How do you prioritize your time and tasks as a leader to ensure you're focusing on the most impactful activities? What's one strategy or tool you recommend?

Question

Effective time and task management are crucial skills for any leader seeking to maximize their impact. This article delves into proven strategies for prioritizing responsibilities, drawing on insights from seasoned experts in leadership and productivity. From leveraging high-impact frameworks to aligning daily actions with strategic goals, these approaches offer practical solutions for leaders looking to enhance their efficiency and drive meaningful results.

Vaibhav Kishnani · Answer

I believe the real skill of leadership isn't doing more, it's doing less but better.
The one strategy that's changed everything for me is using a "$10, $100, $1,000 task framework." Every Monday, I sort my to-dos into those categories:
$10 tasks = low-leverage admin
$100 tasks = necessary, but operational
$1,000 tasks = strategic, needle-moving decisions
Once I did that consistently, it became clear I was spending way too much time in the $10 and $100 zone. That's when I started delegating more aggressively and protecting blocks of time for the $1,000 work, things like setting vision, mentoring key team members, or building partnerships.
I use a mix of Notion and Google Calendar to map this out weekly, and I ruthlessly calendar block for focus time. No open days. No back-to-back reactive meetings.
So if you're leading a team or a business, treat your calendar like a budget. Spend your best hours on the highest leverage work, not just the most urgent.

Max Shak · Answer

As a founder, my most limited resource is time, so prioritization isn't just a productivity tactic--it's a survival strategy. Over the years at Nerdigital, I've learned that the key isn't just doing more, it's doing what actually moves the needle. My go-to strategy for this is something I call "ROI-driven calendaring."
Every Sunday, I take 30 minutes to look at the upcoming week and evaluate every major task, meeting, or initiative through one filter: Will this drive meaningful impact toward our strategic goals? If the answer isn't a clear yes, it gets reassigned, delegated, or removed. I'm ruthless about protecting my time for work that either drives growth, deepens client relationships, or builds long-term assets for the company.
The tool that helps me operationalize this is a combination of Google Calendar and Notion. I treat my calendar like a budget--every block has to earn its place. Meanwhile, I keep a "mission dashboard" in Notion that maps our quarterly goals to the projects I'm involved in. That way, when I'm reviewing my schedule, I can immediately see if my time aligns with our bigger objectives.
One strategy I'd recommend to other leaders is to set "focus themes" for each day. For instance, Mondays are strictly for internal team alignment and strategy. Wednesdays are reserved for client growth and feedback loops. This eliminates the constant mental switching and allows me to go deeper on fewer things. The deeper the focus, the greater the output.
What's made the biggest difference is not confusing activity with progress. I used to spend entire days checking off boxes, only to end the week feeling like nothing really moved forward. Now, even if I accomplish fewer tasks, they're the right ones--and that's where real momentum comes from.

Trayton Vance · Answer

Lead with Focus: How Coaching Helps Me Prioritise What Really Matters
As a leader, time is your most precious asset. And let's be honest -- getting pulled in a hundred directions is easy. Emails. Meetings. Quick fixes. Firefighting.
But here's how I stay anchored. I use coaching on myself.
Coaching isn't just something I give to others. It's how I lead myself too. It's my go-to strategy for cutting through the chaos and focusing on what really moves the needle.
Each week, I carve out space for a mini coaching check-in -- just me and a journal. I ask:
What's the most important outcome this week?
What's taking up space that doesn't need to?
Where am I adding value, and where am I just busy?
What do I need to say no to, so I can say yes to what matters?
This reflection helps me zoom out. It brings clarity. I'm no longer reacting -- I'm choosing.
Coaching also helps me untangle the 'shoulds' from the 'musts'. It sharpens my decision-making. It reminds me that impact doesn't come from doing more. It comes from doing what matters -- better.
When I use coaching with my team, it becomes a shared practice. We don't just dump tasks on a to-do list. We ask, "Which of these actually drives results?" "What's urgent vs. what's essential?"
That shift? It's powerful.
Coaching gives us a framework to pause, reflect, and prioritise with purpose. It reduces overwhelm. It boosts ownership. It builds a culture where focused work is valued over frantic work.
Why do I recommend coaching above any other tool?
Because it adapts. It grows with you. And it keeps your leadership human. It's not just about getting things done. It's about getting the right things done -- with clarity, calm, and confidence.
So if your calendar feels like a battlefield and your to-do list never ends, don't just manage your time. Coach yourself through it.
Because when you lead with focus, you lead with impact.

Derek Pankaew · Answer

I do this thing I call "calendar gut checks." Every Sunday night, I glance at my calendar and ask one question: If I did only the tasks on here this week, would the company actually move forward? Not inch forward—move. You'd be surprised how often the answer is "...meh."
Meetings sneak in. Task clutter shows up dressed like strategy. So instead of prioritizing tasks like a to-do list, I audit my time like an investor. Where is my time earning compounding returns? Who am I investing in? Are those people actually multiplying value or just making noise?
One tactic that's been game-changing: I mark one block per day as "no optics, just leverage." It's a protected slot where I work on something with no immediate visibility—mentoring a high-potential person, rebuilding a messy process, writing something meaningful. These activities don't scream for attention, but they pay off later in ways flashy meetings don't.
Most people optimize their time for urgency. I've learned to optimize for impact that echoes—the things no one thanks you for right away, but you feel six months later. That's the trick.

Riken Shah · Answer

In the evolving world of IT, leaders must constantly balance operational efficiency with strategic foresight. As an IT leader, I believe my core responsibility is to align technology with healthcare needs and outcomes while ensuring regulations and security systems are in place. In such a competitive niche, where client demands are high, effective prioritization of time and tasks isn't just a skill but a leadership imperative.
Some time ago, I read about the Eisenhower Matrix and have been relying on it since then for prioritization. This framework separates tasks into four categories based on urgency and importance. Following this framework has helped me stay focused on high-impact tasks, especially in my industry. This strategy has repeatedly helped me maintain strong focus even on demanding and highly sensitive projects.
Furthermore, to stay aligned with my strategic goals, I also follow OKRs — Objectives and Key Results. Mostly tech giants like Google use this framework. It helps define measurable outcomes tied directly to the quarterly goals of the business. Typically, I use this framework by mapping my daily tasks and weekly achievables to the larger objectives, ensuring that my time is invested in areas that will drive meaningful results.
One piece of advice I'd give to my leaders, especially those working in the same industry, is to keep auditing your calendar and task list. You must question yourself about how you're contributing to the strategic goals of your organization. If you're unable to answer this, then you probably need to reassess. Also, following these frameworks will be helpful in sharpening your focus and fostering accountability.

Marissa Daskalakis · Answer

I use a simple but effective "energy mapping" technique where I track my natural energy patterns throughout the week and schedule tasks accordingly. Creative menu development happens during my high-energy mornings, while administrative tasks are reserved for afternoons. This alignment has dramatically increased both productivity and work satisfaction.
The strategy I recommend is conducting a weekly review where you assess which activities genuinely moved your business forward versus those that merely kept you busy. This honest evaluation quickly reveals where your time investments yield the greatest returns, allowing you to consciously reallocate hours toward truly impactful work.

Niclas Schlopsna · Answer

As the CEO of Spectup, I prioritize my time using a simple but effective framework that I've developed over the years. I start each week by identifying the top three objectives that will drive the most significant impact for our clients and the business. One strategy that has been particularly effective is what I call "theme days" - for instance, Mondays are dedicated to client strategy, Tuesdays to team development, and Wednesdays to business development. 
This thematic approach helps me stay focused and avoid context switching, which can be a productivity killer. I also maintain a "stop doing" list alongside my to-do list, which helps me identify tasks that are no longer essential or that can be delegated. One tool I recommend is a simple Eisenhower Matrix - it's not fancy, but it helps cut through the noise and identify what truly matters. At Spectup, we've found that when our team members use similar prioritization methods, we're collectively more effective in delivering high-impact results for our clients.

Kristin Marquet · Answer

As a leader managing multiple brands and strategic initiatives, I prioritize my time and tasks by operating through a "Revenue, Visibility, Innovation" filter every single week. Before I commit to anything, I ask: Does this task drive revenue, increase brand visibility, or push innovation forward (especially around AI, PR frameworks, or I/O psychology integration)? If it doesn't check one of those boxes, it gets delegated, scheduled for later, or removed entirely. This approach ensures I stay focused on activities that move the needle across Tiers 0-3.
One strategy I highly recommend—and that's been transformational for me—is using a Weekly Impact Map inside Google Sheets. I break down my top three weekly priorities by categories (Revenue / Visibility / Innovation) and set micro-goals tied directly to those outcomes. It turns overwhelming task lists into clear, intentional action plans. Especially when you're balancing creative work, client demands, and future growth planning, having a system that connects action to outcome keeps you from getting stuck in busy work that doesn't build your brand's future.

Patric Edwards · Answer

One strategy that has been a game-changer for me as a leader is weekly priority mapping based on "impact vs. ownership." Early in my leadership journey, I found myself overwhelmed—not because I couldn't delegate, but because I wasn't always clear on which tasks actually needed me versus what I was holding onto out of habit or proximity.
Every Friday, I block time to review the coming week's initiatives and mentally (or visually, in Miro) plot them on a simple 2x2 grid:
High Impact / High Ownership
High Impact / Low Ownership
Low Impact / High Ownership
Low Impact / Low Ownership
Anything in High Impact / High Ownership gets my direct focus—these are the strategic moves, team-critical decisions, or stakeholder conversations that truly require my leadership. High Impact / Low Ownership tasks become delegation priorities, but I stay looped in for alignment. Anything in the bottom quadrants either gets delegated fully, scheduled later, or cut.
What surprised me is how often I had been defaulting to Low Impact / High Ownership work because it was familiar or reactive. This framework forced me to consciously shift my energy toward fewer, more consequential actions.
In terms of tools, I swear by Notion as a living dashboard where I track priorities, delegate tasks, and log reflections week-to-week. It's not just a to-do list; it becomes a record of how I'm spending leadership capital and where I'm slipping into low-leverage activities.
The key learning: focus isn't just about saying yes to the right things—it's about having the discipline (and system) to recognize what only you can uniquely move forward. And that's rarely the loudest or most urgent task on your list.

David Case · Answer

There are two principles I use together to ensure I'm focusing my energy on high-impact areas. For day-to-day decisions, I rely on the Eisenhower Matrix, which categorizes tasks along two axes: urgent vs. not urgent, and important vs. not important. Tasks that are both urgent and important are my top priority. If a task is important but not urgent, I'll either take care of it when time allows or schedule it for the near future. Tasks that are urgent but not important are usually delegated to a team member, and those that are neither urgent nor important are either eliminated or automated whenever possible.
For longer-term strategic planning, I regularly review my work (usually on a quarterly basis) using the Pareto Principle. This principle suggests that 20% of your efforts generate 80% of your results. I use this lens to identify the highest-value activities and look for opportunities to delegate, automate, or cut tasks that fall in the less effective 80%. This allows me to stay focused on the work that truly drives results and creates value for the organization.

Joe Horan · Answer

As a leader, time management and task management are essential to keeping everything running on time, particularly in an industry as time-sensitive as event rentals. I've learned over the years that what receives priority is what moves the business forward. I ensure I cycle through tasks every day and prioritize activities that bring results. Whether I'm planning an important event or fixing something using our equipment, I always think about what truly matters.
One tool that keeps me on track is the Eisenhower Matrix. It assists me in quickly sorting tasks into categories of urgency vs. importance. Operations that have a direct impact on the quality and safety of the customer experience are prioritized first, such as inspecting a bounce house before an event or communicating with event planners. Less urgent operations, such as posting tweets, are done during downtime. This approach gives me clear-sightedness and allows my employees to manage tasks that do not need to be performed immediately.
In a company where there is no such thing as a normal day, with every day being unlike the previous one, being aware of how one manages their time gives them an advantage. Using this approach, I can concentrate on what truly matters most, such as creating fantastic client relationships and delivering excellent events, while ensuring the behind-the-scenes operations run smoothly.

Billy Rhyne · Answer

I use a simple but powerful rule: If it doesn't move revenue, reputation, or relationships forward—it gets delegated or delayed.
As the owner of Horseshoe Ridge RV Resort, my days could easily get lost in operational noise. To stay focused, I block time each week using the Eisenhower Matrix, sorting tasks by urgency and importance. But beyond that, I ask: "Does this directly grow the business or enhance the guest experience?" If the answer is no, it's not a top priority.
One tool that helps is ClickUp—I use it to categorize tasks by impact level and assign them to my team or schedule them with intent. Clear priorities keep the business growing without burning me out.

Vivian Chen · Answer

Track your time honestly. One of the simplest but most eye-opening things I've done is to look back at my calendar at the end of each month and ask: Did my time actually go toward the things that move the needle? Sometimes I'll tag calendar events by category (like strategy, team, external, ops) and check the split. You can also use a time-tracking tool, but even a calendar audit works. If you're not deliberate, your schedule will get filled with things that feel urgent but aren't actually impactful. Prioritize by outcome, not activity.

Nikita Sherbina · Answer

As a leader, I've realized that managing my time and tasks effectively is key to making a real impact. One method that has worked wonders for me is the Ivy Lee Method. Every evening, I jot down the six most important tasks for the next day, ranked by priority. This simple practice clears my mind and sets a clear direction for the day ahead. To keep track of these tasks, I use Todoist, which helps me stay organized and focused. This combination of prioritization and organization has been a game-changer in ensuring I focus on what truly matters and lead my team effectively.

Kritika Kanodia · Answer

As a leader, prioritizing time and tasks is crucial to ensure I'm focusing on what truly drives impact for the business. One strategy I rely on is the Eisenhower Matrix, which helps me categorize tasks based on urgency and importance. I divide tasks into four quadrants:
1. Urgent and important (Do first)
2. Not urgent but important (Schedule these)
3. Urgent but not important (Delegate)
4. Not urgent and not important (Eliminate or minimize)
This approach allows me to focus on high-priority strategic activities and delegate or defer tasks that don't require my immediate attention. I also rely on tools like Trello or Asana to keep track of everything in an organized way, ensuring that I can visually assess priorities and deadlines. This method has significantly boosted my productivity and helped me maintain a clear focus on achieving long-term goals, especially as I juggle multiple responsibilities at Kalam Kagaz and other ventures.

Alec Loeb · Answer

I start by setting one clear objective each quarter. Everything filters through that. If it doesn't support that objective, it waits. I block my calendar every morning for execution work. That time is dedicated to performance analysis, strategy checks, and team reviews. I protect those hours because they create an impact. Leadership pulls you in ten directions. You either take control of your schedule or someone else will.
One strategy I use every week is a zero-based calendar review. I wipe the slate clean and rebuild my week from scratch. I ask myself: what do I need to "do", not attend? Standing meetings don't make the cut unless they move the goal. I also group related tasks into themes: paid media, lifecycle, and partnerships. That keeps context switching low and focus high.
I've used dozens of productivity tools. The one I keep returning to is a shared OKR tracker with clear owners and weekly progress updates. Visibility keeps people aligned and focused. It also makes it easier to say no, because you're saying yes to the plan. I learned this approach working in finance, where time is money and clarity is oxygen. It's how I keep my team moving fast without burning out.

Dhari Alabdulhadi · Answer

As a leader, I set priorities for my time by concentrating on high-impact tasks that support our strategic objectives. I use time blocking to ensure focused attention and start each week by identifying my top three goals. The Eisenhower Matrix is one tactic I employ; it assists me in classifying activities according to their priority and urgency, allowing me to delegate or eliminate less important ones. This strategy helps me avoid burnout and ensures that I'm continually advancing the company, rather than just responding to daily crises. By continuing to be intentional with my time, I can lead more effectively and provide my team with clear, purposeful direction.

Grace Olayiwola · Answer

As the founder of ALGStudioStore and ALGelysianFlamesCo, as well as the creator of the fashion and lifestyle blog BitsStyleJourney, my days are fueled by creativity, strategy, and a deep commitment to wellness. Juggling multiple roles means time management isn't just important—it's essential.
To prioritize effectively, I always start by identifying which tasks directly contribute to growth, customer experience, and brand storytelling. I break my week into themed days—such as content creation, product development, fulfillment, and collaboration—so I can stay focused without constantly switching mental gears.
One strategy I swear by is the Eisenhower Matrix, which helps me categorize tasks by urgency and importance. It keeps me grounded in what truly matters versus what simply feels urgent. I pair this with a digital planning tool like Notion to keep everything organized—from marketing ideas to product timelines and blog drafts.
This balance of intentional prioritization and flexibility helps me show up as a better leader, creator, and business owner—so I can keep delivering meaningful self-care experiences through my products and content.

John Xie · Answer

I use Taskade to keep my priorities clear and my time focused. Every week, I write down the top three things that matter most. Then I build around that--projects, tasks, and AI Agents to help move them forward.
As a leader, it's easy to get pulled in every direction. So I let AI handle the busywork. Agents help with research, follow-ups, and drafting. I focus on decisions, team, and momentum.
One strategy I recommend: write less, think more. Let tools like Taskade turn your thoughts into action. Describe what you want to achieve, and let AI build the steps with you.

Alexander De Ridder · Answer

Time needs to be protected. I block focus time on my calendar and treat it as non-negotiable. No meetings, no Slack. Just deep work.
To prioritize, I write down the one most important thing for the day. Then I may add two or three other things that would make the day successful. That's it. If I get those done, it was a good day.
You also have to be okay with not getting to everything. It's about progress, not perfection. What matters is staying focused on the work that actually moves things forward.

Alex Langan · Answer

I honestly use a variety of tools to record my meetings with clients, whether I am analyzing investment portfolios, planning for retirements, or just taking care of day-to-day paperwork. This habit of tracking every hour has clearly shown me which tasks are beneficial for me and which ones just take up too much of my time.
With all this insight, I've shifted more of my hours towards strategy, client education, and financial planning. I've cut down on repetitive tasks and those meetings that really go nowhere. This smarter allocation of time has improved my productivity and made me a better leader. It's also sharpened my ability to coach others on managing their own time.
I always suggest that my team try this out and track every hour for just one week. More often than not, they're surprised to see how much time is lost to random tasks and minor distractions. I tell them to treat their time like the precious asset it is. This can help them look closer at what's important, improve productivity, and make a real change.
Effective time tracking helps us see the difference between just being busy and actually being productive.

Georgi Petrov · Answer

As a leader, I prioritize my time by focusing on tasks that directly contribute to the long-term success of the business and team. The key is identifying high-impact activities that move the needle, while managing the day-to-day operational tasks efficiently.
One strategy that has worked wonders for me is using the Eisenhower Matrix. This helps me categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. By doing this, I can quickly determine what I should focus on immediately, what can be delegated, and what can be eliminated entirely.
I also heavily rely on Asana for task management. It keeps everything organized by allowing me to set deadlines, assign responsibilities, and track progress in one place. This has helped me stay on top of both short-term and long-term goals, and it ensures that I'm always aligned with the team's objectives while being able to manage my time effectively.
This approach has allowed me to balance leadership responsibilities while driving the business forward.

Yancy Forsythe · Answer

As a leader, I prioritize my time by focusing on what I call "income and influence" tasks first—activities that either directly drive revenue or improve team performance. Everything else gets delegated, scheduled later, or cut entirely.
One strategy I rely on is the "top 3" method. Each day, I identify the three most impactful tasks that will move the business forward, and I tackle them first, before checking emails or jumping into meetings. This helps prevent distraction and ensures I'm working proactively, not reactively.
A tool I recommend is a simple time-blocked calendar, where you assign specific hours for deep work, meetings, and follow-ups. When your priorities are visible and scheduled, it's easier to protect your time from low-value distractions.

Andrew Osborne · Answer

As a business owner and certified horticulturist with over 15 years of experience, I've learned that prioritizing time comes down to understanding which activities drive the most value for both the client and the business. For me, that starts with having a clear structure to each day, often broken down into client service, team management, and strategic planning. One strategy I rely on is the "MIT" approach, where I identify my Most Important Tasks each morning and tackle those first before anything else. These are usually tasks that directly impact client satisfaction or job quality, such as personally checking in on complex landscaping projects or mentoring a team member on a specific horticultural technique. I also use job management software to schedule and track progress across all ongoing jobs. This means I'm not stuck in administrative tasks, and I can stay focused on where I'm most needed.
A great example of this was a large garden transformation job we took on for a client in a high-end suburb. It involved a tricky mix of native plant selection, drainage issues, and a precise hedge layout to match the home's architecture. With my background in both practical gardening and theoretical horticulture, I knew early site visits would be critical to get the plant selection and soil treatment right. So I blocked out time to be on site during the design and early installation phase, then delegated routine tasks to my team. Because I prioritized those key stages, we delivered the job ahead of schedule, under budget, and the client actually nominated us for the customer service award we ended up winning. That's the kind of impact smart prioritization can have.

Bhavik Sarkhedi · Answer

I begin by asking what actually moves things forward. It is easy to fill the day with tasks that appear productive but lead nowhere. One effective strategy is to choose three priorities for the week that align directly with bigger goals. Everything else is built around those priorities. I use a simple board in Notion to keep things visible and focused. This approach helps me stay clear on what matters most, rather than just reacting to whatever comes up.

25 Strategies for Prioritizing Time and Tasks as a Leader

25 Strategies for Prioritizing Time and Tasks as a Leader

Prioritize High-Leverage Tasks with Framework

Align Time with Strategic Goals

Use Self-Coaching for Focused Leadership

Audit Calendar for Compounding Impact

Balance Urgency and Strategy with Frameworks

Map Energy Patterns to Boost Productivity

Theme Days Drive Focus and Results

Filter Tasks Through Revenue-Visibility-Innovation Lens

Plot Tasks on Impact-Ownership Grid

Use Eisenhower Matrix for Task Management

Implement Pareto Principle for Strategic Focus

Prioritize Customer Experience and Business Growth

Focus on Revenue Reputation and Relationships

Audit Calendar to Align Time with Impact

Simplify Priorities with Ivy Lee Method

Categorize Tasks with Eisenhower Matrix

Set Clear Objectives and Protect Focus Time

Identify High-Impact Tasks Supporting Strategy

Balance Multiple Roles with Themed Days

Leverage AI for Productivity and Focus

Protect Focus Time for Deep Work

Track Time to Optimize Productivity

Use Eisenhower Matrix and Task Management Tools

Prioritize Income and Influence Tasks Daily

Focus on Value-Driving Activities in Horticulture