid the need for micromanagement. Lastly, conduct follow-ups to ensure targets are met on time, as it remains your responsibility to ensure tasks are completed within the required timeframe.

While delegation may seem daunting for high-performing executives, it's a cornerstone for effective time management. Mastering delegation requires consistent practice and patience. The biggest hurdle? Trusting and empowering your team. Letting go of tasks you excel at can be difficult. However, fostering a culture of ownership is essential. Here's the magic: when delegation is done right, it frees up your time and energy for strategic priorities. This not only benefits the business (succession planning and long-term sustainability) but also allows you to achieve a better work-life balance. By embracing delegation, executives can become more effective leaders and empower their teams to reach new heights.

From my experience of working with senior executives, delegation is very often underutilised. Being passionate about your role and potential outcomes and wanting things to be done in a certain way is important and admirable; however, this cannot be done by one person. Trusting others to do their bit can free up much time to be spent on more important and strategic elements. Of course, not everything will be done 100% as you would have done it, but by offering support and advice, things will get done properly, and others will feel empowered, allowing you to manage your time while building cohesive teams.

Multi-tasking isn’t always bad or less efficient depending on the activities you are pairing together. I have found multi-tasking a powerful tool for time management actually. I love to pair together routine less-cognitive tasks. By staying adaptable and reviewing my strategies, I have enhanced my ability to multi-task effectively and efficiently.

I'm so glad to see this pop up, as it's a pet peeve of mine. Despite the common belief, science shows that multitasking is inefficient and can even be detrimental to productivity. Research from Stanford University reveals that multitasking reduces efficiency and performance because the brain can only focus on one task at a time. When we switch tasks, our brain experiences "task-switching" costs, which can reduce overall productivity by up to 40%. Studies also show that multitasking increases cognitive load and stress, leading to errors and reduced creativity. Focusing on one task at a time is more effective and results in better outcomes.

Absolutely, single-tasking is often more effective than multitasking. When you focus on one task at a time, you can give it your full attention, which leads to higher quality results and greater efficiency. Multitasking can fragment your focus, leading to mistakes and increased stress. By committing to single-tasking, you not only reduce errors but also enhance your creativity and overall productivity. This approach ensures you are fully engaged with each task, making your work more meaningful and impactful.

If you’re anything like me, you hate this advice. The only thing I hate more is having to admit that it’s right! The research shows that multi-tasking is an efficiency killer. As a leader with many competing priorities, constant demands for my attention via email and message apps, and an ADHD diagnosis, I’ve had to setup systems to prevent distraction and the temptation to multitask. My favorite pro tip is to keep a task log. Anytime a task pops up that threatens to distract from my priority, I write it down on my task log for later review and prioritization. This approach promotes focus and ensures I don’t forget to circle back to other needs.

In my view, multitasking has always traditionally been viewed as a necessary skill and if you were not deemed to be good at multitasking, you would be frowned upon. I believe thinking has now changed on this and it’s sometimes recommend to avoid multitasking. The change in thinking is possibly driven by stress management and work efficiency. If efforts are applied to a given task in hand, effectiveness is always likely to be higher than if switching between tasks. I think there is room for multitasking if switching between important / time draining tasks, to more mundane ones, which potentially acts as a natural brain break. This can be beneficial to recharge oneself especially where the task is time draining.

Inbox rules are old news, but I’m often surprised by how few people on my team make use of them. After 7 years at my organization with nearly 60 folks reporting through me, I get hundreds of emails a day. My inbox rules help me sort out the ones that are most important. A few inbox rules I love: 1. Setup your newsletters to go to a “Read Later” folder. 2. Setup CCs to go to a CC folder; exclude those from your upline leadership and other highly important contacts. 3. If you have an admin who you delegate your calendar to, setup calendar invites to go to a “Calendar Invites” folder. 4. Send external emails to an “External” folder; exclude those from key external partners.

The Pomodoro Technique, a time management method that uses 25-minute focused work intervals followed by short breaks, has been shown to improve productivity and focus. By breaking down work into manageable intervals, it helps prevent burnout and keeps motivation high. Coupled with technology, such as productivity apps and smart device functions, individuals can further enhance their efficiency. These tools can automate tasks, streamline workflows, and keep communication lines open.

Utilize time management tools: Use tools such as calendars, task lists, and project management software to keep track of deadlines and priorities. Set reminders and allocate specific time slots for each task to ensure you stay on track.

1. Set up email inbox rules. 2. Leverage Co-Pilot for various tasks. 3. Set reminders for important tasks. 4. Consider using Office 365—it’s a powerful tool. 5. Check updates on your mobile during your commute to the office.

leveraging technology is a smart way to enhance productivity and manage time more effectively. Project management software can help you organize tasks and deadlines efficiently, while automation tools can handle repetitive tasks, freeing up your time for more strategic activities. Digital calendars are great for scheduling and prioritizing your day, ensuring you don't miss important deadlines. When used wisely, these technological tools can significantly streamline your workload and make time management as an executive much more manageable.

This could also be done in the morning. Find your own ritual that suits your personality and fits in your daily routine. I recommend: - morning pages by Julia Cameron ( a reflection method where you let go and let your thoughts flow) - key questions by Stefan Merath (a much more organised reflection method with specific questions for each day / month / quarter)

Taking just 10 minutes each day to reflect on your achievements and challenges helps you see your work more clearly. Reflection isn't just about celebrating wins. It's also about acknowledging where you stumbled. By understanding what went wrong, you can adjust your approach and avoid repeating mistakes in the future. Daily reflection helps you become more realistic about your time. You can see how long tasks actually take and adjust your schedule accordingly. . Reflecting on your goals and deadlines helps you prioritize effectively. You can identify what absolutely needs to be done today and what can wait. Taking a moment to acknowledge your progress is a great way to stay motivated. It helps you stay on track.

Self-reflection shines the spotlight of our thoughts on the many small achievements of our hectic day: It's all too easy to not appreciate them and end the day with the deceptive feeling of not having accomplished anything. Reflecting, e.g. in a success or learning journal or via voice messages sent to ourselves, is also a way out of "victim land", where everyone else is responsible and guilty, towards more empowerment and awareness of our own abilities and opportunities. By helping ourselves first, we can better help our teams and our organization: especially in phases that are particularly challenging and tempt everyone to only see the "bad", positive reflection helps filter out the "good in the bad" and refocus on our opportunities.

Reflection is one of the most powerful tool to self evaluate and improve for the next time. Reflection can be done just before you go to bed, taking a shower or anytime you feel thinking about the tasks you did. It also helps you to stay in touch with your future goals and continue thriving forward.

Reflection is key ?? to maximizing your impact. Did you know Winston Churchill ended his night by writing ?, reflecting, ensuring he finished his work to the best of his ability. He stuck to a rigid and rigiourous routine that he dictated down to the second if not millisecond. So the next time you think to skip reflection at the end of the day, remember that all who are considered the greatest went to bed after reflection so they were/are prepared for the day and days ahead.

Do you know how the top people in your field use technology in their coaching? If not, study them. Jeremy Miner, one of the top sales coach of our time was asked what was the secret to his success. He responded "I did the work. I studied, analyzed, did the training so I'll be the best." Regardless of your opinions of him, the fact remains he's in the top 1% in sales, his business continues to thrive and he intergrates technology, psychology and humanity in his professional and personal life. Study those at the top of your industry, learn and understand how the use time management and technology to increase productivity and thrive holistically.

If you are managing tasks, you are a manager, not an executive. True executives lead, not manage. You should not be delegating tasks that's what good managers do. You should not have tasks to delegate if you work in corporate. If you are an entrepreneur then you should add leader to your hats. Executives concern themselves with strategies, positioning, competition, regulation, etc. They work all the time because they are always thinking about these things, and how their team can positively impact these issues. Chess masters do not manage tasks when they are playing the game.

Efficient time management and task prioritization as an executive involve leveraging tools like calendars and task management apps to schedule and track activities. Prioritize tasks by urgency and importance, using frameworks like Eisenhower's matrix, and delegate responsibilities when possible. Regularly review and adjust priorities based on shifting goals and deadlines. It's also crucial to allocate time for strategic thinking and self-care, which can bring a sense of balance and well-being, and help maintain productivity and decision-making quality.

Be absolutely clear on your role and the roles and responsibilities of your most senior team. I love Simon Sinek's idea of the chief exec being the person who keeps hold of the vision. The task of that exec is to do that and ensure others do their roles well. The skillset and leadership capability becomes the most important factor in managing time and prioritisation. When these are in place prioritise according to what needs to really be done within the role. The same principle applies to every other executive.

Effective Empowerment and Delegation multiplies the efforts. Managing political headwinds and refining strategy to achieve organisational Goals are 2 very important aspects.