Time management is one of the most critical skills a leader can develop. With competing priorities, endless meetings, and constant demands from teams and stakeholders, it’s easy to feel overwhelmed. However, not all tasks are equally important, and effective leaders understand that managing time well is about focusing on what truly matters.

Stephen Covey’s “Put First Things First” habit, from The 7 Habits of Highly Effective People, provides a powerful framework for prioritising tasks based on importance rather than urgency. By applying this principle, leaders can shift from being reactive to proactive, ensuring their time is spent on high-impact activities that align with their goals and values.

Understanding the “Put First Things First” Principle

Covey’s “Put First Things First” habit is based on the idea that effective leaders focus on what is most important, rather than simply reacting to urgent demands. He introduces the Time Management Matrix, which categorises tasks into four quadrants:

  1. Quadrant 1 (Urgent & Important): Crisis situations, pressing problems, and deadline-driven tasks.
  2. Quadrant 2 (Not Urgent & Important): Strategic planning, relationship-building, personal development, and proactive work.
  3. Quadrant 3 (Urgent & Not Important): Interruptions, unnecessary meetings, and minor requests from others.
  4. Quadrant 4 (Not Urgent & Not Important): Time-wasters such as excessive social media, trivial activities, and busywork.

Highly effective leaders spend most of their time in Quadrant 2, focusing on proactive tasks that prevent crises and drive long-term success.

1. Prioritise Quadrant 2 Activities

The key to better time management is to consciously allocate time to important but not urgent tasks. These activities—such as strategic thinking, team development, and personal growth—are often neglected because they don’t demand immediate attention. However, investing time in them reduces crises and improves overall efficiency.

How to Prioritise Quadrant 2 Tasks:

  • Schedule time for planning and strategy. Set aside dedicated time each week to review goals, plan projects, and anticipate challenges.
  • Develop your team. Investing in training, mentoring, and coaching reduces the need for micromanagement and enhances team performance.
  • Focus on long-term goals. Regularly review personal and organisational objectives to ensure daily tasks align with them.

By focusing on these proactive activities, leaders create a more stable and effective work environment.

2. Learn to Say No to Non-Essential Tasks

Many leaders struggle with time management because they feel obligated to say “yes” to every request. However, not all urgent tasks are important, and learning to say “no” to low-value tasks is essential.

How to Set Boundaries:

  • Evaluate requests carefully. Before committing, ask: Does this align with my key goals? If not, delegate or decline.
  • Communicate priorities clearly. Let your team and colleagues know what your primary focuses are so they can respect your time.
  • Use polite but firm responses. Instead of a flat refusal, say, “I’d love to help, but I need to focus on X priority right now.”

Protecting your time allows you to focus on high-impact activities rather than getting caught up in distractions.

3. Delegate Effectively

Many leaders fall into the trap of trying to do everything themselves, which leads to burnout and inefficiency. Delegation is a crucial skill that allows leaders to focus on strategic tasks while empowering their teams.

How to Delegate More Effectively:

  • Identify tasks others can handle. If a task doesn’t require your direct involvement, assign it to a capable team member.
  • Trust your team. Micromanaging defeats the purpose of delegation. Provide guidance, but give employees autonomy to complete their tasks.
  • Set clear expectations. Define outcomes, deadlines, and levels of authority for decision-making.

Delegation not only frees up time but also builds a more capable and engaged workforce.

4. Plan Your Week Before It Begins

One of the best ways to apply Put First Things First is to plan your week in advance, ensuring that important activities take priority. Covey suggests using a weekly schedule rather than a daily to-do list, as it allows for greater flexibility and alignment with long-term goals.

Steps for Effective Weekly Planning:

  1. Identify key priorities. List the most important tasks for the week, focusing on Quadrant 2 activities.
  2. Block time for strategic work. Schedule time for high-value activities such as leadership development, deep work, and relationship-building.
  3. Leave space for urgent tasks. Recognise that emergencies will arise and allocate buffer time to handle them without derailing your schedule.

Proactive planning ensures that your time is spent on what truly matters, rather than just reacting to daily demands.

5. Minimise Distractions and Time-Wasters

One of the biggest barriers to effective time management is constant interruptions, whether from emails, meetings, or unnecessary tasks. Leaders must create an environment that minimises distractions and allows for focused work.

Strategies to Reduce Distractions:

  • Limit unnecessary meetings. Only attend meetings that are essential and ensure they have clear agendas.
  • Use time-blocking. Allocate specific times for focused work, checking emails, and handling administrative tasks.
  • Control technology usage. Disable non-essential notifications and establish boundaries for responding to messages.

By eliminating distractions, leaders can work more efficiently and maintain control over their time.

6. Review and Reflect Regularly

Time management is an ongoing process, and regular reflection is essential for continuous improvement. At the end of each week, take time to assess what worked well and what needs adjustment.

How to Conduct a Weekly Review:

  • Assess progress on key priorities. Did you focus on important activities, or did urgent distractions take over?
  • Identify time-wasting habits. Recognise patterns that reduce productivity and develop strategies to address them.
  • Refine your approach. Adjust your schedule, delegation strategy, and boundaries as needed to improve efficiency.

Consistently reviewing your time management practices helps reinforce good habits and ensures long-term success.

Conclusion

Managing time effectively is not about working harder—it’s about working smarter. By applying Stephen Covey’s Put First Things First habit, leaders can shift their focus from urgency to importance, ensuring that their time is spent on high-impact activities that drive long-term success.

Prioritising strategic work, setting boundaries, delegating effectively, planning ahead, minimising distractions, and regularly reviewing progress all contribute to better time management. Leaders who embrace these principles will not only enhance their own productivity but also inspire their teams to work more effectively.

Ultimately, great leadership is about making intentional choices with time—focusing on what truly matters and creating a lasting impact.

At Global Coach Group UK (GCG UK), we are committed to harnessing the full potential of leadership coaching by promoting the involvement of coworkers in the development proces.  For more information on how GCG UK can assist your leaders visit our Leadership Coaching page. Connect with our network of over 4,000 exceptional coaches to begin your leaders’ journey towards confident and effective leadership today.