With the multitude of tasks that managers must handle, such as supervising employees and participating in meetings, finding sufficient time to work on deliverables or focus on personal and professional growth becomes quite challenging. Given these conflicting obligations, how can managers effectively fulfill their responsibilities while maintaining a productive and sustainable approach to time management, ensuring their own wellbeing?
Time management tips for managers
Instead of overwhelming you with numerous recommendations and relying on chance, we have selected the most valuable tips as a starting point. We have also explained why it is crucial to implement these tips and provided guidance on how to hold yourself accountable to ensure their implementation.
1. Block time off on the calendar
If you have a busy schedule with constant meetings or little personal time, consider setting aside specific time on your calendar for deep work. This can be done by blocking off certain hours each day or designating entire days as “no meeting” days. This dedicated time for concentrated and uninterrupted work has been shown to enhance productivity and increase job satisfaction.
It is possible to easily fall into the trap of agreeing to people’s meeting requests and neglecting your own needs. By blocking off time on your calendar, it provides a visible reminder to yourself and others that this time is exclusively for you.
- Block off small increments. At first, it may feel a bit awkward to put blocks on your calendar. After all, you don’t want people to think that you don’t have time for them. This is a totally understandable feeling – setting boundaries can be uncomfortable at first. To ease into this change, we recommend blocking off small increments (around 30 minutes to an hour) and then gradually increase the amount of time as you become more comfortable.
- Be transparent. It’ll help to let your team know about this change before you start. That way, nobody will misunderstand your intentions or encroach on that time. You can even encourage your team members to join you if they feel it’ll benefit them!
- Use the time for you. It may be tempting to use your time block to sneak onto Slack to answer unread messages or chat with a direct report who wants to catch up with you. Try to resist that temptation and focus on using this time in a way that will benefit you. This means tackling whatever will make your life easier or better – whether that’s getting deliverables done, investing in your personal development, or using the space to decompress.
2. Identify your most productive working hours
In order to maximize your productivity, it is important to recognize that nobody can be productive constantly. Certain individuals prefer being more energized during the morning, whereas others thrive during the evenings. Thus, it is crucial to identify the hours when you are most productive and establish a realistic schedule revolving around that period.
Attempting to adhere to a schedule that doesn’t align with your lifestyle can result in avoidable stress, not to mention that this recommendation does not solely focus on enhancing productivity.
Starting your workday at 8 a.m. while your kids need to get ready for school makes it difficult to balance your personal and professional obligations. However, adjusting your workday by one hour can improve your productivity and make your life more manageable.
Due to the growing number of individuals adapting to a remote work lifestyle, an increasing number of startups and forward-thinking companies are incorporating flexible working hours into their wellness initiatives.
- Make your schedule easily accessible. Again, be transparent with your team about your new working schedule. Then they’ll know when you’re available and reach out to you when both of your hours overlap – something that is becoming common practice with most people being remote. Don’t forget about the people outside of your team as well. To make your schedule as visible as possible, include your working hours in your calendar or as your status on Slack. That way, if anybody tries to book a meeting with you or wants to send you a message, they’ll know when you’re available.
3. Carve out time and space to decompress
Although it may appear contrary to productivity, intentionally incorporating breaks into your hectic schedule is crucial. This is especially important for those of us working remotely, as it is essential to regularly step away from the computer for 30 minutes to engage in activities that aid in relaxation, such as meditation, preparing a nutritious meal, or exercising.
If you think that working nonstop for long hours will provide you with extra time, you’re mistaken. In fact, it will result in burnout, making it more challenging to fulfill your managerial duties. This is why it is important to consistently prioritize your health, as it will ultimately allow you to effectively manage your time and complete your tasks more efficiently.
- Make sure your energy levels are in balance. In other words, check-in with yourself to see if you’re putting in as much energy as you’re putting out. Even if you generally feel balanced, scheduling regular breaks will help maintain your sense of wellbeing. On the other hand, if you’re already burnt out, investing more energy in yourself is critical to mitigating the risks of additional mental and physical health effects.
- Have an accountability mechanism. We’ve all had the experience of hunching over our laptops on a busy day without a break – only to look up and realize that it’s already 5 p.m. To keep this from happening, have an accountability mechanism. This can be an alarm you set, a Slack reminder, or even a colleague who pings to ensure you’re taking time off to decompress each day.
- Learn more about your company’s mental health-focused policies. If you do get to the point where you’re on the verge of burning out or are dealing with intense stress-related issues, we encourage you to tap into your company’s mental health resources and understand what options are available to you. Whether taking leave or an extended vacation, do whatever you need to do to restore your health.
4. Handling distractions
When attempting to complete your tasks, numerous distractions may arise. It is imperative to acquire the skill of establishing boundaries and resisting distractions. Managing your time effectively is a crucial element as it enables you to handle distractions efficiently and accomplish your tasks accordingly.
5. Keep a record of your activities
Many individuals encounter difficulties when it comes to managing their time and may end up pondering the skills required for effective time management in a managerial role. Adhering to a predetermined schedule can be challenging due to the tendency to overestimate or underestimate the duration of tasks. Consequently, it becomes necessary to monitor and document one’s activities.
First, make a list of your most common tasks. Then, gain an understanding of the requirements for each task. This will allow you to create a precise schedule in order to enhance the efficiency of the process.
6. Set aside time for your team
When aiming to enhance your productivity, it is important to consider the impact on your team. You should make sure to stay in communication with them, offer feedback, and support their professional development. Consequently, fostering strong connections among team members becomes vital for project managers in managing time effectively. This is because teams that work well together can accomplish projects within the designated timeframe.
Furthermore, through conducting individual meetings with members of your team, you can gain insights into their strengths and weaknesses, thereby facilitating the process of assigning specific tasks.
7. Take charge of your schedule
Improving your productivity involves implementing calendar management practices. By keeping your calendar free, people will have the opportunity to schedule meetings, interviews, and other events. Although you may need to attend some of these engagements, you can participate on your terms. Thus, it is advisable to allocate time for your own activities while also leaving openings for others to plan meetings and such.
8. Understand your own and your teammates’ workloads
Our goals and priorities have been established, but it is important to ensure that you and your team have a sufficient amount of work for the day. It is not desirable for you or your employees to be overburdened or to have insufficient tasks. Some software tracking tools can assist in monitoring your own and your colleagues’ schedules to enhance productivity.
If you are feeling overwhelmed, you have the option to assign a specific task to a teammate with less work in advance if you want to lighten your load.
9. Completing related tasks together
When you have a list of tasks to complete, it is advisable to group similar or related tasks together. This will help you stay focused, alert, and organized, increasing the likelihood of completing them on time and avoiding mental exhaustion.
10. Take small breaks
After a few hours of feeling energized and productive, our level of focus and energy decreases, making it necessary to take a short break.
In the context of time management for leaders, it is advised to take short breaks between tasks in order to stay focused. The act of taking brief intervals enables one to maintain concentration for longer durations.
11. Reflecting on your progress
Reflecting on progress can be a valuable tool to assess the improvement of one’s time management skills. Additionally, it allows individuals to utilize the skills they have acquired to evaluate their effectiveness. Although recognizing our errors can be challenging, this activity aids in identifying which skills are successful and which ones require improvement.
Once you identify your areas of weakness, it will become easier to focus on them and improve your skills in time management.
Side notes
The mentioned points may have answered your questions on the significance of time management for managers. One overlooked aspect of a manager’s skillset is effective time management, and we have provided you with some commonly unnoticed time management skills for managers.
It is necessary to utilize these skills to enhance time management and productivity. The acquisition of this skill requires dedication and effort, but it will lead to greater success in every aspect of one’s life.
