How can you be more organized at work as a manager?
After all, you’ve probably got an insane amount on your plate: projects, meetings, countless tasks to delegate, and questions and requests streaming in nonstop from your direct reports.
I get it. As both a CEO and a mom, I’ve been exactly where you are.
But what if you could become that rare manager who leaves the office on time, with all critical tasks completed, and your team running like a well-oiled machine?
Because I’ve done it. I’ve cut my work week from 80 hours to just 20—without sacrificing results.
Want to learn more? Read on!
The 10 steps to becoming more organized at work as a manager are…
- 1. Focus on the right things
- 2. Use structured to-do lists
- 3. Audit your time
- 4. Learn to delegate
- 5. Avoid distractions
- 6. Organize your workspace
- 7. Master meetings and emails
- 8. Create a routine
- 9. Plan your time
- 10. Use the right tools
Key takeaways:
- You can manage emails and meetings through clear communication policies, task management systems like Asana, and documented workflows – these steps can save you up to two work days per week!
- Business leaders waste around 21.8 hours a week on low-importance tasks but you can completely transform your workweek by planning ahead, understanding HOW you use your time, and setting up the right routines.
- The biggest secret to becoming incredibly organized as a manager? Focus on high-leverage activities that make everything else easier or unnecessary.
Let’s start from the beginning…
How do you become more organized as a manager?
Here below are the exact steps to take to become and stay organized as a leader.
What’s more, they’ll also help you have more time for things like personal projects, your family, and self-care.
Take our client Sean. For years, he prioritized everyone else’s needs over his own. The result? He faced massive burnout.
But after Sean enrolled in our 60-day Lifehack Bootcamp, he rediscovered how to get organized, plan ahead, and stick to a solid routine.
The results were truly transformative: Not only was he finally able to take a much-deserved vacation, but he now saves up to 15 hours of time every week.
Ready to see how you can achieve similar results?
Let’s jump right in.
1. Focus on the right things (most managers don’t)
Let me shatter a common myth: There are never two tasks of equal priority – never.
So the most organized managers don’t try to do everything—they ruthlessly focus on what matters most.
But how do you identify the tasks you should prioritize first?
Use the Eisenhower Matrix by separating your tasks into four groups:
- Do First: Important AND urgent tasks that deliver massive value
- Schedule: Important but not urgent tasks (they go into your calendar)
- Delegate: Urgent but not important
- Don’t Do: Neither urgent nor important (these are deleted)
But the real secret? Focus on high-leverage tasks—actions that make everything else easier or unnecessary.
My client Diedre was missing sales opportunities because she couldn’t respond to all her emails fast enough. Instead of working harder, she created a separate email just for sales inquiries and had an assistant scan those emails to identify the right opportunities.
One high-leverage solution solved multiple problems.
Watch how I identify high-leverage tasks in this quick video:
But how do you get these high-priority tasks done every day? With the right to-do’s – let’s look at them next.
2. Use structured to-do lists
A chaotic to-do list is worse than no list at all. It creates the illusion of productivity while actually paralyzing you with overwhelm.
The right to-do’s, on the other hand, can ease stress and anxiety – and give you a roadmap for the day and week.
I’ve tested dozens of to-do list systems with hundreds of managers, and one approach consistently outperforms the rest: the 1:4:5 rule.
Every day, limit yourself to:
- 1 super important, high-priority task
- 4 mid-level tasks
- 5 simple, quick-win tasks
This structure forces you to prioritize and prevents the false productivity of checking off easy tasks.
Make your to-do lists even more effective by using action verbs for each task. Don’t write “Sales training.” Instead, write “Attend sales training at 11am” or “Prepare 3 questions for sales training.”
And when it’s time to tackle your list? Use the Sticky Focus Game. It’s one of my favorite ways to boost productivity — and it’s fun!
Here’s how to play it:
3. Review your use of time
Most managers I work with think they don’t have enough time. But when we track their hours, we discover something fascinating: they have plenty of time—it’s just leaking away unnoticed.
In fact, business leaders waste around 21.8 hours per week on low importance tasks or unproductive activities.
That’s why tracking your time is one of the best ways to find out how you can get more done in less time.
My client Margie, a law firm partner who “couldn’t find a spare minute,” was stunned to discover she was spending 11 hours weekly consuming news!
Your time audit will reveal similar surprises:
- Choose a tracking method (app, spreadsheet, or simple notebook)
- Record every activity in 30-minute increments for two weeks
- Categorize your activities (such as work, leisure, chores…) and assess where your time goes
The results will transform how you view your schedule. You can’t manage what you don’t measure—and most managers have never properly measured their time.
4. Learn to delegate
Delegation is one of the best ways to save time – CEOs who delegate well see 33% higher revenue than those who don’t.
That said, if you’ve tried delegating before and it created more problems than it solved, you’re not alone. But the issue wasn’t delegation itself—it was how you delegated.
Effective delegation requires:
- Crystal-clear, step-by-step instructions
- A concrete picture of what successful completion looks like
- A realistic timeframe for completion
The biggest mistake? Delegating without proper context or expectations, then wondering why the result wasn’t what you envisioned.
Start small: assign a lower-stakes task, provide thorough guidance, and gradually increase complexity as your team member builds confidence.
Discover our complete delegation framework in this video:
5. Avoid distractions
Did you know that each interruption costs you up to 25 minutes of lost productivity?
As a manager, you face a constant barrage of distractions— knocks on the door, emails, meetings, phone calls, questions from employees… And each of them derail your productivity.
Here’s how to cut out these distractions:
- Work behind a closed door during focused work blocks
- Establish specific hours for interruptions so your team knows when they can approach you
- Create a communication protocol that clearly defines what constitutes an emergency
Another distraction? Cluttered workspaces. Next, you’ll learn how to create a clean and organized workspace.
6. Organize your workspace
Your physical environment directly impacts your ability to focus and productivity.
In my office, I keep only what powers me and my computer—water, reading glasses, and essential technology. Everything else is a potential distraction.
To organize your workspace:
- Take inventory of everything in your office
- Group similar items and decide where each belongs
- Position frequently used items within easy reach
- Label everything clearly, using color coding where possible
💡Pro tip: Schedule a 5-minute end-of-day cleanup to maintain your organized space. What takes 5 minutes daily prevents the 2-hour emergency cleanup when things get out of hand.
Beside your workspace, some of the most distracting things in the workplace for managers are non-stop meetings and emails.
How do you get rid of them? That’s what we’ll look at next.
7. Master meetings and emails
Did you know the average professional spends two days a week in meetings and answering emails? Not only that, but according to Harvard Business Review, 65% of senior managers say meetings keep them from completing their own work.
At Lifehack Method, we’ve drastically reduced both by implementing three strategies:
- A clear communication policy that defines how and when team members should reach out
- Task management systems like Asana that eliminate the need for most emails as all information is already easily accessible
- Documented workflows (Q&As, checklists, and SOPs) that answer common questions before they’re asked
Our guiding principle: Every email represents a system failure. When you receive an email, ask: “How can I improve our processes so this communication becomes unnecessary?”
Learn more about how we use Asana to eliminate emails and meetings:
8. Create a routine
If you’re struggling to stay organized, a daily routine is going to make a HUGE difference.
I rely on two non-negotiable routines that anchor my workday: my “Start Work” and “Finish Work” routines.
Each takes just 10-15 minutes and includes a small reward at the end to make your brain crave the routine.
Take this example Start Work routine:
Cue: “I’m opening my computer”
- Check your tasks and prioritize them. (2 minutes)
- Check your calendar to see how many work slots you have. (2 minutes)
- Assign your critical tasks to those slots. (10 minutes)
- Update your team or boss when necessary. (2 minutes)
- Clear your inbox. (4 minutes)
Reward: Check the news for 10 minutes.
And here’s an example Finish Work routine:
Cue: 6 pm alarm
- Reflect on what you accomplished and what needs improvement for tomorrow. (5 minutes)
- Plan your tasks for tomorrow. (5 minutes)
- Quickly handle any urgent emails. (5 minutes)
- Tidy up your desk or office. (5 minutes)
Reward: Shutting your laptop and saying, “I’m done!”
Next: One of the most important parts of your productivity system – planning your week.
9. Plan your time
The truth is: You won’t be able to get much more organized if you don’t plan ahead.
You see, you should be starting each week with a clear plan that includes your various tasks and meetings organized in time blocks, including breaks and flex time.
Our Winning the Week Method creates the perfect weekly blueprint in just 30 minutes:
- Review last week’s wins and challenges
- Set clear, achievable goals for this week
- Prioritize tasks using the principles we’ve discussed
- Block your calendar for focused work on priorities
- Adjust as needed throughout the week
This method has helped thousands of managers reclaim 10+ hours weekly while accomplishing more than ever.
Get the full worksheet for free:
And learn more about our planning system:
10. Use the right tools
Last but not least, let’s talk about tools that you can use to be more organized at work.
These days, we’re lucky to have so many great organizational tools at our disposal, including the following:
- Task managers: Earlier, we mentioned how you can use task managers to reduce emails and meetings, but they’re also perfect for setting project deadlines, tracking progress, assigning tasks, and much more.
- Digital calendars: Use a calendar and smart scheduler (like Calendly) to reduce scheduling errors, save time, and stay in sync with your colleagues.
- AI platforms: There are infinite ways to use platforms like ChatGPT to improve your organization as a manager. For example, you can ask it to help you set SMART goals, prepare meeting agendas, and create to-do lists.
By taking advantage of tools like these, you’ll be able to focus your energy on the areas where your role as a manager has the most impact.
How can you get organized right away?
There you have it: These proven tips will help you be more organized at work as a manager.
The best part? With them, you’ll be able to:
- Streamline work processes
- Reduce burnout
- Boost your effectiveness as a leader
But let’s be honest: Knowledge without action is useless.
The managers who actually transform their work lives all have one thing in common: a support system that helps them implement and stay accountable.
That’s why we created the Lifehack Tribe—a community of professionals committed to mastering their time and productivity.
Want to join these success stories?
Start with our FREE Winning the Week worksheet and save up to 10 hours this week:
Read more:
