Key Insights:
How to identify patterns of wasted time.
Strategies to set boundaries and align time with strategic goals.
The role of personal accountability in fostering a time-conscious culture.
In a recent Think Tank session, the question, “Who do you allow to waste your time?” was posed to a participant grappling with time management challenges. This simple yet profound question impacted the assembled city managers and county administrators that day. The discussion has lingered with me, reshaping how I view time management in leadership.
Local government leaders face countless demands on their time, from constituent needs and departmental responsibilities to strategic initiatives. Yet, not every demand is productive. This question has stuck with me not because of its implications for efficiency, but for its connection to self-awareness. Who am I allowing to waste my time, and what does that reveal about my priorities and boundaries?
What is described below contains the essence of the wisdom shared in our Think Tank. We will never share any confidential information.
Identifying Patterns of Wasted Time
The first step to managing our time effectively is recognizing where it’s being wasted. Patterns often emerge when unscheduled meetings, redundant discussions, or low-priority tasks repeatedly interrupt our focus. Leaders must ask themselves critical questions:
- Is this task genuinely urgent, or does it feel that way because it’s immediate?
- Am I addressing this because it aligns with my goals, or because I want to avoid conflict or be seen as available?
- What would happen if I postponed or declined this task?
- Am I solving a problem that someone else should own?
- Have I created clear expectations with my team to minimize interruptions?
These questions help uncover time-wasting habits, mindsets or can identify individuals or situations that regularly disrupt productivity. If specific behaviors or individuals recur, it’s essential to address these patterns directly.
Strategies to Set Boundaries and Align Time with Strategic Goals
To reclaim control of our time, we must establish boundaries that reflect your priorities. Here are some strategies to help:
- Define Non-Negotiables: Identify key strategic goals and allocate uninterrupted time to them. Treat these blocks of time as immovable appointments.
- Use a Decision Filter: Before accepting a task or meeting, ask if it aligns with our goals. If it doesn’t, delegate, defer, or decline.
- Communicate Boundaries Clearly: Share availability and expectations with the team, ensuring they understand when and how to approach with requests.
- Reassess Regularly: Periodically review our schedule to ensure it remains aligned with our goals. Make adjustments as needed based on evolving priorities.
The Role of Personal Accountability in Fostering a Time-Conscious Culture
Time management isn’t just about controlling external demands—it’s about holding ourself accountable for how we spend our time. Leaders set the tone for their organization. If you allow others to waste your time repeatedly, it signals to your team that time is not a priority. Taking accountability means recognizing your role in enabling waste and actively seeking solutions.
- Address Repeat Offenders: Whether it’s team members, processes, or recurring tasks, identify and rectify patterns of waste. This could mean coaching individuals, streamlining workflows, or redesigning access protocols.
- Model the Behavior You Expect: When leaders demonstrate disciplined time management, others are more likely to follow suit. This includes starting meetings on time, staying focused on agendas, and respecting others’ boundaries.
- Create a Feedback Loop: Encourage your team to share observations about time management within the organization. Use this input to continuously refine your approach.
Local Government Executive Level Resources
Executive level time management skills must be cultivated and the best resources will depend on the specific situation. We do have a few options specifically tailored to local government executives:
Our Leadership Training Programs are designed to equip local government executives with the tools to foster a time-conscious culture, enhance communication, and drive organizational success. Learn about Leadership Training.
Workshops and retreats tailored for local government executives can help uncover habits, patterns and develop strategies to address them effectively. Whether it’s through team alignment exercises or strategic planning sessions, our programs are designed to foster collaboration and clarity. Explore our Workshops & Retreats.
For leaders looking for personalized strategies to enhance time management and decision-making, our Executive Coaching Services provide tailored guidance to meet those unique needs. Discover Executive Coaching.
If you’re ready to gain deeper insights while discussing real time and real world challenges every month, consider joining our City and County Manager Think Tanks. These confidential peer groups provide the space and support needed to reflect, share, and grow. Learn more about joining our Think Tanks.
