How to Manage Time as a Manager
Managing your own time is tough enough—but managing your time as a manager, while juggling team needs, meetings, goals, and constant interruptions? That’s a whole different challenge.
In leadership roles, time can feel like your scarcest resource. You’re pulled in multiple directions—overseeing projects, mentoring team members, attending meetings, and answering emails—often all before lunch. If you’ve ever ended your day wondering, “What did I even get done?”—you’re not alone.
But effective time management isn't about doing more—it's about doing what matters most, better. In this post, we'll dive into practical, in-depth strategies to help you learn how to manage time as a manager and stay productive without burning out.
1. Prioritize Like a Leader, Not a Task-Doer
As a manager, your role is no longer about checking tasks off a to-do list. It’s about driving results through others. That means prioritizing high-impact activities, like:
- Strategic planning
- Coaching team members
- Removing bottlenecks
- Aligning cross-functional goals
Try using the Eisenhower Matrix to categorize tasks by urgency and importance:
| Urgent | Not Urgent |
|---|---|
| Important: Do it now (e.g., deadline tasks) | Important: Schedule it (e.g., mentoring sessions) |
| Not Important: Delegate it (e.g., report formatting) | Not Important: Eliminate it (e.g., low-value meetings) |
This helps you avoid the trap of always reacting to the “urgent” and neglecting the “important.”
2. Block Time Like a Boss
If you don't protect your time, someone else will fill it.
Use calendar blocking to proactively schedule your day. Here’s how:
- Morning: Deep work or strategic thinking (no meetings)
- Midday: Meetings or collaborative sessions
- Afternoon: Admin tasks or 1-on-1s
Color-code your calendar for different types of tasks. Treat those blocks like real appointments—you wouldn’t cancel a client meeting, so don’t cancel a “deep work” session either.
Pro Tip: Reserve a “no meeting day” weekly to focus on bigger-picture thinking or catching up.
3. Set Boundaries with Your Team (and Yourself)
Being available to your team doesn’t mean being on-call 24/7.
Define and communicate clear expectations:
- When you’re available for drop-ins
- How team members should request meetings
- Which communication channels to use (e.g., email for updates, chat for quick questions)
Also, give yourself permission to say “no” or “not now.” Every “yes” is a “no” to something else. Protect your energy and attention for where you’re most needed.
4. Learn the Art of Delegation
A major time-waster for managers? Doing things you shouldn’t be doing anymore.
If a task can be done 70% as well by someone else—delegate it.
Here’s a delegation framework that works:
- Clarify the outcome – What does success look like?
- Empower with resources – What tools or support do they need?
- Set a deadline – Be specific.
- Follow up, not micromanage – Trust, but verify.
Delegation isn’t just about freeing up your time—it’s about growing your team.
5. Minimize Meetings, Maximize Impact
Meetings are often the biggest time sink for managers.
Here’s how to make them more effective:
- Ask: Is this meeting necessary, or can it be an email?
- Have an agenda: Always.
- Set time limits: Try 25-minute meetings instead of 1 hour.
- Use stand-ups: Quick daily or weekly check-ins to align on goals.
- Batch similar meetings: For example, all 1-on-1s on Thursdays.
Protect your calendar like your budget: every meeting should earn its place.
6. Use Technology to Save Time
The right tools can simplify your day and reduce time spent on admin.
Here are a few that help managers manage time better:
- Project Management: Asana, ClickUp, Trello
- Team Communication: Slack, Microsoft Teams
- Time Tracking: Toggl, RescueTime
- Automation: Zapier (automate repetitive workflows)
Just don’t over-tool—pick platforms that streamline, not complicate.
7. Conduct Weekly Reviews
Without reflection, time slips through the cracks.
Each Friday or Monday, take 30 minutes to do a weekly review:
- What did I accomplish this week?
- What didn’t get done—and why?
- What’s coming next week?
- What’s my biggest priority?
This practice helps you realign your time with your goals and avoid operating in reactive mode.
8. Coach Your Team to Be Self-Sufficient
Many managers lose hours each week answering repetitive questions. Instead, invest time in:
- Documenting SOPs (Standard Operating Procedures)
- Training team leads to handle issues before escalating
- Creating a shared knowledge base for FAQs and workflows
When your team becomes more autonomous, you gain back time—and they gain confidence.
9. Manage Your Energy, Not Just Your Time
You can’t lead well if you’re running on empty.
Great time management also means taking care of yourself:
- Get enough sleep and hydrate
- Take real breaks—go outside, walk, stretch
- Avoid context-switching (it drains mental energy)
- Use techniques like Pomodoro (25-min work, 5-min rest)
Being “busy” isn’t the same as being productive. Recharge so you can lead better.
10. Start Small, Then Build Momentum
Don’t try to overhaul your whole schedule overnight. Choose one or two changes from this list and implement them over the next week.
Time management is a skill that gets better with practice. With small improvements, you’ll start to feel more in control of your day—and your leadership will thrive because of it.
Learning how to manage time as a manager isn’t about cramming more into your day—it’s about being intentional, proactive, and people-focused. When you align your time with your role, your priorities, and your team’s needs, you create a ripple effect of clarity, focus, and success.
✅ Ready to Take Back Control of Your Time?
Start by picking one strategy from above to implement this week. Whether it’s time blocking, delegating, or cutting one meeting, small shifts lead to big wins. Remember: you don’t need more time—you need better habits.
Sources and Further Reading:
https://hbr.org/2018/07/how-to-manage-your-time-as-a-manager - https://www.forbes.com/sites/forbescoachescouncil/2023/07/26/the-art-of-time-management-strategies-for-increased-productivity/
- https://www.themuse.com/advice/time-management-for-managers
- https://www.inc.com/bill-murphy-jr/8-time-management-secrets-of-amazingly-productive-leaders.html
https://jamesclear.com/eisenhower-matrix
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