Welcome back to our "1st Time Manager" series in The Storyteller newsletter! So far, we’ve covered the essentials, from transitioning into leadership to building credibility and managing team performance. Now it’s time to focus on one of the most critical and challenging aspects of management: Time Management and Prioritization.

Why Time Management is Essential for Managers

As a first-time manager, you’re probably juggling more responsibilities than ever before. Not only are you tasked with overseeing your team’s performance, but you also need to stay on top of your individual workload. This can quickly lead to stress, burnout, and inefficiency if you don’t have a solid strategy for managing your time and prioritizing tasks. The good news is that time management and prioritization are skills you can master with the right tools and mindset.

In this edition, we’ll discuss how to effectively manage your time, prioritize tasks, and create a balance between your managerial duties and personal workload.

Key Strategies for Time Management and Prioritization

1. Time Blocking for Maximum Productivity:

   • Importance: Time blocking allows you to allocate specific periods for different tasks, minimizing distractions and helping you stay focused.

   • How to Apply: Dedicate blocks of time each day for key activities, such as team check-ins, individual work, and administrative tasks. Stick to these blocks to ensure you’re making steady progress without multitasking.

2. Delegate Effectively:

   • Importance: As a manager, you can’t—and shouldn’t—do everything yourself. Delegation allows you to focus on high-priority tasks while giving your team opportunities to grow.

   • How to Apply: Identify tasks that can be delegated and assign them to capable team members. Provide clear instructions, but trust your team to get the job done without micromanaging.

3. Set Clear Priorities:

   • Importance: Not all tasks carry the same weight, and part of effective management is knowing which tasks to tackle first.

   • How to Apply: At the start of each day, identify your top three priorities and focus on completing those before moving on to other tasks. This helps prevent getting overwhelmed by lower-priority work.

4. Learn to Say No (or Not Now):

   • Importance: As a manager, it’s easy to say "yes" to every meeting, request, or task that comes your way. But overcommitting can lead to burnout and inefficiency.

   • How to Apply: Practice saying "no" or "not now" to tasks that don’t align with your immediate priorities or goals. This allows you to stay focused on what matters most without spreading yourself too thin.

Personal Story: Finding Balance as a New Manager

When I first stepped into a management role, I felt the need to be involved in everything—attending every meeting, reviewing every project, and constantly checking in with my team. I thought being everywhere at once would demonstrate my commitment to the role and set a strong example for my team.

However, it wasn’t long before I realized that my personal workload was suffering, and my effectiveness as a leader was diminishing. I was stretched too thin, and it became impossible to focus on what really mattered. I knew I had to make a change.

I started by taking a step back and evaluating how I spent my time. I realized that not everything required my immediate attention. Some tasks could be delegated, and some meetings were unnecessary. By narrowing my focus and being more intentional with my time, I was able to prioritize the tasks that truly required my involvement. More importantly, I empowered my team by giving them the space to take ownership of their work.

This shift allowed me to find a better balance between my personal responsibilities and my managerial duties, and ultimately helped me become a more effective leader.

Actionable Tips for First-Time Managers

• Set Boundaries for Meetings: Limit meetings to essential ones only and establish clear agendas to avoid wasting time. Consider having set “no meeting” days to focus on individual work.

• Review Your Priorities Regularly: Reassess your task list at the end of each week and adjust your priorities as needed. Flexibility is key to adapting to changes and unexpected events.

• Use Tools to Track Tasks and Time: Leverage task management tools like Trello, Asana, or Microsoft To-Do to track progress, and time management apps like Pomodoro timers to stay productive.

Recommended Reading

For more strategies on time management and effective prioritization, we recommend "Essentialism: The Disciplined Pursuit of Less" by Greg McKeown. This book offers valuable insights on focusing on what truly matters and cutting out the non-essential tasks that can overwhelm your schedule.

Join the Discussion

How do you manage your time and balance the demands of your team with your individual workload? Share your strategies and experiences in our community forums at www.demalo-ent.com.

Stay Tuned for Our Next Topic

In the next edition, we’ll cover "Handling Conflict and Difficult Conversations"—an essential skill for managers who want to maintain a positive team dynamic while addressing challenging issues head-on. You won’t want to miss it!

Thank you for being a part of The Storyteller community. Together, we’re building the next generation of exceptional leaders.

Warm regards,

DeWayne Allen 
The StoryTeller
www.demalo-ent.com