Boundaries In Business Part 1: Boundaries with Your Time

In todays work world, we’ve got remote set ups, hybrid offices, and even people working from hammocks in tropical locations (lucky them). How we manage time has to evolve with these changes-and lets face it, the conventional “productivity tips” posts just don’t cut it anymore.?

So hang on to your seats (or your standing desks) because this week, we’re diving deeper than usual into managing time for modern work environments. I'm going deeper than my promised "3" tips because I wanted to offer solutions for those who work a typical 9-5, but also for the increasing number of business owners and industries that can't fully "clock-out".

This is my spin on some long-standing approaches. Let’s get into it!?

1. Prioritize Decision-Making Boundaries (Decisions = Time)?

For leaders in high-demand industries, boundaries shouldn’t be about avoiding work, but about filtering what truly needs their attention.?

How to do it:

? Use the 3D Method for Incoming Requests:?

Do it – If it’s urgent and requires your expertise, handle it.?

Delegate it – If someone else can handle it (even partially), offload it.?

Defer it – If it’s important but not urgent, schedule it for later.?

? Predefine ‘What Qualifies as an Emergency.’ Just because something feels urgent doesn’t mean it is. Create a checklist for yourself/staff:?

• Does this require an immediate response??

• Is this a true business risk, or just an inconvenience??

• Can this wait until tomorrow??

?? Pro tip: If you find yourself handling preventable emergencies frequently, track patterns and work toward long-term solutions (proactive planning instead of reactive fire-fighting).?

?_________________________________________

2?. Build a “Second-in-Command” System?

Leaders and business owners often keep too much decision-making on their plate. The key isn’t necessarily working fewer hours - it’s working smarter by empowering others to handle some of the workload.?

How to do it:

? Create a decision tree for your team so they know when to escalate an issue to you.?

? Appoint a “go-to” person for after-hours issues (if possible). If you’re a business owner, this could be a senior staff member or foreman who filters calls before they reach you.?

? Use communication tiers:?

?? Immediate escalation (true emergencies) → You get the call.?

?? Standard issues → Go to a designated team member.?

?? Minor concerns → Logged and reviewed the next day.?

?? Pro tip: Start small. If you’re used to handling everything, begin by delegating one category of decisions at a time.?

?_________________________________________

3?. Set ‘Availability Windows’ Instead of Hard Stop Times?

Whether you work a structured 9-to-5 or have a more fluid schedule, the reality is that notifications, emails, and messages can reach you at all hours. Instead of letting work creep into every part of your day, set availability windows to manage expectations and maintain balance.

How to do it:

? Set and announce clear response times.

Use an auto-reply, email footer, in your emails, Teams or Slack messages to make it clear. Example: “I respond to emails between 8 AM-5 PM, Monday to Friday. If you email outside these hours, I’ll get back to you during my next availability window.”

? Create a transition routine to “clock out.”

• Work doesn’t have an official end time? Make one.
• Pick one small habit that signals your brain to stop working:

?? A short walk

?? Changing your clothes

?? Physically closing your laptop

? Use ‘Adaptive Time Blocking’ to Stay in Control Without Rigidity

Traditional time blocking can feel restrictive. Instead, use flexible focus zones to manage your time without over-scheduling.

• Group similar tasks into broad ‘focus periods’ instead of rigid time slots. (Example: Mornings for deep work, afternoons for meetings.)
• Use ‘Now, Next, Later’ prioritization to keep work moving without a fixed schedule. (Now = Urgent, Next = Important but flexible, Later = Non-urgent but scheduled.)
• Create ‘notification-free zones’ to carve out distraction-free work time without forcing set hours.

?? Pro tip: Announce your availability windows to your team and clients so expectations are clear.?And then stick to it! You erode your own time boundaries when you break them. If you answer emails after hours once, people will naturally come to expect it again.

?_________________________________________

?4?. Use ‘Reverse Deadlines’ to Control How Work Expands

Work expands to fill the time available. If you don’t control the flow of tasks, they will keep coming at all hours. Reverse deadlines stop that from happening.

How to do it:

? Set deadlines earlier than necessary to control timing.

• If a project is due Friday, set your team’s internal deadline for Wednesday.
• If emails keep coming late in the day, bump up your end of day boundary: “All requests received after 3 PM will be addressed the next business day.”

? Close your calendar before your day actually ends.

Instead of being “available” until 5 PM, block out your last 30 minutes. That way, you don’t get stuck in “just one more thing” mode.

? Use “Expiration Timers” for Requests.

Example: “If I don’t receive all inputs by 2 PM, this moves to tomorrow’s list.” This prevents last-minute demands from hijacking your day.

?? Pro tip: People will respect your deadlines only if you enforce them.

?_________________________________________

5. Create ‘Time Shields’ to Prevent Meetings & Calls from Creeping In

Time boundaries collapse when meetings, calls, and side conversations take over your day. The solution? Pre-set time shields.

How to do it:

? Auto-Block ‘No Meeting’ Zones.

If you leave your calendar open, people will schedule over your work time. Block at least two hours per day where no one can book meetings.

? Implement ‘By Request Only’ Calls.

Instead of being available for unscheduled calls, require people to book time in advance. Example: “Need a call? Book 15 minutes here.” (Set this right in your email signature!).

?? Pro tip: If you take every meeting and answer every message, you’ll never have time for actual work.

?Final Thought?

Time boundaries aren’t about working less - they’re about working with intention. If you don’t set boundaries, other people will set them for you.

Which of these strategies would make the biggest impact on your day? I'd love to hear from you!

_____________________________________

Anjali Aman is the founder and principal of Collective Business Solutions, a boutique Organizational Development consultancy based in Kamloops, BC, serving the Interior. With over 20 years of corporate experience, Anjali specializes in workflow optimization, policy development, strategic alignment, and accreditation consulting, helping businesses and nonprofits build clear, effective, and sustainable systems.

She’s passionate about untangling operational chaos, making policies practical (not painful), and helping leaders create workflows that actually work. Whether it’s refining business processes, implementing better decision-making frameworks, or developing strategic policies, Anjali’s approach is all about clarity, momentum, and impact.

Want to chat about smarter workflows, stronger policies, or how to streamline your operations? Let’s connect!