Strategies for Managing Time During Busy Projects

I've managed 5 high-performing product marketing teams at startups and public companies, and there are 2 commonalities I've noticed at each: 1) it's easy for PMMs to get overwhelmed by the sheer volume of tasks on their plates, and 2) teams are rarely recognized for their true effort or impact by upper management. That's why I want to share my prioritization matrix 👇 It’s been a game-changer in how my teams approach projects and focus on what truly drives results. I’m curious—does this framework resonate with your approach to prioritizing tasks? Here's the concept: Rack up the wins by focusing on projects that offer high visibility and impact for lower effort and avoid those that drain your energy and don’t align with company goals. (Note: you could replace visibility with impact on this scale, but it's important that what you're working on is actually on the radar of those in upper management). Here’s how to prioritize: Quick Wins: These are the golden opportunities! High visibility, low difficulty — they bring great returns with minimal effort. Look for ways to get a few of these in your quarter. Strategic Initiatives: Aim for ONE strategic initiative per quarter. These are high-visibility, high-difficulty tasks that are aligned with your long-term goals. Go deep, plan ahead, and focus on the impact. You will be the most proud of these, but you need to be realistic about them. Routine Tasks: You’ve got to keep up with these, but don't let them consume too much of your time. Find a system to manage them efficiently. Avoid: Stay clear of high-difficulty, low-visibility tasks. These projects often don't yield the results you need, and they’re energy-draining. They don't align with your values or long-term success. 💡 Action Step: Review your current or upcoming projects. Classify them into high or low reward, and high or low effort. What projects are you spending too much time on that aren’t worth the effort? Time to realign and focus on what truly matters! #Productivity #TimeManagement #Prioritization #WorkSmart #StrategicFocus #CareerGrowth #Leadership How do you manage your / your team’s workload?

Some say PM & PO is too much work for a single person. Have similar doubts? You might reclaim 15–20 hours/week. And it's not rocket science. - Before we dive in, I spent 10 years in product. I talked to, advised, and observed hundreds of PMs. And made all possible productivity mistakes myself, including working 520 extra hours/year. As a rule of thumb, if you have 1-2 teams, anything above 35-40+ hours should be a warning sign. - Here are 10 tactics to get back your time: 1. Leverage the Pareto principle According to it, 80% of outcomes result from 20% of actions. Identify and double down on that 20%. Consider eliminating the rest. No one will remember them 6 months from now. So why bother? - 2. Respect your strategy You can't be everything to everyone. Strategy requires tradeoffs that amplify the value and make strategy difficult to copy. Some customers will be delighted, others disappointed. And that's a good thing. - 3. Apply timeboxing Per Parkinson’s Law, your work will expand to fill the allocated time. So, set a timebox for every task you start. I also find it extremely helpful to group similar tasks (e.g., interviews) into larger blocks. - 4. Work in a single-threaded mode Multitasking is a myth. According to the research presented by Gerald M. Weinberg, each additional project or task is a loss of ~20% of productivity. Single-threaded teams are one of the secrets of Amazon's success. - 5. Prioritize ruthlessly Many things busy PMs do don't matter. Will anyone ever read this 20-page-long document? Do you need this 2-hour meeting? Can you make it in 15'? Or async? - 6. Apply the Last Responsible Moment (LRM) strategy Decisions made too early are risky. They often result in work that needs to be thrown away. Delay decisions until the cost of not making a decision is greater than the cost of making it. Similarly, avoid taking action too early. - 7. Delegate more than you are comfortable with Providing baby-step instructions might result in a positive feedback loop. Others start expecting even more detailed information. Instead, communicate the vision (WHY), strategic context, and objectives so people can make better decisions. - 8. Don't promise too soon Nobody likes committing to a date. But sometimes, it might be necessary. Don't make those commitments too soon. Ask for additional time to perform Product Discovery. Also, it's better to underpromise and over-deliver. - 9. Automate If you don't use LLMs and AI agents (n8n, Cassidy) virtually every day, you're lagging behind. As a rule of thumb, most repeatable, time-consuming tasks you could delegate to a graduate can also be delegated to AI. - 10. Take care of yourself Take breaks, get enough sleep, and exercise. Find a hobby unrelated to your work. The quality of the hours you work is way more important than the number of hours. --- Hope that helps. I'm still learning and don't know everything. What would you add to that list?

The biggest thing that helped me become a better PMM was carving out time for strategic thinking, no matter how busy I was. Why is this important? -> Tactical work alone won’t advance your career. You need to think far with a strategic vision and have the ability to execute. -> Strategic clarity reduces decision fatigue and eliminates random tasks that don’t lead to real outcomes. -> It helps you identify opportunities to innovate and create net new value for the business. -> Teams naturally follow people who think beyond the immediate. Here’s how I do it (and how you can too): 1️⃣ Block time for deep thinking It’s very hard to focus on strategic work if you are always busy in meetings or putting out fires. So the first step is to make TIME. Dedicate 30–60 minutes daily to uninterrupted, quiet thinking even if it means waking up earlier. I also block Wed and Friday mornings for extended work sessions. Find a time that works with your natural productivity. 2️⃣ Prioritize what to focus on (and not focus on) Strategy also means saying no, or not now. Use my Action/Priority Matrix to identify and focus on high-impact tasks, while deferring, delegating or eliminating the rest. Communicate your priorities to your manager for transparency. Remember part of strategy is also saying no. https://lnkd.in/eDd_PvuN 3️⃣ Create project plans Before jumping into a project, no matter how big or small (even if it’s just creating a piece of content), get into the habit of writing out a project plan, including who, how, what, when, why, KPIs, milestones, and key stakeholders. This forces you to think AHEAD, create a repeatable structure, and helps you easily drive alignment with others. 4️⃣ Review long-term goals often Regularly assess how your day-to-day work aligns with your big-picture vision/strategy. Realignment ensures you’re always working toward meaningful outcomes. I suggest doing a monthly review and then communicating what you’d like to start, stop, and continue, with your manager. This also shows you are proactive. 5️⃣ Talk it out with a thought partner or coach Clarity doesn’t always come on your own. Talking through your ideas with someone who can ask the right questions or challenge your assumptions is invaluable. My clients often come to me with a jumble of (great) thoughts, and we untangle them to pull the thread together and uncover the strategy. — Carving out time for strategic thinking isn’t just about blocking time - it’s about making that time effective by doing the right thing and creating the right system. What would you add? #productmarketing #strategy #career #growth #coaching

Between job hunting, building AI automations, and managing our new puppy, I've discovered a time management trick that’s changing the game. Curious? So, I had a revelation. You know those moments when you’re juggling a million things and feel like you’re barely holding it together? Yeah, that’s been me. But here’s the kicker – I found a way to manage my time without losing my mind. Intrigued? Let me spill the beans. 🗓 𝗧𝗵𝗲 𝗧𝗶𝗺𝗲 𝗕𝗹𝗼𝗰𝗸𝗶𝗻𝗴 𝗠𝗮𝗴𝗶𝗰 Ever heard of time blocking? It’s like scheduling your day into neat little chunks dedicated to specific tasks. Think of it as creating a series of appointments with yourself. I started by blocking out time for my biggest priorities – work projects, gym, even that elusive “me time.” And guess what? It’s been a game-changer. Here’s how it works: ▶ Identify Your Tasks: List out what you need to get done. ▶ Block Your Time: Assign each task a specific time slot. Be realistic about how long things take. ▶ Stick to It: Treat these blocks like actual appointments. No skipping! 🍅 𝗘𝗻𝘁𝗲𝗿 𝘁𝗵𝗲 𝗣𝗼𝗺𝗼𝗱𝗼𝗿𝗼 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 Now, let’s talk Pomodoro. It’s a time management method that breaks work into intervals, usually 25 minutes of focused work followed by a 5-minute break. After four “Pomodoros,” take a longer break, say 15-30 minutes. Here’s the scoop: ✅ Set a Timer: Work for 25 minutes. No distractions. ✅ Take a Break: Give yourself 5 minutes to stretch, grab a coffee, or check Instagram. ✅ Repeat: After four sessions, reward yourself with a longer break. 🧙♂️ 𝗧𝗵𝗲 𝗦𝗮𝗻𝗶𝘁𝘆 𝗦𝗽𝗿𝗶𝗻𝗸𝗹𝗲 Balancing these techniques is key. Here’s what I learned: ✅ Mix It Up: Use time blocking for overarching structure and Pomodoro for intense focus periods. ✅ Be Flexible: Sometimes things come up. Adjust your blocks but don’t abandon them. ✅ Self-Care: Remember to block time for breaks and relaxation. Your brain needs it. Real-Life Example Just the other day, I had a packed schedule. Meetings, emails, and a looming deadline with a new client. I started with time blocking, scheduling each task throughout my day. Then, during each block, I used Pomodoro to stay laser-focused. Even with our new puppy demanding attention and my AI automation projects needing tweaks, by 5 PM, I was done with my to-do list and had time to unwind. Who knew time management could feel so liberating? Your Turn Give it a try. Start small. Maybe block out your morning or use Pomodoro for your next big task. See what works best for you and tweak it as needed. The key is finding a rhythm that keeps you productive and sane. So, next time you’re feeling overwhelmed, remember: a little time blocking, a dash of Pomodoro, and a sprinkle of self-care can work wonders. Have a great week and happy time managing! P.S. What time management hacks do you swear by? Hit reply and let me know! Let’s share the love and the sanity. 😊

It's that time of the year - feeling like you have to catch up! Customer support can feel like an endless juggling act—new requests coming in, follow-ups piling up, and pending projects. Add in random urgent issues to keep you on your toes, and it can feel impossible to make progress. Over the years, I’ve learned a few strategies that help support teams (and myself) not just stay afloat but be successful: 𝟭. 𝗙𝗼𝗰𝘂𝘀 𝗼𝗻 𝘄𝗵𝗮𝘁 𝗺𝗮𝘁𝘁𝗲𝗿𝘀 𝗺𝗼𝘀𝘁 Not everything needs your immediate attention. Identify what has the biggest impact—whether it’s a customer issue, an internal deliverable, or a key process improvement. Use prioritization frameworks or tools to cut through the noise and focus your energy where it counts. 𝟮. 𝗪𝗼𝗿𝗸 𝘀𝗺𝗮𝗿𝘁𝗲𝗿, 𝗻𝗼𝘁 𝗵𝗮𝗿𝗱𝗲𝗿 Avoid switching between reactive and proactive work. Instead, block time to focus on one thing at a time, whether it’s resolving high-impact issues or moving a project forward. This helps reduce burnout and improves the quality of your work. Put it on your calendar if it helps! 𝟯. 𝗘𝗺𝗽𝗼𝘄𝗲𝗿 𝘆𝗼𝘂𝗿 𝘁𝗲𝗮𝗺 𝗮𝗻𝗱 𝘆𝗼𝘂𝗿𝘀𝗲𝗹𝗳 No single person can manage it all, and they shouldn’t have to. Equip your team with clear ownership of tasks, and trust them to manage their responsibilities. Create a culture of ownership and autonomy, not micromanagement. 𝟰. 𝗕𝘂𝗶𝗹𝗱 𝗰𝗼𝗻𝘀𝗶𝘀𝘁𝗲𝗻𝗰𝘆 𝘁𝗵𝗿𝗼𝘂𝗴𝗵 𝗿𝗼𝘂𝘁𝗶𝗻𝗲𝘀 Establishing regular rhythms—daily stand-ups, weekly planning, or structured project reviews—can help everyone stay aligned and focused. When everyone knows what to expect, it reduces mental load and eliminates unnecessary guesswork. And if you don't manage anyone - take the lead. 𝟱. 𝗖𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗲 𝘁𝗿𝗮𝗻𝘀𝗽𝗮𝗿𝗲𝗻𝘁𝗹𝘆 When you’re managing competing priorities, make it visible. Set up shared tools like project boards to track progress and align expectations. A clear view of what’s in progress, what’s on hold, and what’s coming next ensures everyone is on the same page. 𝟲. 𝗟𝗲𝘃𝗲𝗿𝗮𝗴𝗲 𝘁𝗼𝗼𝗹𝘀 𝗮𝗿𝗼𝘂𝗻𝗱 𝘆𝗼𝘂 Repetitive tasks can drain your team’s time and energy. Lean into automation to handle things like recurring workflows or basic customer interactions. Don't overcomplicate it either. Start small with things like Slack reminders and organizing your calendar in blocks. 𝟳. 𝗣𝗮𝘂𝘀𝗲 𝗮𝗻𝗱 𝗿𝗲𝗳𝗹𝗲𝗰𝘁 When the workload feels overwhelming, take a step back to assess. Don't get tunnel vision. Are you spending time on the right things? Are there ways to streamline your approach? Whether or you work in customer support or manage a team it is always a balancing act, but with the right habits, tools, and mindset, you can turn the daily grind into meaningful progress. What strategies have helped you and your team balance immediate needs with long-term goals? 

𝟏𝟐 𝐒𝐮𝐫𝐞 𝐒𝐡𝐨𝐭 𝐖𝐚𝐲𝐬 𝐓𝐨 𝐂𝐮𝐭 𝐓𝐡𝐞 𝐂𝐥𝐮𝐭𝐭𝐞𝐫 𝐓𝐨 𝐈𝐧𝐜𝐫𝐞𝐚𝐬𝐞 𝐏𝐫𝐨𝐝𝐮𝐜𝐭𝐢𝐯𝐢𝐭𝐲: 𝐓𝐢𝐦𝐞 𝐌𝐚𝐧𝐚𝐠𝐞𝐦𝐞𝐧𝐭 Cutting clutter and managing your time effectively is essential for productivity and overall well-being. Here are some strategies to help you cut down on clutter and make the most of your #time: ✅ 1. Set Clear Goals: Define your short-term and long-term #goals. This clarity helps you prioritize tasks and avoid distractions that don’t align with your objectives. ✅ 2. Prioritize Tasks: Use methods like the Eisenhower matrix (urgent-important matrix) to categorize tasks into four quadrants: urgent and important, important but not urgent, urgent but not important, neither urgent nor important. Focus on tasks in the important but not urgent quadrant to prevent last-minute rushes. ✅ 3. Declutter Your Physical Space: A clutter-free environment promotes focus. Regularly clean and organize your #workspace. Get rid of items you don’t need, and keep only what's essential. ✅ 4. Digital Decluttering: Organize your #digital files, emails, and apps. Unsubscribe from unnecessary email lists, delete apps you don’t use, and organize your files into folders for easy access. ✅5. Time Blocking: Allocate specific blocks of time for different tasks. Avoid #multitasking, as it often leads to inefficiency and mistakes. Concentrate on one task during each time block. ✅ 6. Learn to Say No: Don’t overcommit yourself. Learn to decline requests or tasks that don’t align with your priorities or goals. ✅ 7. Limit Distractions: Identify common distractions and find ways to limit them. This might mean turning off social media notifications, setting specific times for checking emails. ✅8. Practice Mindfulness: Mindfulness techniques, such as meditation, can enhance your focus and help you stay present. Regular #mindfulness practice can reduce mental clutter and improve your decision-making skills. ✅. 9. Regular Review: Regularly assess your goals and tasks. What worked yesterday might not work today. Be willing to #adapt and change your strategies based on what helps you be more productive. ✅ 10. Delegate and Outsource: Don’t be afraid to #delegate tasks if you have the option. Outsource tasks that are time-consuming but not necessarily within your expertise. This can free up your time for tasks that are more valuable to you. ✅ 11. Continuous Learning: Stay updated with productivity techniques and tools. Continuous learning helps you discover new methods to manage your time and reduce clutter effectively. ✅ 12. Practice Self-Care: Ensure you get enough rest, exercise, and relaxation. A healthy #lifestyle contributes significantly to your ability to manage clutter and time effectively. Cutting the clutter and managing time is an ongoing process. It requires consistent #effort and a willingness to #adapt. Start with small #changes, and over time, you'll find a routine that works best for you. #timemanagement

I am a solo founder scaling 2 companies, and here is how I maximise my day each day with 14+ hours of work. As entrepreneurs, we often juggle numerous tasks and meetings, making work feel overwhelming at times. The key to overcoming this? A well-balanced approach to managing time. Over the years, I've discovered that using the right time management has not only boosted my productivity but also led to great ideation and planning ahead.    Here are my best techniques to save you extra hours of work: 1️⃣ Eisenhower matrix: The concept of this technique is to organise your list into four separate quadrants. Sort them with the parameters important vs. unimportant and urgent vs. not urgent.   Urgent tasks are the ones that need immediate action, and important tasks are the ones that contribute to your long-term visions. The goal is to work on the tasks that are in the top two quadrants, and the ones in the remaining can be deleted or delegated.   2️⃣ Time blocking: Elon Musk is known to work 80 hours a week, and his secret to getting everything done is this technique. For every task that you take up, allocate a time block and stick to it no matter what. Scheduling tasks with time blocks and buffer breaks allows you to perform high-impact work in minimum hours, yielding maximum output.   3️⃣ Eat that frog: In this, we begin our day by working on the most challenging tasks. When you focus your mental energy into performing the tough tasks, it fills you up with more drive and motivation to seize the day.   Using these techniques, I have been able to save X+ hours of work every week and have been able to devise growth strategies, and this has helped us retain more clients, achieve bigger targets, and crack better deals.   What’s your best technique that helps you manage your time?

Estimating time and effort for data projects doesn't have to be a shot in the dark. Here’s how you can nail it: 1. 𝗕𝗿𝗲𝗮𝗸 𝗜𝘁 𝗗𝗼𝘄𝗻: Start by breaking your project into smaller tasks. The more detailed your breakdown, the easier it is to estimate accurately.     2. 𝗛𝗶𝘀𝘁𝗼𝗿𝗶𝗰𝗮𝗹 𝗗𝗮𝘁𝗮: Look back at similar projects. How long did those take? Use past experiences as a benchmark to forecast future timelines.     3. 𝗖𝗼𝗻𝘀𝘂𝗹𝘁 𝘁𝗵𝗲 𝗧𝗲𝗮𝗺: Involve your team when planning. They bring different perspectives and expertise that can highlight tasks you might miss and provide realistic time estimates.     4. 𝗕𝘂𝗳𝗳𝗲𝗿 𝗧𝗶𝗺𝗲: Always add a buffer. Unexpected issues will arise as they always do! Factor in extra time for these unforeseen challenges. A buffer of 10-20% is a good assumption to be on the save side without bloating the project artificialy.     5. 𝗥𝗲𝘃𝗶𝗲𝘄 𝗮𝗻𝗱 𝗔𝗱𝗷𝘂𝘀𝘁: Estimates are not set in stone. Regularly review progress and adjust your timelines as needed. Don't forget to cummunicate any changes to your stakeholders.     6. 𝗨𝘀𝗲 𝗧𝗼𝗼𝗹𝘀: Leverage project management tools to track progress and stay on top of deadlines. You could use tools like Jira, Trello, or Asana. 𝗜𝗻 𝗣𝗿𝗮𝗰𝘁𝗶𝗰𝗲 Imagine you’re tasked with developing a dashboard for sales performance. Start by breaking down tasks into requirements engineering, data extraction, cleaning, analysis, visualization, and stakeholder feedback. Leverage historical data from similar projects, involve your team in discussions, and use estimation techniques to refine your timeline. Don’t forget to add contingencies for data anomalies or last-minute changes. By following these steps you’ll be setting realistic timelines and hitting your targets with confidence. What techniques do you use to estimate time and effort for your data projects? ---------------- ♻️ Share if you find this post useful ➕ Follow for more daily insights on how to grow your career in the data field #dataanalytics #datascience #projectmanagement #timemanagement #careergrowth

Get more done in less time - Master the Eisenhower Matrix: Too often we mistake being busy with being productive. The reality? We spend far too much time on the wrong things. Use this time management tool to prioritize your tasks properly, And dramatically increase your productivity. Its simplicity drives its effectiveness - Categorize all of your tasks into 1 of 4 quadrants based on their urgency and importance, And then take action accordingly. This sheet breaks down the details, So you can put it to work: 1) Do Now (Urgent and important) Description: ↳Tasks that require immediate attention and are crucial for your goals ↳Often tied to deadlines, crises, or high-pressure situations Examples: ↳Completing a critical project that's due by end of day ↳Fixing a website crash that's preventing customers from making purchases ↳Preparing for a last-minute client presentation scheduled for tomorrow How to Get Them Done: ↳Prioritize them over everything else ↳Avoid multitasking - focus only on them ↳Use a timer or set specific time blocks to ensure completion 2) Plan for Later (Not urgent but important) Description: ↳Tasks that are important for long-term success but don't need immediate attention ↳Often involve personal growth, strategy, and big-picture goals Examples: ↳Researching and implementing automation tools to improve workflow ↳Meeting with a mentor to discuss career growth ↳Creating a content calendar for next quarter How to Get Them Done: ↳Schedule these tasks into your calendar and stick to working on them ↳Break them down into smaller, actionable steps so they feel less overwhelming 3) Delegate Now (Urgent but not important) Description: ↳Tasks that may feel urgent but aren't critical to achieving your goals ↳Often stem from others' priorities and don't require your unique skills Examples: ↳Replying to most customer service inquiries ↳Reviewing routine reports that don't require your direct input ↳Scheduling travel arrangements for an upcoming conference How to Get Them Done: ↳Delegate these tasks to someone else immediately ↳Provide clear instructions and all necessary resources ↳Give autonomy and only follow-up when asked or necessary 4) Eliminate Now (Not urgent and not important) Description: ↳Tasks that offer little value and don't contribute to long-term goals ↳They are distractions or time-wasters that can be removed Examples: ↳Checking social media notifications often with no clear purpose ↳Attending meetings that don't require your presence or input ↳Over-customizing a PowerPoint for a basic internal presentation How to (NOT!) Get Them Done: ↳Recognize where you're wasting time on trivial things ↳Eliminate these tasks from your routine ↳Set boundaries to avoid falling into time-wasting habits Use the Eisenhower Matrix to prioritize like a pro, And turbocharge your productivity. Have you tried it before? --- ♻️ Repost to help your network become more efficient. And follow me George Stern for more.

How to STOP working long hours and START working much smarter These are the KEY tools I use to manage my time, while building my dreams ⏳ Work is a marathon, not a sprint. Sprinting the whole time does not work. In fact, it often means you’re working inefficiently. ‘Hard work’ is important, but there’s a thin line between putting in effort and just spinning your wheels. As someone with ADHD and time blindness, I am hyper aware of this. I'm either SUPER dialled in on deep work duracell bunny mode, or switched off. Here's the tools I implement to work smarter, harder & get time back: 1️⃣ Question Assumptions: We often think certain tasks take a fixed amount of time because that’s how it’s always been. Instead, challenge this mindset—ask yourself if there’s a faster, better way.  Motion is a great tool for managing this. 2️⃣ Prioritize Effectively: Not every task deserves the same amount of time or energy. Focus on high-impact activities, and learn to let go of the rest. I find having one non negotiable needle moving task of the day helps. Can't go to sleep until ticked off. 3️⃣ Streamline Your Process: Here’s the approach I use for every project:    - Test: Experiment with different methods until you find what works.   - Execute: Once you’ve got a method, dive in and do the work.   - Streamline: Identify inefficiencies and cut them out.   - Automate: Use tools and technology to handle repetitive tasks.   - Scale: Focus on scaling what works and driving results. 4️⃣ Set Boundaries: Working late into the night might feel productive, but it’s not sustainable. Protect your time by setting clear boundaries—and sticking to them. If it's unavoidable and your not in the drivers seat, multitask. Last night for me it was a tech stack meeting with Jeff Hardison, Bethany Stachenfeld & Patrick Spychalski - they are based in the US so it was a 7pm call (my dinner time), so it was a Green Chef multi-tasking situation for me! 5️⃣ Refocus Regularly: Keep your eyes on the prize. Realign your focus toward key revenue-generating projects and don’t get distracted by tasks that don’t add value. Next time you’re grinding late or drowning in tasks, take a moment to reflect: Is there a way to make this simpler, quicker, or more efficient? Time is your most valuable resource—spend it on what truly matters. 🚀💡 How do you keep your workload manageable, I'm still learning!?