You're an executive overwhelmed with tasks. How can you reclaim personal time effectively?

The first step is to gain control over your workload. Schedule a dedicated planning session. It's important to distinguish between what is urgent and what is truly important. What are your most critical tasks? What can be delegated or rescheduled? Focus on high-priority tasks that align with your long-term goals and delegate or delay those that don't. Consider involving your team in this prioritization process. Their input can help ensure everyone's aligned on what needs to be done and by whom. This approach not only helps in managing workload but also ensures that energy is spent on activities that contribute significantly to success. Regularly review and adjust priorities, without losing sight of key objectives.

Create a Priority List (and Not a To do List). As a wellbeing and productivity Coach, I find useful to end my days with clarity of what I need to achieve the next day and I organize them by order of priority. It feels suddenly less overwhelming when you get to do that!

Brutal prioritization, effective delegation, smart scheduling are few ways which are discussed often and implemented. They do give respite for a while. However, for a sustainable solution, it is necessary to find out what landed you in this situation. Is fear or FOMO at the bottom of not prioritizing or not delegating? Is there any skill gap? Are limiting beliefs stopping you from delegating or prioritizing in the first place? Without addressing root cause, the problem will crop up again and again.

This can be done by chunking, what task clusters are there and who are the people that you can delegate to. Map that out and start with the goal in mind. Ask yourself what is the goal? What problem am I trying to solve and then ask why and then who can help me solve this. Then figure out the how with those people. Prioritise the hows and put a time estimate with each of these tasks.

Once you have a prioritized list, create a schedule that reflects your priorities. Try time blocking - meetings, focused work, and personal activities, etc. This approach helps you stay focused and avoid getting pulled in multiple directions. Use tools like calendars and planners to visualize your day and week, if these help. Be disciplined about sticking to your schedule, and make adjustments as needed to maintain a healthy balance between work and personal life. At the same time, be realistic about how much you can accomplish in a day and schedule buffer time to catch up on important emails or any unexpected tasks.

Time blocking on your calendar is good - ensure it's colour coded. However, many executives and leaders are invited by others without them checking their diaries. Here it's important to be clear on who and how your diary is managed, colour code your urgent and regular meetings AND activities and reverse educate your teams. This means understand what work is imperative for you, whether you can delegate, be a good role model and clear on your role.

An executive can leverage technology to reclaim personal time effectively by utilizing various advanced productivity tools and apps that streamline tasks, automate routine processes, and improve communication efficiency. This can free up significant time that would otherwise be spent on manual and repetitive activities, allowing the executive to focus on high-priority tasks and strategic decision-making. Apps that help you decompress through meditation and breathework, such as Insight Timer, are valuable additions to an executive's arsenal.

Effective delegation is a necessity from both a personal and professional standpoint. By entrusting competent team members with specific responsibilities, you can ensure tasks are handled efficiently while creating opportunities for team growth and development. Clear communication, setting expectations, and providing the necessary resources and authority enable your team to perform optimally, ultimately giving you more personal time to recharge and maintain a healthy work-life integration.

Many executives feel pressure to be available 24/7. Check and reflect- Is it about them or is it about YOU? Managing expectations with colleagues, clients, and even yourself is key! Set clear boundaries first for yourself and then also with colleagues and clients. Open communication is what works. Communicate your availability and stick to it. This allows you to focus on the task at hand and avoid feeling constantly overwhelmed. Be realistic about what you can achieve within a given timeframe and negotiate timelines when necessary. It’s most critical to first manage your own expectations, acknowledging that it’s not possible to do everything perfectly or immediately. Don't try to be a superhuman! Focus on self-care.

Taking care of yourself is absolutely essential. Remember- You DO because you ARE! Schedule regular breaks throughout the day to recharge. Disconnect from all notifications during these breaks. Make time for activities you enjoy and what relaxes and recharges you- whether it's exercise, spending time with loved ones, meditation, or pursuing a hobby. Introduce during the day, those non-negotiable appointments with yourself- and find out what this person needs! Taking care of your physical, mental and emotional well-being will enhance your productivity and overall sense of fulfilment.

Taking time for self-care is vital, yet I wonder if we truly understand its deeper significance. When we prioritize these rituals, we engage in Spiritual Intelligence, recognizing our need for balance between work and self. This balance not only nurtures our physical being but also nourishes our “Spirit”. Reflecting on our intentions behind these rituals can transform them from mere tasks to sacred moments of connection with ourselves. By doing this, we reclaim our personal time in a way that enriches both our lives and our professional endeavors.