Time Management for CEOs: Turning "Too Busy Growing" into Strategic Time Savings

By Cecile Pichon, The CEO Whisperer, Executive Coach and Business Strategist

One of my clients once said, "I'm too busy growing to take swimming lessons." It was a powerful reminder of how easily CEOs and business owners can feel overwhelmed by their schedules, often pushing back on time management strategies because there simply isn’t a spare moment to learn them. Yet, without learning to "swim" through their own schedules, many leaders find themselves treading water instead of driving their vision forward. Effective time management isn’t about doing more—it’s about doing more of the right things.

1. Prioritize Like a Pro: What Matters Most?

- CEOs wear many hats, but not every hat requires the same attention. Take a hard look at your calendar. Which meetings or tasks directly drive revenue or support your strategic objectives? Which are distractions? Start by creating a list of top priorities each quarter and make sure they’re reflected in your schedule.

- Tip: Color-code your calendar. Mark tasks that align with strategic priorities in one color and distractions in another. This can visually show where time is drifting away from high-impact work.

2. Delegate and Empower Your Team

- Often, CEOs are involved in tasks that can—and should—be handled by someone else on the team. By empowering trusted leaders, you can shift time from managing tasks to steering the company’s growth.

- Exercise: Review your calendar weekly. Ask, “What on here could be done just as well—or better—by someone else?” Gradually shift these tasks to the right team members, coaching them along the way.

3. Limit Meeting Time and Frequency

- Back-to-back meetings leave no time for strategic thinking. Evaluate the necessity of each meeting. Could some be shorter, less frequent, or done via email instead?

- Tip: Implement “Meeting Free Days” or set time limits. Consider starting with 30-minute meetings instead of hour-long sessions and sticking to agendas that keep the meeting on track.

4. Build in Thinking Time

- Strategic thinking often takes a backseat to immediate demands. Block off a few hours each week as “Focus Time” for brainstorming, planning, or reading up on industry trends. This uninterrupted time is where transformative ideas emerge.

- Practical Strategy: Treat this block as a high-stakes meeting with yourself. Resist the urge to fill it with last-minute tasks. Protect it to ensure time is dedicated to the company’s long-term vision.

5. Evaluate ROI on Low-Impact Tasks

- Some tasks may be time-consuming but bring little return. Conduct an ROI assessment on recurring tasks or meetings. If they aren’t adding significant value, it may be time to eliminate or streamline them.

- Example: One CEO client of mine took this approach with weekly status meetings. After analysis, he switched to bi-weekly updates, saving several hours each month while maintaining the same productivity level.

6. Adopt a Framework for Time Allocation

- Leverage frameworks like the Eisenhower Matrix (categorizing tasks by urgent-important) or Time Blocking to keep focused on high-priority actions. Frameworks simplify complex schedules, making it clear where attention is best directed.

- Quick Action: At the start of each week, categorize tasks to ensure the majority of your time is invested in areas that align with your goals.

Time management for CEOs is less about “finding” time and more about strategically placing time on what matters. Implementing even a few of these methods can turn those “swimming lessons” into business-growth fuel—keeping you focused, forward-moving, and freed up for what truly matters.

Let’s finish strong together!

By Cecile Pichon, the CEO Whisperer, Executive Coach and Business Strategist