How I Find Time For Everything As A CEO

99% of successful people have one thing in common. They all manage their time around busy schedules.

But here's the problem—nobody teaches us how to manage time. We’re just thrown into the deep end and expected to figure it out.

Well, today, I’m sharing practical tips that have helped me manage my time as surgeon, running multiple business, and everything in between.

How to Find Time for Everything: A Comprehensive Time Audit Guide

The first step to effective time management is conducting a Time Audit.

This isn’t about being productive every single minute of the day.

It’s about gaining awareness of where your time actually goes. Think of it like tracking your spending when you want to save money. You need to know where the problems are before you can fix them.

To begin, take a day or even a week to track your daily tasks and activities. Be honest with yourself, from how long you spend commuting to how much time you scroll on your phone or watch Netflix.

The goal here is not to judge yourself, but to understand your habits.

Once you’ve tracked your time, reflect on which activities are draining your energy. For instance, you might find that you spend hours on social media, but it leaves you feeling drained rather than refreshed. On the flip side, you may notice that a 30-minute walk clears your head and boosts your focus for hours.

This insight is key because it allows you to identify where to cut down or replace certain activities to free up time for more meaningful and challenging tasks.

For example, I once realized I was spending 20 minutes in the doctors mess scrolling on my phone after doing a ward round. That’s nearly two and a half hours every week!

When I cut that habit out, I suddenly had time more time to study for surgical exams or read up on business tips for my side hustle.

These small changes add up, and they’re easier to implement once you know where your time is going.

Incorporating a time audit is also a way to discover hidden pockets of time that could be better utilized. It may surprise you how much of your day gets eaten up by distractions. Even just 15 minutes of unproductive activity, repeated multiple times throughout the day, can add up to hours over the course of a week. By auditing your time, you empower yourself to make intentional changes that align with your goals.

What is Time Management?

Time management is the art of planning and controlling how much time to spend on specific activities to maximize efficiency and productivity. Think of it as a strategic approach to organizing your day, ensuring that every minute is used effectively. By setting clear goals, prioritizing tasks, and minimizing distractions, you can achieve a better work-life balance. Effective time management allows you to complete tasks more efficiently, reducing stress and paving the way for career success. Incorporating good time management techniques, such as self-analysis, planning, evaluation, and self-control, can significantly enhance your productivity. It’s not just about working harder, but working smarter to make the most of your time.

Importance of Time Management

Good time management is the cornerstone of achieving both personal and professional goals. When you manage your time well, you become more efficient and productive, which naturally leads to reduced stress and anxiety. Imagine having a clear plan for your day, knowing exactly what needs to be done and when. This clarity not only boosts your productivity but also opens up more opportunities for career advancement. On the flip side, poor time management can be a significant roadblock. It often results in decreased productivity, missed deadlines, and heightened stress levels. By mastering time management, you can improve your overall quality of life and ensure that you’re always moving towards your goals. Incorporating practical time management tips can help you create a personalized strategy and experiment with different techniques to find what works best for you.

Conducting a Time Audit

Conducting a time audit is a crucial step in understanding how you spend your time and identifying areas for improvement. Think of it as a financial audit, but for your time. By tracking your activities, you can pinpoint where your time is going and make informed decisions to optimize your schedule.

How to Conduct a Time Audit

Here’s a step-by-step guide to help you conduct a thorough time audit:

Choose a Time-Tracking Method: Start by selecting a method to record your activities. You can use a planner, a spreadsheet, or a time-tracking app like Toggl or RescueTime. Choose a method that you find easy to use and stick with it.
Track Your Time: For one week or a month, diligently track how you spend your time in 30-minute increments. Note down the task you’re working on, the time you start, and the time you finish. Be honest and detailed in your tracking.
Categorize Your Tasks: Once you have your data, group your tasks into categories such as work, study, leisure, and personal care. This will help you see where most of your time is going.
Analyze Your Data: Review your time-tracking data to identify patterns and trends. Are there specific times of the day when you’re most productive? Are there activities that consume a lot of time but don’t contribute much to your goals?
Identify Time-Wasting Activities: Look for activities that are eating up your time without providing significant value. These could be excessive social media use, unnecessary meetings, or prolonged breaks.
Set Goals and Priorities: Based on your time audit, set clear goals and priorities for how you want to spend your time. Focus on activities that align with your long-term objectives and cut down on those that don’t.

By conducting a time audit, you gain valuable insights into your daily routines and can make strategic adjustments to improve your time management skills.

Batching Important Tasks

The concept of Batching Tasks is a simple yet highly effective way to boost productivity. Instead of bouncing from one task to another, which eats up your time and mental energy, batching encourages you to group similar tasks together. By focusing on one type of task at a time, you reduce the cognitive load of constant switching. Frequent task switching can hinder your focus and overall performance, making it harder to dive back into deep work. For instance, I used to keep my email and Slack open during deep work sessions—a major productivity killer.

Every notification would pull my attention away from the task at hand, making it harder to dive back in.

Now, I’ve set aside specific times during the day to check emails and messages. This allows me to fully immerse myself in my work without interruptions during other periods. By batching these small but frequent tasks, I found that my focus improved, and the quality of my work went up as well. By organizing specific tasks into dedicated time slots, I could manage my time more effectively and enhance productivity. It’s about creating boundaries with your time and giving yourself the mental space to do your best work.

Batching isn’t just limited to work tasks. It applies to personal errands too. For example, instead of making several small trips to the grocery store throughout the week, plan to do all your errands in one go. This reduces the time spent transitioning between activities and gives you more time to focus on other priorities. You’ll not only save time but also reduce the mental fatigue that comes with constantly switching gears.

The beauty of batching is that it can be tailored to fit various aspects of your life. From grouping household chores to social media updates, you can create a more efficient routine that frees up mental space. By minimizing the number of task transitions, you’ll notice a significant boost in productivity without feeling like you’re working harder.

Prioritizing as a Time Management Strategy

Prioritizing is one of the most vital aspects of time management, yet it’s something many of us overlook. We often get caught up in the most urgent tasks that feel pressing but aren’t necessarily important tasks. The key to effective prioritization is aligning your daily actions with your long-term goals. Start by asking yourself: What do I really value? What are the things that, if accomplished, will truly move the needle in my life or career?

Once you have clarity on your priorities, you can structure your time around them.

For me, this meant stepping away from activities that drained my energy, like certain social commitments, and focusing on those that aligned with my bigger goals, such as completing my engineering degree and building my business. It wasn’t easy at first. There was a lot of guilt in saying no to things, but I realized that my time is limited, and spending it on low-priority activities only delayed my progress.

The Pareto Principle, also known as the 80/20 rule, is a great framework to keep in mind when prioritizing. It states that 80% of your results often come from 20% of your efforts. Focus on identifying that crucial 20% in your life—whether it’s a project at work, a relationship, or a personal goal—and prioritize those tasks that yield the highest return on your investment of time.

Ultimately, prioritizing is about having the courage to say no to things that don’t serve you. If partying or certain friendships don’t align with your goals, it’s perfectly okay to step back. This doesn’t mean cutting people or activities out entirely, but rather being mindful of how they fit into your broader objectives. When you get clear on your priorities, you’ll naturally start spending your time more wisely.

Setting Priorities and Goals

Setting priorities and goals is essential for effective time management. Without clear goals, it’s easy to get caught up in urgent tasks that don’t necessarily move you closer to your long-term objectives.

Establishing Goals and Priorities

Here’s how to establish goals and priorities to enhance your time management strategy:

Set SMART Goals: Start by setting Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) goals. Breaking down large goals into smaller, manageable tasks makes them less daunting and more achievable.
Prioritize Tasks: Use the Eisenhower Matrix to prioritize tasks based on their urgency and importance. This technique helps you focus on the most critical tasks first, ensuring that you’re always working on what truly matters.
Use a Task List: Write down all your tasks and prioritize them based on their importance and urgency. A well-organized to-do list can help you stay focused and ensure that you’re tackling the most important tasks first.
Focus on One Task at a Time: Avoid multitasking, as it can lead to decreased productivity and increased stress. Instead, focus on one task at a time to stay focused and avoid task switching.
Review and Adjust: Regularly review your goals and priorities and adjust them as needed. Life is dynamic, and your goals may change over time. Regular reviews ensure that you’re always aligned with your long-term objectives.

By setting clear priorities and goals, you can manage your time more effectively, stay focused on what’s important, and achieve your objectives more efficiently.

Creating a Flexible Schedule with Time Management Tools

Contrary to popular belief, scheduling doesn’t have to be rigid. A flexible schedule is one that provides structure without feeling restrictive. The idea is to create a system that works for you, not against you. Implementing various time management strategies can help you find a time management strategy that best fits your lifestyle and needs. Personally, I like to plan my days the night before. This gives me clarity when I wake up, so I don’t waste any cognitive energy figuring out what I should be doing next. This simple habit of planning ahead has been a game-changer for my productivity.

But a flexible schedule is more than just planning your work tasks. It’s about time-blocking both work and rest. Many people forget to schedule downtime, which can lead to burnout. By allocating specific times for relaxation—whether it’s watching Netflix or going for a walk—you give yourself permission to unwind without guilt. This balance is crucial for long-term productivity.

The beauty of a flexible schedule is that it allows room for the unexpected. Life rarely goes as planned, and sometimes emergencies or last-minute changes will throw off your routine. Having a flexible approach means that instead of feeling stressed when things don’t go according to plan, you can adjust your schedule as needed. It’s about maintaining a balance between structure and adaptability.

Additionally, I’ve found that using a digital calendar or a simple planner to map out my week in blocks helps me stay focused. You can color-code different areas of your life—work, fitness, social activities, etc.—to ensure you’re dedicating enough time to each. And remember, it’s okay to tweak your schedule as you go. The goal is to have a roadmap that keeps you on track while leaving space for flexibility.

Scheduling and Organization

Scheduling and organization are critical components of effective time management. A well-structured schedule helps you stay on track and ensures that you’re making the most of your time.

Scheduling Appropriately

Here’s how to schedule appropriately to enhance your time management skills:

Use a Calendar: Utilize a calendar to schedule your tasks and appointments. Digital calendars like Google Calendar or Microsoft Outlook are great for setting reminders and notifications to keep you on track.
Schedule Tasks: Allocate specific time slots for each task based on their priority and urgency. This helps you stay organized and ensures that you’re dedicating enough time to complete tasks effectively.
Leave Buffers: Leave buffers between tasks to avoid overcommitting and to allow for unexpected interruptions. This flexibility helps you manage your time more effectively and reduces stress.
Avoid Overcommitting: Be mindful of your limits and avoid overcommitting. Leave some free time in your schedule for unexpected tasks or emergencies. This ensures that you’re not overwhelmed and can handle unforeseen events calmly.
Review and Adjust: Regularly review your schedule and adjust it as needed. Life is unpredictable, and your schedule should be flexible enough to accommodate changes. Regular reviews help you stay on track and make necessary adjustments.

By scheduling appropriately and staying organized, you can manage your time more effectively, reduce stress, and ensure that you’re always working towards your goals.

By applying these strategies—Conducting a Time Audit, Setting Priorities and Goals, Scheduling and Organization—you’ll start to manage your time more effectively, reduce stress, and ultimately achieve more without burning out.

Time Management Techniques

There are numerous time management tools and techniques designed to help you stay focused and productive. Here are some of the most effective ones:

To-do lists: Writing down tasks and prioritizing them helps you stay organized and focused on what needs to be done.
Calendars and planners: Scheduling tasks and appointments allows you to plan your day, week, or month efficiently.
Time management apps: Apps like Trello, Asana, and RescueTime are excellent for tracking your time, prioritizing tasks, and staying focused.
The Pomodoro Technique: This method involves working in focused 25-minute increments, followed by a 5-minute break, helping you stay focused and avoid burnout.
The Eisenhower Matrix: By prioritizing tasks based on their urgency and importance, this technique helps you focus on the most critical tasks first.

Using these tools and techniques can significantly enhance your ability to manage your time effectively, ensuring that you stay on top of your tasks and maintain high productivity levels.

Building Time Management Skills

Building strong time management skills requires practice and dedication. Here are some tips to help you improve:

Set clear goals and priorities: Establishing clear goals and priorities helps you focus on what’s truly important.
Use a planner or calendar: Scheduling tasks and appointments allows you to plan your day, week, or month effectively.
Avoid multitasking: Focusing on one task at a time helps you stay focused and avoid distractions.
Eliminate distractions: Minimizing distractions, such as turning off notifications or finding a quiet workspace, helps you stay focused.
Take regular breaks: Taking regular breaks helps you maintain productivity and focus.
Learn to say no: Saying no to non-essential tasks and commitments helps you prioritize your time and energy.
Use technology to automate repetitive tasks: Automating repetitive tasks, such as scheduling social media posts or setting reminders, helps streamline your workflow.

By following these tips and utilizing the right time management tools and techniques, you can enhance your time management skills, increase your productivity, and achieve your goals more efficiently.

Intentional Downtime for Better Time Management

Many of us underestimate how much downtime we have during the day. Whether it’s commuting, waiting in line, or even cooking, there are countless small pockets of time that we often waste. The key to leveraging this downtime is to find ways to make it productive without feeling like you’re constantly working.

For example, I listen to podcasts and audio books when I'm taking my dog out for a walk. That simple habit transformed my 20-minute morning dog walk into time when I can learn one new thing to implement into my business for the day.

The idea isn’t to fill every minute of your day with tasks, but to be intentional about how you use those moments. You could listen to educational podcasts while doing household chores or read a book while waiting for an appointment.

These small actions compound over time and can make a big difference in your overall productivity. The goal is to make your downtime work for you, not against you.

However, leveraging downtime doesn’t always have to be about work or learning. Sometimes, the best use of that time is simply to rest and recharge. If you’ve had a particularly busy day, use your commute or break time to meditate or practice mindfulness. These activities will help you feel more grounded and focused when you return to work.

To get the most out of your downtime, I recommend planning it in advance. For example, if you know you’ll have 30 minutes between meetings, have a list of quick tasks or activities you can do, whether it’s answering emails, catching up on reading, or taking a walk to clear your head. By preparing for these moments, you’ll make sure you’re using them intentionally.

By applying these five strategies—Time Audits, Batching, Prioritizing, Scheduling, and Leveraging Downtime—you’ll start to manage your time more effectively, reduce stress, and ultimately achieve more without burning out.