Time Management & Prioritization

When it comes to maximizing your productivity and efficiency as a leader, time management is a key component. Alongside task prioritization, learning to manage your tasks means you'll be making the best use of your time in your role! And what leader doesn't want that?

In this article, we'll be covering why time management matters, key principles of managing your time, techniques for prioritizing tasks and strategies for both saving time and managing your schedule.

 

Why time management matters for leaders

Overall, time management is crucial for leaders who want to be productive, efficient, and effective in their roles. It helps them to achieve their vision and set direction, maximize their time and resources, accomplish their goals, be more mindful of their own habits, and lead their team to success. 

 

The key principles of time management

There are several key principles of time management that can help individuals and leaders manage their time more effectively. If you make time management a priority, the effects can't help but trickle down to your employees, making a more efficient workplace overall that values balance. 

 

Setting goals and objectives

It can be difficult to make your time work FOR you if you don't have a game plan. That's why the first step is to identify your goals and prioritize them based on their importance and urgency.

 

Identifying time wasters

It happens to all of us: wasting time. In order to take back your time, minimize distractions such as email notifications, social media, and other interruptions that can derail your focus and productivity. It can also be helpful to keep track of how you are spending your time to identify time-wasting activities and areas for improvement.

 

Delegating tasks

Managing your own time can quickly be achieved by delegating tasks to others when possible. Once you've determined an employee or other leader is capable of taking on the duties you need assigned out, delegating can prove to be a powerful tool to establish trust, confidence and grow their own leadership skills.

 

Avoiding procrastination

Procrastination is never a good idea. In the moment, it may feel like a good decision to put off a task because you are working on something else. But continuing to delay finishing a project or a regular duty not only says you can't be trusted, but that you have issues with prioritizing. If you find yourself continually procrastinating, it might be time to sit down with a colleague to ask for help.

 

Establishing priorities

Not sure how to start on managing your time better in the first place? That might be because you need to take some time to establish your priorities. Usually, time sensitive items (like payroll) can dictate the top of your priority list. Other things will take some thought in determining what is most important. 

 

The benefits of task prioritization

Task prioritization can help individuals manage their time and resources more effectively, reduce stress, and increase productivity, leading to better outcomes and balance in both in their personal and professional lives.

 

Techniques for prioritizing tasks

Prioritizing a mile-long to-do list can seem overwhelming. Thankfully, there are several techniques that will help you get a handle on the process.

 

Creating to-do lists

Are you a pencil and paper kind of leader? To-do lists are probably your jam! Even if you prefer a color-coded electronic version, to-do lists have long been a help when it comes to prioritizing your tasks and there is no shame in using a simple and straightforward process that gives you the accomplishment of striking off tasks all day long.

 

Using the Eisenhower Matrix

This technique involves dividing tasks into four quadrants based on their importance and urgency. Tasks are classified as urgent and important, important but not urgent, urgent but not important, or neither urgent nor important. This helps individuals prioritize tasks based on their importance and urgency.

 

Applying the 80/20 rule

When applied to task prioritization, the 80/20 rule suggests that 20% of tasks will account for 80% of the results. Therefore, it is important to focus on the tasks that will have the most significant impact on achieving a goal. This could involve identifying the tasks that will have the biggest impact and prioritizing them accordingly, while deprioritizing tasks that are less important.

 

Using the ABC method

This technique involves categorizing tasks into three categories: A tasks (high priority), B tasks (medium priority), and C tasks (low priority). This helps leaders focus on the most important tasks first.

 

Strategies for saving time

The key to saving time is to be intentional and strategic about how time is spent. If you need help on a few techniques, keep reading.

 

Batch processing

This involves grouping similar tasks together and completing them all at once. For example, responding to all emails in one block of time, rather than throughout the day. 

 

Time blocking

Setting aside specific blocks of time for specific tasks to avoid distractions and focus on one task at a time is another effective technique. This can help individuals work more efficiently and complete tasks faster. You can set up blocks for all sorts of tasks, like phone calls, projects, and meetings. The important part is making sure other tasks are not encroaching on your blocks, so you can remain focused.

 

Multitasking vs. single-tasking

Multitasking involves trying to do multiple tasks simultaneously, such as answering emails while on a conference call. Single-tasking, on the other hand, involves focusing on one task at a time.

Overall, while multitasking may seem like a way to save time, it can actually be less efficient than single-tasking. By focusing on one task at a time, individuals can work more efficiently, reduce mistakes, and accomplish more in less time.

 

Using technology to your advantage

Technology can be a powerful tool for saving time and improving productivity. There are many apps available that can help individuals manage their time more efficiently and automation tools can help automate repetitive tasks, such as scheduling appointments or sending follow-up emails. 

Leaders and teams can also use collaboration tools like Google Drive or Dropbox can help individuals work more efficiently by allowing multiple people to work on the same document or project simultaneously and time tracking and management tools like RescueTime or Toggl to monitor how time is spent, identify time-wasting activities, and optimize workflows. 

 

Strategies for managing your calendar and schedule

Effective calendar and schedule management can help individuals stay organized, increase productivity, and reduce stress. Here are some simple ways to get your calendar in check:

 

Scheduling meetings effectively

No one wants to attend a meeting that is a waste of time. Make sure each meeting you schedule has an efficient agenda that lays out strategies and takeaways for everyone involved.

 

Blocking out time for important tasks

Just like you utilize time blocks or batch processing, make sure your calendar has room for important tasks. This could mean leaving some empty space in your schedule to account for unexpected tasks or emergencies that may arise throughout the day.

 

Saying no to nonessential tasks and meetings

Learn to say no to requests or commitments that do not align with your goals or priorities. This can help avoid overcommitting and reduce stress for both you and your team.

 

The importance of delegation

Delegation is the process of assigning tasks or responsibilities to other people or team members. It is an important skill for leaders and managers, as it can help individuals and teams become more efficient and productive. 

 

Strategies for delegating tasks effectively

Delegating can feel like you are shirking responsibility, but really, you are empowering others around you to grow as you all support the workplace.

 

Identifying the right tasks to delegate

Start by identifying the tasks that can be delegated to others. Look for routine or lower-priority tasks that can be completed by others, freeing up your time to focus on higher-priority tasks.

 

Choosing the right people to delegate to

When delegating tasks, choose the right person for the job. Consider each team member's strengths, skills, and experience, and assign tasks accordingly. Make sure the person has the necessary resources, information, and support to complete the task successfully.

 

Providing clear instructions and expectations

Provide clear and concise instructions on what needs to be done, why it's important, and how to do it. Make sure the person understands what is expected of them, and provide any necessary training or resources to help them complete the task.

 

Monitoring progress and offering support

Follow up with your team member regularly to check on their progress and offer support or guidance if needed. Celebrate their successes and provide constructive feedback if necessary.

 

Conclusion

As a leader, effective time management and task prioritization are critical skills for achieving goals, increasing productivity, and reducing stress. Though it might not come easy, leaders can improve time management and their delegation skills with thoughtful planning and intentionality. By mastering these skills, both leaders and teams can optimize their time getting their daily tasks done, leaving more room for personal development.

Do you want more training on being productive? Check out our free Productivity Training below! This 20-minute training discusses the most effective productivity disciplines leaders use to maximize their time and get greater results!