Streamlining Your Workflow for Better Time Management

I’ve heard hundreds of time management tips over the years, but 90% of them aren’t practical for daily use. Why? Because they’re:   🚫 too theoretical 🚫 too abstract 🚫 too rigid These 5️⃣ are the ones I actually use every day—plus how to boost each one with AI (and the exact prompts I use). 👇 1️⃣ Prioritize ruthlessly Not every task deserves your time. Ask: If I only do one thing today, what will matter most? 🤖 AI prompt: “Here’s my to-do list: [paste list]. Please organize these using the Eisenhower Matrix—urgent vs. important—and suggest which I should do, delegate, defer, or delete.” 2️⃣ Use AI on the $10 task so you can focus on the $10K task If it’s low-impact or repetitive, delegate it to AI. Free yourself up for meaningful work. 🤖 AI prompt: “Here’s a list of my current tasks: [paste list]. For each one, tell me if it’s a $10 task or a $10,000 task. Recommend which I should delegate to AI and which I should prioritize myself.” 3️⃣ Eat the frog Tackle your hardest or highest-impact task first—before distractions set in. 🤖 AI prompt: “Here’s my calendar and to-do list for the week: [paste or describe]. Identify which tasks are most critical and when I’m best positioned (energy-wise or schedule-wise) to tackle them first thing in the day.” 4️⃣ Time-block more than meetings Protect chunks of time for deep, focused work—not just calls. 🤖 AI prompt: “Here’s my weekly calendar: [paste or describe]. Help me find 3 time blocks for deep work. Optimize my schedule to reduce context switching and maximize focus.” 5️⃣ Every ‘yes’ to something trivial is a ‘no’ to something meaningful Practice saying “no” with intention—your time is your most valuable asset. 🤖 AI prompt: “Act as my personal scheduler and productivity coach. I’ll list recent tasks, meetings, or requests. For each one, ask: Does this align with my priorities? What am I giving up by saying yes? Is this the best use of my time? Then recommend whether I should accept, delegate, delay, or decline—and how to respond.” ✨ Real game-changer: I don’t treat AI as a shortcut—I use it as a force multiplier. What’s your go-to time management tip? Drop it below 👇

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.

It’s not my usual article day, but I couldn’t wait to share this one. Why? Because I know so many of you are feeling the same: overwhelmed by endless tasks, struggling to keep up with everything that demands your attention. So let’s talk TIME. Master Time, Master Success: Proven Strategies for Leaders Here’s the deal: Time is the ultimate equalizer. We all get 24 hours. That’s it. But what separates the truly successful from the overwhelmed? How you manage those hours... 👇 Here’s a sneak peek at the top strategies from this week’s article: 1️⃣ Ruthlessly Prioritize Ask yourself: What are the top 5 things that will move the needle this year? Then, focus 95% of your time on those 5. If it’s not one of those five? Delegate or cut it. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Focus is a force multiplier. The tighter your focus, the bigger your results. 2️⃣ Stop Death by Meeting Before you schedule or attend another meeting, ask: Does this meeting have a clear purpose tied to a critical decision? If not, cancel it. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Meetings without purpose are really distractions in disguise. 3️⃣ Master Calendar Clarity Start with a clean slate. Rebuild your calendar with INTENTION—deep work, high-priority meetings, and most importantly, time to think. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: A cluttered calendar = a cluttered mind. 4️⃣ Time Block for Deep Work You’re a leader, not a micromanager. Block off 1-2 hours a day for undistracted work on the big challenges. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Deep work isn’t a luxury. It’s a necessity. 5️⃣ Make Well-Being Non-Negotiable High-performing leaders aren’t just good at their jobs—they’re good at life. Schedule time to recharge...skip the slow burn. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Peak productivity comes from balance. 6️⃣ Audit Your Collaboration Time Be ruthless with your time—collaboration should be about solving problems or making decisions. Everything else? Skip it. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Collaboration is only productive when it drives results. 7️⃣ Delegate Like a Pro Let it go. If its not vision, strategy, or leadership? It belongs on someone else’s plate. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Your job is to empower, not control. 8️⃣ Track Your Time, Own Your Day For one week, track every minute. Where’s your time going, really? Once you know, you can fix it. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Time is your most valuable asset. Own it, don’t let it own you. 9️⃣ Batch Similar Tasks Together Stop multitasking—it’s a myth. Group similar tasks and handle them in focused blocks to boost efficiency. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Switching between tasks kills productivity. Batching is the answer. 1️⃣0️⃣ Reflect & Adjust Each week, take a few minutes to reflect: What worked? What didn’t? Then tweak your approach for the next week. 𝗞𝗲𝘆 𝗜𝗻𝘀𝗶𝗴𝗵𝘁: Time management isn’t static. It’s a process that needs refining. 𝗖𝗵𝗲𝗰𝗸 𝗶𝘁 𝗼𝘂𝘁.

My lessons in time management from running a 2-person company with >30 corporate clients: It was only when I started my first company that I TRULY understood the importance of time management. I was running sales, product design, customer support, marketing and finance. If I didn’t get things done each day, our company did not move forward. Good time management helped me achieve our goals and stay sane (most of the time). The research supports this too - according to a Stanford University report, good time management makes you more likely to achieve your goals and have lower stress levels. Here is my simple formula for WHAT, WHEN and HOW to get the important things done: First, deciding WHAT to work on… You need a system for prioritizing. You will always have more tasks than you can do.  I like these three frameworks because they are simple: 1/ 80 / 20 Rule 2/ ABCDE Method 3/ Eisenhower Matrix You only need one. Try one for a week, and if it doesn’t work, try another. I do a version of 80/20 where I look at my life and ask myself: “In 1 month’s time, what are the 1-3 things that I will regret not making progress on?” This could be getting a new job or improving relationships with your partner or friends. It means some things will fall by the wayside (e.g., life admin), and your life may be unbalanced for a while. That imbalance is 1) not permanent and 2) the price to pay for achieving your goals. Now, WHEN to work… I recommend doing these 3 things: 1/ Identify and use your most productive hours effectively ↳ This means if you have a 9-5 job and are a morning person and you want to change job, you should get up 1-2 hours earlier and use that time to work on your dream.  ↳ Yes it sucks. But less than doing your current job forever :). 2/ Work in time blocks ↳ 2-hours for each block is ideal. ↳ Context switching kills your concentration and energy. 3/ Batch together similar tasks ↳ Try to do all your calls in one batch and all your small tasks in another, etc. Then finally my take on HOW to work effectively: 1/ Break work into 25-min sprints.  ↳ Leave the timer in front of you to create urgency and pull you back when you get distracted. 2/ Give yourself a goal for each sprint.  ↳ Again helps to create urgency. 3/ Use caffeine  ↳ Matcha for me. Yerba mate tea is also great! Try to avoid within 10 hours of bedtime. 4/ Keep your phone away from you ↳ And use app blockers on your computer. 5/ Get good quality, consistent sleep ↳ Good sleep -> good focus. 6/ Reflect and review ↳ Write down what worked and what didn’t and repeat! If you ask an 80-year-old what they would give for more time, their answer is everything. Don’t let yours fly by. P.S. What is your top tip for mastering your time? --- ♻️ Repost this to help your network become top performers. 📌 Want a high-resolution PDF of this? 1. Just follow me Will McTighe 2. Sign up for my free Level Up Community at lnkd.in/gKzZUq-b

Time management is broken because you don’t manage time—time manages you. Here’s how to flip control before it’s too late. Most founders live in reaction. Emails, Slack, random “urgent” fires. That’s not time management—that’s time theft. I've built my life around one principle: If you don’t design every hour, you’ll drown in noise. The enemy isn’t lack of time it’s a lack of systems and structure. Here’s what works: 1. Stack Your Days Batch activities into themes. Don’t scatter. Example: Mondays = Strategy, Tuesdays = Team, Wednesdays = Growth. 2. Control the First 90 The first 90 minutes of your day set the tone. Protect it for creation, not consumption. 3. Pre-Decide Everything The more you “decide in advance,” the less decision fatigue kills you. Put workouts, calls, and deep work on autopilot. 4. Measure Backward Don’t ask “How busy was I?” Ask “What did I actually produce?” Track output, not hours. 5. Automate or Eliminate If you repeat it twice, systemize it. If it doesn’t move the needle, cut it. I used to believe time management meant discipline. What I learned: it means engineering. You don’t need more hours. You need fewer leaks. Which principle would save you the most time this week? If you want to level up your business faster, then join my unconventional Substack newsletter with 122K fans: https://lnkd.in/gfyweeTM

How to Get More Done in Less Time. (Your guide to working smarter, not harder) As a busy dad of 4 building a brand & business, I had to get creative with how I managed my time. I've read dozens of productivity books, listened to the podcasts, and followed the gurus. But it wasn't until I found what worked for me, that I was able to accomplish more with what seems to be less effort. Here's my 5-Step Framework: 1. Prioritize and Plan with Intention - What will move the needle forward today? - Choose 3 high-impact tasks and write them down. - Set deadlines and time limits for each. - Build your day around these priorities—everything else is noise. 2. Time Block Like a Pro - When will you do your best work? - Dedicate focused blocks of time for deep work. - Schedule everything: calls, emails, breaks—even downtime. - Stick to your blocks like they’re non-negotiable meetings. 3. Automate and Systematize - What tasks can you stop doing manually? - Use tech tools to handle repetitive work (e.g., auto-replies, scheduling). - Create templates, SOPs, or workflows for tasks you repeat often. - Free up mental energy for what matters. 4. Batch Similar Tasks - How can you reduce context-switching? - Group related tasks (e.g., emails, brainstorming, admin) and tackle them in one go. - Focus on one "mode" at a time: create, respond, or strategize. - End the habit of jumping between tasks—it kills momentum. 5. Delegate or Outsource - What can someone else do for you? - Identify low-leverage tasks that don’t need your expertise. - Train someone, then trust them to own it. - Stay focused on the high-value work only you can do. Ready to lock this in? Which one are you starting with today? ♻️ Share to help your network be more efficient. ➕ Follow Nico for daily productivity & branding insights.

This 1 simple time management tip has helped me write every day for 1,100+ days in a row: But first, let's start with a brutal truth: If you don't set your own constraints, the world will set them for you. And here's my hunch: If you're reading this post, you have ambitious goals. And those goals require big chunks of focused time and attention. So here's a question for you: Over the last month, how many blocks of focused time and attention have you spent on those goals? Chances are, the number is far lower than you'd like. Because intruding on that time is a never-ending stream of competing distractions. The solution? Sacred Hours. These are blocked-off chunks of time that are, you guessed it, sacred. • Unreachable • No distractions • Fully off the grid • Defended ruthlessly Just you and your work for a dedicated period of time. Now, how do you find that time – especially if you're busy? To find your Sacred Hours, ask yourself these 2 questions: • What time of day am I most productive? • What time of day can I be least responsive? The overlap between these two are your Sacred Hours. Every person's Sacred Hours are unique to them: • For some, it might be 3 hours every morning • For others, it might be 15 minutes 2x per day during their commute But no matter who you are & how hectic your calendar is, you can find this time. Once you choose them, there is 1 crucial step to get the most out of them: With your Sacred Hours chosen, you have to *defend them* ruthlessly. And the best way to do this is to send yourself a calendar invite. Treat this hour as a meeting with yourself – that you can't cancel! Completed daily for a long period of time, these sessions compound. Now, a few quick tips to get the most out of your Sacred Hours: Design your workplace like an airplane cabin. • One task • One screen • No distractions • Music downloaded • Phone on airplane mode There's a reason people get their best writing done on airplanes! As for what you work on, do not waste your Sacred Hours on any kind of shallow, monotonous work. Your Sacred Hours are for the creative, high-leverage, needle-moving work. Define what that work is – then, show up ready to execute on it every day during your Sacred Hours. That's it — I hope you find this helpful! 📌 Want more help building a daily writing habit? Then here's a free 13,000-word Ultimate Guide and 5-day email course with everything you need to start writing, generate ideas, and publish your writing online: https://lnkd.in/eQiV9ae7

Time is your most precious resource as a business owner, but here’s what I’ve learned after 15+ years in business strategy: you don’t need endless hours to create meaningful change. 🚀 The secret? Working SMARTER, not harder. Here’s how to maximize your limited time for maximum impact: 🎯 Focus on High-Impact Actions Stop trying to do everything. Identify your “big wins” and rank them by value. Could improving your customer onboarding boost retention? Would automating repetitive tasks free up hours? Pick 1-2 priorities and say no to the rest. 🪜 Break It Down Big changes feel overwhelming when you’re time-crunched. Use the “two-hour strategy” – commit to just 2 focused hours on a project. You don’t need to revamp your entire website in a day, but you can outline key pages this week and rewrite one next week. 🤖 Leverage Technology & Outsourcing Time saved = time earned. Automate email campaigns, social media posting, and invoicing. Delegate admin work to a VA or graphic design to a pro. Every task you outsource is time you gain back for strategic thinking. ⚡ Master Time Management Try time blocking, the Pomodoro Technique, or batch processing. Structure turns chaos into progress. 👥 Engage Your Team Change doesn’t fall on your shoulders alone. Communicate goals clearly and assign quick wins to team members. Collaboration speeds up everything. ✨ Embrace Imperfection Done is better than perfect. Use your limited time as a creative constraint, not an obstacle. Start messy, refine as you go. Your time may be finite, but your ability to create change isn’t. Every small action aligned with your goals brings you closer to the transformation you want to see. Drop “TRANSFORM” in the comments and I’ll send you the link to schedule your free discovery call. Let’s create your personalized roadmap to meaningful change – even with your packed schedule! 📞✨ #TimeManagementSecret

You don’t need more hours. You need better systems. Time isn’t the problem, attention is. These 6 time management strategies have helped me regain control, reduce burnout, and actually finish what matters. Here’s how to use them (plus how to start 👇): 1) Conduct a Time Audit Most people don’t need more time, they need more clarity on where it’s going. How to start: Track how you spend each hour for 2–3 days Group tasks into categories (work, admin, distraction, etc.) Spot time leaks and areas to optimize 2) Focus on One Thing at a Time Multitasking feels productive, but it lowers your output and increases errors. How to start: Choose one task and set a timer (e.g., 25 or 50 minutes) Turn off notifications and close unused tabs Don’t switch until the timer ends 3) Give Yourself a Reward Motivation increases when there’s a small win at the finish line. How to start: Set a reward tied to task completion (coffee break, walk, snack) Keep it small but satisfying Don’t skip the reward even for easy tasks 4) Use Apps to Block Distractions Your brain craves stimulation. Removing temptation boosts focus without willpower. How to start: Try apps like Freedom, Cold Turkey, or Forest Block distracting sites during work windows Set boundaries for phone use during deep work 5) Time Block Your Calendar What gets scheduled gets done. Time blocks turn intention into execution. How to start: Plan your day the night before Block 60–90 min chunks for deep work Include buffer time and breaks to avoid burnout 6) Set Clear Daily Priorities If everything is important, nothing is. Prioritization saves hours of indecision. How to start: Identify your top 1–3 priorities each morning Tackle them before checking email or messages Review your list at day’s end to track progress You don’t need to master all 6. Start with one. Build from there. ✨ Small shifts create major clarity.