Time Management for Overloaded Managers

Ever feel like the clock’s playing tricks on you?

Managers everywhere say the same thing. Too many emails. Too many meetings. Too many fires to put out. And somehow the day’s over before the “real work” even starts. Sound familiar?

Here’s the kicker: it’s not that there aren’t enough hours in the day. It’s that the hours slip away without being used in the way you actually want.

Funny thing is, a lot of so-called “time hacks” are just productivity wallpaper. A shiny trick that looks good on paper but doesn’t change much in practice. Sticky notes, fancy apps, colour-coded calendars… yeah, they can help. But if you’re still running from crisis to crisis, those hacks just become another thing to manage.

So, let’s break it down in a way that cuts through the fluff.

---

First, stop trying to do everything

Here’s the truth most managers don’t like to hear: not every task is equal. Some matter a lot. Some barely move the needle. But when the inbox pings or someone’s knocking on the office door, it all feels urgent.

Classic example: a business owner who spent half her week chasing down tiny admin issues instead of driving new client work. She thought she was being “on top of things,” but really, she was stuck in the weeds. Once she shifted focus to high-impact tasks—revenue, clients, strategy—the admin either got delegated or quietly dropped off.

Pro tip: If everything looks urgent, ask—“Will this still matter next week?” If not, don’t let it steal today.

---

Meetings: the biggest time thief in the room

Lot of people think meetings equal productivity. Truth is, half of them are just group procrastination. One survey found senior managers spend more than 20 hours a week in meetings, and many reckon half that time’s wasted.

The trick isn’t swearing off meetings completely. It’s asking: does this really need a meeting? Could it be solved with a two-minute phone call or a shared doc?

And when you do need a meeting—keep it short, keep it sharp, and leave with action points. No one ever complained about a meeting that finished early.

---

The myth of multitasking

Sounds impressive, right? Juggling five things at once. But actually, multitasking’s a productivity killer. Brain science backs this up—switching tasks burns energy and focus.

Think of it like constantly flicking between TV channels. You don’t follow the plot properly on any of them.

Better move: chunk tasks into blocks. Emails from 10 to 11. Calls after lunch. Deep work in the morning before the office gets noisy. Protect those blocks like gold.

---

Technology’s a tool, not a trap

Now, apps can be brilliant. Project management boards, calendar schedulers, even AI-powered reminders. They streamline things if they’re used right.

But here’s the catch—every new tool has a learning curve. And if you’ve got six different apps buzzing away, that’s not productivity. That’s digital chaos.

Worth noting: the simplest system you actually stick to will always beat the fanciest system you abandon after a fortnight.

---

Boundaries: harder than they sound

This one’s tricky. A lot of managers feel guilty shutting the laptop at 6pm. Or saying no to “quick favours.” But without boundaries, work expands to fill every gap. That’s why so many end up answering emails on Sunday arvos.

Thing is, nobody’s productive when they’re running on fumes. Even high performers need downtime. It’s not indulgence—it’s fuel.

So, the hack here isn’t squeezing in more hours. It’s protecting the hours that matter. That way, when you are at work, you’re switched on and sharp.

---

Delegation: the underrated power move

Here’s where a lot of managers stumble. Handing over work feels risky—“They won’t do it as well as me.” But holding onto everything just builds bottlenecks.

One manager I knew kept writing his team’s reports because “it’s quicker if I do it.” Sure, it saved ten minutes today. But six months later, his team still couldn’t write reports properly because they never got the chance. That’s the hidden cost.

Delegation’s not just about saving your own time—it’s about building capability in the people around you.

---

Energy management beats time management

Here’s the bit that often gets overlooked. Managing hours is one thing. Managing energy’s another. You can block out two hours for “deep work,” but if you’re fried from back-to-back Zooms, nothing meaningful gets done.

So, think about when you’re sharpest. For some, mornings are golden. For others, late arvo’s the sweet spot. Align your toughest tasks with your natural peaks.

And don’t ignore the basics—hydration, breaks, fresh air. They sound small but make a big difference.

---

So what does this mean for you?

Basically, it’s not about cramming more hacks into the day. It’s about stepping back and asking: what actually matters? What can go? What can someone else do? And how do you protect the hours when you’re at your best?

The frustrating part is, there’s no one-size-fits-all. Some swear by the Pomodoro timer. Others by ruthless prioritisation. The right system’s the one you’ll genuinely use—consistently.

---

FAQs

Do time management hacks really work? Some do, some don’t. It depends less on the hack itself and more on whether it fits your style. A fancy system that doesn’t stick is useless.

How can a manager stop feeling guilty about saying no? Remind yourself that every “yes” is a “no” to something else. Protecting your time means you can deliver better on what matters.

Is delegation really worth the effort if training takes longer? Yes. It’s an investment. Short-term, it feels slower. Long-term, it pays off big time when your team can run without you.

What’s the best time management app? There isn’t one. The best tool is the one you’ll actually use every day without hating it.

Is burnout just part of being a manager? Nope. It’s common, but it’s not inevitable. Smart boundaries and realistic priorities make a huge difference.

---

Final thought

Time management’s less about squeezing more in and more about making space for what matters. Simple, but not always easy. If it feels overwhelming, a business coach or productivity specialist can help cut through the noise.

For managers wanting tailored strategies, it’s worth reaching out to professionals who specialise in business efficiency and workplace systems. Firms like Accountants 2 Business often support managers with both time and financial structure, giving breathing space to focus on the big stuff.

---

Disclaimer: This article provides general information only. It is not legal, financial, or professional advice. Always seek advice from a qualified professional before making decisions for your specific situation.