Scheduling Best Practices for Productivity

Anyone else suffer from meeting overload? It’s a big deal. Simply put too many meetings means less time available for actual work, plus constantly attending meetings can be mentally draining, and often they simply are not required to accomplish the agenda items. At the same time sometimes it’s unavoidable. No matter where you are in your career, here are a few ways that I tackle this topic so that I can be my best and hold myself accountable to how my time is spent. I take 15 minutes every Friday to look at the week ahead and what is on my calendar. I follow these tips to ensure what is on the calendar should be and that I’m prepared. It ensures that I have a relevant and focused communications approach, and enables me to focus on optimizing productivity, outcomes and impact. 1. Review the meeting agenda. If there’s no agenda I send an email asking for one so you know exactly what you need to prepare for, and can ensure your time is correctly prioritized. You may discover you’re actually not the correct person to even attend. If it’s your meeting, set an agenda because accountability goes both ways. 2. Define desired outcomes. What do you want/need from the meeting to enable you to move forward? Be clear about it with participants so you can work collaboratively towards the goal in the time allotted. 3. Confirm you need the meeting. Meetings should be used for difficult or complex discussions, relationship building, and other topics that can get lost in text-based exchanges. A lot of times though we schedule meetings that we don’t actually require a meeting to accomplish the task at hand. Give ourselves and others back time and get the work done without that meeting. 4. Shorten the meeting duration. Can you cut 15 minutes off your meeting? How about 5? I cut 15 minutes off some of my recurring meetings a month ago. That’s 3 hours back in a week I now have to redirect to high impact work. While you’re at it, do you even need all those recurring meetings? It’s never too early for a calendar spring cleaning. 5. Use meetings for discussion topics, not FYIs. I save a lot of time here. We don’t need to speak to go through FYIs (!) 6. Send a pre-read. The best meetings are when we all prepare for a meaningful conversation. If the topic is a meaty one, send a pre-read so participants arrive with a common foundation on the topic and you can all jump straight into the discussion and objectives at hand. 7. Decline a meeting. There’s nothing wrong with declining. Perhaps you’re not the right person to attend, or there is already another team member participating, or you don’t have bandwidth to prepare. Whatever the reason, saying no is ok. What actions do you take to ensure the meetings on your calendar are where you should spend your time? It’s a big topic that we can all benefit from, please share your tips in the comments ⤵️ #careertips #productivity #futureofwork

When I was CPO, I was frustrated that I was never meeting wth the right person or teams at the right time. My calendar was packed. Yet the person or team I needed to talk to was always scheduled for at least three days away. The team needs a decision, but you just had a 1:1 and won't meet your engineering partner for another four days. A controversial Product Review happens on a Thursday afternoon, and there isn’t time to get back together before Tuesday AM. I needed to create an operating cadence throughout the week that maximized productivity. After many years, here are some best practices: ➡️ Start the week with calendar review, emails, and logistics to set up the week well. If you have an admin, meet them then. ➡️ Executive team meeting early on Mondays to triage the weekend and the week. Weekly update meetings with teams on Monday afternoons, after the executive leadership meeting. This allows me to bring context, decisions, and asks from the leadership to the teams immediately. ➡️ Tuesdays are for external and cross-functional meetings. Having these meetings after the team and leadership syncs allows me to bring the latest updates and context to my cross-functional peers and externally. ➡️ Wednesday mornings are for large group decision-making meetings. This gives the team time in the week to prepare and have their pre-meetings. It also allows for any necessary follow-up meetings to happen during the same week. ➡️ Thursday is reserved for 1:1s. These are also the most easily moved if urgent, critical meetings come up from earlier in the week. ➡️ Friday is for interviews and org work. There is almost always at least one interview on Friday, and it’s a good time to think about people and culture. ➡️ Friday afternoon is when pre-reads, weekly updates, and any critical context sharing material are due to be emailed out for the meetings the following week. This ensures everyone who attends has the time to review and prepare. Remember, the intent is to try to create themes that allow you to better prepare for meetings and have the right information. When the week operates on a loose drumbeat, everyone is better able to prepare and have productive conversations. ----- 👋 Hi! I'm Yue. I am a Chief Product and Technology Officer turned Executive Coach. I help women and minority aspiring executives break through to the C-suite. 🚀  🔔 Follow me for more content on coaching, leadership, and career growth.

Stop confusing "busy" with "productive." 🛑 We all have an endless to-do list, but treating every task as equal is a recipe for burnout, not success. This simple Impact vs. Effort matrix (Priority Mapping) is the quickest way to regain control of your schedule. Here is how to use it for your next weekly planning session: 1. Quick Wins (High Impact, Low Effort) These are your momentum builders. Do these first thing in the morning. They give you a dopamine hit and clear the deck for deep work. Strategy: Do it now. 2. Major Projects (High Impact, High Effort) These are the game-changers—strategic initiatives that move the needle. Because they require heavy lifting, we often procrastinate on them. Strategy: Schedule deep work blocks. Break these down into smaller milestones. 3. Fill-Ins (Low Impact, Low Effort) These are administrative tasks (emails, filing, routine checks). They are necessary but don't drive growth. Strategy: Batch them. Do these during your "low energy" times, like Friday afternoons. 4. Thankless Tasks (Low Impact, High Effort) This is the danger zone. These tasks suck up your time and energy for zero return. Strategy: Delete, Delegate, or Automate. If you can't do any of those, ask yourself: "Why are we doing this at all?" The Takeaway: Productivity isn't about doing more things; it's about doing the right things. Look at your to-do list today. How many "Thankless Tasks" are you clinging to? #Productivity #TimeManagement #Strategy #Leadership #PriorityMapping

I've tried 100s of time management techniques.  This is by far my favourite: I used to work 80 hrs/week and call it "productive." When really I was: - Attending pointless meetings - Fighting countless small fires - Being involved in every decision Now I work less than 70% the time and get 4x as much done. The Eisenhower Matrix helped me get there.  It teaches you to categorise tasks by importance and urgency. Here's how it works: 1. Do It Now (Urgent + Important) Examples: - Finalise pitch deck before investor meeting tomorrow. - Fix website crash during peak customer traffic. - Respond to press interview request before deadline. Best Practices: - Attack these tasks first each morning with full focus. - Set a strict deadline so urgency fuels execution. 2. Schedule It (Important + Not Urgent) Examples: - Plan quarterly strategy session with leadership team. - Map long-term hiring plan for next 18 months. - Build a personal brand content system for LinkedIn. Best Practices: - Protect time blocks in advance. Never leave them floating. - Tie them to measurable outcomes, not vague intentions. 3. Delegate It (Urgent + Not Important) Examples: - Handle inbound customer service queries this week. - Organise travel logistics for upcoming conference. - Update CRM with latest sales call notes. Best Practices: - Build playbooks so your team executes without confusion. - Delegate with deadlines to avoid wasting time. 4. Eliminate It (Not Urgent + Not Important) Examples: - Tweak logo colour palette again for fun. - Attend generic networking events with no ICP fit. - Review endless “best productivity tools” articles. Best Practices: - Audit weekly. Cut anything that doesn’t compound long-term. - Replace low-value busywork with rest, thinking, or selling. If you are always reacting to what feels urgent,   You'll never focus on what matters. Attend to the tasks in quadrant 1 efficiently,  Then spend 60-70% of your time in quadrant 2.    That's work that actually builds your business. Which quadrant are you spending too much time in right now?  Drop your thoughts in the comments. My newsletter, Step By Step, breaks down more frameworks like this. It's designed to help you build smarter without burning out. 200k+ builders use it to develop better systems. Join them here:  https://lnkd.in/eUTCQTWb ♻️ Repost this to help other founders manage their time.  And follow Chris Donnelly for more on building and running businesses. 

Most productivity hacks are useless - Here's what actually moves the needle: The usual advice is too abstract. "Work smarter."  "Prioritize."  "Don't multitask." That's not useful. The people who get more done don't have more hours. They've made small, specific shifts in how they work. The 7 productivity shifts that will free up your time: 1. Start with priorities, not email ↳Why: Email puts you on everyone else's agenda ↳Instead: Write your 3 top priorities first ↳Example: Open the Notes app, list 3 to-dos for today 2. Time-block deep work ↳Why: Context switching kills focus ↳Instead: Schedule distraction-free blocks ↳Example: Slack and email off for 2 hours 3. Shrink meetings by default ↳Why: Meetings expand to fill the slot ↳Instead: Default to 15 minutes with an agenda ↳Example: "Quick sync — 3 bullets only" 4. Close the loop faster ↳Why: Unanswered tasks linger in your brain ↳Instead: Reply or delegate right away ↳Example: "Got it - sending by Thursday" 5. Take breaks on purpose ↳Why: Energy drops make you slower ↳Instead: Recharge every 90 minutes ↳Example: 5 min walk after 90 min work 6. Write decisions, don't just talk ↳Why: Verbal agreements vanish ↳Instead: Document next steps + deadlines ↳Example: End meeting with action notes 7. Pick a shutdown time ↳Why: Boundaries create urgency and rest ↳Instead: Choose a daily stop time ↳Example: Laptop closed at 6:30 pm Productivity isn't about squeezing more in. It's about making smarter shifts in how you work. Which one would make the biggest difference for you this week? --- ♻️ Share this to help others work smarter. And follow me George Stern for more.

The more your calendar fills up, the more your energy runs out. And you're acting less like a human and more like a meeting robot. Leaders need to start breaking the habit of optimizing every second of their day. When we talk about protecting our time, it's often through the lens of being super productive at work. But our careers don't exist in a vacuum. When you protect your time as a whole, you feel more energized for all parts of your life. Protecting your calendar isn't as big of a task as you might think: 1️⃣ Guard Your Best Hours ↳ Back-to-back meetings leave no space to think clearly or do meaningful work. → Schedule deep-work around when you have the most energy. → Organize your space so you have no distractions. 2️⃣ Use the Eisenhower Matrix ↳ Urgent requests drown out what actually matters long-term. → Evaluate meeting requests based on urgency and importance before accepting. → Focus on high-impact work that moves your goals forward. 3️⃣ Set Boundaries & Buffers ↳ Your day is one continuous sprint with no time to breathe. → Define clear working hours and communicate them to your team. → Build 15-minute buffers between meetings to reset. 4️⃣ Automate the Small Stuff ↳ Admin eats away hours you could spend on work that energizes you. → Connect your calendar to booking tools. → Set up automatic reminders for recurring tasks. 5️⃣ Color-Code & Label ↳ You can't tell what truly deserves your attention from your calendar. → Assign specific colors to different event types. → Adjust time allocation based on what matters to your focus. 6️⃣ Review & Refine Weekly ↳ Time-wasting patterns repeat because you never stop to notice them. → Block 20 minutes every Friday to audit what did and didn't work. → Aim to clear out one thing next week that won't be useful. 7️⃣ Start-up & Shut-Down Rituals ↳ Work bleeds into your life with no clear beginning or end. → Use the first and last 10 minutes of your day to prioritize and focus. → Close your laptop at a set time and don't reopen until morning. 8️⃣ Gatekeep Meeting Invites ↳ Other people's urgency becomes your entire day. → Ask whether each meeting moves goals forward before accepting. → Set clear agendas and time limits for meetings you do accept. Yes, protecting your time gives you space to be more productive. And it also allows you to manage your energy for different parts of your life. You think more clearly. You feel more present in conversations. And you finish days feeling more fulfilled instead of drained. How do you protect your time each day? (Or do you just give it away to anyone?) For more posts on feeling energized in and outside of work, follow Clif Mathews. ---- 📨 Every week, 19,000+ execs learn how to define their own success via socials and in my newsletter, Second Summit Brief. Sign up here so you don't miss out: bit.ly/SecondSummitBrief 🔁 Repost to help another leader reclaim their time during the day.

Does your day feel productive...or just busy?   True productivity isn’t about doing more, it’s about focusing on what matters most.  Here’s how top performers structure their day to maximize results:  --- The Night Before: Set the Stage  1️⃣ S.M.A.R.T. Goals   Write down clear, specific goals for the next day.   Goals that are measurable and time-bound set the tone for success.  2️⃣ The Eisenhower Matrix   Sort tasks into four categories:   - Urgent & Important: Do it now.   - Important but Not Urgent: Schedule it.   - Urgent but Not Important: Delegate it.   - Neither: Eliminate it.  3️⃣ Find Your Peak Time   Reflect on when you’re most energized and alert.   Plan to tackle your hardest tasks during these windows. --- The Morning Of: Start with Momentum  4️⃣ The 2-Minute Rule   If a task takes less than two minutes, finish it immediately.   Clearing small tasks frees your mind for bigger priorities.  5️⃣ Time Blocking   Assign specific blocks of time for emails, meetings, and deep focus work.   Stick to these blocks to stay on track. --- Throughout the Day: Stay Focused  6️⃣ Task Batching   Group similar tasks together—like answering emails or scheduling calls—and handle them in one block.  7️⃣ Pomodoro Technique   Work in 25-minute focused sprints with 5-minute breaks.   This method boosts focus and prevents burnout.  8️⃣ Kanban Board   Use a visual workflow to track progress with columns like “To Do,” “In Progress,” and “Done.”   Stay organized and keep moving forward. --- End of Day: Reflect and Recharge  9️⃣ Closing Out the Day   Spend the last 15 minutes reviewing your progress and updating tomorrow’s priorities.  🔟 Productivity Journaling   Write down what worked, what didn’t, and what you’ll improve tomorrow.   Reflection keeps your growth on track. --- Why this works:   Productivity isn’t about filling every minute—it’s about making the minutes count.   When you plan intentionally, you’ll feel more in control and accomplish more with less stress. What’s your favorite productivity habit? Share it below.  If this helped, share it with someone who wants to make the most of their day.   Follow Jay Mount for more insights on leadership and productivity.

My schedule used to steal my sanity. Here's how I fixed it. 👇 Wednesday Wisdom... 9 Rules to Clean Up Calendar Chaos: 1️⃣ Standardized Sleeping Schedule. 👉 Go to bed and wake up the same time, 7 days/week. 💡 Predictable sleep routines stabilize your nervous system. 2️⃣ Batch Like Tasks Together. 👉 Block time for email/Slack, writing/reading, and admin. 💡 One cognitive task at a time increases productivity. 3️⃣ Monotask. 👉 Close tabs you aren't working on, put your phone on DND. 💡 Monotasking saves 20-30 minutes per project. 🔍 Multitasking Myth Busted: https://lnkd.in/g4fAD-3F 4️⃣ Use a Two-Do List. 👉 Work on 1-2 things that must get done before anything else. 💡 Choosing two daily priorities helps cut down on busy work. Source: Amanda Goetz Hint: Read her new book, Toxic Grit (https://lnkd.in/g8gqC5UG) 5️⃣ Block Schedule. 👉 Focus (90 min), Team (60 min), Admin (45 min), Chat/Email (20 min) 💡 Assign enough time for each type of work to boost efficiency. 📗 Learn Charlie Gilkey's system: https://lnkd.in/g7QpAGw4 6️⃣ Use Deadlines. 👉 Create healthy urgency around key priorities. 💡 Tasks expand to fill the time you give. 🔑 Key Theory: Parkinson's Law (https://lnkd.in/g5Fxr-zy) 7️⃣ Perform a Time Audit. 👉 Track your time in 30 min. increments for 7-14 days. 💡 Stop assuming how you use your time. Get the facts. 📓 Use Laura Vanderkam's time tracker: https://lnkd.in/gNMA846i 8️⃣ Subtraction Schedule. 👉 Cancel one thing on your calendar each week. 💡 Forced prioritization cuts down on optional fluff in your day. 9️⃣ Stop at 80%. 👉 Pre-assign no more than 80% of your weekly work hours. 💡 Leave enough flex to deal with last-minute projects or emergencies. 💬 If you cancelled one thing this week, what would it be? 👉 Subtraction scheduling + Stop at 80% revolutionized my work weeks. ~~~~~~ 📩 Want more strategies like this? Follow Emily Parcell and subscribe to Stress Less - https://lnkd.in/gH2HnF3w ~~~~~~ I draw on two decades in high-pressure political campaigns and certification in stress management to equip mission-driven professionals with simple, proven strategies to avoid burnout and build whole-life balance. ~~~~~~

6 Schedule Simplifiers That’ll Save You Hours Each Week Your time is your most valuable asset. But most people spend it reacting, not planning. Here’s how to take control of your schedule - before it takes control of you: 1/ Plan Your Day the Night Before → Set your top 3 priorities. → Block time for deep work. → Avoid waking up already overwhelmed. 2/ Follow the 2-Minute Rule → If it takes less than 2 minutes, do it now. → Clear the mental clutter. → Stop letting tiny tasks steal your focus. 3/ Batch Similar Tasks → Group emails, calls, or admin into focused blocks. → Avoid constant context switching. → Get more done in less time. 4/ Set Hard Stop Times → Define clear work hours. → Protect your evenings and weekends. → Say no to burnout before it starts. 5/ Automate & Delegate → Use tools for recurring tasks. → Hand off low-value work. → Focus on what only you can do. 6/ Protect Your Focus Blocks → Silence distractions. → Work in sprints. → Prioritize meaningful progress over constant busyness. P.S. Time doesn’t manage itself, but you have to. ♻️ Share this with your network and help them reclaim time in their day. Follow James Kamanski for more content like this.

⏰ Time Freedom: Take Control of Your Schedule ⏰ Feeling like there just aren't enough hours in the day?  You're not alone. We all have the same 24 hours in a day so we can’t get more time but we can take control of the time we have. 🔹 Prioritize Activities: Not all activities are created equal. Identify the 20% that drive 80% of your results. Focus there first. Use frameworks like the Eisenhower Matrix to categorize tasks by urgency and importance. 🔹 Time Blocking: Allocate specific blocks of time for different activities throughout your day. This helps in maintaining focus and ensuring that all essential tasks are covered. Multitasking is a myth, group similar activities together to minimize context switching and boost efficiency. 🔹 Identify and Eliminate Time-Wasters: Identify activities that drain your time without adding value. Limit social media usage, and avoid unnecessary meetings. Use productivity tools to track where your time goes and make adjustments as needed. 🔹 Delegate or outsource:  Delegate tasks that others can handle. Consider outsourcing repetitive or non-core activities in your business. This frees up your time for higher-value work. 🔹 Set Boundaries:  Create clear boundaries between work and personal time. Communicate your availability to colleagues and stick to your schedule. This boosts productivity and ensures quality time for yourself and your loved ones. It's okay to decline requests that don't align with your priorities. Bonus Tip: Schedule time for rest and self-care. A well-rested and rejuvenated you is a more productive you! By implementing these strategies, you can reclaim control of your schedule and achieve Time Freedom. What are your favorite time management hacks? #timemanagement #productivity #efficiency #worklifebalance