If you are a startup founder or team leader, chances are you are running against the clock. Everything requires attention and it’s tempting to cram tasks back-to-back or work longer to sort things out.
…But, if you want to be really productive, steer clear of that.
Trying to make the most of time is our collective obsession. Everyone has a tool or technique they swear by — the Pomodoro timer, the Pareto 80:20 principle, timeboxing and time blocking. The paths may be many but the goal is the same: focusing effort on high-impact work and leaving blank space for creative thinking.
Most of the CEOs I meet say that around 50-60% of their time is spent on everyday tasks + 20-30% on problem solving + 20-30% on new ideas and creativity. However, the elephant in the room is that CEOs end up spending almost 50% time on people management. And this is unavoidable as we manage a diverse workforce, which includes new Gen Z team members, and stay invested in the company.
I manage time meaningfully in 15-30-45-90 minute slots, which is similar to timeboxing. I know which conversation will take 15 minutes, and which will take 90.
Now, 90 minutes may seem a bit long, but the workforce can be unpredictable and we have to make time to guide them. At the end of the day, they are the company’s most important asset and I’m proud of them.
It’s been said that Tesla CEO Elon Musk timeboxes by dividing tasks in 5-minute slots. But he debunked the claim when he said that he needs longer uninterrupted time to come up with creative ideas.
Various combinations of the Pareto principle — which says that 20% effort yields 80% results — are also used to boost productivity. Meta CEO Mark Zuckerberg keeps 20% of his calendar unscheduled, to reduce frustration from back-to-back meetings and make room for high-value projects/unexpected tasks.
Mamaearth founder Ghazal Alagh has also spoken about putting in 85% focused effort and prioritising strategically, instead of expecting 100% perfection every day.
Nowadays, there are a gazillion apps to keep track of productivity or you can opt for the old-fashioned (though highly effective) to-do lists. But these are just tools to help you along. Sticking to the plan on most days and deciding what’s important is your call.
And it’s worth remembering that doing less is more in terms of productivity. The real breakthrough and unlocking of new opportunities may just happen in your free time.
So, what’s your go-to strategy for being productive?