How Entrepreneurs Prioritize Tasks and Manage Time Effectively

To prioritize tasks and manage time effectively goes beyond working harder; it’s about working smarter with strategies that align with your goals, energy, and schedule. The right approach helps you stay focused, reduce stress, and make steady progress without burning out.

28 Entrepreneurs share their best time management strategies

From using task batching and time blocking to leveraging digital tools and setting non-negotiable priorities, we asked entrepreneurs how they manage their time efficiently. Here’s the practical advice and proven methods they shared.

1. Using time-blocking to balance urgency and routine

In the roofing industry, organization and flexibility in time management are essential. I begin each day with a priority list, handling urgent emergency repairs first, then moving to routine projects while coordinating with suppliers and contractors. I built in extra time for unexpected delays, like weather or last-minute client needs. Time-blocking helps group similar tasks, reducing wasted effort. I limit working hours to avoid fatigue and maintain focus, while a project management tool keeps tasks organized, ensuring both urgent and routine issues are managed efficiently.

Thanks to Ali Hassan, Rabbit Roofing!

2. Using time-blocking to drive business growth

At Artificial Grass Pros, effective time management means aligning tasks with both immediate needs and long-term goals. I rely on time blocking to focus on key areas, such as project oversight, team coordination, and strategic growth. I schedule high-focus tasks, such as business development and financial reviews, for when I’m most productive. Delegating client inquiries and installation administration allows me to concentrate on scaling the business. This prioritization ensures we deliver eco-friendly turf solutions with exceptional customer satisfaction.

Thanks to Johannes Hock, Artificial Grass Pros!

3. By time-blocking weekly goals for maximum productivity

Every Sunday evening, I outline the week’s objectives on a single sheet, prioritizing tasks that directly impact product delivery and customer outcomes. Using an 8-hour grid, I assign time blocks and reserve 90 minutes daily for unexpected issues, because ignoring them is the fastest way to lose control. I cap calls at 20 minutes and silence all notifications except direct calls from our operations manager. This focused approach boosted my productive work time by nearly 30% in just three months.

Thanks to Kyle Sondor, SonderCare!

4. By task-batching for startup growth

Managing time as an entrepreneur is like managing a budget; every hour counts. With 27 moves and building DomiSource, I’ve learned to prioritize effectively or risk chaos. I use ClickUp to time-block tasks, batching similar ones to limit distractions. Each night, I plan the next day so I start strong, not from scratch. Flexibility is vital in a startup, where priorities shift constantly. My strategy keeps me focused on solving users’ biggest pain points and driving real business growth.

Thanks to Karen Watts, DomiSource!

5. By using weighted scoring and energy-based scheduling

I prioritize tasks with a weighted scoring model, assigning values for impact, effort, and urgency. This highlights tasks with the biggest payoff, ranked in a simple spreadsheet. I also use energy-based scheduling, tackling strategic or high-focus work in the morning when my energy peaks, and routine tasks in the afternoon. To reduce distractions, I block websites, silence notifications, and check email only at set times. This approach maximizes focus, improves productivity, and prevents overwhelm while ensuring high-impact work gets done.

Thanks to Katie Breaker, BirdieBall!

6. By aligning tasks with energy levels

I prioritise my energy first, then my time. I begin most days with exercise, which boosts energy and sets a positive tone. My team and I manage tasks through a shared online workforce tool and review each morning. I choose tasks based on energy levels: creative work like writing articles or book chapters gets early focus, while client meetings and proposals fit mid-morning to early afternoon. Administrative tasks and emails are scheduled later when energy dips, ensuring peak productivity and sustained focus.

Thanks to Rita Cincotta

7. Using the 3‑by‑3 rule for focused growth

Thanks to Alexander Amatus, THERAPY NEAR ME!

8. By running choice audits and hedonic calendaring

As a coach and mentor to heart-led entrepreneurs, I don’t manage time, I manage choices. I run regular “Choice Audits” to track where my time, energy, attention, and money go, ensuring they align with my vision. Using Hedonic Calendaring, I design days around what feels purposeful and energizing, not just busy. Each morning starts with one Most Important Task, supported by single-tasking, habit stacking, and digital decluttering. This approach keeps me focused on meaningful progress rather than doing more.

Thanks to Chiron Yeng

9. By applying the ABCDE method daily

One strategy that helps me prioritize tasks and manage time effectively is the ABCDE method. I categorize tasks daily: “A” for urgent with serious consequences, “B” for important but less critical, “C” for necessary but low impact, “D” for delegating, and “E” for eliminating. I build both daily and weekly plans around this system, ensuring my focus stays on high-priority projects that drive growth. Delegating tasks like supplier management allows me to concentrate on strategic initiatives, improving focus, productivity, and results.

Thanks to John Beaver, Desky!

10. By categorizing tasks for maximum efficiency

Managing time in business requires both planning and execution. I use a task prioritization system, breaking each day into critical, high-priority, and low-priority categories. Critical tasks, like urgent client issues or operations, are non-negotiable. High-priority tasks, such as strategic planning and follow-ups, come next, while low-priority items are addressed if time allows. Weekly reviews help me stay proactive and flexible, especially in a 24/7 business. I block time for strategic planning and use project trackers, ensuring focus, efficiency, and timely results without constant firefighting.

Thanks to Emily Demirdonder, Proximity Plumbing!

11. By focusing on the MITs to meet deadlines

At Oakridge Renovations, each project begins with a clear plan, breaking tasks into manageable steps and setting realistic deadlines. Using project management software, I track progress and catch potential roadblocks early. Daily reviews keep priorities aligned, and I apply the MIT method (Most Important Tasks) to handle critical items first. Brief team check-ins ensure issues are addressed quickly, keeping projects on schedule. This approach boosts focus, productivity, and client confidence while minimizing delays.

Thanks to Tim Watson, Oakridge Renovations!

12. Boosting productivity with task blocking & daily reviews

Managing my time is about deliberate scheduling and focus. I break my day into dedicated blocks, mornings for deep work like reviewing new listings or handling client meetings, afternoons for lighter tasks such as emails. I avoid multitasking since it reduces efficiency. Each evening, I review what I accomplished and adjust my plan for the next day. This routine keeps me realistic, prevents overload, and ensures I prioritize the most important tasks. The result: improved focus, consistent productivity, and reduced overwhelm.

Thanks to Mark Sanchez, Gator Rated!

13. Maximizing focus with task categorization and weekly planning

I organize tasks into strategic, operational, and urgent categories to stay focused on what truly matters. Every Monday, I dedicate two hours to reviewing performance metrics and planning the week, ensuring clear direction and team alignment. My daily list stays limited to 3–5 high-priority tasks, tackled first when energy is highest. Emails and meetings fill the remainder without derailing priorities. I take 15-minute breaks every 90 minutes to stay sharp and prevent burnout, boosting both productivity and long-term focus.

Thanks to Todd Stephenson, Roof Quotes!

14. By focusing on key priorities and delegation

15Being a dentist means facing unexpected challenges daily, so I’ve learned to be strategic with my time. Each morning, I identify the three most important tasks that will truly advance the business, not just the most urgent. I schedule deep work in the mornings for case reviews, planning, and system improvements, when my focus is sharpest. Afternoons remain flexible for patient follow-ups and team support. Learning to say no and practicing intentional delegation has freed mental space, enabling clearer decisions and sustainable growth.

Thanks to Carolyn Kittel, Smile Essentials Dental!

15. Using the Eisenhower Matrix for focused productivity

I prioritize tasks and manage my time by staying focused and organized. I set clear targets for my clients and business operations, breaking them into actionable steps. Using the Eisenhower Matrix, I sort tasks by urgency and importance, ensuring focus on essentials like client meetings, property showings, and negotiations. I rely on time-blocking, handle quick tasks immediately, and review progress regularly. By leveraging technology, minimizing distractions, and maintaining work-life balance, I sustain high productivity, delivering outstanding results for my clients.

Thanks to Geremy Yamamoto, Eazy House Sale!

16. By time-blocking priorities and delegating wisely

I plan weekly around priorities that enhance patient care and team effectiveness. Non-negotiables like clinical hours, team meetings, and high-priority follow-ups come first, with everything else scheduled around them. I cluster similar tasks, like treatment reviews or vendor emails, to stay focused. Time blocks protect deep work from interruptions, and I avoid multitasking. Non-urgent tasks are delegated to my team, freeing time for strategy and problem-solving. The real key isn’t time but clarity, knowing what truly matters and acting on it without hesitation.

Thanks to Vidya Colospate, McLean Healthy Smiles!

17. Boosting productivity with reverse-engineered time blocking

I reverse engineer my week by allocating exact hours to each core activity—5 for marketing, 5 for client meetings, 5 for due diligence, 5 for sourcing, and 5 for admin. I block these into my calendar and use color coding for a quick visual overview, ensuring every category is covered. This holistic system includes family and personal time, too. Much like balancing a healthy plate of veggies, protein, and carbs, this structured approach keeps my business agenda focused, productive, and sustainable.

Thanks to Melody, IMMelody Buyer's Agent!

18. Driving growth with intentional time blocking

I begin each day by prioritizing activities that directly advance the business. High-impact tasks like closing deals or coaching my team receive top focus, while I block large chunks of uninterrupted time for deep work. Lower-impact activities are delegated or scheduled during quieter hours. Regular breaks help me recharge and stay sharp. By exercising self-discipline and sticking to this structured plan, I avoid distractions and ensure steady progress. Effective time management comes down to making intentional choices that consistently drive growth.

Thanks to Betsy Pepine, Pepine Realty!

19. Focused priorities and delegation

As a business owner and mum of two, I treat time as my most valuable resource. I prioritize by asking what truly moves the needle, focusing only on tasks that impact revenue or customer experience. Each week, I set three key priorities and break them into daily, actionable steps. I time-block mornings for creative work and afternoons for meetings and emails. Most importantly, I delegate tasks to a trusted team. This balance boosts productivity, reduces stress, and allows the business to scale effectively.

Thanks to Clementine, Goldylost!

20. Prioritization

Time is the most valuable asset, and at Truck Parking Club, I protect it with ruthless prioritization. Each week, I identify 1–2 critical outcomes that will drive business forward and build my schedule around them. Mornings are reserved for focus blocks, no calls, no emails, dedicated to high-leverage tasks like platform improvements, partner outreach, or data analysis. This approach keeps the team aligned, cuts through noise, and ensures progress. Effective time management isn’t about doing everything; it’s about executing the right priorities at the right time.

Thanks to Evan Shelley, Truck Parking Club!

21. Priority-first scheduling

Entrepreneurs thrive by focusing on tasks that directly impact goals and patient well-being. I prioritize high-value activities first, such as planning patient care and streamlining operations. Time management involves setting clear boundaries, blocking time for priority work, and delegating routine tasks. For example, I conduct financial analysis in the morning when focus is sharpest, while administrative work fits into designated slots. Simple tracking tools help prevent missed deadlines. Regularly reviewing priorities ensures alignment with changing needs and maximizes both productivity and results.

Thanks to Deborah Israeli, Sage Dental NJ!

22. Mastering focus to defeat daily distractions

In today’s hyperconnected world, resisting distraction is the most underrated time management skill. While flexibility matters, I believe each task deserves the full focus and time originally allocated. I avoid switching to tasks that merely feel urgent, because chasing what’s newest means starting everything and finishing nothing. Instead, I honor my schedule, ensuring progress on priorities. As an entrepreneur, it’s not enough to be a starter; you must be a finisher. This approach strengthens focus, consistency, and long-term results.

Thanks to Victor Tamer, Omicron Artvertising!

23. Energy-aligned scheduling for peak productivity

Time management matters, but energy management is essential. I design my schedule around natural circadian and ultradian rhythms to maximize productivity. My mornings, when focus peaks, are reserved for strategic tasks, while I use 90-minute focus blocks followed by 15-minute restorative breaks to maintain clarity and creativity. This rhythm-aware approach prevents burnout, supports nervous system regulation, and ensures sustainable performance. It’s not about doing more, it’s about doing the right things at the right time with the right energy for lasting impact.

Thanks to Yuliana Francie

24. Purpose-driven time management for business impact

Effective time management for business leaders means focusing on high-leverage tasks that impact revenue and client trust while minimizing low-priority distractions. I use simple tools like timers and checklists to stay on track and ensure quick responses to client questions, which builds trust and accelerates results. Clear work hours and regular priority adjustments keep operations efficient. Promptly addressing urgent matters, such as legal or bail concerns, protects reputation and prevents costly delays. This disciplined approach ensures consistent progress and client confidence.

Thanks to Alana Diego, Future Bail Bonds!

25. Smart rules and focused habits

Here’s how I manage my time effectively without burning out. I follow the Two-Minute Rule: if something takes less than two minutes, I complete it immediately, keeping my to-do list clean. I also use the Pomodoro Technique, working in 25-minute focus sessions with 5-minute breaks. This method lets me read or work deeply for hours without fatigue. During peak hours, I practice a digital detox with my phone on “Do Not Disturb” to maximize focus. I apply the 80/20 rule to prioritize high-impact tasks and set SMART goals for clarity. These combined strategies keep me productive and stress-free.

Thanks to Prosper Taruvinga, Livelong Digital!

26. By protecting deep work blocks

In Locklab’s early days, our small team and big mission taught me to focus only on tasks that create real value. I now structure my schedule around momentum-building work: protecting deep focus blocks, limiting distractions, and cutting unnecessary meetings. If it doesn’t move the needle or improve our hair regrowth solutions, it’s not on the calendar. This approach keeps us lean, fast, and strategic, proving success comes not from doing more, but from consistently doing what matters most.

Thanks to Paul DiMuzio, Locklab!

27.  By grouping similar tasks and taking short breaks

I plan every task around patient care and operational flow. Prescriptions, clinical checks, and safety reviews come first. They impact lives directly. I group similar tasks and work in short bursts to stay sharp. Routine admin waits until quieter hours. I use automation for repeat prescriptions and alerts, which frees time for more urgent issues. Every message, order, or consultation is logged and tracked. I review the previous day’s outcomes each morning and adjust. Tasks that don’t improve access to treatment or streamline service get dropped. Time gets swallowed fast in a pharmacy. Without structure, mistakes happen. I don’t let that happen.

Thanks to Daniel Higham, Hightown Pharmacy!

28. By using a 3-list method to manage my time

I use a 3-list method to manage my time: a weekly outcomes list, a daily must-do list, and a someday/maybe list. Every Monday, I define 3 outcomes I need by Friday: client delivery, internal ops, or sales goals. Each day, I pick 3 tasks that directly move them forward. Anything else goes into the someday/maybe list so I don’t get distracted. This approach keeps my days focused but gives me room to adapt when priorities shift. It also prevents decision fatigue, because I already know what matters most before the day starts. I revisit everything on Friday to reset. It’s simple, but it works, especially when you’re juggling creative, operational, and growth roles.

Thanks to Eugene Leow Zhao Wei, Marketing Agency!

How do you prioritize your tasks and manage time effectively? Share a time management strategy that works well for you. Tell us in the comments below. Don’t forget to join our #IamCEOCommunity