🚩5 Time Tactics Every PM Needs

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WHY THIS MATTERS

Most project managers don’t run out of time because they’re lazy.

They run out of time because they’re reacting all day.

→ One Slack ping leads to another.
→ A “quick question” eats 45 minutes.
→ You’re in 6 meetings… and still behind.

Sound familiar?

Time management isn’t about adding productivity tools.

It’s about protecting the limited hours you actually control.

So if you want more time to think, lead, and deliver.

You need to stop working like a firefighter.

And start acting like a project architect.

Here’s how to do it.

THE METHOD

Use these 5 strategies to protect your focus, kill time leaks, and lead instead of react:

1. Schedule “CEO Time” Daily
→ If you don’t plan your time, others will.
→ Block 60 minutes of strategy time before the chaos begins.
→ No meetings. No emails. Just thinking and planning.

Example Action:
Start every day with a 1-hour “CEO Block” on your calendar. Guard it like a client call.

2. Use the 3-Bucket Rule for Tasks
→ Not all tasks deserve the same attention.
→ Categorize tasks into: Critical, Contributive, and Cosmetic.
→ Then act accordingly…deep work only goes to Critical.

Example Action:
Sort today’s task list into these 3 buckets. Defer or delegate the Cosmetic pile.

3. Set a Daily 'Cut Line'
→ You’ll never finish everything. Stop trying.
→ Define the 3 things that must get done.
→ Everything else is bonus, not failure.

Example Action:
Start each day with: “If I only complete these 3 things, today was a win.”

4. Batch Communication, Don’t Ping-Pong All Day
→ You lose 20 minutes every time you switch context.
→ Set two windows a day to check messages. That’s it.
→ Everyone will adapt. You’ll gain hours.

Example Action:
Respond to messages at 11am and 4pm. Train your team to expect it.

5. Host ‘No Agenda, No Meeting’ Fridays
→ Half your meetings are status updates that could be async.
→ Kill meetings without a written purpose.
→ Give yourself one day a week to execute, not just talk.

Example Action:
Block Fridays for deep work. Cancel every meeting without a shared agenda.

CLOSING THOUGHTS

Time management isn’t about speed.

It’s about intentionality.

If you’re always reacting, you’re always behind.

So slow it down.

→ Block time for strategy.
→ Set a realistic cut line.
→ Guard your calendar like a budget.

Because the best project managers aren’t the busiest.

They’re the ones who make time to think before they move.

That’s how you go from project manager… to leader.

Until next time,
Justin