You’d think managers—people trusted to lead teams and big projects—would have time management down pat. But talk to almost any manager, and you’ll find they regularly battle overstuffed inboxes, constant chats, and a pile of meetings. Good managers know what’s at stake. The way they divide and spend their hours can affect not just their work, but everyone who depends on them.
It’s a situation that’s way more common than anyone cares to admit. Some managers are buried in daily tasks and emails. Others feel stretched thin, trying to keep their team motivated while juggling deadlines. Most would agree: when time gets away from you, the day feels like it’s controlling you instead of the other way around.
Figuring Out What Actually Matters
Managing time isn’t just about working faster or saying no to more meetings. It really starts with figuring out what’s important. Most managers have a lot on their plate, so saying “yes” to every request usually leads to burnout or, worse, letting key things slip.
Think about it: every manager has core responsibilities, like keeping the team moving, hitting targets, checking on progress, and solving problems. The trick is to get crystal clear on which tasks actually move the needle for the organization—versus those that just fill up your calendar. Prioritizing isn’t always easy, especially when you have pressure from all sides, but knowing your main job gives you permission to focus.
Goal-Setting: It’s Not Just for the Annual Review
Any experienced manager will tell you that wandering through each day without goals is a recipe for chaos. But setting targets isn’t just about checking a box for HR. Short-term goals can help you make progress this week. Long-term goals set the direction for your whole team.
Start by breaking down those long-range objectives into daily and weekly plans. Instead of just saying “we need more clients,” decide what actions need to be taken today. It might be sending follow-up emails, prepping for a client call, or reviewing proposals. Small steps stack up, and progress becomes visible.
If you’ve never broken your goals into day-sized chunks, try it for a week. You’ll be surprised how much more focused you feel.
Making the Most of Every Workday
Ever look up at two o’clock and realize you’ve achieved nothing on your actual to-do list? You’re not alone. Managers often fall into the trap of reacting to the loudest problem, instead of working on the priorities they set the night before.
One fix is simple: write out a to-do list each morning. Not a list of everything that comes into your head, but the three to five top things you need to do. Block out time for each one, and build in space for unexpected fires. Give tasks real time slots, not just vague intentions. That way, it’s easier to shut your door (real or virtual) and focus for an hour or two at a time.
Including a short break between big tasks doesn’t hurt. Even managers need to refill their coffee or step away from their screens for a few minutes.
Dealing with the Never-Ending Distractions
There’s no question that workplaces are packed with distractions—Slack pings, phone calls, desk drop-bys, and “quick” meetings that spiral out of control. If you’re waiting for a distraction-free day, you’ll be waiting a long time.
What smart managers do is pinpoint their biggest time-wasters and make a plan. For some, it’s turning off email notifications for an hour while working on reports. For others, it’s scheduling blocks of “do not disturb” time, and actually sticking to it. Sometimes you just need to close 15 browser tabs.
Try tracking your day for a week. You might be surprised how much time disappears into chats or checking your phone. Once you know your big distractions, you can tackle them head-on.
The Real Reason Delegation Isn’t Just a Buzzword
A lot of managers say they want to delegate more but struggle to actually let go. There’s the fear that it’ll take too long to explain or that the task won’t be done “right.” But trying to do everything yourself usually backfires.
Delegating frees up your calendar and helps your team grow. People don’t improve if they never get to try new things. Pick tasks that someone else can do, then match them to the right person—someone who has the time and the ability to handle it. Be clear about what you’re asking, set expectations, and check in without micromanaging. Delegation is a skill, and it gets better with practice.
Getting a Boost from Simple Technology
No one is saying you need to run your whole life by an app, but there are some digital tools that make a real difference. Shared calendars help everyone see what’s going on. To-do list apps, like Todoist or Microsoft To Do, can keep your priorities front and center. Reminders keep you from forgetting the stuff that always slips through the cracks.
For bigger projects, simple tools like Trello or Asana let you track tasks, share progress, and avoid endless email threads. Even a quick shared doc can keep everyone on the same page. The right technology isn’t about looking busy; it’s about making sure you don’t lose track of what matters.
Meetings: How to Make Them Not Terrible
Ask almost anyone, and they’ll say meetings are what most commonly eats into their productive time. That’s why good meeting management is crucial. Start with a clear, written agenda and send it around early. It helps keep everyone (including you) focused.
Set a time limit and actually stick to it. Cut off side conversations and bring folks back to the topic when things start wandering. Before you finish, make sure someone’s taking notes, and that every action item has a clear owner and deadline.
If a meeting doesn’t need to happen, cancel it. No one will think less of you—most people will probably thank you.
Not Losing Sight of Life Outside Work
It’s easy to fall into the trap of thinking you have to be “on” 24/7. But managers are people too, and burnout is a real risk. If you find yourself snapping at coworkers or dreading going to work, those are big warning signs.
Try to respect your personal hours and encourage your team to do the same. Block out time for lunch, and don’t check emails late at night unless absolutely necessary. Sometimes just signaling to your team that it’s okay to log off makes a real difference for everyone’s mental health and work-life balance.
Taking care of yourself isn’t selfish. It helps you do a better job in the long run.
Real Talk: Getting Better at Time Management, Over Time
Here’s the honest part—there’s no single fix that works forever. Managers need to check in with themselves regularly. What worked last month might not work this month, especially if your team grows or priorities shift.
Set aside ten minutes each Friday to review what went well that week and what didn’t. Did you hit your top priorities, or were you stuck in back-to-back meetings? If you missed something important, try to figure out why. This isn’t about judging yourself. It’s about noticing trends so you can tweak your approach.
There are plenty of resources and stories of managers learning as they go. Sometimes reading real examples, like those shared over at ufabettermostm7.com, can help you spot patterns or tricks you hadn’t considered.
Most managers who improve at time management do it in fits and starts, learning from missteps along the way.
The Bottom Line: Progress, Not Perfection
Managing time as a leader shouldn’t feel impossible. The pressures are real, but so is the difference a few simple changes can make. Some days will feel frantic, others will run smoothly. What matters is finding what works for you, paying attention to where your time goes, and correcting course when things go sideways.
Teams look to their managers for more than just answers—they look for cues on how to handle stress and use their time. Getting a little better at time management, one day at a time, usually beats any big overhaul.
Good managers don’t have it all figured out. But by keeping things simple, prioritizing, and actually protecting your time, you stand a much better chance of feeling in control, not just busy.
That’s something most managers, and their teams, can get behind.