I spoke with an advisor recently who lamented that endless daily distractions at the office were making it challenging to focus on growing his practice – much less take time away from work to rest, recharge, and reduce stress.

He’s not alone. According to research from the American Psychological Association, 51% of every workday is spent on tasks with little to no value. Meanwhile, only 20% of workers feel they have their workload under control.¹

Speaking of lost time, I’m writing this in late July – that point in the middle of summer where I always have the panicked realization that more than half the year is already behind me. Looking back, I can’t help but think about how much time I spent putting out fires and how little time I dedicated to focusing on priorities.

Sound familiar? If you’re feeling discouraged about lost time, it might help to understand exactly why people tend to be so bad at task and time management.

What research tells us about our poor time-management skills

Research published under the title “The Mere Urgency Effect” set out to understand how people decide what to work on when faced with tasks of mixed urgency and importance. According to the study, people have a psychological tendency to prioritize tasks with a deadline over those without, even if the latter promises greater rewards in the future.² So, it makes sense that our attention is often diverted to the seemingly more urgent matters that come up daily.

The effect is even more prominent in people who describe themselves as “busy.” The same researchers discovered that individuals who identify as busy tend to choose urgent tasks with lower rewards because they are preoccupied with how long tasks take. If you’re already feeling pressured by time constraints, you’ll be inclined to keep prioritizing tasks that keep you focused on the clock.

So, how can advisors take advantage of the summer slowdown to improve their time-management skills and ensure high-reward tasks are completed? Here are three steps for putting together a plan to finish the year strong.

1. Begin with the end in mind

When we have a clear picture of where we want to end up, we can be more intentional about how to work toward our goals. One system that can make goal-setting more manageable and actionable is to break our goals down into “rocks.”

Establishing your rocks involves identifying and prioritizing the top three to seven mission-critical initiatives for your practice during the next 90 days. These are the areas that demand focused attention and resources to drive the success of the organization. Defining and aligning these rocks and then determining how much time should be allocated to each one ensures everyone on the team is working toward common objectives. This approach also promotes a sense of individual and team accomplishment as each rock is completed, which contributes to progress and momentum.

The bottom line is, when deciding how much time to allocate to a particular task, ask yourself whether it is directly tied to one of your rocks. If it isn’t, consider how you can minimize the time spent completing it.

2. Manage email overload

To combat the incessant influx of messages, it’s essential to establish a structured approach to email management. Start by setting specific times during the day to check emails rather than constantly monitoring your inbox, which can be a significant distraction. Take advantage of tools and features such as filters and folders to automatically sort incoming emails based on priority, sender, or topic, allowing you to focus on the most critical messages first.

Another tactic is to implement the “two-minute rule” for emails that can be addressed quickly: If a response or action takes less than two minutes, handle it immediately. For emails requiring more thought, flag them for follow-up at a designated time. Unsubscribing from unnecessary newsletters and promotional emails can also significantly reduce clutter.

Employing these strategies can help you manage your email more efficiently, free up time for more important tasks, and reduce the feeling of being overwhelmed by an overflowing inbox.

3. Conduct a “Start, Stop, Continue” exercise

This approach can lead to significant improvements in productivity and efficiency.

Start identifying new practices that could enhance time management, such as setting daily priorities, using time-blocking techniques, or adopting productivity tools like task managers and calendars. Introducing these tactics can help create a structured workday and ensure focus on high-reward activities.

Next, evaluate current habits and decide what to stop doing. This might include eliminating time-wasting activities like excessive meetings, constant email checking, or multitasking, which often leads to reduced efficiency. Ceasing these activities can reclaim valuable time and allow you to concentrate on more meaningful work.

Finally, identify and continue effective time management practices already in place, such as regular progress reviews or effective delegation. Reinforcing positive habits helps maintain momentum and sustain productivity gains. Through this reflective exercise, teams can foster a culture of continuous improvement and adaptability, ultimately leading to more efficient and fulfilling work environments.

Mastering time management is not about squeezing more tasks into the day; rather, it’s about working smarter to achieve meaningful outcomes. By prioritizing tasks, setting clear goals, and leveraging technology, individuals and teams can transform the way they work, leading to increased productivity and reduced stress.

It’s also essential to recognize the role of personal well-being in time management. Managing your time effectively is key to reducing stress, which in turn is critical to maintaining a healthy mind and body so you can maintain focus and energy throughout the workday.

If you’re interested in other time management strategies, our practice management specialists are here to help.