Time management skills are crucial for women entrepreneurs who want to show up as their best selves. I’ve seen firsthand how mastering these skills can transform lives. Today, we’ll explore how time management and priority setting play a vital role in setting yourself up for success, and I’ll share practical strategies to help you take control of your time and live your best life.
The Disconnect Between Ideal and Reality
The number one challenge I see among high-achieving women is overestimating how much they can realistically accomplish in a day. When I ask clients to describe their ideal day, they often paint a picture of perfect balance: a good workout, productive work sessions, quality family time, and a relaxing evening routine. However, their actual days are usually filled with missed workouts, constant firefighting of urgent issues, skipped meals, and a never-ending to-do list. This disconnect between the ideal and reality leads to frustration and a sense of never getting ahead.
Let me share a recent experience with a client that illustrates this point perfectly. This woman came into our coaching session and said, “I’ve got this to-do list, and I just don’t know how I’m going to get it all done.” When we looked at her list, it was a beautifully organized Excel spreadsheet, color-coded and prioritized from 1 to 5, with 1 being top priority and 5 being very low priority. But here’s the kicker – there were 47 items on this to-do list that she needed to get done!
Scheduling Priorities: The Key to Effective Time Management
I suggested we take a look at her calendar and assign these tasks to specific times. “Let’s open up your planner,” I said, “and assign these to-do items to actual time slots.”
To my surprise, she was completely resistant. “No, I don’t want to have a rigid schedule!”
That’s when I had to ask the hard question: “Okay, so when are these tasks going to get done? If you don’t have meetings scheduled to get these things done, if it’s not on your schedule, how will they happen?”
I’ve said this dozens of times, and I’ll say it again: if you are not scheduling your priorities, they are not your priorities. It’s a short list of all the things that you’re telling yourself, “I should be getting these done.” But you’re not taking that extra step, you’re not putting it into action by actually assigning times to it.
Here’s how to start aligning your schedule with your priorities:
- Identify your true priorities: What activities align with your core values and contribute to you showing up as your best self? Take time to reflect on what truly matters to you, both in your personal and professional life.
- Assign specific times to these priorities: Don’t just make a to-do list. Actually block out time in your calendar for each important task. Whether you use a digital calendar or a paper planner (and the educator in me will tell you that neuroscience backs up using a paper calendar), make sure your priorities are scheduled.
- Build in buffer time: If you have a 60-minute meeting, schedule 120 minutes. This extra time allows for unexpected issues and prevents your entire day from derailing when something runs long.
Effective scheduling is about creating a structure that supports your priorities while still maintaining flexibility. Remember, the goal isn’t to create a rigid, minute-by-minute plan, but rather to ensure that what’s most important to you gets the time and attention it deserves.
Understanding Your Unique Rhythms
To truly master time management skills, you need to become an expert on yourself. This means understanding your personal rhythms and patterns, and designing your schedule around them. Consider when you feel most alert and energized, and schedule your most important or challenging tasks during this time. Pay attention to your natural energy patterns throughout the day and week.
For instance, I’ve learned that I’m more of a “10 to 2” kind of person when it comes to high energy and creative thinking. That’s why I schedule my admin and behind-the-scenes work during those times. I’m less likely to be distracted and more focused during these hours.
Remember, what works for others may not work for you. You have to be the expert of yourself. You have to know your zone of productivity, your zone of genius, what works best for you, your rhythm of your life. Not everyone is an early bird, and not everyone is a night owl.
Showing Up as Your Best Self
When I ask, “What does it mean to be your best self?”, it’s about what are the things that you need to prioritize so that you can show up as your best self. For me to be my best self, I need to move my body, I need to get good sleep, I need to have healthy, nutritious, beautiful foods conveniently available to me. I need to stop working at 4 o’clock in the afternoon, and I need to go to bed early.
All of those things are what set me up to be my best self. So, I need to build a schedule that reflects that and supports that so that they are truly my priorities, and that I’m setting myself up to be my best self.
Once you’ve identified what you need to be your best self, make sure your schedule reflects these priorities. Set clear boundaries to protect the time you’ve allocated for your essential activities. This might mean learning to say no to requests that conflict with your self-care time. Remember, showing up as your best self isn’t about perfection. It’s about consistently making choices that align with your values and support your well-being.
Embracing Seasons of Life
As you work on your time management skills, remember that life has seasons. If you have small children, or you’re in a season of your life where you’re having other demands on you that are out of your control, please recognize that that is a season. I promise you it is a season.
Some of the best advice someone gave me in my 20s is to remember that this too shall pass. And that goes for the good and the bad. So if you’re in a season of good, savor it because this too shall pass. If you’re in a season of hardships or trials, this too shall pass. You will get through this.
Here’s how to adapt your time management approach to different life seasons:
- Reassess regularly: As you enter a new season, take time to reassess your priorities and what you need to be your best self. What worked in one season may not work in another. Regular reassessment allows you to stay aligned with your current needs and circumstances.
- Be flexible with your definition of “ideal”: Your ideal day during a season of caring for a newborn will look very different from your ideal day when your children are older. Allow your vision of an ideal day to evolve with your life circumstances. This flexibility will help you maintain realistic expectations and reduce frustration.
- Adjust your non-negotiables: While some non-negotiables may remain constant, others may need to change with the season. Be willing to adapt your must-have activities or routines to fit your current life situation. This adaptability is key to maintaining effective time management through life’s changes.
If you’re in a particularly demanding phase, recognize that it’s temporary. This perspective can help you be more patient with yourself as you work towards your ideal schedule. Remember, every season has value and can teach us important lessons about ourselves and our priorities.
The Holistic Approach to Time Management
Effective time management isn’t just about work tasks or checking items off a to-do list. It’s about creating a life that feels balanced, fulfilling, and aligned with your values. This requires a holistic approach that considers all aspects of your life, including business operations, financial wellness, relationships, health, and personal goals.
During my strategic planning day, we conduct a self-audit, looking at various aspects of life and business satisfaction. We examine business operations, financial wellness, customer experience, visibility and messaging, personal and professional development, relationships, health and wellness, and personal goals. Why? Because we are multifaceted women, and our priorities are vast. They cover many roles and responsibilities, and we have to balance them.
By taking a holistic approach to time management, you’re likely to experience increased overall satisfaction, improved performance across all areas of your life, and greater resilience in the face of challenges. Remember, your priorities are not in competition with each other. They’re all part of supporting you as a whole person to be your best self.
Your Path to Better Time Management
Mastering time management skills is a journey, not a destination. Be patient with yourself as you work towards a schedule that truly reflects your priorities and helps you show up as your best self.
If this resonated with you, if you’ve had some aha moments or some eye-opening messages here that say, “be your best self,” remember: in order to be your best self, you have to schedule the priorities that support you in being your best self as a whole.
What step will you take today to improve your time management skills? Your insights might inspire others on their journey to better time management. Until next time, leading ladies, take the lead!
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224: Realigning Your Vision and Values in Your Business