The CEOs guide to time management: How do CEOs manage their time for best productivity?

“My name is Owen, and I run a web agency. Every day is super hectic for me and my team. We design websites, build apps, deal with clients, and have to stay updated on all the latest tech trends.

It’s a real juggling act!

I work alone (sometimes with a few freelancers), so I have to do the design and development work myself.

I’m also running around dealing with client meetings, answering emails, and putting out little fires here and there.

We’ve got clients from all sorts of businesses, so every day brings new challenges.

And then there’s marketing—getting our name out there, bringing in new business. That’s another full-time job in itself!

With so many balls in the air, I find myself wishing I could clone myself sometimes.

Everything ultimately comes down to me keeping all the gears running smoothly.

I’m getting stressed just thinking about all the spinning plates!

But the truth is, I love what I do.

Building websites and apps is challenging but rewarding.

Except when I’m pulling my hair out because there’s too much on my plate and not enough time in the day. Which is pretty much every day!”

Although this is my friend Owen’s story, I hear stories like these from many “Owens” every single day.

Not only from solopreneurs but also from many web and marketing agency owners who are constantly wearing many hats at all times.

Mind you, this was also me a while ago.

And if you’re like Owen, I’m sure you might find yourself wishing for a few more hours in the day, right?

I sure wish I did!

Being a chief juggler of tasks as a CEO is no small feat.

Between endless emails, back-to-back meetings, and the occasional coffee overdose, it’s easy to feel like time is slipping through my fingers.

As a CEO, the value of our time is higher than that of anyone else in the business.

After all, we’re overseeing EVERYTHING.

You have to find ways to make the most of the hours you spend.

Think of your hours as an investment.

If you’re spending so much time doing a specific task, does it have a profitable return? Are you better off investing your time in something else?

In this article, I’d like to share some tips and tricks I use to maximize every precious second of my CEO time and how you can apply them to your work day.

Picture this as your trusty time-saving manual, complete with hacks, shortcuts, and maybe a sprinkle of magic dust (okay, not really, but a CEO can dream, right?).

Set a clear agenda for the day

Begin your day by deciding which tasks only you can do.

Focus on nailing those tasks first before moving on to less critical ones.

By putting your energy and brain power into those few main tasks, you can ensure you’re giving your best.

Whatever work you can do after is a great bonus!

Delegate tasks to others

Yes, if you limit your daily tasks, you might have A LOT more things left to do.

After all, it takes a lot to run a company.

This is where outsourcing (or hiring) becomes crucial.

You should figure out which tasks to outsource, which positions to hire for, and how to find great talent.

Your hires will have to be skilled enough for you to be able to delegate some of your less important tasks with minimal supervision.

You can consider outsourcing tasks that take up a lot of time and those that require specific skills like design, building websites, hiring, and managing accounts.

You don’t have the time to do all of those things in a day. You shouldn’t be doing them anyway!

Let someone else, with the right skills, handle them.

Learn to prioritize and use time effectively

Define specific and measurable goals for yourself and your team.

This brings clarity and focus, aligning your efforts towards those objectives.

Break down big goals into smaller milestones to make it easier for your team to manage and track your progress.

Our team has a weekly progress meeting to have everybody on the same page so that we all get to encourage one another to get things done.

Ditch distractions that take up your CEO’s time

Distractions can be the Grim Reaper of productivity.

Find strategies to minimize interruptions during work hours.

Switch off notifications during work.

The only “disturbances” I allow during work are my daughters; they can come into the office any time of the day. Within reason.

Master time-blocking and time-management strategies

Instead of being pulled towards different meetings, tasks, and other things that need your attention, schedule time blocks for everything.

You might not know exactly how long a task will take, but you can have a set approximate schedule for you to do it.

This way, you know you can finish all your tasks for the day if you have no distractions, and you can potentially do more if you finish some tasks faster than expected.

This helps you put your mind to what’s in front of you, knowing that you can tackle everything else at the scheduled time you have for them.

Communicate effectively

Communication is key, especially for CEOs.

We maximize Slack and Notion’s features to ensure that there are no delays in our outputs and that everything is well documented for review.

Take breaks like a boss in your personal time

Surprisingly, breaks boost productivity!

In reality, extended work hours can result in stress, burnout, a disconnect from tasks, and a decline in job performance.

It also has the potential to stifle creativity and innovation.

This goes for both you and your team.

Make time for yourself and destress outside of work hours!

Optimize your workspace for productivity

Your physical environment affects your productivity.

Keep your workspace organized, clutter-free, and inspiring.

If having a noisy, tactile keyboard will help, get that!

Whatever floats your boat.

Automate the mundane

Identify repetitive or time-consuming tasks and find ways to automate them.

If some things are taking up too much time for you and your team when they shouldn’t, you could let technology be your productivity sidekick!

Keep learning and growing

Stay on top of industry trends and best practices.

Someone out there is consistently innovating ways to make our work faster and more reliable. Every year, there’s a new trend that speeds everything up.

You don’t want to miss out.

Read books, attend conferences, and join online communities.

Learning from others’ experiences can unlock valuable insights and help you supercharge your productivity.

Time management tips for CEOs

How you spend your time can either build empires or crumble castles.

By prioritizing, delegating, and mastering the art of time blocking, you’ll not only keep your sanity intact but also elevate your leadership game.

Ditch distractions, communicate like a maestro, and take breaks like a boss because, hey, even superheroes need a breather.

As you optimize your workspace, automate the mundane, and keep the learning flame alive, you’re not just managing time; you’re conquering it.

There might be a learning curve in the transition from working IN to working ON your business. Make sure to stay conscious of how you spend your time when working.

Remind yourself that you are in control of your life now, and so you can design it in a way that you want—more time with family, more profits for your business, higher pay for your team.

Whatever it is you’re working towards, it’s worth careful time management.

Key takeaways

• It is common for CEOs to struggle with trying to juggle everything at once. You can make the most of your day with a few time management tips.
• Decide on a few key tasks you need to finish for the day and work on the rest only if you have time.
• For the tasks you find you don’t have the time for in a day, delegate them to a reliable team.
• Set your goals and priorities as a team, and regularly evaluate these goals.
• Don’t get distracted during your work hours.
• Practice time-blocking to get a grasp of your schedule.
• Don’t forget to take a break to prevent burnout!
• Automate the repetitive and time-consuming tasks that nobody needs to do.