Time management is a critical skill for business leaders who often find themselves juggling multiple responsibilities and commitments. Finding effective strategies to maximize productivity and gain more time back is essential for leaders.
As experts, the members of Forbes Business Council have ample experience devising ways to increase productivity, save time and get the most out of their limited availability. Below, 18 of them offer valuable techniques that can help busy leaders reclaim three to five hours back a week and maintain a healthy work-life balance.
1. Focus On The Why, What And How
Focus and prioritize tasks that are essential to the “why” of your company. Collaborate and contribute to the “what.” Delete and delegate the “how” as much as you can! – Thomas Serrano, Exclamation Group
2. Make Incremental Changes
Incremental changes can aid in causing a positive impact. For example, waking up 30 minutes earlier each day to segment out wants in a time block catalog may be helpful. Time blocking or cataloging where time is spent to readjust outcomes is a revelation that will allow you to gain back time for delegation and prioritization. – Paul L. Gunn, Jr., KUOG Corporation
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3. Find Time To Let Your Mind Wander
Create what I call “mind-meandering hours” into the schedule. Senior leaders are always moving from task to task and decision to decision. Making complex decisions and coming up with outside-of-the-box solutions to an issue require the mind to be uncluttered and free. This only happens if you let it wander without any interruption or agenda. I have seen some of my best decisions and insights happen during these meandering hours. – Xavier Prabhu, PRHUB
4. Use Agendas To Plan Meeting Times Accordingly
Only attend or schedule meetings with agendas, and make sure to schedule an appropriate meeting length based on the agenda. Often, people default to a 30- or 60-minute meeting when a shorter meeting would be more appropriate. When the meeting agenda concludes, end the meeting. If you want to chitchat, schedule coffee chats for that. – Shavonnah Schreiber, SNR Creative
5. Give Up 80% Of Your Time
The quickest way to become super efficient is to challenge yourself to release 80% of your time. When we do this, we are forcing ourselves to be ruthless with our time. We are typically surprised at what we can truly delegate and what is a totally inefficient use of time. – Marian Evans, Elevate BC Ltd
6. Hire An Assistant
I let an assistant take over my scheduling. I was so scared to let go of it but I found it was so freeing! I love waking up and knowing I have a productive day ahead already planned. I am now teaching my assistant to manage my email inbox. I’m terrified to give it up but I look forward to the moment when I will have just a handful of emails to address at the start of my workday. – Angie Noll, Reconciled Solutions
7. Encourage Pre-Reads Prior To Meetings
To get the most out of meetings and decrease time spent in them, we encourage pre-reads. This ensures everyone is grounded with critical information before the meeting. This way, meetings can start with any clarifications required and then deep dive into a rich discussion. It saves a lot of upfront time and makes meetings more fruitful. When we don’t do this effectively, we feel the impact. – Leeatt Rothschild, Packed with Purpose
8. Create Empty Calendar Days
Have a day where you have no calls. Set your calendar up so that no one can book time with you on this day, and the people on your team should know this is the day you don’t want to be disturbed. You will get the ability to be more creative and have the chance to work on other projects. This day is Friday for me and is now known as “No Call Friday.” It always feels like my most productive day. – Liam Pingree, Neuronic
9. Focus On Work Related To Your Role
Focus on what matters most for your role and let your team handle the rest. Delegate tasks that are not essential or strategic. Trust your team and empower them to make decisions—your people will embrace the challenge and step up when given proper leadership and direction. – Daniel Farrar, Assembly Software
10. Streamline Your Day
Plan your day and block out time for strategic thinking. Improvising a day’s work or a week will probably keep you busy, but it will not take you to the next level. Replace some meetings with Loom videos to save time. Also, read your emails in batches as it has the same impact. – Marianella Manzur, Joorney Business Plans
11. Prioritize Getting Aligned And Focused
Proper time management is about alignment and focus, which can be represented with objectives and key results (OKRs) as an example. This is why the time hack is to look at your working day, see which tasks are outside those OKRs and eliminate them from the working schedule, this is especially true about meetings. It takes some mental effort to do so. – Oleksandra Rostovtseva, Altamira
12. Focus On Essential Tasks And Meetings
There is no secret sauce as we all operate differently, but in general, boosting your productivity with this proven strategy works: Attend only essential meetings. Cut meeting times to 30 minutes or less and prioritize meeting outcomes for success. Skip nonessential meet and greets. Stay connected via phone for prompt action. Don’t delay tasks, as procrastination hinders progress! – Ali El Husseini, Medici Land Governance
13. Delegate Responsibilities
Delegate. The most common mistake made by leaders is that they try to do everything themselves because they think they can do a better job. This is not scalable. You have to learn to delegate responsibilities to others and demand quality. – Jai Rawat, Zinrelo
14. Block Out Time Throughout The Day
Sometimes, making time saves time. For years, I’ve blocked 8 a.m. to 10 a.m. and 4 p.m. to 5 p.m. on my calendar. Morning time is think-time during which I read and research where to take our company. My coach says, “You can’t do any more for your business, you can only think more.” Afternoon time is for the end of the day clean up and debrief. This ritual saves me from working at night and/or on weekends most of the time. – Misty Dykema, Simantel
15. Make Your Environment Reflective Of Your Work
Designate specific contexts for various tasks and allocate the majority of your time to creative and strategic work. For creative work, put yourself in a creative physical space with limited or no distractions. For strategic work, identify the combination of either people or resources you’ll need available, and make sure the environment has enough stimulation to keep your energy flowing. – DeEtta Jones, DeEtta Jones and Associates
16. Knock Out Tasks That Drive Procrastination First
Begin your week, and each day, with the tasks most likely to encourage the trap of procrastination. You’d be surprised how busy we trick ourselves into being when we push off something tedious or unpleasant. You’ll regain time and train yourself to eliminate procrastination. – Michele Paiva, The Finance Therapist
17. Use Helpful Tools
Utilize tools for productivity and automation. Also, identify tasks that can be entrusted to capable team members and empower them to take ownership. Delegate tasks that align with their strengths and provide clear instructions and expectations. This not only lightens your workload, but also develops team members’ skills and fosters collaboration. – Myrtle Anne Ramos, Block Tides
18. Multitask During Power Hours
I use power hours almost daily, combining many tasks to work in parallel. I might take my daughter to her figure skating training and book a face-to-face meeting in a venue where we can train in sports and meet at the same time. On my way home, I will pick up the groceries and listen to an audiobook. There are many combinations for power hours. The point is to have two to three parallel activities done simultaneously. – Aslak de Silva, Selfly Store
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