How to Prioritize for More Time and Less Stress as a New Leader

Why Time Management Matters More Than You Think

When you step into a leadership role, it often feels like you're pulled in a thousand different directions. Every task demands your attention, and stress can creep in as you try to do it all. For new leaders, effective time management isn’t just a nice-to-have; it’s essential for maintaining focus and staying on top of your game. If you're overwhelmed with tasks, you’re not alone—but the key isn’t in working harder or longer. It’s about working smarter, and today, I have just the tool for you!

Time management, especially for new leaders, is all about prioritizing what matters most. It’s about knowing where to focus your attention so that you can show up as the best version of yourself, both personally and professionally. Here’s how you can manage your time effectively and reduce stress.

The Way Forward to MORE Time

My Step-by-Step Process for Gaining Control of Your Schedule

To help you gain clarity around your priorities, I use a process I like to call “The Way Forward to MORE Time.” It’s designed to give you a clear system for sorting through the noise and getting to what truly matters. Here’s how it works:

Step 1: Brain Dump Everything

The first thing you need to do is get all of your tasks, personal and professional, out of your head and onto paper. This isn’t the time to organize or filter—just get everything out there. When you see the full list of what’s swirling around in your mind, it helps reduce the mental load and gives you a clearer picture of what you’re dealing with. This step alone can help alleviate a lot of stress.

Step 2: Schedule Hard Due Dates

Next, go through your brain dump and pick out anything that has a hard due date. These are the tasks that must happen by a certain time. Schedule and block out time on your calendar for these items right away, ensuring they have a dedicated space where they’ll get done. Yes, even buying your Mom’s birthday present gets scheduled. You definitely don’t want to miss that one! Once these critical deadlines are accounted for, you’ll feel more in control of your time.

Step 3: Divide the Rest into Buckets

Now that you’ve handled the immediate deadlines, it’s time to take the rest of your list and sort equally it into three buckets: the Critical Bucket, the Important Bucket, and the What’s Left Over Bucket.

• Critical Bucket: These are tasks that are essential for your long-term goals and have a big impact on your leadership role or life.
• Important Bucket: Tasks that are valuable but don’t need to be done immediately.
• What’s Left Over Bucket: This is where all the low-priority tasks end up—the things that won’t move the needle significantly but still need to be done at some point.

By organizing your tasks in this way, you’ll begin to see where your time is best spent and where you can afford to push things off or delegate.

Step 4: Identify Personal vs. Professional Tasks

Once your tasks are sorted into buckets, take a moment to identify which ones are personal and which ones are professional. Often, you’ll notice patterns emerging—maybe you’re spending too much time on certain professional obligations or neglecting personal responsibilities that matter to your overall well-being. This insight can help you create better balance in your life and adjust your priorities.

Step 5: Do It, Delegate It, or Delete It

Finally, go back to your list and classify each task into one of three categories:

• Do It: These are the tasks you need to handle yourself.
• Delegate It: Tasks that can be passed on to someone else, whether it’s a team member, technology, or an outside resource. Don’t be afraid to delegate, especially as a leader—it’s a key part of growing your leadership and your team.
• Delete It: Some tasks may simply not be worth your time. Let them go (cue the "Frozen" song). It’s freeing to acknowledge that not everything deserves your attention.

By classifying your tasks in this way, you not only lighten your load but also ensure you’re focused on what truly matters.

How to Put This into Practice

Set Clear Boundaries for Your Time

Start by dedicating time each week to go through this process—your brain dump, your buckets, and your do-delegate-delete. It may feel overwhelming at first, but as you start to practice this regularly, you’ll notice that it gets easier to identify what’s truly important and where your focus should be.

Who Can Help?

If you're feeling stuck, reach out to trusted colleagues or mentors. They can offer insight into what you might delegate or help you see blind spots in how you're managing your time. Sometimes an outside perspective makes all the difference in identifying where you can free up space in your schedule.

Integrate This into Your Routine

Block out 15-30 minutes at the start of each week to go through this process. I do mine on Sunday morning with a cup of coffee. It lets me move into the week feeling more in control. This habit is an investment in your productivity AND peace of mind. That means you get to stay proactive instead of reactive, and control your time rather than letting it control you.

Your 48-Hour Action Plan

Now that you’ve got the tools to take control of your time, here’s your action plan for the next 48 hours:

1. Do a Brain Dump: Set aside 15 minutes to write down everything on your plate, both personal and professional.
2. Schedule Hard Due Dates: Find the tasks with deadlines and get them on your calendar.
3. Sort into Buckets: Divide the remaining tasks into your three buckets: Critical, Important, and What’s Left Over.
4. Classify and Act: Go through your tasks and decide what you’ll Do, Delegate, or Delete.

This simple process will help you clear the clutter, prioritize what matters, and relieve the stress that comes from trying to manage too much at once. It’s all about creating space to lead with clarity.

If you're ready to take your time management and leadership skills to the next level, visit www.DebbiePetersonSpeaks.com to explore more programming and consulting.