Time Management for Consultants

I never thought something this simple would make such a difference in how I work and manage my time. This 15-minute weekly habit changed everything for me: The weekly review. This is one of the most simple yet powerful practices I've built over the years. It helps me reflect on what’s working, what’s not, and what needs adjusting. The concept, introduced by David Allen in “Getting Things Done”, emphasises the importance of closing open loops and staying on top of commitments before they pile up. Over time, it’s become a cornerstone of my productivity system. Here’s what my weekly review looks like: - Review the past week – I list the dates from the past week and, using my calendar and notes, jot down key events and tasks. - Reflect on achievements and challenges – Take a moment to celebrate what went well and spot areas for improvement. - Plan for the upcoming week – Adjust goals and priorities to make sure I’m focusing on what really matters. It’s a small investment of time, but the impact is huge. Every week, those 15 minutes give me clarity, keeps me on track, and make decision-making easier. Instead of constantly chasing the next thing, it gives me a chance to pause, take stock, and plan with intention. Do you have a system for reflecting on your week, or is this something you’d want to try?

I've tried 100s of time management techniques.  This is by far my favourite: I used to work 80 hrs/week and call it "productive." When really I was: - Attending pointless meetings - Fighting countless small fires - Being involved in every decision Now I work less than 70% the time and get 4x as much done. The Eisenhower Matrix helped me get there.  It teaches you to categorise tasks by importance and urgency. Here's how it works: 1. Do It Now (Urgent + Important) Examples: - Finalise pitch deck before investor meeting tomorrow. - Fix website crash during peak customer traffic. - Respond to press interview request before deadline. Best Practices: - Attack these tasks first each morning with full focus. - Set a strict deadline so urgency fuels execution. 2. Schedule It (Important + Not Urgent) Examples: - Plan quarterly strategy session with leadership team. - Map long-term hiring plan for next 18 months. - Build a personal brand content system for LinkedIn. Best Practices: - Protect time blocks in advance. Never leave them floating. - Tie them to measurable outcomes, not vague intentions. 3. Delegate It (Urgent + Not Important) Examples: - Handle inbound customer service queries this week. - Organise travel logistics for upcoming conference. - Update CRM with latest sales call notes. Best Practices: - Build playbooks so your team executes without confusion. - Delegate with deadlines to avoid wasting time. 4. Eliminate It (Not Urgent + Not Important) Examples: - Tweak logo colour palette again for fun. - Attend generic networking events with no ICP fit. - Review endless “best productivity tools” articles. Best Practices: - Audit weekly. Cut anything that doesn’t compound long-term. - Replace low-value busywork with rest, thinking, or selling. If you are always reacting to what feels urgent,   You'll never focus on what matters. Attend to the tasks in quadrant 1 efficiently,  Then spend 60-70% of your time in quadrant 2.    That's work that actually builds your business. Which quadrant are you spending too much time in right now?  Drop your thoughts in the comments. My newsletter, Step By Step, breaks down more frameworks like this. It's designed to help you build smarter without burning out. 200k+ builders use it to develop better systems. Join them here:  https://lnkd.in/eUTCQTWb ♻️ Repost this to help other founders manage their time.  And follow Chris Donnelly for more on building and running businesses. 

Stuck in an endless loop of client changes? Lost track of what revision this constitutes? Yeah. Been there. Done that. The secret? It's not about saying no. It's about saying yes to the right things upfront. Every project that goes sideways starts the same way: Vague agreements. Fuzzy boundaries. Good intentions. Six weeks later you're bleeding money and everyone's frustrated. Here's my framework after 30 years of running two 8-figure businesses: The SOW is your salvation. Not some boilerplate template. A real document that covers: • Exact deliverables (not "design work" but "3 homepage concepts, 2 rounds of revisions") • Hours of operation ("We respond M-F, 9-5 PST. Weekend requests get Monday responses") • Revision rounds spelled out ("Round 1 includes up to 5 changes. Round 2 includes 3.") • Feedback cycles defined ("48-hour turnaround for client feedback or the project may be delayed or additional fees may be incurred") But here's what most people miss— Don't work on client notes immediately. Client sends 37 pieces of feedback at 11pm Friday? Producer sends conflicting notes from the CEO? Marketing wants one thing, sales wants another? Stop. Collect everything first. Resolve the conflicts. Get on the phone and discuss it with your client to get alignment. Separate the "have to haves" from the "nice to haves". Then present unified changes. "Based on all feedback received, here are the 8 changes we'll implement. This constitutes revision round 2 of 3." Watch how fast the random requests stop. No extra work that goes unappreciated. No more feelings of being taken advantage of. Communicate before the crisis, prevents the crisis from happening. "Just so you know, we're entering round 2. You have one more included. After that, it's $X per additional round." No surprises. No awkward money conversations. No resentment. Scope creep isn't a them problem. It's a you problem. And that's good news, because that means you are in control. They're not trying to take advantage. They just don't know where the boundaries are because you never drew them. Draw the lines early. Communicate them clearly. Everyone wins. What's your most painful scope creep story? What boundary would've prevented it? Small Business Builders #projectmanagement #clientmanagement #businessgrowth

"I'll delegate when I find good people." Translation: "I'll trust them after they prove themselves." Plot twist: They can't prove themselves until you trust them. Break the loop. Delegate to develop. Here's how: 1️⃣ What should you delegate? Everything. Not a joke. You need to design yourself completely out of your old job. Set your sights lower and you'll delegate WAY less than you should. But don't freak out: Responsibly delegating this way will take months. 2️⃣ Set Expectations w/ Your Boss The biggest wild card when delegating: Your boss.  Perfection isn't the target. Command is.  - Must-dos: handled  - Who you're stretching   - Mistakes you anticipate   - How you'll address Remember: You're actually managing your boss. 3️⃣ Set Expectations w/ Yourself  Your team will not do it your way.  So you have a choice: - Waste a ton of time trying to make them you?   - Empower them to creatively do it better?  Remember: 5 people at 80% = 400%. 4️⃣ Triage Your Reality - If you have to hang onto something -> do it.  - If you feel guilty delegating a miserable task -> delete it.  - If you can't delegate them anything -> you have a bigger problem. 5️⃣ Delegate for Your Development  You must create space to grow. Start here:   1) Anything partially delegated -> Completion achieves clarity.  2) Where you add the least value -> Your grind is their growth.  3) The routine -> Ripe for a runbook or automation. 6️⃣ Delegate for Their Development Start with the stretch each employee needs to excel. Easiest place to start: ask them how they want to grow. People usually know. And they'll feel agency over their own mastery. Bonus: Challenge them to find & take that work. Virtuous cycle. 7️⃣ Set Expectations w/ Your Team  Good delegation is more than assigning tasks:  - It's goal-oriented  - It's written down  - It's intentional When you assign "Whys" instead of "Whats", You get Results instead of "Buts". 8️⃣ Climb The Ladder Aim for the step that makes you uncomfortable:     - Steps over Tasks  - Processes over Steps  - Responsibilities over Processes  - Goals over Responsibilities   - Jobs over Goals  Each rung is higher leverage. 9️⃣ Don't Undo Good Work Delegating & walking away - You need to trust. But you also need to verify. - Metrics & surveys are a good starting point. Micromanaging - That's your insecurity, not their effort. - Your new job is to enable, motivate & assess, not step in. ✅ Remember: You're not just delegating tasks. - You're delegating goals. - You're delegating growth. - You're delegating greatness. The best time to start was months ago.  The next best time is today. 🔔 Follow Dave Kline for more posts like this. ♻️ And repost to help those leaders who need to delegate more.

Burnout is rarely about work hours. It’s about misalignment. - Working on things that drain you. - Following goals you don’t believe in. - Being in systems where you have no say. Here’s the 3-Step framework I use to avoid burnout: Step 1: Run an Energy Audit (Diagnose the Problem) Instead of blindly cutting hours, identify what’s actually burning you out. Try this: Keep a "Gains vs. Drains" Journal for 7 days. After every task, rate your energy (+, –, or neutral). At the end of the week, patterns will emerge. Ask yourself: ↳ What tasks feel like a chore vs. a challenge? ↳ What meetings or commitments leave me frustrated? ↳ Where am I making the most impact with the least effort? Action: Anything with a (–) rating? Eliminate, automate, or delegate. Step 2: Design a 90-Day Sprint Stop trying to "fix everything" at once. Try this: Choose ONE theme for the next 90 days. (1) Growth Sprint: If you’re stuck in busywork, shift to revenue-driving tasks. (2) Simplification Sprint: If your plate is overflowing, automate + cut noise. (3) Alignment Sprint: If you’ve lost passion, restructure your work to match your strengths. Set ONE non-negotiable goal around this. - Example: "By the end of 90 days, I will have built a system that removes 50% of my low-value tasks." Action: Block out a weekly 90-minute strategy session to check progress + adjust. Step 3: Follow the 3/3/3 Rule Once you have a direction, execution is everything. This rule keeps focus high and burnout low: 3 Priority tasks per day ↳ No more endless to-do lists.  ↳ Pick 3 things that help you move the needle. 3 Deep work blocks (90 min each) ↳ No distractions. Treat these like non-cancelable meetings. 3 Recovery inputs ↳ Schedule intentional downtime to refill your mental energy (gym, walks, reading, etc.). Action: Pre-plan these every Sunday. No negotiation. Most burnout isn’t from overwork. It’s from working on the wrong things. Fix that and the rest follows. P.S After going through severe burnout I compiled all of the best resources I could find. I hope this helps someone: https://lnkd.in/diSzq86i ♻️ Repost this to share it with your network! Amazing visual by Ben Meer 🔥

Time is what we want most, but what we use worst. Years ago, I thought time management was: ↳ Making to-do lists, ↳ Planning everything on a schedule, ↳ And still not getting everything done. But I learned the hard way: It’s not about doing more, it’s about doing it right. Here are 12 game-changing strategies: (that truly transformed my productivity) 1/ Anti-To-Do List: Track what not to do (low-value tasks or habits that waste time). 2/ The Rule of Three: Instead of endless task lists, set just 3 key priorities per day. 3/ Time-Stamped Planning: Estimate time for each task, so your schedule isn’t just a wish list. 4/ Switching Tax Awareness: Switching between tasks can cost up to 40% of your productivity—minimize it. 5/ Waiting Time Hack: Use waiting in line or commuting for micro-tasks (replying to emails or listening to audiobooks). 6/ 90-Min Deep Work Cycle: Your brain works best in 90-minute focus sprints followed by breaks. 7/ Day Theming: Assign specific tasks to certain days (e.g., Mondays for planning, Fridays for networking). 8/ Set Hard Stops: Decide when work must end to prevent overworking and force efficiency. 9/ Productive Boredom: Allow quiet time for creative thinking (no phone, no music). 10/ Just Start Rule: When procrastinating, commit to just 2 minutes of a task—momentum usually follows. 11/ Multiplier Tasks: Some tasks (automating a workflow or hiring the right person) save you time forever. 12/ Manage Energy, Not Just Time: Track when you’re naturally most focused and schedule deep work. Time is the only resource you can’t get back. Manage it wisely. ♻️ Share this with your network. ☝️ For more valuable insights, follow me, Victoria Repa.

As someone who works 7 days a week, I have had to create weekends and strict rest periods inside my days of active work. Saturday and Sundays are more led with personal tasks but I can't fully disconnect from the mission on weekends and so day naps, strict working days of 10am-3am and working after 8pm (the kids bedtime) become a method of achieving all of my goals and commitments. My consideration for you is: Clarify your values: Reflect on what truly matters to you. Identify your core values and aspirations in both your professional and personal spheres. Understanding what is most important will help you make more aligned choices. Set boundaries: Establish clear boundaries between work and personal life. Determine specific times and spaces dedicated to work, and make a conscious effort to disconnect and engage in activities that bring you joy and fulfillment outside of work. Communicate your boundaries to colleagues, clients, and loved ones to foster respect and understanding. Prioritise self-care: Taking care of yourself is crucial for maintaining overall well-being. Prioritise self-care activities that recharge and rejuvenate you, such as exercise, quality sleep, hobbies, and spending time with loved ones. Remember that self-care is not selfish; it enables you to show up as your best self in all areas of life. Assess your workload: Evaluate your workload and responsibilities realistically. Be mindful of taking on too much and learn to delegate or say no when necessary. Recognise that you have limitations, and it is essential to avoid burnout by finding a sustainable balance between productivity and rest. Foster open communication: Engage in open and honest communication with your employer, colleagues, and loved ones about your work-life balance priorities. Clearly express your needs and concerns, and seek solutions that accommodate both personal and professional commitments. Collaborative dialogue can lead to mutually beneficial arrangements. Embrace flexibility: Explore opportunities for flexible work arrangements, such as remote work, flexible hours, or compressed workweeks. Flexibility can help create more space for personal pursuits and enable a better integration of work and life responsibilities. Practice mindfulness and presence: Cultivate mindfulness by being fully present in the present moment, whether you are at work or engaged in personal activities. By focusing on the task at hand, you can enhance productivity, reduce stress, and derive greater enjoyment from your experiences. Regularly reassess and adjust: Recognise that work-life balance is a dynamic process. Regularly assess your approach, considering your changing circumstances and priorities. Adjust your choices and commitments accordingly to maintain a harmonious equilibrium over time.

60–70% of pressure comes not from workload, but from unclear communication and misaligned expectations! Leading consulting teams through demanding projects has taught me valuable lessons about maintaining effectiveness under pressure. Here are some approaches that have worked well for me and my teams. 💙 Building Sustainable Systems 1. Clear Communication Channels: One of the most important shifts I made was creating transparency around project constraints and timelines. When teams understand the complete context - including challenges and limitations - they can contribute more meaningfully to solutions. This also helps in setting realistic expectations with stakeholders early on. 2. Iterative Delivery: I've found that delivering work in phases, with opportunities for feedback and refinement, creates better outcomes than trying to achieve perfection in one attempt. This approach allows for course corrections and ensures we're aligned with client needs throughout the project lifecycle. 3. Capacity Planning: Building buffer time into project plans has been crucial. When unexpected requests arise - as they inevitably do in consulting - having some flexibility in the schedule allows the team to respond without compromising quality or well-being. 4. Regular Check-ins: Informal conversations with team members, beyond formal status updates, have proven invaluable. These moments help identify potential roadblocks early and ensure everyone feels supported during intensive project phases. 💙 Continuous Improvement 1. Prioritization: Learning to distinguish between genuinely urgent matters and routine requests has improved our responsiveness. Not every issue requires immediate attention, and being thoughtful about prioritization helps maintain team energy for what truly matters. 2. Balanced Intensity: During particularly demanding phases, I've learned to be transparent about the intensity level and ensure that busy periods are followed by lighter ones. This rhythm helps teams sustain performance over the long term. 3. Leading by Example: Being open about challenges while demonstrating problem-solving approaches builds team confidence. Leadership doesn't mean having all the answers - it means navigating uncertainty thoughtfully alongside your team. 4. The Consulting Journey: High-pressure situations are part of consulting work. Success comes from building systems, teams, and approaches that can handle intensity while maintaining quality and team well-being. What approaches have you found effective in managing demanding projects? Always interested in learning from fellow leaders in this space. #ConsultingLife #TeamManagement #ProjectManagement #ProfessionalGrowth #Consulting

The flip side of freedom is responsibility! And it can't be truer for me as an owner of a personal branding agency. While I relish the freedom to shape my vision, collaborate with clients who share my values, and develop inspiring strategies, this autonomy also carries significant responsibilities that are often overlooked. My role requires me to not only innovate and create but also to safeguard my clients' reputations and deliver authentic narratives that resonate with their audiences. How do I balance Freedom and Responsibility: 1. Set Clear Boundaries: Establish boundaries between work and personal life to ensure that I have time to recharge. This balance allows me to approach my work with renewed energy and creativity. 2. Prioritize Communication: Maintain open lines of communication with clients. Regular updates and honest conversations about expectations can help manage responsibilities without stifling creativity. 3. Delegate Wisely: Empower my team by delegating tasks based on their strengths and expertise. Trusting my team not only eases my workload but also fosters a collaborative environment where everyone contributes to the agency’s vision. 4. Stay Committed to Values: Remind myself of the values that guide my agency. This commitment serves as a compass, helping me make responsible decisions that align with both my vision and my clients’ needs. 5. Embrace Continuous Learning: I treat learning like a sponge, soaking up knowledge to fuel my innovative strategies. This knowledge allows me to make informed decisions, balancing innovative strategies with responsible practices. 6. Measure Impact: Regularly evaluate the impact of my strategies on clients’ brands. This assessment helps me take responsibility for the results while ensuring that my creative freedom is aligned with clients' goals. 7. Cultivate a Support Network: Surround myself with mentors and peers who understand the unique challenges of personal branding. Their insights can provide guidance on balancing freedom and responsibility effectively. 8. Celebrate Wins and Learn from Mistakes: Acknowledge both successes and failures. Celebrating achievements boosts morale, while reflecting on mistakes fosters growth and reinforces my commitment to responsibility. By consciously balancing these elements, I can enjoy the freedom of running a personal branding agency while still being accountable to my clients and their stories. This balance not only makes my work more fun but also helps me build a stronger connection with the people I work with. #community #collaboration #branding #innovation #strategy #inspiration #team

Freelance/Fractional = juggling it all! Here's how to cope 👇 Being a company of one means wearing all the hats - delivering your services, managing finances, marketing yourself, and keeping on top of admin. It’s a lot 🤯 If you’re constantly feeling like there aren’t enough hours in the day, you’re not alone. I'm lucky enough to have a team now, but I remember the days of juggling all the balls well! The good news is, with a few strategies in place, you can make life easier. Here are my top tips for managing time, admin, and marketing without losing your mind... ⏳ Time Management Hacks Time blocking: Set aside focused work hours for client work, marketing, and admin. Treat them like appointments and add them to your diary. The Pomodoro Technique: Work in 50 min sprints, then take a break for 10 (or whatever rhythm suits you best). Keeps energy up and procrastination down! Task batching: Group similar tasks together - respond to emails at set times, create social posts in one go. It makes it easier on your brain, rather than switching gear all the time. 🤖 Automation & Apps to Save Time Calendly – No more back-and-forth emails. Let clients book meetings in your available slots. Zapier – Connects your apps and automates repetitive tasks (e.g. when a client books a call, it can auto-add them to your CRM). Notion / Trello / Asana – Organise your projects, track tasks, and keep everything in one place (essential if you're outsourcing to others). Canva – Don't think you're creative? Think again, it's amazing what you can come up with (with the help of some templates!). Great for social media graphics. Social Media Scheduler – Schedule and auto-post your content, so you’re visible online without being always on. My favourite is Social Champ. 📣 Making Marketing Easier - Repurpose content - turn a blog into social posts, emails, and LinkedIn articles. - Create a simple email nurture sequence to keep potential clients engaged. - Schedule social media posts in advance so you’re not scrambling every day. - Set up a lead magnet (like a free checklist or guide) to grow your audience while you work. You left the corporate world for better balance, so don't fall into the trap of working 24/7. The right tools and strategies can help you free up your time, focus on what you do best, and grow your business without burnout. What’s one tool or hack that’s been a game-changer for you? #FinanceDirector #CFO #portfoliofd #fractionalcfo #powerup #womeninfinance #icaew #acca #cima