Here’s the thing about being a manager or leader in tech: everyone assumes you’ve got it all figured out. The reality? Your inbox is screaming, your calendar is a minefield, and somehow, you’re supposed to get real work done without losing your mind. 

Most managers survive on caffeine and chaos, but it doesn’t have to be that way. This article is for all the new leaders and managers who are struggling with time management and are fazed by their never-ending to-do list. 

By the end of this article, you will have the 7 most effective time management tips for leaders and managers. All you have to do is implement them and see the magic. 

Personal time management for managers

Before we get into the nitty-gritty work tips, I’ll share 3 ways that will help you stay sane and prepare you for effective work and time management. Why? 

Because let’s be real, even if you apply all the tactics, you’ll still fail because you didn’t prepare yourself to face the piles of work you have organised through fancy tactics and tips. 

Think of a time you used productivity tips or something similar. You followed through for a few days, then went back to your old messy routine. 

We’ve all been there. You can have your reason as to why it failed, but most of the time, it’s because we expect too much from ourselves without giving back. We work against our mind and body. We push through for a few days, but after that, we feel exhausted and unbothered. 

So before we organise our work, we need to organise ourselves to ensure we are ready to follow our new routines every day. 

1. Switch the work mode off 

It’s easier said than done, I know. The upcoming meeting, the bottleneck in the project, the bug that needs fixing and the employee who’s knocking at your door for coaching all run through our heads. Subconsciously, our brain strategises for it. And these thoughts don’t leave us until we’re deep asleep. 

In the short term, this habit takes away your peace and costs you your health in the long run. You need to put an active effort to draw your mind away from work when you’re out of the office. Especially before sleeping, your mind should be relaxed and not stimulated by work thoughts.

• Take a walk, make tea, shower, stretch or anything of your liking that tells your brain: work is done, personal life begins. 
• Drop your shoulders, relax your jaw, stretch your fingers. Physical relaxation pulls your brain out of “fight or fix” mode.
• When your mind starts replaying work problems, actively redirect it: read a light book, journal, or listen to a calming podcast or simply pay attention to the present moment. 
• Keep your bed a work-free zone. No laptops, no planning tomorrow’s sprint in your head. Protect the association: bed = rest, not thinking.

All these small habits ensure your brain can reset and recharge, and you get a good sleep to tackle your next day’s agenda. 

2. Ease your brain 

No amount of organisation will be effective if your mind is cluttered with open tabs and reminders. The tickets you generate in your brain deplete your brain energy. 

Fortunately, this one has an easy fix. Just dump all your tasks, reminders and meetings into your management system, a notebook, whiteboard or wherever you want, no matter how small or big it is. 

Also read: How to lead a team as a first-time manager in tech

3. Energy management 

To ensure we are working with our body and efficiently utilising our energy, we need to schedule tasks according to our energy shifts. Here’s the principle: Schedule high-effort tasks when your energy is maximum, and do low-effort tasks when your energy levels are medium to low. 

Divide your day into three blocks: high, medium, and low energy, and assign tasks accordingly. This removes the guesswork. Here’s how to work with your energy. 

• Notice when you naturally feel most alert (for most people, it’s morning). Protect this time for strategy, problem-solving, and high-focus work.
• Reserve your sluggish hours for easy wins: replying to emails, approving requests, updating documents, or simple admin work.
• Take a 5-minute stretch, a walk to fill your water, or deep breathing to reset your energy before switching tasks.

Energy management helps you to work with your energy levels instead of forcing the same level of productivity throughout the day. 

Tactical time management tips for managers

Now we’ve reached the section where we go through the practical tips that actually help you manage your time and work.  

4. Delegate 

Give a yes or no answer. If you have more items on your to-do list than you have time in a day, will any tips and tricks help to get it done?………….No. And let me tell you a fun fact, managers always have way more tasks than they have time. And that’s where delegation comes in. 

If you’re not a fan of delegation, you need to read how to delegate effectively. It walks you through a simple and effective process that makes delegation easy and mess-free. And to identify the tasks that you should delegate, head towards what to delegate and what not to. 

5. Prioritise 

Whether you delegate a task or tackle it yourself, you need to prioritise based on two things: 

• Impact: How will this task benefit the team or organisation? 
• Alignment: How well is this task aligned with team and company goals? 

Usually, the more aligned a task is, the more impact it holds. 

You can combine prioritisation with the 80/20 rule. Prioritise the 20% of the tasks that drive 80% of the impact. This process keeps everything running and checks off the most important tasks on your to-do list. And the impact it generates builds momentum and motivation. 

Also read: What new tech and data leaders should do first

6. Set realistic deadlines 

Whether it’s a project timeline, a deadline for a delegated task or your own deliverable, the deadlines should be realistic. Haphazardly setting timelines either compromises quality or often creates fuss in the end. 

To set realistic deadlines, start by breaking the task into smaller steps and estimating how long each one genuinely takes (not how long you wish it would take). Add buffer time for reviews, dependencies, and unexpected delays. Check your team’s current workload before committing to anything, and confirm expectations upfront so there’s no guesswork later. 

If a deadline feels tight, renegotiate early instead of waiting until the pressure builds.

7. Time blocking 

If you randomly take whatever is thrown at your face, you will always find yourself juggling while your hands are already occupied. You need to have a structured way of working to keep everything organised. 

Time blocks help the most. You can have a dedicated day to work on strategic planning and goal setting, and a specific day for employee development.

Have time blocks for deep work where you focus on your personal tasks based on priority. Have dedicated time for emails and meetings, and schedule these based on your energy. 

Final thoughts 

Nobody hands you a manual when you become a manager or leader. Chaos, confusion, and too many moving pieces are the reality. The trick? Start small, test what works, and let the wins build momentum. 

If you want a clear roadmap with mindset shifts, delegation frameworks, and stress-management strategies, the Foundations of Leadership for Nerds is designed to guide you through your first leadership journey.