Time Management Techniques

Time stops being your own the moment you become CEO. I remember taking over London radio station Kiss FM years ago. (The youthful demeanour in that photo didn’t last long 👶🏻 😂) In my first week as a CEO, my calendar filled up faster than a Glastonbury headline slot. Everyone wanted a catch-up or “just a quick word”. I spent so much time reacting to other people’s priorities that my real job - leading the company - got buried beneath the noise and it took me weeks to regain control of my own agenda. Here are four strategies that I still use today when I feel the outside world leaning in too far: 1. Turn your calendar into a fortress Block out “deep work” time every week for strategic thinking and high-impact work. Treat these blocks like your most important meetings. 2. Shrink your default meeting times Most meetings expand to fit the time they’re given. Set the calendar default to 30 minutes instead of an hour. You’ll be amazed at how much more productive they become. 3. Make stakeholders work for access Create clear communication rules with board members and investors. Regular updates are fine, but limit how often you’re available for drop-ins or last-minute calls. 4. Say no - without apology As CEO, your most powerful tool is focus. Politely but firmly decline anything that doesn’t align with your top priorities. Saying no isn’t selfish; it’s leadership. Master these, and you’ll feel a little less like the company’s busiest person - and a lot more like its most effective one.

As a junior lawyer, I used to look at my calendar as an empty canvas for other people to shove meetings into./ Then I learned from experienced lawyers that I should block out time from my own calendar so it actually works as a proactive scheduling tool - not an overwhelming mess./ I've learned that it's okay to block out time for: 🔹 chunks of deep work (e.g. research memos and contract reviews) 🔹 regular 'non-work' tasks to progress your career (e.g. BD initiatives and learning legaltech) 🔹 time outs from non-stop virtual meetings 🔹 smashing out work admin tasks (e.g. entering your time) 🔹 'me' time (e.g. exercise and proper lunch) It doesn't mean your calendar won't get shaken up because of urgent work / calls, or new priorities. But it's a way to limit how often you're scrambling to meet other peoples' availability (and trying to fit your work in the empty spaces). If you're worried about how to deal with clashes between your blocked out time and new appointments, try: "Hi Jane, sorry I've got something in my calendar for that time. I can move my thing around if yours is urgent - otherwise I'm free at 3pm if that works for you?" Is this something you do? If not, what's your process? --------------------- Btw, if you're a junior lawyer looking for practical career advice - check out the free how-to guides on my website. You can also stay updated by sending a connection / follow. #lawyers #legalprofession #lawfirms #careertips

Your energy is your edge. Most founders think the answer is working more hours. I’ve discovered it’s actually the opposite. When I was building my first business, I thought success meant grinding 24/7. I became a prisoner to my own company - exhausted, unfocused, and honestly, pretty miserable. Then I hit a wall. That’s when everything changed. 1. The Energy Paradox The most successful founders I know aren’t working themselves to death. They’re designing systems that preserve their energy for what matters most. Your mind makes better decisions when it’s rested. Your creativity flows when you’re at peace. Your team performs better when you’re centered. 2. The Freedom Framework Here’s what I’ve implemented to build a business that serves me (not the other way around): - Deep work blocks (4 hours daily) Focus exclusively on high-leverage activities that only you can do, completely undistracted. - Systems thinking Document everything so your business runs without constant input. - Nature resets When I feel overwhelmed, I go hiking. - Energy audits I track what gives me energy vs. what drains it, then ruthlessly eliminate energy vampires. 3. The Silent Advantage While other founders chase more hours in the day, the real advantage is in protecting your mental state. Peace it’s a competitive edge. Calm founders make better decisions. They see opportunities others miss while everyone else is busy “hustling.” I’ve built multiple businesses by protecting my energy and applying it strategically. 4. Design Your Freedom Your founder journey should set you free, not trap you. Build systems that scale. Create processes that run without you. Design a business that fuels your life, not consumes it. The ultimate success it’s building a life that’s truly yours. — Enjoy this? ♻️ Repost it to your network and follow Matt Gray for more. Want help implementing this strategy in your own brand? Send me ‘Freedom’ and I’ll share how we can support. For action-takers only, not info collectors.

I reduced my phone screen time from 4 hours to 2 hours in last 3 months. Here is how I did it: 1. My phone is on work mode from 9 AM to 11 PM, aligning with my usual working hours. During this focus mode, I've tuned out the distractions - no sound for messages or notifications, except for my priority contacts, which happen to be my family. 2. I keep my phone on silent mode during peak working hours or whenever I am doing something important. So that I am not distracted. In addition, when I am on leaves with my family or when I am out with my friends, my phone is on silent mode so I end up spending a quality time with them rather than the virtual world. 3. I uninstalled some of the social media apps which I don’t use often or not needed. 4. I’ve set timers in some of the apps. E.g., I can’t use Instagram >10 mins as per the timer. If I am exceeding the time limit, it automatically closes the app. With time, now my average use of Instagram is 7-8 min. 5. I've designated specific time slots for checking and responding to messages, calls, and emails. This way, I stay connected without the constant digital tether. Now, the saved time has found a new purpose – reading books, meaningful conversations with family, outings with friends, and simply enjoying my own company. If you're looking to gain control over your time and reduce screen time, give these strategies a shot. The results are not just in the numbers; they're in the quality moments you gain. 📵✨ #PhoneDetox #TimeWellSpent

Want to know why top performers close 2-3x more deals than average reps? It's not that they're smarter. It's that they've mastered deep work. After studying hundreds of high-performing sellers, I've found one consistent pattern: They protect their prime selling hours like their life depends on it. Most reps are drowning in shallow work, constantly switching between email, Slack, CRM updates, and social media. Each task switch costs you 23 minutes of focused energy. The result is a day filled with activity but empty of results. Here's how innovative sellers are implementing deep work: 1️⃣ Power Blocks They schedule 90-minute uninterrupted blocks for their most important selling activities. No email. No Slack. No phone. Just focused execution on revenue-generating work. 2️⃣ Energy Management They align their most important tasks with their peak energy hours. For most, that's 9-11 AM, not 3 PM after back-to-back meetings. 3️⃣ AI-Powered Prep They leverage AI to prepare for sales calls in half the time. "I feed the AI my call notes, recent news, and past objections. It gives me a hyper-focused prep document in 5 minutes instead of 45." 4️⃣ Elimination Before Optimization Before trying to get faster at tasks, they ask: "Does this task even need to exist?" You can't optimize what should be eliminated. 5️⃣ Digital Minimalism They turn off all notifications during selling hours. No Slack pings. No email popups. No LinkedIn alerts. The sellers implementing these practices aren't working more hours. They're just getting 3x more value from the hours they work. Most sales organizations obsess over activity metrics while ignoring the quality of focus behind them. What would happen if you protected just one 90-minute deep work block every day?

Most founders make this energy-draining mistake: Treating every task with the same approach. The result: - Inefficient use of peak performance hours  - Missed opportunities to delegate effectively - Burnout from pushing through depleting work After working with hundreds of founders, I've discovered a simple but powerful framework: The Energy-Colour Method: 1. Task Classification 🟢 Green: Energising tasks that fuel you 🔴 Red: Depleting tasks that drain you 2. Strategic Execution For Green Tasks: - Bookend your days (start/end strong) - Block uninterrupted deep work time - Use as rewards after tough sprints For Red Tasks: - Delegate where possible - Batch similar tasks - Eliminate non-essential ones 3. Implementation Rule Never schedule more than 2 red tasks per day. You can’t be strategic when your energy is low. Remember: Building a startup is a marathon disguised as a sprint. Founders, what are your go-to hacks for handling necessary but draining tasks? Let me know in the comments ⤵️

2018-2021: You're a full-time student, preparing for FRM & CFA, AND building a startup? 2022-2024: How do you manage 2 businesses and keep up with content on 3 platforms? From networking events to family functions to friends reunions, almost everyone asks me the same question! It all comes down to one thing: effective time management.⏰ 18-year-old Ishaan didn’t know anything about it; just went with the flow; life disciplined me! Here are the time-management strategies that help me stay productive and avoid burnout! ⏳Apply the Eisenhower matrix: Sort tasks into four categories: urgent and important, important but not urgent, urgent but not important, and neither. This method helps you focus on tasks that add the most value while pushing aside distractions. ⏳Use the Pomodoro Technique: Work for 25 minutes, then take a 5-minute break. Repeat this cycle, and after completing four cycles, take a longer break (15–30 minutes). This method helps maintain focus and prevents burnout. ⏳Use the 2-Minute Rule for Small Tasks: If a task takes two minutes or less, do it immediately. This keeps minor tasks from piling up and clears your schedule for more significant work. ⏳Apply Time Blocking to High-Energy Periods: Instead of just blocking out time on your calendar, match your most demanding tasks to the times of day when you have the most energy. This makes difficult tasks easier and leaves less mentally taxing work for low-energy times. ⏳Apply Parkinson’s Law: Set tighter deadlines for tasks to force yourself to focus and complete them faster. Parkinson’s Law states that "work expands to fill the time available," so giving yourself less time can boost productivity. ⏳Follow the Rule of Three: At the start of each day, identify the three most important tasks you need to accomplish. By focusing on just three big things, you can keep your priorities clear and your workload manageable. Which techniques do you use? 💬

Why I Stopped Time Management and Started Energy Management I used to be obsessed with time management. 📆Color-coded calendars ⌛Time-blocking techniques 📱Productivity apps You name it, I tried it. But something wasn't working. Despite "optimizing" every minute of my day, I was burning out. My output quality suffered, and strategic thinking felt impossible. Then it hit me: I was managing the wrong resource. Time is fixed, but energy fluctuates. Here's how shifting to energy management transformed my work: 🌅I now schedule deep work during my high-energy morning hours 📞Client meetings happen early afternoon when I'm most relationally engaged 🌇Administrative tasks are batched for late afternoon when my creative energy naturally dips ❤️🩹I build in true recovery blocks—not just more time to check email The result? More meaningful work, better client outcomes, and sustainable growth for both myself and our team at Fractional Finance. In the Start-up and Scale-up world, we obsess over optimizing resources. Yet we often miss optimizing our most critical resource as founders - our own energy. Juggling investor relations, team leadership, financial strategy, and a whole host of other things, this shift can be game-changing. How are you managing your energy, not just your time? #FounderLife #EnergyManagement #StartupGrowth #SustainableSuccess #FractionalFinance

Legal counsel are expected to be legal wizards AND deal closers.   But no one talks about the one thing that makes both impossible:   Time.   You’re asked to review a 60-page contract...   ...by lunch.   You’re brought in to “red flag” risks...   ...5 minutes before the negotiation starts.   You’re expected to lead the deal...   ...but weren’t even in the kickoff meeting.   Let’s call it what it is:     You’re set up to fail.   Not because you lack skill.   But because you lack leverage over time.   And in high-stakes negotiations, that’s deadly.   Because when you're pressed for time, you:   - Miss hidden risks   - Can’t play the long game   - Default to safer (but weaker) positions   - Say yes to bad deals just to close them     So what’s the fix?   It’s not “work faster.”  It’s "negotiate differently."   Here’s what I teach legal leaders to do instead:   1. Flip the frame.   Instead of being the last to know, become the first to ask:     “What’s the strategic goal here?”   This instantly shifts you from reviewer to value-creator.   2. Use time as a term.   Just like you negotiate price and scope, negotiate "timeline."    You’d be surprised how often it’s flexible — if you just ask.   3. Push back with clarity, not conflict.   Say: “I can hit this deadline — but only if we deprioritize X.”   Now you're not just saying “no,”  You’re driving decisions.   4. Stack your input early.   If the deal always lands in your lap last minute, create a 3-question intake checklist.     No intake = no review.    Watch how fast they loop you in earlier.   If you feel like you’re constantly cleaning up messes made upstream...   That’s not your fault.   But it is your job to change it.   Because great legal counsel don’t just manage risk.     They manage time like it's part of the deal.   P.S. I teach legal leaders how to negotiate on their terms (and win without burnout.)   Want to shift from reactive to strategic? Let’s talk.

How I Manage My Time as a Mom, Coach, and Director 7 Game-Changing Time Management Tips for 2025 Juggling motherhood, coaching, and leadership roles, I’ve tested countless strategies. These seven are the real game-changers—ones you won’t hear often but will transform how you approach time in 2025. 1. I Design My Weeks, Not Just My Days Most people plan their days, but I batch-design my weeks. Mondays are for deep work. Tuesdays and Thursdays for client calls. Wednesdays for content. Fridays for strategy. This eliminates decision fatigue and keeps me mentally prepared for each type of task. 2. The 30% Rule for Meetings & Calls I never book more than 30% of my available hours in meetings or calls. Why? Because deep work and creative thinking need space. If my schedule feels too ‘full,’ my performance drops. Meetings should move the needle, not just fill time. 3. I Use “Focus Hours” Instead of Time Blocking Time blocking is great in theory, but life happens. Instead, I use “Focus Hours”—2-3 daily slots where I go completely offline, eliminate distractions, and focus on high-impact tasks. No multitasking, just flow. 4. My To-Do List Has a ‘Don’t Do’ Section Every morning, I write a "Don’t Do" list: things I could do but shouldn’t. This prevents me from getting stuck in low-impact work. Example: “Don’t check LinkedIn before writing content” or “Don’t reply to emails before 11 AM.” 5. I Work with My Energy, Not Against It Instead of forcing productivity at all hours, I schedule work around my natural energy cycles. Mornings = deep work. Afternoons = calls. Evenings = light admin. Aligning work with energy creates momentum, not burnout. 6. I Automate, Delegate, and Delete Ruthlessly Anything repetitive gets automated. Anything outside my genius zone gets delegated. Anything unnecessary gets deleted. Time is too valuable to spend on things that don’t drive results. Mastering this was a game-changer. 7. I Prioritize Peace Over Productivity If I’m not calm, focused, and present—my time management fails no matter how structured it is. I meditate daily, protect my downtime, and embrace “white space” in my schedule to avoid burnout. Because rested minds create powerful results. Hope these tips help you manage your time and master productivity without burnout.