Four Time Management Strategies For All Leaders
We all know that time management is important. Leaders are always looking for new ways to maximize efficiency and get more done in less time. However, what happens when you feel like you've tried everything and you're still struggling to manage your time effectively?
Good news: You're in good company.
Bad news: You already know what I'm about to say; you're just not doing it.
The Leadership Mindset Dilemma
The leadership mindset dilemma is a phenomenon that leaders know too well. We know what we should be doing, but we're too busy to do it—or we think that we know it all. In the back of our minds, we wonder if we're really cut out for this leader gig.
• "It's quicker if I just do it myself."
• "I don't have time to train someone else to do this."
• "This is my baby. I need to see it through."
• "I'm not doing enough."
Sound familiar? The leadership mindset dilemma is when you find yourself stuck between two competing thoughts—and if you're a leader, chances are you've caught yourself thinking (or even saying out loud) one or more of these things on more than one occasion. While it's admirable to have a go-getter attitude and be passionate about your work, trying to do everything yourself is not only impossible but also detrimental to your team's growth and development. This is because:
• You're trying to do everything yourself.
• You're not delegating enough—or at all.
• You're not building the next generation of leaders.
• You're stifling others' sense of accomplishment.
• You're not prioritizing your time.
• You're not organized.
• You're spending too much time in meetings.
• You're not taking enough breaks—if any.
• You're working too many hours.
• You're not saying "no" enough.
• You're not taking advantage of technology.
• You're not holding yourself accountable for the right things.
As leaders, we think we need to portray an aura of knowing everything. We've grown the company to where it is, and we've read all of the books. However, if we're experiencing anything listed above, it means we're still struggling with time and task management. It may sound like a cliche, but being an effective leader involves learning how to manage your time and tasks efficiently.
We're always looking for new ways of doing things that will help us be more productive, but what happens when there are no shortcuts and no more efficiencies to squeeze out? What happens when we feel like we've tried everything and we're still struggling? We actually have to start figuring out what is most important and which tools work best for us at this point in our lives or career paths.
Task Management Strategies
We're so focused on being the leader that we can forget to focus on the things that matter most—like our time and how we're spending it. It's a tough place to be, and it can feel like you're stuck in a never-ending cycle of feeling overwhelmed and under-productive.
There is a way out. For me, it always starts with these four strategies:
1. Focus on priorities, not emergencies.
In today's fast-paced, relentless world, it's easy to get caught up in the constant stream of emergencies. If you want to be an effective leader, you need to learn to focus on your priorities.
What are your priorities? That's something you really need to sit down and assess—for yourself, your team, your company, etc. Emergencies are not usually priorities. They're often distractions that you might 100% need to know about but might not need to address yourself. Once you figure out what your priorities are, be prepared to explicitly say "no" to everything else.
2. Get organized.
There's no way around this one; you need to create systems and structures that will help you get things done in the most efficient way. Whether it's a task list, calendar, whiteboard or a 3D model, you must have a way to track your commitments and deadlines. Whatever your method, make sure it supports a mechanism to set aside uninterrupted time to focus on the priorities that are solely yours; this time can't be taken by another meeting. Schedule time for yourself to lead, make progress on individual projects and mentor your future leaders. There are no shortcuts to mentorship.
3. Delegate, don't detour.
One of the most common mistakes that leaders make is taking on too much responsibility. They try to do everything themselves instead of delegating tasks to their team members. Delegating tasks is an important part of being an effective leader. It allows you to focus on your priorities and get more done in less time. When delegating tasks, it's important to be clear about what you expect from your team members. Be sure to give them specific instructions and deadlines, and give them the space to learn and grow. Your feedback on their performance will help shape their future contributions.
4. Foster a culture of accountability.
This means that you need to hold yourself and your team members accountable for meeting goals and prioritizing what is most important. Start by setting clear expectations. Be sure to communicate your goals and deadlines to your team members, and make sure to hold them accountable for meeting those expectations. Be sure to give feedback, and make sure to practice what you preach; if you want your team members to be accountable, you need to be accountable to yourself and to each of them.
Leaders often feel like they need to know everything and handle anything. In reality, however, this isn't what works best in the most efficient environment. Being a leader is not about having all of the answers; it's about having the humility to seek help when needed, the wisdom to know when to ask for it, and the commitment and consistency to see your priorities through.