How High-Performing CEOs Manage Their Time Effectively

In a fast-moving business world, time is more precious than ever—particularly for CEOs. According to a recent study, CEOs work an average of 2.4 hours on holidays, 3.9 hours on weekends, and 9.7 hours on weekdays (MGMA). How do the world’s most prosperous chief executives stay on top of their game with such a tight schedule?

As we’ve worked with the CEOs of high-performing companies across industries at The CEO Project, we’ve noticed a few strategies that allow them to maximize their time and leadership strengths. In this post, we’ll explore the time management habits that provide competitive advantage to top-performing CEOs—and derive actionable tips that you can use to maximize your time.

Understanding the Value of a CEO’s Time

Being a CEO carries an incredible amount of responsibility. From overseeing business strategies to ensuring smooth operations, a CEO’s time is constantly in demand. The average CEO’s time is divided among meetings, decision-making, strategy development, and other activities requiring expertise and attention. Hence, the most effective CEOs recognize that their time is not only restricted but incredibly precious.

One of the important insights we’ve derived from our work at The CEO Project is that almost 40 percent of a company’s success is a function of the effectiveness of the CEO. How a CEO spends their time drives the performance and growth of the whole organization. To be effective, a CEO must have clear ideas about how to utilize his time. But how do they do it?

The Daily Habits of High-Performing CEOs: How They Structure Their Days for Success

The only thing common among high-performing CEOs is “intentionality.” They are intentional about how they spend their days, knowing that time is their most precious commodity. The secret of their productivity is doing the right things every day to get the most out of their energy, focus, and impact.

But how do they do it? Now, let’s look at the daily habits that successful CEOs incorporate into their day to stay at the top of their A-game.

1. Prioritizing High-Impact Tasks: Working on What Truly Moves the Needle
2. Time for Reflection: Taking a Step Back to Move Forward
3. Structured Routines: Creating Consistency and Deep Work Time

1. Prioritizing High-Impact Tasks: Working on What Truly Moves the Needle

Not everything is of equal importance, which is a rule successful CEOs have mastered. Instead, they focus on activities that will produce the most results for their business and put aside other tasks that don’t lead to their highest-level goals.

A recent study found that CEOs spend an average of 60–72% of their time in meetings, but not all meetings are created equal (CNBC). The best CEOs spend their time on strategic decisions and leading people rather than operational details.

Case Study:

• Jim Schleckser, CEO of The CEO Project, stresses the importance of prioritizing key leadership decisions. By focusing on what matters most and using effective time management, he helps CEOs work more efficiently and make better decisions.
• High-performing CEOs repeatedly ask themselves, “What’s the one thing I can do today that will make everything else easier or unnecessary?” This question, inspired by Gary Keller’s book The One Thing, helps them narrow their focus on what really matters.

How can you apply this?

• Use the 80/20 Rule: 80% of your results come from 20% of your efforts. Identify that critical 20%. (Asana)
• Time Block for Strategic Work: Reserve hours for deep work and decision-making during your most productive days.

2. Time for Reflection: Taking a Step Back to Move Forward

Reflecting is the most basic yet essential practice of high-performing CEOs, and it often goes unnoticed. The best CEOs have moments of thinking, analyzing, and reflecting on their business progress regularly. This is not just a moment of pause; it’s a moment to re-evaluate goals, assess challenges , and recalibrate strategies.

Why does this matter? It improved decision-making and enabled CEOs to better prepare for the challenges they will face in the future. Research from the Harvard Business Review finds that leaders who regularly reflect on their experiences make better decisions and have a deeper understanding of their team’s needs.

Case Study:

• Microsoft CEO Satya Nadella often goes through periods of deep thought about the company’s culture and leadership strategy. Emphasizing a growth mindset and a calling to serve Microsoft’s values, he ”cracked the code on corporate culture” and used stock performance to demonstrate transformative impact, adding to its market cap of $250b during his tenure. (Leadership Worth Following(LWF))

How can you implement reflection into your day?

• Set aside weekly reflection time: Take 30-60 minutes at the end of each week to reflect on your progress.
• Journaling for clarity: Many CEOs use journals to reflect on their daily activities, decisions, and lessons learned. This habit allows them to adjust their methods and stay focused on the right goal.

3. Structured Routines: Creating Consistency and Deep Work Time

The best CEOs don’t let chance dictate their days. They follow structured routines that enable them to devote time to deep work without being disrupted by distractions or low-value activities. This enables them to address the most demanding task when their energy is highest.

Fact: A 2023 study published in the Journal of Occupational Health Psychology has shown that employees who report structured daily routines also report being more engaged with their work and experience less emotional exhaustion. Structured rules can foster well-being and productivity in the work environment by reducing stress and increasing focus.

Case Study:

Amazon founder Jeff Bezos is a routine master. He schedules his mornings to make only a few key decisions by 10 AM. That way, his energy is saved for the big, strategic moves that determine Amazon’s future. Bezos is even famously reluctant to waste his decision-making ability on petty matters, such as his attire or what to eat.

How can you create your own structured routine?

• Morning routine for deep work: Like Bezos, Make the most of your mornings for deep work and do your hardest tasks when the mind is most fresh.
• Time blocking for meetings and tasks: Set blocks of time for meetings, strategic planning, and deep work so you won’t be interrupted.

Why Does This Matter?

High-performing CEOs also realize that managing their time isn’t simply about being active; it’s about being productive. When you prioritize high-impact tasks, lay aside time for reflection, and organize your day around deep work, you create the environment in which your best thinking and leadership can flourish.

CEOs who practice these habits not only move their companies forward but create a sense of purpose and fulfillment. They know the most vital tasks for their organization, and by following the “first thing on the list” philosophy, they know that whatever they do leads to success for their organization.

Here’s the key takeaway: Consistency and intention with your time are what will differentiate you from the average CEO. The minute you approach your leadership with intention and create the time needed for a little innovation and growth, you will become a more effective leader.

Want to take your leadership to the next level? Now that you’ve engaged with how high-performing CEOs make time for success, let’s read How CEOs Can Make Bold Moves to Drive Growth to learn how strategic decisions, risk-taking, and bold moves can move your company forward.

Time Management Strategies for CEOs

Time management is a constant challenge for chief executives. At The CEO Project, we have discovered that top CEOs take a variety of approaches to ensure they get the most out of every day.

1. Time Blocking & Scheduling Priorities
2. Freeing Up CEO Time by Delegation & Automation
3. Avoiding Time Wasters by Learning the Art of Saying No

1. Time Blocking & Scheduling Priorities

Successful CEOs don’t just show up for work; they structure their time around priorities.

• Batching Similar Tasks: Outstanding CEOs batch similar tasks such as emails, calls, or meetings into time blocks to ensure they don’t change the context between different types of work.
• Designating Deep Work Time: The most productive time for a CEO is spent deep in work, whether it be strategic thinking, planning, or writing. These types of tasks require long, uninterrupted blocks of time.
• Proactive Scheduling: Productive CEOs schedule their days a week ahead of time to ensure they are always working on the highest-quality content.

2. Freeing Up CEO Time by Delegation & Automation

Delegation is one of the best tools in a CEO’s time management toolbox.

• Delegate to Executive Assistants: Time-efficient CEOs depend on their executive assistants (EAs) to manage their schedules, emails, and other day-to-day tasks.
• Leverage Technology for Automation: More CEOs are utilizing solutions to automate routine processes — such as email sorting or data analysis — allowing them to focus on strategic work.
• Build a Strong Leadership Team: Successful CEOs delegate the most critical work down to their direct reports while keeping their eye on the bigger goals of the company.

3. Avoiding Time Wasters by Learning the Art of Saying No

Saying no is a powerful time management tool for a CEO.

• Assessing the Opportunity Cost: with every invitation, CEOs need to evaluate the opportunity cost of their time. They say no to things that don’t directly support the business’s strategic goals.
• Setting Boundaries: Many successful CEOs will set boundaries, such as refusing to take any meeting before 10 AM so that they have time to think critically without interruption.
• Streamlining Meetings: CEOs skip most meetings and attend only those that are aligned with their highest priorities.

Tools & Technology for CEO Productivity

Technology is key to maximizing CEO time productivity in today’s digital world.

Here are some of the resources and tactics that the most efficient CEOs use to stay on top of their agendas:

1. Time-Tracking and Scheduling Tools
2. Delegation Tools for EAs
3. Collaboration Tools for Teams

1. Time-Tracking and Scheduling Tools

• Google Calendar & Microsoft Outlook: Commonly used by CEOs for meeting schedules and deep work time blocking.
• Time-Tracking Apps (e.g., SavesTime): Helps CEOs identify where their time is being spent and where they need to improve.

2. Delegation Tools for EAs

• Trello and Asana: Delegation management tools help EAs organize tasks that need to be delegated to team members so that nothing falls through the cracks.
• Zapier: An automation tool that connects apps to eliminate repetitive tasks (e.g., automatically creating new emails in a task list).

3. Collaboration Tools for Teams

• Slack: For fast team communication, keeping everyone aligned on tasks.
• Zoom: For CEOs to reduce travel and meet virtually with both internal teams and external stakeholders.

Table: Comparing Popular CEO Productivity Tools

Wondering how to leverage tech for better leadership as a CEO? Tune to the Just One Question: CEOs and Technology Advancements podcast, where host Jim Schleckser, CEO of The CEO Project, welcomes Dr. Nick Morgan to discuss technology’s role in how modern CEOs approach their jobs.

Final Takeaways & Action Plan for CEOs

Implementing the time management approaches and resources discussed above will give CEOs a new level of productivity and leadership effectiveness. But the question is, Are you really spending your time in a way that leads to genuine, sustainable growth in your organization?

At The CEO Project, we’ve partnered with countless high-caliber CEOs who aren’t merely managing time—they’re mastering it. They’ve discovered that time is not simply a resource to be managed; it’s a vital lever we can use to accelerate growth, build stronger teams, and drive innovation. Time management is not working harder; it is working smarter.

If you’re ready to take your time management to the next level and create a noticeable difference in your leadership, here’s your plan of action:

• Prioritize Your Highest-Impact Tasks: Determine which activities move your company’s needle. Are you spending your time on the potential highest returns? It’s time to put your foot down and say no to distractions.
• Delegate and Automate: Delegation is one of the most potent strategies available to a CEO. Delegate tasks that don’t require your specific expertise to your leadership team, executive assistants, and automation tools. Are you stuck in the weeds, or do you trust your team enough to delegate critical responsibilities?
• Set Boundaries to Protect Your Time: Saying no is a skill many CEOs must learn and adopt. Are you allowing low-value meetings and distractions to steal your productive hours? Protecting your focus and energy—is the secret to high performance.
• Leverage the Right Tools: Are you using the best tools to assist you in your time management? Tools (time-tracking apps, collaboration platforms, etc.) will make your work easier. Avoid making your tech stack an afterthought—invest in the tools that will keep you organized and efficient.

Take the Next Step with The CEO Project

If you are committed to taking your leadership and time management to the next level, it’s time to join The CEO Project. Our proven CEO Peer Group approach has enabled CEOs like you to access higher productivity levels, scale their businesses, and enhance their leadership development. Why do CEOs stay with us, on average, for more than five years? Because they yield tangible, actionable results.

Are you ready to master your time and your business? We are here to carry you through with our tailored peer groups, expert coaching, and timeless time management techniques. At The CEO Project, we help you make each hour and decision count.

FAQs

1. Which should a CEO focus his time on most?

An essential role of a CEO is strategic planning, team building, and ensuring that the organization runs according to its short-term goals and aligns with its long-term objectives. Top leaders focus on high-value tasks that will help boost revenue and performance.

2. Which function does the CEO spend the most time on?

On average, CEOs spend 60 percent of their time in meetings, 25 percent on calls and public events, and just 15 percent alone doing tasks like deep thinking and analysis. Proper time management enables them to achieve the perfect balance.

3. What do CEOs actually do day to day?

CEOs juggle strategy, stakeholder management, culture, and vision. They focus on working with their teams to execute the strategy, leading with their own leadership development.

4. Do CEOs have a lot of free time?

No, CEOs usually work long hours, including weekends and holidays. But, they apply time management techniques such as delegation and automation to juggle work demands and keep some personal time.

5. What not to do as a CEO?

CEOs should avoid micromanaging, focusing on operational details, and overcommitting to meetings that don’t serve strategic goals. Great CEOs know when to take a step back and let their teams run the day-to-day.