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8 Ways to balance your time and tasks as an Executive

Updated: Apr 18


How many times a week do you feel overwhelmed by doing all the things all the time? Feeling like you are always on “go” mode.


I say” “how are you?”

You say “busy”…


I say” “how is work?”

You say “busy”


I say” “how is your spouse?”

You say “busy”


“How are the kids?”

“Busy”


Is that all we’ve got? 


You see, we have been told time and time again, that there should be a balance between work and life, between EVERY-THING that we do. And the reality is that it is all bout the choices we make, at the moment we make them.


Balance is about the present time aligned with perfect time.


We are all high-achievers. We want to do it all, balance it all, pins on fire, while riding a monocycle. 


So, we get sucked into an endlessly spinning hamster wheel. And we JUST don’t know how to stop and get off. Until we run ourselves ragged.


I am here to share with you that you can  still be a high performer, still be an impactful leader, & still enjoy well-being, all at the same time.


After two decades of working in high-impact roles, I was enlightened by the thought that a simple solution can effectively address a shared problem.


And which shared problem have we just established we all have?


We are aboard the work-like balance hamster wheel called, voyager II. Because when we give it a cool name, we actually tend to stay in it.. it’s all about marketing, right?


You see, we are constantly seeking high levels of feeling alive. And when we complete a project or achieve a major goal, we suddenly feel empty. So how do we keep that aliveness feeling going?


Maybe you want to feel passion, enthusiasm, purpose for your job and the tasks at hand. You want to be physically fit. Have more meaningful relationships. These are all things that help you feel alive.


And the fundamental question is, have you set up routines that create habits to ensure you are feeling alive?


Balancing time and tasks as an executive, can be challenging. Despite of this, there are several strategies you can employ to manage your workload more effectively:


  1. Prioritize tasks: Identify which tasks are most important and urgent, and focus on completing those first. Use techniques like Eisenhower's Urgent/Important Principle to prioritize effectively. AND... calendarize your time for every high-priority.

  2. Delegate responsibilities: Delegate tasks to capable team members or colleagues who can assist you. Trusting others to handle certain responsibilities can free up your time to focus on high-priority tasks. It is also a way to encourage growth and empower them to do something new, while increasing engagement.

  3. Set realistic goals: Break down larger goals into smaller, manageable tasks, and set deadlines for completion. Be realistic about what you can accomplish within a given timeframe. Watch out for "goal fatigue".

  4. Use time management tools: Utilize tools such as calendars, to-do lists, and project management software to organize your tasks and schedule. Set reminders and allocate specific time slots for different activities. Discovering the power of your calendar can be a game changer.

  5. Limit distractions: Identify and eliminate or minimize distractions that may prevent you from staying focused on your tasks. This may involve setting boundaries around email and phone usage, finding a quiet workspace. Post a note on your door that reads: "work in progress" and teach your team that that specific time is incredibly important for the success of the entire organization.

  6. Take breaks: Schedule regular breaks throughout your day to rest and recharge. Taking breaks can help prevent burnout and improve overall productivity.

  7. Practice effective communication: Clearly communicate expectations, deadlines, and priorities with your team members and colleagues. Regular communication can help ensure everyone is on the same page and working towards common goals.

  8. Continuously reassess and adjust: Periodically review your workload and priorities to ensure you're still on track. Be willing to adjust your plans and strategies as needed to adapt to changing circumstances.


Let's delve deeper into some of the strategies mentioned:


Prioritize tasks effectively: One effective way to prioritize tasks is by using frameworks such as the Eisenhower Matrix. This matrix categorizes tasks into four quadrants based on their urgency and importance: By categorizing tasks into these quadrants, you can focus on what truly matters and allocate your time and resources accordingly.

  1. Quadrant 1: Urgent and Important - Tasks that require immediate attention, such as crises or deadlines.

  2. Quadrant 2: Important but Not Urgent - Tasks that contribute to long-term goals and require proactive planning, such as strategic planning or relationship building.

  3. Quadrant 3: Urgent but Not Important - Tasks that are often distractions or interruptions and can be delegated or minimized.

  4. Quadrant 4: Not Urgent and Not Important - Tasks that are neither urgent nor important and can be eliminated or postponed.


Delegate effectively: Delegating tasks to others is not only about offloading your workload but also about empowering your team members and fostering their professional growth. When delegating, ensure that you provide clear instructions, define expectations, and offer support when needed. Trust your team to handle tasks competently, and be available for guidance and feedback.

Set SMART goals: SMART goals are specific, measurable, achievable, relevant, and time-bound. By setting SMART goals, you provide clarity and direction for yourself and your team, making it easier to prioritize tasks and track progress. Break down larger goals into smaller, actionable steps, and regularly review and adjust them as necessary.

Use time management tools effectively: There are numerous time management tools available, ranging from simple to-do lists to sophisticated project management software. Find tools that suit your preferences and workflow, and use them to organize tasks, set reminders, and track progress. Some popular tools include Todoist, Trello, Asana, Google Calendar, and Microsoft Outlook.

Limit distractions and interruptions: Distractions can significantly impact your productivity and ability to focus. Identify common sources of distractions in your work environment, such as email notifications, social media, or noisy surroundings, and take steps to minimize or eliminate them. Consider implementing strategies like time blocking, setting designated focus periods, or using noise-canceling headphones to create a distraction-free workspace.

Practice mindfulness and self-care: In addition to managing your tasks and schedule, it's essential to prioritize your well-being. Make time for activities that help you relax and recharge, such as exercise, meditation, or spending time with loved ones. Remember that maintaining a healthy work-life balance is crucial for long-term productivity and overall satisfaction.


By implementing these strategies, you can better manage your time and tasks, ultimately improving productivity and reducing stress.


Michele Kline

April, 2024

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