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Time and Task Management – A Playbook for Focus and Productivity


Time and Task Management – A Playbook for Focus and Productivity

At the start of the year, many of us are still riding the wave of New Year’s resolutions and annual planning. If you’ve come across the Eisenhower Matrix, you’ll know it’s all about sorting tasks into what’s urgent, what’s important, and allocating your time wisely. The trick is finding balance—giving attention to long-term goals while still tackling urgent issues.

But here’s the catch: this only works if you’re ruthless about what you do, ditch, delegate, or delay. It requires a laser focus on where your skills and experience add the most value. Anything else? Outsource it, redesign the process, or just let it go.

A simple example is the help desk model in IT. Instead of specialists answering phones or handling repetitive tasks, a system is set up to filter and organize requests. That way, IT professionals can focus on solving problems, not wasting time on admin or incomplete information. It’s about freeing up time for what truly matters.

Communication is another double-edged sword. Yes, it’s the glue that holds everything together, but if you spend more time talking about a problem than solving it, productivity takes a hit. The solution? A clear focus on outcomes. Define your goals and map out milestones. Anything outside of those is a distraction.

In sport, this philosophy is summed up with the question: “Does it make the boat go faster?” Athletes are ruthlessly selective about their efforts, choosing only actions that improve performance. While life and business aren’t quite as single-minded, the lesson holds: focus on what creates the biggest impact.

This relentless prioritization is how people achieve medals, but life also requires balance. In business, it’s not all about profit; it’s about balancing priorities—people, productivity, and purpose. A balanced scorecard approach helps navigate these competing demands, ensuring you’re focused but not myopic.

For example, when working on the incorporation of Ports of Jersey, we insisted that senior leaders free up at least 30% of their time to focus on the project. They delegated, eliminated useless meetings, and empowered their teams. The result? Not only did they create the capacity to manage the project, but the organization became more resilient, with empowered teams taking ownership of tasks.

The takeaway? Create capacity before diving in. Focus on what you do best and let others handle the rest.

Top Tips for Managing Time and Tasks

1. Prioritize Ruthlessly
Use the Eisenhower Matrix: Sort tasks into urgent, important, and unnecessary. Focus on what truly matters.
Ask, *“Does this make the boat go faster?”* If not, reconsider.

2. Delegate and Redesign
Identify tasks that can be handled by others or streamlined with better processes.
Free up your time for work that aligns with your strengths and adds value.

3. Create Capacity First
Clear your schedule before tackling big projects. Eliminate unnecessary meetings, empower your team, and focus your energy.
Aim for at least 30% free capacity in your calendar for major initiatives.

4. Focus on Outcomes
Define clear goals and incremental milestones. Don’t let distractions pull you away from your objectives.
Adopt tools like OKRs (Objectives and Key Results) to track progress.

5. Balance Communication and Action
Communicate enough to align the team but avoid endless discussions. Action solves problems, not meetings.

6. Build a Support System
Lean on your team, colleagues, and resources to handle the tasks that don’t need your direct involvement.
Empower others to take ownership, creating a ripple effect of accountability and growth.

7. Embrace the 80/20 Rule
Focus on the 20% of tasks that deliver 80% of the results. Trim the fat from your to-do list.

8. Be Flexible but Disciplined
Adjust as needed, but stay disciplined about prioritizing what matters most.
Remember, saying “no” to one thing often means saying “yes” to something more important.

With these principles, you’ll not only manage your time better but also create a more productive, empowered, and focused environment—whether for yourself or your team.