Time Management Insights from Successful Project Managers

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.

Most PMs burn out chasing perfection while elite PMs use the 80/20 rule. I admit it. I used to be a perfectionist. But I don't strive for perfect projects anymore. Why? Because I've discovered something that transformed my approach to project management. The difference? It's not about working harder or longer hours. It's about working smarter. I've spent years watching myself and others push past breaking points, and here's what I've learned: → Average PMs exhaust themselves trying to perfect everything. → Elite PMs identify what truly matters and focus their energy there. Let me show you what I mean. The typical PM approaches a project by: 𝗪𝗼𝗿𝗸𝗶𝗻𝗴 𝗼𝗻 𝗲𝘃𝗲𝗿𝘆𝘁𝗵𝗶𝗻𝗴 𝘄𝗶𝘁𝗵 𝗲𝗾𝘂𝗮𝗹 𝗶𝗻𝘁𝗲𝗻𝘀𝗶𝘁𝘆. - They burn the midnight oil. - They stress over every detail. - They collapse at the finish line. But the elite PM asks: 𝗪𝗵𝗶𝗰𝗵 20% 𝗼𝗳 𝘁𝗵𝗶𝘀 𝘄𝗼𝗿𝗸 𝘄𝗶𝗹𝗹 𝗱𝗲𝗹𝗶𝘃𝗲𝗿 80% 𝗼𝗳 𝘁𝗵𝗲 𝘃𝗮𝗹𝘂𝗲? See the difference? The first PM drains their team's energy on low-impact tasks. The second PM conserves resources for what actually moves the needle. This 80/20 principle appears everywhere in project management: 80% of your results come from 20% of your efforts. 80% of your problems come from 20% of your risks. 80% of your objectives are met by 20% of your requirements. And often, it's even more dramatic: 90% of your budget is consumed by only 10% of your purchase orders. 95% of your time is spent troubleshooting 5% of your issues. 99% of your stress comes from only 1% of your stakeholders. (You know exactly which one I'm talking about.) Each statistic points to the same truth: not everything deserves equal attention. Why do so many PMs still chase perfection across the board? Three reasons: 1. They fear being judged for "missing something" 2. They've been rewarded for perfectionism in the past 3. They haven't learned to distinguish between critical and merely important But here's the truth: There will always be more you could do on any project. Always another improvement. Always another feature. By focusing on the vital few instead of the trivial many, you're not cutting corners—you're being strategic. That's the real secret of exceptional project management. Not perfect execution of everything, but perfect prioritization of what matters most. So next time you're feeling overwhelmed by a project, stop and ask yourself: "What 20% of this work will deliver 80% of the results?" The way you answer this question will determine whether you burn out or break through. ~~~ PS - Are you still trying to perfect everything? Or have you identified the 20% that truly matters for your current project? Drop a comment 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.

82% of leaders have no time management system. (And it's killing their success) Every evening, I’d ask myself: Where did the day go? Staring at an endless to-do list that somehow grew longer. That pit in your stomach when you realize another day slipped away... The inconvenient truth: → 34 hours lost monthly in unnecessary meetings → 2+ hours weekly on non-work browsing → Only 3 truly productive hours in an average workday Your time isn't just slipping away. It's sprinting. But here's what elite performers do differently. (Tested and validated in real-world corporate environments): 1/ Time Block Everything Why: Our brains process single-focus blocks 43% more efficiently. ↳ Even 15-minute blocks matter. ↳ Include buffer zones. ↳ Protect your peak hours. 2/ The 2-Minute Rule Why: Small tasks snowball into 2-hour backlogs daily. ↳ If it takes less than 2 minutes, do it now. ↳ Stop the small tasks from becoming big delays. ↳ Clear mental clutter fast. 3/ Strategic Elimination Why: Top performers spend 80% of time on 20% of tasks. ↳ Cut 20% of your recurring meetings. ↳ Batch similar tasks. ↳ Say "no" to low-impact activities. 4/ Energy Management Why: Working with your energy doubles output. ↳ Match complex tasks to high-energy hours. ↳ Use breaks as performance enhancers. ↳ Honor your natural rhythm. 5/ Priority Stacking Why: Morning priorities are 2.5x more likely to get done. ↳ Handle big rocks before pebbles. ↳ Front-load your most important work. ↳ Eliminate first-hour distractions. The reality? Implementing these strategies reclaims 20% of your work hours. That's an extra day each week. Ready to take control? Start with one strategy today. ↓ Drop a comment with your top time hack. ♻️ Share to help other leaders reclaim their time. 🔔 Follow me (Loren) for more science-backed performance insights.

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.