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Time is one of the most precious resources a CEO has as they strive to be successful every day. Unlike other resources, time can’t be reclaimed or gotten back. Once it’s gone, it’s gone forever. And in this age where business must move at breakneck speed, the ability to effectively manage time isn’t just a skill, it’s a superpower.
As leaders are responsible for making important decisions and driving business success, it’s crucial that they make the most of every hour of their day. However, not many leaders have mastered the art of time management and often find themselves overwhelmed and unproductive with endless meetings and tasks. Ultimately, this can lead to burnout, which can have a negative impact on your business.
The perfect day doesn’t exist — unless you create it.
A successful day is not something to be left to chance, but actively worked upon. Here are strategies leaders can use to design and maximize every minute of their day, making productivity unstoppable.
Related: 101 Time Management Tips to Increase Your Daily Productivity
Morning is the most important time
Mornings are your own sanctuary, before you are bombarded with never-ending emails, meetings and to-do lists. It is a sacred time where your DNA for the day is encoded. This sets the tone for your day and puts you in the right frame of mind to face any challenge. During this time it is important to focus on yourself and your wellbeing.
I firmly believe that to effectively lead others, you must be in the best possible condition yourself. As the oxygen mask theory states, you need to put your mask on before you can help others. The same principle applies to winning the day. You must prioritize self-care and self-development, which are the driving forces behind your productivity. It’s a simple yet powerful principle that is often overlooked as we dive headfirst into responsibilities. Remember, you can’t pour from an empty cup. Taking care of yourself should always be your number one priority.
What are you doing to strengthen yourself physically, mentally, emotionally and spiritually? What are you doing to maintain your level of happiness and become the best version of yourself? With these questions in mind, you should be able to create a morning routine that leads to success.
Be clear about what you want and act with intention
A common mistake many leaders make is a “whatever happens” attitude. This is common among leaders who are eager to finish every task that is in their hands. Completing as many tasks as possible in a speed run is not productive. It is a mistake to think that to get the most out of your day, you should only focus on getting things done. In fact, this approach creates the opposite effect. Leaders end up spending their day pulled in different directions, without a clear focus, and full of distractions. As a result, they don’t accomplish what they really want to accomplish. This may sound difficult, but the solution to this problem is simple: clarify your goals and set a known direction.
Where are you now, where do you want to go, what do you want to achieve?
By simply setting specific, achievable goals for each day, you will create a process that will help you identify which actions to prioritize and which you can delegate or remove. Now, you can filter the important tasks that match your goals and categorize them into four groups: High Lifetime Value Activities (HLVA), Non-Negotiable, High Leverage Activities (HLA), and Most Valuable Priorities (MVP).
Using this approach, you can create decision filters that determine whether or not to add certain activities to your calendar. It also helps you to be more intentional with your time and focus on the tasks that really matter. Remember, successful people in your industry know that their time is valuable and they won’t waste it on things that don’t bring them closer to their goals. They focus on what really matters and this is what sets them apart from others.
Related: Why Most Entrepreneurs Are Poor at Time Management (And What to Do Instead)
Commit to your calendar
Execution is where many plans fail or succeed. It is the most important part of the process, but also the weakest link where people often break it. Leaders need to understand that their calendar is not just a schedule planner, but an execution ground where actions are tested and achieved, a place where the day is not dominated by tasks, but by strategic moves that determine the progress of the entire organization.
That’s why your calendar shouldn’t be filled with every task you have to do, but a carefully curated list of only those tasks that align with your goals and are essential to the success of your business. Unexpected tasks and last-minute meetings will inevitably pop up, but remember that your calendar isn’t a proposal, it’s a contract with yourself. It’s a promise to prioritize what really matters and make the most of your time. Learn to say no, and learn to stick to your priorities.
If you don’t put it on your calendar, it won’t happen.
Be disciplined to follow through on your plan and spend each day working towards achieving your goal.
Pro Tip: The Benefits of Flex Space
No matter how meticulous you are, things will always not go according to plan, which is why creating “flex space” in your calendar can be a game changer. Flex space is when you intentionally block out time for unexpected tasks or urgent matters that need your attention. This can be time for yourself or time for others. It gives your schedule more wiggle room to handle the unexpected.
Building this slack into your schedule allows you to be prepared to handle interruptions without disrupting your day, and it also gives you some breathing room so you don’t feel overwhelmed if an unexpected task pops up.
Related: Time Management Tips Successful People Use Every Day
For busy professionals, it’s common to feel like there aren’t enough hours in the day. With never-ending tasks and responsibilities pulling us in all directions, it’s easy to feel overwhelmed and lose sight of your goals. But by implementing these strategies and committing to a well-structured routine, you can win your day, your week, and ultimately your long-term goals. So take the time to design your perfect day. And remember, productivity isn’t about doing more, it’s about doing what matters most. Make each day count.