Time is one of the only things you can’t get more of, so how you manage it really matters. Business leaders, striving to maximise every day, often find themselves ensnared in a cycle of deadlines, meetings, and reactive problem-solving. If you feel like your calendar is controlling you instead of you controlling it, you’re not alone. Mastering time management can feel impossible when you’re balancing strategy, operations, leadership, and team expectations.

But there are practical ways to shift from being constantly busy to being genuinely productive. With a bit of structure and the right systems in place, you can regain control, boost your output, and still have energy left at the end of the day. It begins with knowing what to do, what to delegate, and how to use your tools. The good news is you don’t have to overhaul your entire routine to see results. Small changes done consistently can entirely change how you lead and work.

Identify Priorities And Set Goals

It’s hard to manage time well if you’re not sure what should come first. True productivity isn’t about getting everything done. It’s about getting the right things done. Prioritising helps you move away from reacting to whatever comes up and towards leading with intention. One helpful way to do this is to check in regularly on both your short-term and long-term goals. Are you spending your time in a way that supports them?

Try using time-blocking to give structure to your week. This method means assigning specific blocks of time to your most important tasks. It stops your calendar from getting overrun with meetings or low-value work and carves out space for focused progress. Here’s an effortless starting point:

– Block dedicated time each day for your top three priorities
– Schedule admin duties like emails and approvals during slower parts of the day (say at the beginning and again at the end of the day)
– Leave buffer zones between tasks to reduce the feeling of being rushed and overwhelmed
– Set time limits for meetings so they don’t run longer than needed

You can support this approach with tools like task managers or digital calendars that offer visual layouts of your day or week. Apps such as Trello, Notion, or Asana can help you track goals alongside to-dos by sorting actions based on relevance and urgency. These tools add structure to what often becomes a subjective process.

If everything feels like a priority, pause and evaluate what truly makes a significant impact that ‘moves your needle.’ Spending hours each week on client follow-ups that your team could handle is not necessary. After reassessing, try my five Ds. Do, Delegate, Delay, Delete or simply call Darren. After all, I’m an accountability coach. I can work with you to find your rhythm, set priorities, and build momentum to get things done.

Let your goals lead you. When your day is built around what truly matters, it’s easier to manage your time and energy.

Delegate And Outsource

Trying to handle everything alone might seem quicker, but it often leads to burnout or delays.

Delegation isn’t about giving up control. When done properly, it allows you to refocus on the work that delivers the most value.

Start by reviewing your workload:

– What tasks have been sitting unfinished?
– Which ones could be handled by someone else on your team?
– What do you repeatedly do that doesn’t need your direct attention?

These are clues that show you where delegation makes sense. Tasks like scheduling, research, admin, or preparing reports are often simple to hand off. And for tasks outside your skill set, such as bookkeeping or design, outsourcing might be the smarter choice. Clearing space from your calendar helps you focus more on strategy, coaching staff, and planning—the things that shape your business.

To delegate well, give clear instructions, context, and the tools to succeed. Follow up at set points, not constantly. When you give your team ownership, their confidence grows, and so does your capacity as a leader.

Think of delegation as a habit, not a one-time action. When it becomes part of your routine, it increases overall efficiency without sacrificing quality.

Utilise Technology And Tools

Time management isn’t about squeezing more hours out of the day. It’s about streamlining how you use those hours. This is where tech can help give you back the control you need.

Digital calendars like Google Calendar or Outlook are a wonderful place to start. Use colour coding and synchronised devices to keep track of both personal and work schedules. Set recurring reminders for planning time, regular reviews, and key meetings. This ensures a strong start to your week without the need to start from the beginning.

Automation is another major time-saver. Here are a few simple changes that can make a big impact:

– Use calendar links for hassle-free meeting bookings
– Set up email filters to reduce inbox clutter
– Automate reminders for project check-ins or deadlines
– Use templates for regular documents like proposals or onboarding packs

Voice-to-text tools are worth considering if you spend a lot of time in transit or bouncing between meetings. They help capture thoughts instantly so you don’t forget the value in those moments of clarity.

But be selective. Too many tools can create confusion. Stick to a couple that match how you naturally work. The right setup should support your habits, not replace them. Keep it simple and practical.

Create A Structured Schedule And Stick To It

Having a plan is one thing. Following it is another. Your daily schedule can offer structure, reduce distractions, and make sure you protect time for the stuff that really matters.

Begin your week by mapping out key focus areas and known interruptions. Account for thinking space. Many people forget to schedule breathing room, which makes their day overly packed and stressful. Include time for breaks, learning, and team check-ins to keep things flowing throughout the day.

Consider this rough schedule structure:

– Morning: Work on your main priority while your energy is fresh
– Midday: Block time for meetings or team collaboration
– Afternoon: Handle admin and close out tasks
– Late afternoon: Review your progress and plan the next day

Track how your focus changes during the day and update your routine if needed. If you’re always moving the same meeting or writing task, maybe it needs a different time slot. Organise similar tasks together to minimise mental strain.

It may take a few tries to land a schedule that fits. But once it works, stick with it. Predictability helps train your brain and gives others clarity on your availability too.

Develop Time Management Skills With Professional Guidance

It’s easy to download a tool or jot down a few goals. What’s hard is sticking to them when things get messy. That’s where professional guidance can make a real difference.

An accountability coach works closely with you to improve not just how you spend your time, but how you decide what deserves your time. They help you address habits like overcommitting or avoiding difficult decisions. They know that good time management isn’t just about tactics. They also link it to a leadership mindset.

Working with a coach gives you steady rhythm and structure by:

– Offering weekly reviews and feedback on your plans
– Setting goals that are outcome-focused
– Breaking down vague commitments into clear steps
– Helping you keep others accountable without overextending yourself

The support makes it easier to stay consistent through work changes, new goals, or busy seasons. A good coach looks at your reality and helps you build routines that fit — without fluff or overload.

If time often slips away and your task list never feels done, you don’t need another to-do app. You need someone who understands leadership and can walk the journey with you.

Making Time Work For You

Leadership doesn’t need to be a cycle of back-to-back meetings and endless to-dos. It can look different—more focused, less chaotic. But making that shift takes some effort and intention.

Try one strategy at a time. Refine how you set priorities. Test time-blocking. Build stronger routines. Start delegating earlier. Introduce one tech tool that eases your load. Try out coaching and see how an external perspective reshapes your week.

Small changes lead to lasting results. You’ll notice more control and clarity, and the business will benefit too—from better decisions and stronger leadership.

It’s not about being perfect with every block of time. It’s about building a way of working where your calendar reflects what matters most.

“Tick Those Boxes” specialises in helping individuals and organisations become more accountable. Contact our team to see how our programs may help you establish a more effective and accountable workplace, allowing you to do the things you say you will do and getting your teams to do the same.

Enhance your leadership skills and better manage your team’s performance by exploring our coaching for business owners. This service helps you create structure, refine priorities, and stay consistently focused on meaningful outcomes.