As much as I love Canopy and everything it has done for our firm, software can’t solve bad habits. And when it comes to time management, every owner has them!
Here’s what I did to flip the script and build time management systems that return time to me and my team.
Protect Deep Work
Focus time is key. Not just for you but for every member of your team. There’s a reason Outlook includes a dedicated “Add Focus Time” icon to the default tool bar.
If you’re not currently carving out heads-down time into every week’s calendar, start right now by giving yourself one weekly hour that’s 100% yours, with zero interruptions. Choose how you’ll use this time wisely and don’t allow yourself to stray away from the deep work task you’ve assigned to your focus time that week.
Encourage your team to do the same. When everyone knows focus time is sacred, it becomes part of the firm’s culture.
Time Block with Purpose
Constantly switching between client calls, reviews, and emails crushes efficiency. Batch tasking or grouping similar types of work into the same time block prevents mental fatigue and makes it easier for you to get into a groove and stay there.
I designate time blocks for internal huddles, discovery calls, strategic planning, administrative tasks, and client meetings. Once I figured out a structure that works for me, I began enforcing my time blocks like any other deadline or commitment.
Choose a Day for No External Meetings
Preparing for external meetings is different from how you get ready for internal meetings. Whether it’s context switching, doing background research, or psyching yourself up for the different kind of mental energy it takes to represent your firm well, having an external meeting looming on your calendar can distract you from other tasks on the day’s agenda.
That’s why I don’t do external calls on Fridays (unless it’s absolutely necessary). It provides me space to wrap up the week and prepare for the next one.
Use Micro-Deadlines
It sounds like a no-brainer, but I wasn’t always great about breaking large projects down into smaller commitments with a unique micro-deadline for each task.
Having daily progress checks helps you:
- Reduce procrastination
- Identify bottlenecks early
- More accurately determine how long the project will take
Delegate
Say it again, louder for the people in the back. Delegate!
But since you’ve already heard this advice a million times, here’s a different angle. Stop looking at delegation as an opportunity to assign tasks and start making delegation decisions based on who actually creates leverage.
Delegate in a way to free you up to focus on advisory and growth. If you’re not achieving that aim, rethink your delegation strategy.
Get More Done on Purpose
My time management philosophy is never about squeezing more work into my day. It’s about making decisions that lead to more time for me and my team. Efficiency tools matter, but leadership rhythms matter more. When technology supports smart habits instead of replacing them, you don’t just get more done, you get more done better.
