Time Management Techniques

I've tried 100s of time management techniques.  This is by far my favourite: I used to work 80 hrs/week and call it "productive." When really I was: - Attending pointless meetings - Fighting countless small fires - Being involved in every decision Now I work less than 70% the time and get 4x as much done. The Eisenhower Matrix helped me get there.  It teaches you to categorise tasks by importance and urgency. Here's how it works: 1. Do It Now (Urgent + Important) Examples: - Finalise pitch deck before investor meeting tomorrow. - Fix website crash during peak customer traffic. - Respond to press interview request before deadline. Best Practices: - Attack these tasks first each morning with full focus. - Set a strict deadline so urgency fuels execution. 2. Schedule It (Important + Not Urgent) Examples: - Plan quarterly strategy session with leadership team. - Map long-term hiring plan for next 18 months. - Build a personal brand content system for LinkedIn. Best Practices: - Protect time blocks in advance. Never leave them floating. - Tie them to measurable outcomes, not vague intentions. 3. Delegate It (Urgent + Not Important) Examples: - Handle inbound customer service queries this week. - Organise travel logistics for upcoming conference. - Update CRM with latest sales call notes. Best Practices: - Build playbooks so your team executes without confusion. - Delegate with deadlines to avoid wasting time. 4. Eliminate It (Not Urgent + Not Important) Examples: - Tweak logo colour palette again for fun. - Attend generic networking events with no ICP fit. - Review endless “best productivity tools” articles. Best Practices: - Audit weekly. Cut anything that doesn’t compound long-term. - Replace low-value busywork with rest, thinking, or selling. If you are always reacting to what feels urgent,   You'll never focus on what matters. Attend to the tasks in quadrant 1 efficiently,  Then spend 60-70% of your time in quadrant 2.    That's work that actually builds your business. Which quadrant are you spending too much time in right now?  Drop your thoughts in the comments. My newsletter, Step By Step, breaks down more frameworks like this. It's designed to help you build smarter without burning out. 200k+ builders use it to develop better systems. Join them here:  https://lnkd.in/eUTCQTWb ♻️ Repost this to help other founders manage their time.  And follow Chris Donnelly for more on building and running businesses. 

Managing life as an AI professional at Microsoft, content creator, startup advisor, and everything in between can get overwhelming—but I’ve found a system that works (most days 😅). 1️⃣ Plan with Purpose: I’m ruthless about saying no to things that don’t align with my long-term goals. Even the smallest tasks have to serve a bigger purpose, or they don’t make the cut. Without that focus, it’s too easy to get busy but not productive. 2️⃣ Leverage AI Tools: I use AI to draft ideas, organize my calendar, and automate repetitive tasks. It’s like having an extra pair of hands to get things done. 3️⃣ Batching is Key: Whether it’s filming multiple reels in one go or setting aside specific blocks of time for content creation, grouping similar tasks saves me so much mental energy. 4️⃣ Create Space for Creativity: I dedicate evenings and weekends to brainstorming, planning collaborations, and mentoring startups. It’s about carving out time for what I love most. 5️⃣ Pause and Recharge: Taking a step back is non-negotiable. Working out, yoga, cooking are my ways of breaking my brain-drain cycle. The secret? It’s not about doing everything—it’s about doing what truly matters. Share this with your ambitions friends ❤️

I haven't read my emails since June 2022. That's when I hired my Executive Assistant Ann and completely changed how I operate. That single hire freed up 15+ hours weekly. Here's the system we use (so you can replicate it for yourself): Step 1: Master the twice-daily inbox protocol Goal: Inbox zero by 10 AM and 4 PM every day. - Sort every email into 4 buckets: "Action needed," "Review required," "Waiting on response," "Archive" - Handle 80% immediately with templates: "This is [Name], Dan's assistant. I got your email before he did and thought you'd appreciate a speedy reply..." - Flag only emails that need strategic thinking (usually 3-5 daily) - Archive everything else with proper labels (Receipts, Newsletters, Investment, etc.) Never let emails pile up. Process everything immediately. Step 2: Build the 10-minute daily sync agenda This eliminates random interruptions all day. - Yesterday's meeting action items and follow-ups - Today's calendar review with missing details filled in - Emails flagged that need my input (pre-sorted and prioritized) - Current projects requiring decisions (with 3 solution options each) - Tomorrow's priority planning Same agenda every single day. Takes exactly 10 minutes. Step 3: Create the perfect calendar system Every meeting gets color-coded and audited. - Red: Client work (never moved) - Yellow: Team meetings (flexible timing) - Blue: Protected time blocks (workouts, family, deep work) - Green: Travel and logistics Plus every invite requires: clear agenda, contact phone numbers, 20-minute default timing. Step 4: Create meeting preparation standards Walk into every conversation fully briefed. - Background research on all attendees - Previous conversation history and notes - Relevant documents organized and accessible - Clear agenda with desired outcomes defined - Contact information for backup communication Never get caught off guard again. The transformation: Email time: 2+ hours daily → 15 minutes daily Calendar chaos: Constant stress → Smooth operations Meeting prep: Scrambling → Always ready Those reclaimed hours became business strategy, family time, and actual growth work. Whether you implement these systems yourself or delegate them, the frameworks remain the same. Most entrepreneurs think they can't afford this level of support. The math is backwards: every hour you spend on $25/hour work costs you 20x in missed opportunities. Stop trying to get better at work you shouldn't be doing. Start investing in people who can do it better than you ever will. -DM P.S. Want my complete 23-page EA implementation playbook with every template, system, and process my EA uses daily? Message me "EA" and I'll send you the full guide that shows exactly how to set this up step-by-step. My gift to you 👊

Stop confusing “urgent” with “important.” I have been a lawyer for 16 years. Here is one thing I have learned that applies to law and to life. Some things feel urgent because someone is yelling about them. Some things are urgent because the clock is ticking. And some things are neither, but get treated like both. The truly important things, the ones that move cases forward, protect clients, or change the trajectory of your business, rarely scream for your attention. They sit quietly on your to-do list while you are putting out “fires” that do not matter. Here is how I try to handle it: If something is due December 1, I aim to have it done by November 1. If the deadline is 21 days away, I try to finish in 10. I stay 2 to 3 weeks ahead and try to do that 100 percent of the time. Life gets less stressful, cases run smoother, and the workflow is easier when you work ahead. The only way to protect your time and your schedule is to focus on what truly matters instead of getting distracted by fake problems. It also means doing the crappy things first. Every day when I get to work, I knock out the stuff I do not want to do first. The hard phone calls, the difficult pleadings, the complex discovery. Sometimes I do not even open my email until later. People think being “responsive” means answering everything the second it hits your inbox. That is not responsiveness, that is reactivity. You do not win trials, run a business, or live a good life by reacting to noise. You win by protecting your focus for the things that matter. Everyone thinks their problem is the most important problem in the world. In reality, the most important thing in your professional and personal life is your time and your sanity. Protect them like your life depends on it.

Time is what we want most, but what we use worst. Years ago, I thought time management was: ↳ Making to-do lists, ↳ Planning everything on a schedule, ↳ And still not getting everything done. But I learned the hard way: It’s not about doing more, it’s about doing it right. Here are 12 game-changing strategies: (that truly transformed my productivity) 1/ Anti-To-Do List: Track what not to do (low-value tasks or habits that waste time). 2/ The Rule of Three: Instead of endless task lists, set just 3 key priorities per day. 3/ Time-Stamped Planning: Estimate time for each task, so your schedule isn’t just a wish list. 4/ Switching Tax Awareness: Switching between tasks can cost up to 40% of your productivity—minimize it. 5/ Waiting Time Hack: Use waiting in line or commuting for micro-tasks (replying to emails or listening to audiobooks). 6/ 90-Min Deep Work Cycle: Your brain works best in 90-minute focus sprints followed by breaks. 7/ Day Theming: Assign specific tasks to certain days (e.g., Mondays for planning, Fridays for networking). 8/ Set Hard Stops: Decide when work must end to prevent overworking and force efficiency. 9/ Productive Boredom: Allow quiet time for creative thinking (no phone, no music). 10/ Just Start Rule: When procrastinating, commit to just 2 minutes of a task—momentum usually follows. 11/ Multiplier Tasks: Some tasks (automating a workflow or hiring the right person) save you time forever. 12/ Manage Energy, Not Just Time: Track when you’re naturally most focused and schedule deep work. Time is the only resource you can’t get back. Manage it wisely. ♻️ Share this with your network. ☝️ For more valuable insights, follow me, Victoria Repa.

Time stops being your own the moment you become CEO. I remember taking over London radio station Kiss FM years ago. (The youthful demeanour in that photo didn’t last long 👶🏻 😂) In my first week as a CEO, my calendar filled up faster than a Glastonbury headline slot. Everyone wanted a catch-up or “just a quick word”. I spent so much time reacting to other people’s priorities that my real job - leading the company - got buried beneath the noise and it took me weeks to regain control of my own agenda. Here are four strategies that I still use today when I feel the outside world leaning in too far: 1. Turn your calendar into a fortress Block out “deep work” time every week for strategic thinking and high-impact work. Treat these blocks like your most important meetings. 2. Shrink your default meeting times Most meetings expand to fit the time they’re given. Set the calendar default to 30 minutes instead of an hour. You’ll be amazed at how much more productive they become. 3. Make stakeholders work for access Create clear communication rules with board members and investors. Regular updates are fine, but limit how often you’re available for drop-ins or last-minute calls. 4. Say no - without apology As CEO, your most powerful tool is focus. Politely but firmly decline anything that doesn’t align with your top priorities. Saying no isn’t selfish; it’s leadership. Master these, and you’ll feel a little less like the company’s busiest person - and a lot more like its most effective one.

Accept interruptions, and you risk silencing yourself. 7 proven ways to politely stop people from interrupting you (and be heard): 1/ Ask to continue When someone cuts you off, a quick “May I finish?” works wonders. It’s polite but firm. Example: In a business review, when someone jumps in, pause, make eye contact, and say, “If it’s alright, I’d like to complete my thought first.” Most people will back off right away. 2/ Acknowledge, then steer back When someone interrupts, don’t try to talk over them. Let them finish, then ask, “Are you finished?” before jumping back into your point. This approach shows you’re listening but also reinforces boundaries. Example: In a team meeting, someone interrupts mid-thought. Once they’ve wrapped up, say, “Got it—are you finished? Great, let me quickly finish what I was saying, and then we can dive into that.” 3/ Set expectations Don’t leave people guessing. Tell them upfront when it’s okay to jump in. Example: Starting a presentation? Say, “Feel free to note down questions, and we’ll tackle them during Q&A.” This clears up confusion before it starts. 4/ Keep it short and sweet The more direct and organized you are, the less room for interruptions. Example: Instead of going on a tangent, try, “Here’s the challenge, here’s our approach, and here’s the next step.” Clear and concise wins every time. 5/ Use tools to drive inclusion Technology is your friend—especially in hybrid or virtual settings. Example: In a Zoom meeting, you can say, “Let’s use the ‘raise hand’ feature to streamline the discussion.” 6/ Let your body do the talking Nonverbal cues like raising your hand or simple eye contact can signal you’re not done speaking—without saying a word. Example: In a brainstorming session, if someone tries to interrupt, raise your hand slightly while you keep talking. It’s a subtle but effective way to keep control. 7/ Talk about it one-on-one If interruptions are a habit for someone, have a friendly private chat with them later. Most people don’t even realize they’re doing it. Example: After a meeting, pull them aside: “Hey, I noticed you jumped in a few times earlier. Let’s find a way to make sure both our points come across next time.” What tips have you found most helpful in dealing with this situation? PS: How you show up for others who are being interrupted matters. ---- Follow me, tap the (🔔) Omar Halabieh for daily Leadership and Career posts.

I never thought something this simple would make such a difference in how I work and manage my time. This 15-minute weekly habit changed everything for me: The weekly review. This is one of the most simple yet powerful practices I've built over the years. It helps me reflect on what’s working, what’s not, and what needs adjusting. The concept, introduced by David Allen in “Getting Things Done”, emphasises the importance of closing open loops and staying on top of commitments before they pile up. Over time, it’s become a cornerstone of my productivity system. Here’s what my weekly review looks like: - Review the past week – I list the dates from the past week and, using my calendar and notes, jot down key events and tasks. - Reflect on achievements and challenges – Take a moment to celebrate what went well and spot areas for improvement. - Plan for the upcoming week – Adjust goals and priorities to make sure I’m focusing on what really matters. It’s a small investment of time, but the impact is huge. Every week, those 15 minutes give me clarity, keeps me on track, and make decision-making easier. Instead of constantly chasing the next thing, it gives me a chance to pause, take stock, and plan with intention. Do you have a system for reflecting on your week, or is this something you’d want to try?

In April I sent a company-wide note with the subject line “I hate meetings.” Unsurprisingly, it’s our most-read internal communication to date. My message was simple: meetings can be incredibly effective when done right, but we’ve all adopted some bad habits when it comes to using our time – and our colleagues’ time – wisely.   After soliciting feedback from colleagues around the world through polling, group discussions and direct outreach, I shared our first round of meeting-focused updates:   ✔ Default meeting lengths in Outlook would now be 20- and 40-minute blocks, as opposed to 30 and 60 minutes. ✔ Pre-reads should be utilized more, prepared in a thoughtful way and sent at least 24 hours in advance. ✔ Even when the purpose of a meeting is clear, agendas matter! We should get in the habit of creating clear and concise agendas for all meetings, regardless of length. ✔ Less technical, but just as important: when considering a meeting, ask yourself – can this be done another way (e.g., e-mail, phone call, walk down the hall for an in-person discussion)? If a meeting is required, when considering participants ask yourself who really needs to take part. In the first month, total meetings per week dropped by ~1,800, and total audio minutes per week dropped by ~15%; that’s 282,280 minutes, or more than 4,700 hours. Stating the obvious, that’s rapid culture change. And while things have normalized a bit (at least, until our next round of updates), we’re still seeing a downward trend. Are these groundbreaking ideas for how to become a more efficient and effective organization? No, but they don’t have to be. Sometimes it’s as simple as 1) reminding people that we don’t have to operate a certain way because “that’s how we’ve always done things,” and 2) encouraging ownership of our time, the most valuable commodity we have. #CompanyCulture #TimeManagement #WorkSmarter

I don't know what I don't know - a common challenge that can derail projects and team success. Having led multiple teams and projects across Asia Pacific, I've learned that addressing unknown unknowns is crucial for project success. Here's how I approach this challenge: 🔍 Start with structured discovery sessions. I always kick off projects with comprehensive discovery workshops where team members can openly share their knowledge gaps and concerns. This creates psychological safety and helps surface potential blind spots early. 📊 Map out knowledge domains. I try to identify different areas of expertise needed for the project - technical, business, regulatory, market-specific requirements. This helps highlight where we might have gaps in our collective knowledge. 🤝 Engage subject matter experts early. When dealing with new markets or technologies, I proactively bring in experts from different functions or external consultants. Their insights often reveal critical considerations we hadn't thought about. Along the way, I will proactively consult them for issues that crop up along the way too. ❓ Ask better questions. I've learned that asking the right questions is more important than having immediate answers. Some key questions I always ask: - What regulatory or compliance issues might we face? - What market-specific factors should we consider? - What similar projects have we done before? - What were the unexpected challenges? 🔄 Regular retrospectives. I schedule frequent check-ins where teams can safely discuss new uncertainties that emerge. This creates a culture of continuous learning and adaptation. 💡 Build in buffer time. When planning projects, I always account for the "unknown unknowns" by adding contingency time and budget. The more complex, the more likely chance of delays. This has saved many projects from delays when unexpected challenges arose. So, fellow leaders and project managers, how do you handle the "unknown unknowns" in your projects? What strategies have worked well for you in identifying and addressing knowledge gaps? #leadership #coaching #strategy #jenelim