5 Time Management Hacks from an Executive Coach: They're Not What You Think

During a recent conversation wrapping up a coaching program, I asked my client about the secret to his time management success. He admitted his surprise in recognizing that productivity tips and tricks didn't play a significant role. When I shared this insight with another coach, we laughed and agreed: time management is about much more than time!

Time management; it’s never really about time

Instead of offering quick hacks and shortcuts, an effective executive coach delves deeper and provides something more... transformative. If simple hacks were the solution, we'd all be time management gurus. We'll explore five common underlying narratives that hinder productivity — stories we tell ourselves that hold us back from achieving what truly needs to be done.

As you read, reflect and identify which narratives resonate with you. With an enhanced understanding of your unhelpful time management stories, you can choose to become the author of your own life, rewriting your story for a more satisfying existence.

Unhelpful Story Rewrite 1:

“I can’t say no or push back because...” → “It’s my job to make sure my role is sustainable.”

This story feels like standing on a work relationship tightrope, trying to balance the weight of everyone's expectations while fearing the consequences of uttering those two little letters: N-O. We imagine bridges burned, relationships strained, and our dreams of a promotion shattered.

• Example: Sally is an overwhelmed Customer Care Associate caught in the web of reporting to multiple managers, each with their own demands and whims. The fear of saying no and setting boundaries hangs over her like a dark cloud. She's caught in a dilemma: in an unpredictable world of tech layoffs, Sally worries that asserting herself might jeopardize her career, or worse, result in getting a one-way ticket out the door.
• New story: By rewriting her story Sally sees that true leadership means taking ownership of her role. Sally gets honest — with herself and her bosses — about the realities of her workload and the impact it has on her wellbeing, team, and business. By aligning her priorities with her team and business, she sets clear expectations and gracefully declines tasks that overwhelm her. Saying no and setting boundaries not only creates a more fulfilling work-life experience but also contributes to a sustainable business environment.

Saying no and setting boundaries empowers us to create a more balanced and fulfilling work-life experience, and also contribute to a more sustainable business environment. A win-win.

Unhelpful Story Rewrite 2:

“I have to do everything.” → “By empowering others, I empower myself.”

This a tale often internalized by new people leaders. They've begun to climb the ladder of success, buoyed by their exceptional skills as individual contributors. The praise and recognition they receive for their work reinforces their belief that they alone must bear the weight of every task.

• Example: John is a dedicated PM in the gaming industry. He believes he's the only one who can do everything well, and he alone has the historical knowledge. He finds himself grappling with the challenge of relinquishing control and trusting others to handle crucial aspects of his project. The fear of letting go and delegating to others holds him hostage in a cycle of overwhelm.
• New story: John realizes that what brought him success in the past won't necessarily work in the future. He adopts a new mindset that by empowering others, he also empowers himself. In doing so he begins by identifying tasks that can be delegated to his team members, allowing them to shine while freeing up John's own time and energy. John learns to trust his team, offer guidance when necessary, and celebrates their achievements along the way.

With each successful delegation, our load is lightened and it fosters a culture of collaboration and growth within our team. With this new story we become leaders who understand the power of empowering others and create an environment where everyone can thrive.

Unhelpful Story Rewrite 3:

“My work is not in my control.” → “If I’m impacted by the results, I have the power to influence the process.”

Assumptions: we all know what those make you and me. (An ??.) Assuming that we have to do our work a certain way or on a certain timeline because that’s how it’s always been done it a common story. This mindset can leave us feeling powerless and hinders our ability to effectively manage our time.

• Example: Jane, is a dedicated Communications Manager at a non-profit organization. She often finds herself overwhelmed by the demands of her role and multiple stakeholders, constantly juggling multiple projects with competing priorities. She feels trapped in a cycle of never-ending tasks and wonders if there's any way out.
• New story: Jane realizes that she has the power to shift her perspective and take control. Recognizing that she's impacted by the results, she discovers the power to influence the process. By managing up and fostering assertive communication with her stakeholders, she expresses her needs, discusses realistic timelines, and negotiates priorities. This opens up avenues for collaboration, readdressing workflows, and working towards shared goals.

By managing up and expressing realistic outputs, we can co-create new solutions to help everyone involved. However, sometimes despite our best efforts, the situation may not improve. In those cases, we can embrace the reality that we always have a choice, even if we’re not thrilled about the options we have. If managing up isn’t working to solve an unsustainable situation, recognizing that we can find a new job with a healthier work environment can also be empowering.

Unhelpful Story Rewrite 4:

“It’s important I do X for others” → “I fill my cup so I can pour out for others.”

The tendency to prioritize others' expectations over our own needs is a common narrative that many of us internalize, believing that we must go above and beyond to gain the approval and likability of those around us.

• Example: Tim, an IT Manager who leads a team of five. Tim has taken to heart the notion that as the captain he must go down with the ship. He goes above and beyond: processing tickets, and taking on requests from challenging personalities to shield his team and win favor with his higher-ups. It's a noble sentiment, but it comes at a cost – his own well-being and sustainability.
• New story: Tim realizes that his current approach is unsustainable. He embraces a new narrative that honors his personal goals while aligning them with the broader business objectives. He understands that self-care is not selfish but essential for him to be an effective leader. By prioritizing his well-being, Tim strikes a balance between giving his best and maintaining personal boundaries. Tim now sees that he can only give his best when he's at his best.

Embrace the idea that prioritizing self-care is not only essential for your own well-being but also for the success and growth of your team. By filling our own cups, we can pour out for others in a more sustainable and impactful way.

Unhelpful Story Rewrite 5:

“Hard work is essential to who I am.” → “I focus on the impact, not the work.”

Hard work for hard work’s sake seems to be core to our culture’s identity, glorifying hustle culture and socially rewarding those who work hardest and longest. But what if we could rewrite this story and shift our focus to the impact we want to make?

• Example: Rose, an Ads Manager, finds herself trapped in this unhelpful story. She believes that her worth hinges on her ability to work tirelessly. She looks at her colleagues with a mix of disdain and envy if they don't exhibit the same level of "fortitude." Little does Rose realize that she holds the key to freeing herself from this self-imposed burden.
• New story: As Rose becomes more aware, she shifts her focus to what truly matters – achieving meaningful results and impact. Instead of fixating on the amount of work she puts in, she directs her attention to the outcomes she wants to accomplish. By doing so, Rose prioritizes tasks that contribute directly to the desired impact and long-term success, and a more sustainable life for herself.

It's time we let go of this familiar old story and embrace a new narrative that centers around our own values rather than overly buying into hustle culture. By doing so, we can unlock a sense of fulfillment, authentic success, and a healthier work-life balance.

In Conclusion: You Can Rewrite Your Story

Time management transformation requires a fundamental shift in our mindsets and the stories we internalize. We have the power to rewrite our narratives, empowering ourselves to take control, set boundaries, delegate, prioritize results, and prioritize our own well-being.

It’s your life. You can choose if want to squeeze more tasks into the same 24 hours or create a life where your time aligns with your values, where you focus on what truly matters, and where you find a sense of balance and fulfillment. Choose wisely.

Vanessa is an executive coach and founder of?V & CO Coaching,?which supports the overwhelmed and underfulfilled in developing self-leadership?so they can make their unique impact on the world.

Follow her work on?LinkedIn?and get bonus material by subscribing to her?free monthly e-newsletter. ????