To manage your time efficiently, you first need to create more space in your day, calendar, and mind. Doing so allows you to be more mindful, strategic, and creative.
Operating in a constant state of urgency is both stressful and unsustainable. While it may seem that your role, leadership responsibilities, company culture, or industry demand this approach, true change can only happen when you actively challenge and reshape these patterns.
Creating Space in Your Day and Schedule
- Extend Your Day
- Consider starting your day 30 minutes to an hour earlier. A well-structured morning provides a strong foundation for productivity.
- Optimize Meetings
- Reduce the number of meetings you attend by delegating attendance to team members.
- Consolidate meetings that involve the same participants or overlapping topics.
- Politely decline meetings where your presence is not essential.
- Advocate for shorter, more structured meetings with clear agendas and actionable outcomes.
- Delegate Effectively
- Empower your team by delegating responsibilities instead of striving for perfection or control.
- Shift your mindset from “It’s faster if I do it myself” to “Developing my team ensures long-term efficiency.”
- Position delegation as an opportunity for growth, accountability, and ownership for your team members.
- Minimize Distractions
- Limit checking text messages and social media to designated break times.
- Read emails at set intervals (e.g., every 30 minutes) instead of responding to each one immediately.
- Set clear boundaries on calendar scheduling; if your company has an open scheduling policy, proactively block focused work time.
- Balance availability with productivity—an open-door policy should not mean constant accessibility.
- Avoid responding immediately to every chat or instant message to maintain workflow continuity.
- Reduce Incoming Tasks and Requests
- Learn to say no to additional tasks that do not align with your priorities—even when they come from leadership.
- Communicate capacity constraints and clarify your team’s responsibilities.
- Require clear scope and expectations before committing to new projects.
- Set realistic timelines instead of defaulting to immediate deadlines.
Creating Space in Your Mind
- Practice Mindfulness and Reflection
- Regular meditation or mindfulness exercises can help clear mental clutter and improve focus.
- Treat your mind like a hard drive—it requires regular maintenance to function optimally.
- Eliminate Multitasking
- Multitasking reduces efficiency and focus. Instead, commit to single-tasking for better results.
- Manage Mental Load
- Reduce unnecessary decision-making by simplifying routines and focusing on high-impact tasks.
- Shift from constantly overthinking to concentrating on daily progress.
- Avoid excessive fixation on the past or future—success comes from a consistent, well-structured process.
By intentionally creating space in your schedule and mental framework, you can regain control over your time, reduce stress, and lead with greater clarity and effectiveness.
