Despite the countless tools, time management strategies, and best intentions, most managers still feel like there are never enough hours in the day. Between back-to-back meetings, mounting emails, and fires coming from all directions, the calendar can feel more like a battleground than a planning tool. But what if we—as leaders—could reframe our approach to time and finally gain control of our weeks?
Andrew Hartman, founder of Time Boss, has designed a system that allows managers to take back control of their time, reduce overwhelm, and help their teams do the same.
From Factory Floor to Knowledge Work: Understanding the Shift
One of the first things Andrew emphasizes is that modern work has fundamentally changed. We’re no longer on a factory floor with a clear start and end to our day. Instead, knowledge work is infinite—emails, ideas, to-dos, and meetings blend together without boundaries.
As a result, traditional to-do lists are no longer enough. We must use our calendars to reflect not just where we need to be, but what we actually intend to do. Every task requires time and our time is reflected by our calendar. This shift from task management to time-based planning is the foundation of Andrew’s system.
The Capacity Conundrum: Why We Overload Ourselves
Many managers suffer from what Andrew calls a misunderstanding of capacity. We feel obligated to take on every request—from team members, executives, clients—often without calculating how much time those commitments actually require.
This leads to a negative cycle: we plan too much, don’t get everything done, and feel like failures by the end of the day. Andrew encourages us to treat time like a cash balance. There’s only so much to go around. Saying yes to something must mean saying no to something else. This is no different than deciding how you’ll spend your $5.00. If you add a box of cereal to your grocery cart it means putting back the jar of peanut butter.
Proactive vs. Reactive Time: Design Your Day Intentionally
Andrew recommends dividing your calendar into two types of time:
Proactive Time (60–80%): Tasks aligned with your goals, values, and priorities. This includes solo work, strategic planning, and productive meetings.
Reactive Time (20–40%): What Hartman calls "the whirlwind"—emails, quick requests, and those "predictable unpredictables" that always seem to pop up.
Andrew suggests keeping a notepad nearby to jot down any reactive requests or tasks that come up so you can save them for your reactive time instead of getting distracted from your current work.
By protecting proactive time and allocating specific blocks for reactive work, managers can maintain momentum on big-picture tasks while still being responsive. This mindset helps managers honor their own time with the same respect they give others.
Meetings Are Just Another Task: Treat Them That Way
Many managers feel trapped by meetings. But Andrew offers a refreshing reframe: meetings are simply tasks we do with other people. That means they must be weighed against all other uses of our time.
Every meeting should have a clear goal. If it doesn’t? Cancel it. If someone invites you to a meeting that competes with an existing priority, evaluate which one truly deserves your attention.
Encourage your team to adopt the same mindset. Teach them to ask: What will this meeting accomplish? Is this the best use of my limited time?
Time Studies: Get Honest About Where Time Goes
For those struggling to diagnose their overwhelm, Andrew recommends a simple time study. Track your activities for two weeks to understand:
How much time you’re willing to give to work
How in-control you are of that time
How often you’re context switching (and losing comeback time)
How much of your calendar is recurring vs. discretionary
This data can expose hidden inefficiencies, like constant multitasking or over-scheduling. Even if no week feels "typical," the exercise still reveals valuable patterns.
Time Management Strategies: Build a Calendar That Reflects the Life You Want
Your calendar should reflect your whole life, not just your work. Andrew says to put workouts, breaks, and family time on the calendar. These aren’t indulgences—they’re key to sustaining your pace and showing up at your best. You must protect that time. Even a simple "coffee break" can make all the difference when it's scheduled and respected.
In the end, effective time management isn’t about squeezing more in. It’s about being honest about what fits. When we accept that our time is finite and precious, we make better decisions, feel less guilt, and lead our teams with clarity and confidence.
As managers, we set the tone. If we embrace time as our most valuable resource, our teams will too. Your calendar doesn’t have to be your enemy. With the right mindset and tools, it can become your greatest asset.
Listen to the entire episode HERE to learn more about crushing your day without the overwhelm.
Consider using a tool like Sunsama to easily combine your calendar and your to-do list.
Keep up with Andrew Hartman
Guest Bonus: Special Price for Time Boss Digital Course - $49
Andrew is offering an incredible special price of $49 for his Time Boss Digital Course which contains everything you need to immediately upgrade your time habits. Access the Time Boss model in short, self-paced videos and templates to get immediate results in as little as 2 hours. By course end, you'll master getting more done with your time without stress or anxiety.
Get this guest bonus and many other member benefits when you join The Modern Manager Podcast+ Community.
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