How Do You Get Your Time Back as a Business Leader?

In this guide, I’ll walk through effective strategies that help leaders like you win your time back and thrive in your role—without sacrificing your mental health. The goal? Achieving balance and focusing on what truly matters for both your business and your wellbeing.

Delegate Effectively: Lighten Your Load

Leaders often fall into the trap of micromanaging every aspect of the business, believing they need to oversee every detail to ensure things run smoothly. However, effective leadership isn’t about doing everything yourself—it’s about empowering your team. A great way to do this would be to host leadership workshops, something I have years of experience in delivering.

One of the best ways to reclaim your time is to delegate effectively. Trust your team members to handle responsibilities that align with their skills and expertise. When you delegate, you free yourself to focus on higher-level strategic initiatives that drive value for the business. Plus, you develop your team’s capabilities, which creates a more efficient and autonomous workforce.

Here’s how to get started with delegation:

• Identify the tasks: Consider what can be handed over to trusted team members. Tasks that are time-consuming but not essential for your role are often the best to delegate.
• Communicate clearly: Provide concise instructions and set expectations for each task.
• Follow up, but don’t hover: Trust is key. Set up checkpoints to monitor progress but resist the urge to micromanage.

By delegating, you’re not only lightening your workload but also giving your team the opportunity to grow and step up.

Set Clear Priorities: Focus on What Drives Value

Many leaders struggle to manage their time because they fail to set clear priorities. With so many competing demands, it’s easy to get caught up in activities that don’t add much value to the business.

An effective tool to help prioritise tasks is the Eisenhower Matrix. This simple matrix categorises tasks into four quadrants based on urgency and importance:

• Urgent and important: Do these tasks immediately.
• Important but not urgent: Schedule time to work on these.
• Urgent but not important: Delegate these tasks to others.
• Neither urgent nor important: Eliminate these activities if possible.

By focusing on tasks that are both important and urgent, you ensure that you’re investing your time where it matters most. And, by eliminating or delegating non-essential activities, you’ll have more time and energy for the tasks that drive the most value for your business and team.

Establish Boundaries: Protect Your Time

Saying “no” is one of the most powerful tools a leader has—but it’s often the hardest to wield. Leaders frequently overextend themselves, agreeing to non-essential meetings or low-impact activities because they feel obligated to do so. However, without setting boundaries, it’s impossible to maintain control over your schedule.

Establish boundaries by being intentional about your commitments:

• Say no to non-essential meetings: Not every meeting requires your presence. Determine which meetings are truly necessary and delegate attendance to trusted team members when appropriate.
• Limit distractions: Set specific times for uninterrupted work. Inform your team when you’re not to be disturbed, except in emergencies.
• Protect your personal time: Set clear start and end times for your workday, and stick to them. Overworking may seem productive in the short term, but it’s a fast track to burnout.

By protecting your time, you ensure that you’re dedicating your energy to the activities that truly matter—both for your business and your personal wellbeing.

Limit Meetings: Maximise Productivity

Meetings are often one of the biggest time wasters in the workplace. A study by Bain & Company found that 15% of an organization’s collective time is spent in meetings, and 50% of those meetings are deemed unnecessary. While some are essential for communication and collaboration, many are unnecessarily long or irrelevant. To reclaim your time, it’s crucial to get intentional about how you structure and participate in meetings.

Consider these tips to streamline your meetings:

• Set clear agendas: Before every meeting, establish a clear agenda and desired outcomes. This keeps the conversation focused and ensures that meetings are productive.
• Shorter time frames: Limit the length of your meetings to 30 minutes or less when possible. Quick, focused discussions often result in more efficient outcomes.
• Consider alternatives: Does this issue need a meeting, or could it be resolved via email or a quick phone call? Don’t default to scheduling meetings for every conversation.

By cutting down on unnecessary meetings and keeping the ones you do have focused, you’ll reclaim valuable time and improve your overall productivity.

Prioritise Self-Care: Optimise Your Wellbeing

Perhaps the most overlooked aspect of leadership is the importance of self-care. As a leader, you may feel pressure to prioritise your team’s wellbeing over your own. While taking care of your employees is essential, neglecting your own health and mental wellbeing can have detrimental effects on your performance.

Here’s why self-care should be a top priority:

• Boost productivity: When you’re well-rested and energised, you’re more productive and creative. Taking time for yourself is an investment in your overall effectiveness.
• Prevent burnout: Long hours, constant pressure, and never-ending responsibilities can lead to burnout if you don’t take breaks. Prioritise activities that help you recharge, such as exercise, mindfulness, or hobbies.
• Set an example for your team: When your team sees you taking time for yourself, they’ll be more likely to do the same, which contributes to a healthier and more balanced workplace culture.

Make sure to carve out time in your day for activities that promote your wellbeing. Even simple practices like going for a walk, taking a short break, or practising deep breathing can make a significant difference in your stress levels.

Conclusion: Winning Your Time Back as a Leader

Being a leader doesn’t mean you have to be overwhelmed and stretched thin. By delegating effectively, setting clear priorities, establishing boundaries, limiting unnecessary meetings, and prioritising self-care, you can regain control over your time and perform at your best.

In today’s world, it’s essential to lead not only with strategy and efficiency but also with mindfulness and care for your mental health. When you take the time to focus on your wellbeing, you’ll not only improve your own performance but also inspire your team to do the same. If you’re struggling to implement strategies and regain control of your time, help from an experienced business mentor could be a great option. An experienced business mentor will have gone through and overcome the challenges that you and other leaders are facing right now.

Frequently Asked Questions:

• How can leaders effectively delegate tasks?
  Leaders can delegate tasks by identifying responsibilities that align with team members’ skills and providing clear instructions. Trusting your team is key, so set checkpoints without micromanaging.

• What is the Eisenhower Matrix, and how can it help with time management?
  The Eisenhower Matrix helps leaders prioritise tasks based on urgency and importance. It categorises tasks into four quadrants, enabling you to focus on what drives the most value for your business.

• How do you set boundaries as a leader?
  Setting boundaries involves saying no to non-essential commitments, protecting time for focused work, and maintaining a work-life balance by defining clear start and end times for your workday.

• Why are meetings often considered a waste of time?
  Many meetings lack clear agendas and focus, leading to wasted time. By limiting unnecessary meetings, setting clear outcomes, and keeping discussions brief, leaders can reclaim valuable time.

• Why is self-care important for leaders?
  Self-care is crucial because it boosts productivity, prevents burnout, and sets a healthy example for the team. A well-rested and energised leader performs better and fosters a balanced work environment.
  
• How can leaders improve their wellbeing without sacrificing business success?
  Leaders can improve wellbeing by prioritising time management strategies, such as delegation and limiting meetings, and by making self-care a non-negotiable part of their daily routine.