To help you manage your time effectively and prioritize your daily tasks, we’ve gathered eighteen top strategies from CEOs, founders, and other professionals. From focusing on your top three priorities to keeping two running task lists, these experts share their best tips for achieving success in your daily routine.
- Focus on Top Three Priorities
- Write Down and Prioritize Objectives
- Use a Digital To-Do List
- Paint Your Time with Purpose
- Adopt a Non-Linear Workday
- Utilize a Traditional Paper Planner
- Delegate with an Executive Assistant
- Apply the Eisenhower Matrix
- Adopt the Quarterly OKR System
- Plan Tasks and Schedule Calls
- Block Time for Specific Tasks
- Start with Unpleasant Tasks
- Understand Expectations and Adapt
- Embrace the “168 Hours” Method
- Stay On Track with ClickUp
- Set Deadlines for Tasks
- Follow a Tiered-Timeframe Approach
- Keep Two Running Task Lists
Focus on Top Three Priorities
You can’t focus on doing everything; pick your three most important things to do. Look at what you can delegate according to prioritization and make a parking lot pool to do after you finish your top three. Focus on the major offender; don’t waste time on putting patches, fix things from the root.
Rodrigo Garcia Rojas Celorio, Operations Manager, Garoce
Write Down and Prioritize Objectives
As a CEO, effective time management has been a crucial aspect of my routine. Here’s what works for me, and I recommend it to others:
The first thing you want to do is write down your objectives for the day. Create a simple bullet journal, jotting down the important tasks. After this, give these tasks different levels of priorities, with “Level 1” being the things you want done immediately and “Level 3” being the errand you can leave for tomorrow.
This strategy ensures that I don’t overburden myself and compromise my health and mental well-being. It’s a simple but effective way to stay productive and maintain a balanced work-life routine.
Farhan Siraj, Chief Executive Officer, OSHA Outreach Courses
Use a Digital To-Do List
The best tip I can provide for managing time effectively is to give yourself a to-do list. You can use task management software or simply open the notebook app on your phone or computer.
Some people like to use a physical notepad and write out their checklist. Jot down the items you need to complete, starting with the most urgent, and start to work your way down the list. If you need to dig in without interruption, you may decide to pause your Slack, Teams, or email notifications for a period of time to reduce interruptions.
Rebekah Hayes, Senior Project Manager, collystring
Paint Your Time with Purpose
I take an unconventional approach to time, rather than just “managing” it. I view my 24 hours as a canvas—how can I paint it with purpose and passion? This starts my day by asking, “Who do I want to become?” My priorities flow from this vision. I’ve picked three roles to focus on daily: learner, creator, connector.
As a learner, I devote time to read, reflect, and boost my skills. As a creator, I protect space to develop new projects and ideas. As a connector, I reach out to mentors and friends to nurture relationships. The key is balancing focused work with frequent breaks to stay sharp. I map out my day in 90-minute blocks, separated by 15-minute recharges.
This rhythm keeps me energized and engaged. I don’t worry about crossing every “t” or achieving perfect productivity. It’s about filling my canvas with meaning—not just accomplishing tasks.
Mona Kirstein, Ph.D., Digital Strategist, Holistic Coach and Consultant, The Wholehearted Path
Adopt a Non-Linear Workday
I refuse to work a linear workday; it just doesn’t work for me. Creating designated “pockets” of time throughout my day for me to perform my work allows me to balance work and personal priorities.
For example, I’ll exercise in the morning before other things have a chance to interrupt my workday. Then, I’ll work throughout the school day before picking up my kids and work a while longer after they go to bed. This allows me to make time for things that matter, work around my children’s schedule and needs, and still feel like I’ve accomplished something.
Alli Hill, Founder and Director, Fleurish Freelance
Utilize a Traditional Paper Planner
I know it’s outdated, but I still use a paper planner and make sure that tomorrow is planned out long before it arrives. Writing all of my tasks down gets them out of my head and into the world, and crossing things off the list is very satisfying.
I’ve tried using task and calendar apps, and they always fail in one way or another. When I create a reminder weeks in advance and it reminds me 15 minutes before, but I’m across town from where I need to be to complete the task, that doesn’t do me much good. Or they fail to notify me altogether for one reason or another. Digital calendars have their use, but they make day planning unnecessarily complicated.
Rick Berres, Owner, Honey-Doers
Delegate with an Executive Assistant
Hiring an executive assistant has been a game-changer. Suddenly, one hour of my time turns into four! I can voice my thoughts, and things start happening in the company. It’s not just about saving time, but also about making space in my mind, tackling procrastination, and keeping everything in balance. With daily calls and the Athena Delegation app, I can easily lay out my to-do list and maintain accountability. It’s been a revelation!
And, it’s optional. I have the flexibility to decide how I want to utilize this resource. The added bonus? It helps in maintaining better relationships, both professionally and personally.
Amar Ghose, CEO, ZenMaid
Apply the Eisenhower Matrix
I use the Eisenhower Matrix to prioritize tasks. That means I concentrate on tasks that are important and urgent. I delegate or eliminate the things that aren’t important or urgent. For me, the key is to specifically set aside time each day to work on tasks that are important but aren’t urgent.
For better or for worse, that sometimes means delaying tasks that are important and urgent. It’s always a calculated risk. If I’m always caught up in urgent matters, I never take the time to work on long-term tasks that are crucial for the continued success of my business.
Temmo Kinoshita, Co-Founder, Lindenwood Marketing
Adopt the Quarterly OKR System
Time and energy management are crucial in marketing. Prioritizing tasks according to the quarterly OKR system, and then breaking them down monthly and weekly is a useful strategy.
It’s nearly impossible to schedule daily tasks; instead, looking at them on a weekly basis is more effective. Each Monday morning, writing down three to five priority tasks for the week and identifying tasks which can be completed 100% independently, and where dependency on other people’s input or feedback is required, is beneficial. That way, whenever a free slot opens up in the schedule, the tasks where complete independence is possible can be completed.
Each Friday, I do a weekly roundup to analyze success in fulfilling the plan for the week. This helps identify tasks which turn out to be more time-consuming than planned, and aids in being more effective the next week.
The tasks need to be ambitious, but also realistic. It took about two weeks to completely adopt the weekly goals strategy and make it 95% accurate.
Merilyn Uudmae, Content Manager, Teamdash
Plan Tasks and Schedule Calls
For the last two to three years, I have planned tasks out the previous day and marked them based on importance. The most important tasks get done as soon as work starts. During this time, no calls or meetings are scheduled.
I found that I spent a lot of time on unscheduled calls, which eat up a good 15 minutes per call. When calculated, I attended 8 to 10 such calls in an 8-hour work window, and that’s a good 2 hours.
So, a scheduled-call rule was implemented. If anyone wants to speak, they can WhatsApp and, depending on the urgency, the call will be scheduled.
By scheduling calls and meetings, it was possible to plan out daily activities and thus not worry about last-minute rushes.
Praveen Kumar, Chief Decision Maker, Wild Creek Web Studio
Block Time for Specific Tasks
It has taken me a number of years to reach the stage where I am effectively managing my time, and the method, annoyingly, has been simple. I am now a huge advocate of time-blocking, the simple process of blocking out periods of the day and assigning specific (or thematic) tasks to that block.
I created a simple Excel spreadsheet, with each day of the week broken down into 30-minute slots. Over the first few weeks, I continually adapted the slots as I reorganized and re-prioritized tasks, until I reached a stage where the structure was most efficient and effective. You can then transfer this to your calendar system with the relevant alert notifications set up to keep you on track.
Through this process, I have found the most impactful change was in only giving myself three short periods a day to address emails. Previously, I was always chasing Inbox Zero to be “efficient,” but I have now realized that time-blocking forces me to only respond to the most crucial of communications.
Ryan Stone, Founder and Creative Director, Lambda Films
Start with Unpleasant Tasks
There are many ways to prioritize your tasks during work hours, and the top recommendation is to start with the ones you dislike the most.
They’re usually the most important, but also take the longest to complete. Once that is checked off the list, there is the rest of the day to focus on what comes next.
No more dreading certain tasks because they are not enjoyable. At least that part has already been completed, and there is no need to think about it until the next time they pop up on the planner.
Being in the marketing industry, it is necessary to move from one project to another, usually very quickly, and stalling on one task doesn’t help. Once that part is done, it’s also out of mind, letting the focus shift to other things.
Lauren Carlstrom, COO, Oxygen Plus
Understand Expectations and Adapt
I manage my time effectively and prioritize daily tasks by first getting a clear understanding from my managers regarding deadlines and other expectations for each project.
This helps me create my daily to-do list, which I can best adapt to my work style. This translates to putting in a bit of time each day on large projects, working on projects that require more thought in the morning while I can intake brain-boosting caffeine, and leaving administrative or busywork tasks for closer to the end of the workday.
I also manage time effectively by being adaptable. Since special projects with a variety of deadlines can happen at any time, I don’t schedule myself minute-by-minute, and I try to complete tasks early, so I’m readily available for special assignments.
Michelle Robbins, Licensed Insurance Agent, Clearsurance.com
Embrace the “168 Hours” Method
To manage my time, I use the “168 Hours” method. Instead of just planning day-by-day, I look at the entire week. I first track where my time goes and focus on what I do best.
By understanding my week in this broader view, I avoid the trap of overloading a single day. This approach not only helps me stay organized but also ensures I set aside quality time for important personal moments.
It’s about seeing the week as one big canvas rather than small daily sketches, allowing for a balanced blend of work, leisure, and personal growth.
Tobias Liebsch, Co-Founder, Fintalent.io
Stay on Track with ClickUp
Use project management software like ClickUp to keep your tasks on track and maintain your productivity. The biggest challenge with working continuously is losing momentum, which decreases productivity. This can be mitigated by using project management software, a good example of which is ClickUp.
With this software, you can list your deliverables for the week, and you can easily set a schedule for when to do your tasks and when these tasks are expected to be done. Since this software can easily show your progress over your total deliverables, it’s easier to see the big picture and identify where you can strategically place your rests and when to drive yourself into writing. Thus, using this will help you maintain productivity and stay on track with your daily tasks.
Omer Lewinsohn, General Manager, Marketing Expert, Management.org
Set Deadlines for Tasks
Setting deadlines always helps me manage my time effectively. Foremost, I make a list of my highest-priority tasks. Then, I decide how much time each task may need. It’s a trial-and-error method.
As a result, my timings are not always accurate. However, with more experience, I can nail it in the succeeding attempts. When the specified deadlines are flawless, it makes things easier for me. I can work with ease and with no stress. I can finish them before the actual due time. It also makes room for other projects. I can handle many projects at once and attain my work goals effortlessly. Also, I always ensure that my deadlines aren’t outrageous. It would only increase my burden.
James Palestini, Criminal Defense Lawyer, Founder, Palestini Law
Follow a Tiered-Timeframe Approach
Scaling a business requires a harmonious blend of long-term vision and daily execution. Over the years, an annual, quarterly, monthly, weekly, and daily planning approach has been cultivated. This method allows for zooming in on the day-to-day tasks with precision, while never losing sight of the broader roadmap.
For instance, a quarterly goal might be to expand into a new market. Broken down, this translates to monthly strategies, weekly operations, and daily tasks, ensuring consistent progression. The advice for fellow entrepreneurs is to adopt this tiered-timeframe approach. It lends clarity, maintains alignment, and ensures every daily task feeds into the grand vision.
Brett Ungashick, CEO and CHRO, OutSail
Keep Two Running Task Lists
Having a very demanding schedule and a never-ending list of priority items, organization is critical for me. To stay on top of things, I have two simple methods.
First, I keep two different running task lists on my phone. One is for what I believe must be done today, and I aim to have that list cleared before my day ends. The other is just my ongoing list of things I need to do.
Second, the Apple Watch is a saviour. I’m constantly on the go and tied up with other tasks. A quick spoken message to my watch sets a reminder that I can sort out later onto my existing task lists later.
