If Only We Had More Time

"The key is in not spending time, but in investing it." — Stephen R. Covey

(1) The Common Assumption: Many leaders believe that if they could just find the right system, tool, or hack, they would magically have more time. The constant search for better calendars, productivity apps, and efficiency tricks often feels like the key to managing an overwhelming workload. The belief is that a perfect time management system exists that will finally allow them to “catch up,” or even to (dare we dream it) get ahead.

(2) The New Perspective: However, time is a fixed resource. Everyone has 24 hours in a day. The difference between effective and overwhelmed leaders isn’t having more time—it’s being intentional about how that time is spent. Time management isn’t about finding more time; it’s about ensuring time is aligned with priorities and tasks that don’t align with priorities are effectively delegated. Leaders who successfully manage their time don’t just work harder or faster; they build structures that protect their most important work.

Prioritizing Time Through Structures and Systems

Research by Jason Grissom, Susanna Loeb, and Hajime Mitani (2015) highlights that principals with strong time management skills allocate more time to instructional leadership activities, experience lower job stress, and are perceived as more effective by their staff. Their findings emphasize that intentional time allocation and proactive planning are crucial for leadership success.

The most effective leaders recognize that time management is really about priority management. When time issues arise, it is usually because priorities aren’t clear or supporting systems are missing. To make the most of limited time, leaders must establish structures that ensure their focus remains on the most critical aspects of their work.

1. Establish Clear Priorities

   Time should reflect what matters most. A leader’s theory of action should drive their schedule—if a priority is improving instruction, then time should be allocated accordingly. A time audit can help assess whether time use aligns with leadership priorities.

2. Proactively Plan for Priorities

   Leaders must backwards map their work, considering key milestones and major recurring events (state testing, teacher evaluations, professional development, etc). Planning ahead ensures priorities aren’t squeezed out by urgent but less important tasks.

3. Scheduling for Success

   Time management isn’t just about what gets scheduled—it’s about leaving space. Leaders need dedicated time for strategic thinking, relationship-building, and addressing unexpected issues. A strong schedule includes:

   • Protected time for key priorities

   • Buffer time for unexpected disruptions

   • Systems for recurring major events (parent-teacher conferences, testing, staff meetings)

4. Task Management Systems

   Leaders must have a system to collect, prioritize, and store tasks. A well-designed task management system prevents reactive decision-making and ensures tasks are addressed at the right time.

5. Managing Disruptions Effectively

   Disruptions are inevitable, but without a process for handling interruptions, urgent tasks can consume all available time. Leaders should have a framework for reactive problem-solving that minimizes distractions while ensuring critical issues are addressed. This is, in essence, preventing fires rather than chasing them to put them out.

6. Delegation That Works

   Leaders who fail to delegate become bottlenecks. A strong delegation system ensures that tasks are distributed effectively, with proper training, reinforcement, and follow-up structures in place. Delegation should free up time for leadership priorities, not create additional micromanagement.

7. Building a Communication System

   Communication is one of the most time-consuming aspects of leadership. Leaders need clear systems for emails, newsletters, staff updates, and meetings to prevent inefficiencies and ensure messaging is streamlined.

8. Recurring Task Systems

   Many leadership responsibilities repeat regularly. By systematizing and delegating tasks such as weekly reports, staff newsletters, and check-ins, leaders can reduce decision fatigue and increase efficiency.

Real-World Examples: Lessons from Leadership in Action

Research from my dissertation highlighted how effective time management directly impacts leadership success. One district leader I interviewed shared how they struggled with constantly reacting to issues instead of proactively leading. After conducting a time audit, they realized they were spending over 50% of their time in unscheduled problem-solving meetings. By implementing structured delegation and prioritization systems, they regained control over their time and were able to focus on improving instructional leadership.

Another school principal recounted how they initially believed they were spending enough time on teacher coaching, but when they tracked their actual calendar usage, they found that administrative tasks were consuming the majority of their schedule. By restructuring their weekly planning to block time for classroom observations and feedback sessions, they saw significant improvements in teacher engagement and student outcomes.

Assessing and Adjusting: Conduct a Time Audit

One of the most powerful tools for leaders is a time audit—analyzing how time is currently being spent to ensure alignment with key priorities. Leaders should ask themselves:

• What does my calendar reflect about my priorities?

• How am I currently managing delegation? Task tracking? Meeting schedules?

• Which activities consume the most time, and are they aligned with my highest-impact work?

• Could a time-importance matrix help determine what to prioritize?

Often, time management challenges are not just about the actual workload but also about how we feel about our time. Leaders must ask: Do I need to change my schedule, or do I need to change how I think about my schedule? The reality is, we control our time more than we think—if we intentionally build the right systems, we can ensure our time reflects our true leadership priorities.