How often have you heard someone say, “I just need to get better at time management”?
I hear this from leaders consistently. Maybe you have said it yourself. I know I did in the past.
But here is what we do know: you cannot manage time. Time moves forward no matter what you do (and no, we will not go into time warping or time dilation).
This is what I know and have learned myself: you can manage where your energy and attention go. And that is a task management issue, not a time management one.
The illusion of time management
The idea of “time management” gives us a false sense of control. It makes us believe that if we find the right calendar app, block our schedules perfectly, or wake up earlier, we will magically be more productive.
The reality is, you can have the most optimised schedule in the world and still get nothing meaningful done if you are not clear on what truly matters.
Time management systems often focus on efficiency rather than effectiveness. And there is a huge difference. You can be highly efficient at responding to emails, sitting in back-to-back meetings, and checking off dozens of tasks.
But if none of those things move you closer to what actually matters, then what is the point?
The real issue: task management and energy allocation
Productivity is not about cramming more into your day. It is about focusing on the right things at the right time. That means:
✔ Prioritising tasks that move the needle, not just checking off boxes.
✔ Matching your tasks to your energy levels and doing deep work when you are at your best.
✔ Eliminating, delegating, or automating tasks that do not need your attention.
✔ Recognising that being “busy” is not the same as being effective (see here if you need a refresh).
It also means developing the self-awareness to know where your time goes.
Many leaders believe they have no time, yet when they audit their days, they find significant amounts of time lost in low-value work. Meetings that should not happen, endless email chains, and distractions that pull them away from real priorities.
Questions to ask yourself
If you constantly feel like there is never enough time, ask yourself:
- Am I working on what matters, or just what feels urgent?
- Am I defaulting to busy work instead of meaningful work?
- Do I have clear priorities, or am I just reacting to whatever comes up?
- Am I protecting my focus time, or letting distractions dictate my day?
- Am I confusing effort with impact? (Hard work is not the same as effective work.)
How to get better at managing your tasks
I could give you a shopping list of task management tips, but that would not help. Just like most hacks, they fail for one simple reason: they do not change behaviour or mindset.
So instead, here is a mix of tactical actions and mindset shifts. Real productivity is not just about what you do, but how you think about your time, your tasks, and your energy.
1. Stop letting your inbox set your agenda
You are already in reactive mode if you start your day with emails or Slack messages (or your phone!). Instead, define your top priorities before checking your inbox. Your inbox is just a collection of other people’s priorities, it is not your to-do list.
2. Recognise and challenge your avoidance tactics
We all have tasks we avoid because they feel difficult or uncomfortable. Instead of procrastinating or filling time with low-value work, ask yourself: Why am I avoiding this? Often, the hardest task is the one that will create the most impact. Tackle it first.
Avoidance is not always about laziness. It is often about fear. Fear of failure, fear of not knowing where to start, or fear of discomfort. The leaders who manage their tasks well are not those who avoid fear; they are those who confront it.
If you feel overwhelmed and unsure where to start, ask your leader, or tap into your colleague network, friends, ChatGPT, or some other AI assistant, to get started. Sometimes, that is all it takes.
3. Set micro-deadlines to force progress
A task will expand to fill the time you give it. Instead of vague deadlines, set small, specific deadlines to create urgency. For example: “I will complete the first draft of this report in the next 45 minutes.” Breaking work into focused sprints prevents perfectionism and overcomplication.
4. Be brutally honest about your commitments
Many people feel overwhelmed because they overcommit. Before agreeing to something, pause and ask: Is this a priority? Does this align with my bigger goals? If not, either say no or set clear expectations about what you can realistically deliver (here is a refresher on how to say no).
This is really about self-respect. If you do not take your time seriously, no one else will.
5. Let go of perfectionism
Sometimes, tasks take longer than they should because we overcomplicate them. Learn to recognise when something is “good enough” and move on. Done is better than perfect.
Perfectionism is often disguised as high standards, but in reality, it is just another form of procrastination. Leaders who achieve the most ship their work instead of endlessly tweaking it.
6. Build a bias for action
Some people plan endlessly but struggle to execute. Others overthink and second-guess themselves. Highly effective people develop a bias for action, meaning they take action even when conditions are imperfect.
If you struggle with indecision or hesitation, challenge yourself to act faster. Set a rule: when a decision can be made in under two minutes, make it immediately. If a task can be done in five minutes, do it now.
7. Stop multitasking: your brain is not built for it
Multitasking feels productive, but it is task-switching, and it is killing your focus. Research shows that multitasking reduces efficiency and increases mistakes. Instead, try monotasking by giving your full attention to one task at a time. It is a simple shift that makes a huge difference.
I cannot tell you what to do or not do. I can, however, remind you that you do not need more time.
You need to learn to take better control over your tasks, energy, and attention.
Focus on what truly matters, protect your high-value time, and stop glorifying busyness. The leaders who achieve the most are not the ones who do it all. They are the ones who focus on the right things.
Time is not the problem. The solution lies in how you manage yourself within time. Once you accept that, you can stop fighting the clock and start taking control of your work, priorities, and impact.
What helps you stay focused? I would love to hear your thoughts.
And as always, if you invest in yourself, the rewards will be unfathomable.
Until next time.
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