Time Management Hacks for New Managers: Balancing Priorities

Becoming a new manager can feel like stepping into a whirlwind. You’re suddenly juggling deadlines, team meetings, one-on-one check-ins, and the constant stream of emails that never seems to stop. The shift from managing your own workload to overseeing a team’s responsibilities can be overwhelming. However, mastering time management isn’t just a skill you need to survive—it’s essential for thriving in your role.

We’ll explore practical, actionable time management hacks that can help new managers balance their priorities, stay organized, and focus on what truly matters. 

1. Set Priorities Using a Structured Approach

As a new manager, you’ll find that not all tasks hold the same level of importance. Some are urgent and need immediate attention, while others are long-term projects that don’t require immediate action but are still important for your team’s success. A great tool for understanding and managing this dynamic is the Eisenhower Matrix.

How the Eisenhower Matrix Works

This tool helps you categorize your tasks into four quadrants:

Urgent and Important: Tasks that need to be done immediately, such as resolving a customer issue. 

Important but Not Urgent: Strategic tasks that contribute to long-term success, like planning a new project or developing team members.

Urgent but Not Important: Distractions that need to be dealt with quickly but don’t significantly impact your overall goals, such as responding to routine emails.

Not Urgent and Not Important: Low-value tasks, like attending optional meetings that don’t add value to your work.

Tip: Focus most of your time on the tasks that fall into the “Important but Not Urgent” category. These are often the most strategic, yet they tend to get neglected due to the urgency of other tasks.

2. Master Your Calendar: Block Time for Deep Work

A common pitfall for new managers is spending the entire day in reactive mode -responding to emails, dealing with crises, and attending back-to-back meetings. This leaves little time for deep, focused work, which is critical for effective decision-making and long-term planning.

Time Blocking for Better Focus

One of the most effective ways to manage your time is to adopt time blocking. This involves dividing your day into dedicated blocks of time where you focus on specific tasks without interruption.

For example:

Mornings (8-10 AM): Deep work, such as project planning or strategy development.

Late Morning (10 AM-12 PM): Team meetings or one-on-one check-ins.

Afternoon (1-3 PM): Administrative tasks and follow-up emails.

Late Afternoon (3-5 PM): More deep work or wrapping up the day’s tasks.

Tip: Be strict about protecting your deep work blocks. Avoid scheduling meetings or responding to emails during this time. Instead, use these blocks for high-impact tasks that require concentration and strategic thinking.

3. Delegate Effectively: Learn to Let Go

One of the most challenging transitions for new managers is learning to delegate. It’s tempting to take on everything yourself, but doing so will only lead to burnout and inefficiency. To maximize your time and focus on high-priority tasks, you must delegate effectively.

Identify What to Delegate

Look at your current task list and ask yourself:

Is this something that can be handled by someone else on the team?

Does this task align with my role as a manager, or could it be an opportunity for team members to grow?

Will delegating this task free up time for me to focus on strategic responsibilities?

Tip: Start with smaller, less critical tasks when delegating, then gradually hand off more significant responsibilities as your team members grow in their roles. Be clear about your expectations and provide the necessary resources and guidance.

4. Avoid Multitasking: Embrace Single-Tasking for Efficiency

It may seem like you’re getting more done by multitasking, but research shows that multitasking actually reduces productivity. In fact, it can take up to 25 minutes to refocus after switching tasks. As a new manager, this means multitasking can cost you valuable time and mental energy.

The Power of Single-Tasking

Single-tasking means focusing on one task at a time and giving it your full attention. This leads to higher-quality work, faster completion times, and less mental fatigue.

Tip: When you’re working on a task, put away distractions—turn off notifications, close irrelevant tabs, and focus on finishing the task before moving on to the next one. Create a habit of dedicating 20-30 minute bursts of undivided attention to a single task.

5. Use Technology Wisely: Tools to Boost Productivity

With so many tools available to help you manage your time and tasks, it can be overwhelming to decide which ones to use. The key is finding tools that streamline your workflow rather than adding to your workload.

Task Management Tools

Apps like Trello, Asana, and Todoist help you organize tasks, set priorities, and track progress. These tools allow you to visualize your tasks, set deadlines, and delegate items to your team, making it easier to keep everyone on track.

Calendar Tools

Leverage calendar tools like Google Calendar or Microsoft Outlook to manage your time effectively. Use features like reminders, color-coded event types, and calendar sharing to stay organized.

Automation Tools

Automate repetitive tasks using tools like Zapier or IFTTT. Whether it’s scheduling social media posts, automating email follow-ups, or syncing project updates, automation saves time and reduces manual effort.

Tip: Choose tools that integrate with your current workflow, and don’t be afraid to experiment with different options until you find the ones that work best for you and your team.

6. Manage Meeting Time: Run Efficient, Purposeful Meetings

Meetings are a critical part of any manager’s role, but they can also be one of the biggest time-wasters if not managed properly. New managers often fall into the trap of over-scheduling meetings or allowing them to run longer than necessary.

Set a Clear Agenda

Before any meeting, always set a clear agenda with defined outcomes. This keeps the meeting focused and ensures that everyone knows what needs to be accomplished.

Tip: Circulate the agenda ahead of time and stick to it. At the end of the meeting, recap the action items, assign responsibilities, and set deadlines.

Limit Meeting Length

Consider limiting most meetings to 30 minutes or less. For longer discussions, schedule a series of short meetings instead of one extended session. This keeps conversations focused and reduces the tendency for meetings to drift off-topic.

Tip: Implement “no-meeting” days or designate specific times during the week for meetings, freeing up the rest of your time for deep work and individual tasks.

7. Take Breaks: Recharge for Greater Productivity

It may seem counterintuitive, but taking regular breaks is one of the best ways to boost productivity. As a new manager, you’re often under pressure to stay busy, but constantly working without breaks leads to burnout and decreased efficiency.

The Importance of Micro-Breaks

Taking short breaks throughout the day helps refresh your mind and improve focus. A quick 5-10 minute break every hour can make a significant difference in your ability to stay sharp and engaged.

Tip: Step away from your desk, take a walk, or engage in a non-work-related activity to clear your mind. This helps you return to work with a fresh perspective and renewed energy.

8. Plan Tomorrow, Today: End the Day with a Prioritized To-Do List

Ending your day by planning for tomorrow is one of the most effective time management habits you can adopt. It allows you to start the next day with clear priorities and a roadmap for success.

The Power of a Daily Wrap-Up

Before you log off for the day, spend 10-15 minutes reviewing what you accomplished and creating a to-do list for the next day. This reduces decision fatigue in the morning and sets you up for a productive day right from the start.

Tip: Organize your tasks for tomorrow based on their importance and urgency, for example by using the Eisenhower Matrix as a guide. This helps you hit the ground running when you start your day.

Mastering Time Management as a New Manager

Time management is a critical skill for new managers, but it doesn’t have to be overwhelming. By prioritizing effectively, blocking time for deep work, learning to delegate, and leveraging technology, you can regain control of your schedule and lead your team to success.

Remember, time management isn’t about cramming more into your day—it’s about focusing on what matters most. With the right strategies, you can make the transition to management with confidence, ensuring that both you and your team thrive.

Are you a new manager looking to improve your leadership skills? Or is your company lacking an effective and affordable training program for new managers? Our innovative, fully self-directed, Emerging Leaders Program may be your solution. Visit www.leadwise.app to learn more.