5 Top Ways for Consultants to Manage Their Time Better

Are you a consultant who feels like no matter what you do, you’re always racing against the clock?

It doesn’t have to be that way!

Today, I’m sharing the best methods for better time management for consultants to help you work smarter, not harder.

Ready? Let’s dive in!

💡Key takeaways:

As a consultant, you have a LOT going on – but there are ways to get more done in less time so you can spend more time doing what matters most.
Consultants work an average of 50 to 80 hours per week, but time management will help you take control of your schedule.
Some of the best ways to improve time management for consultants are prioritizing tasks, blocking time, and minimizing distractions.

Why is time management important in consulting?

Consultants do a LOT in their day-to-day.

And it adds up, with consultants working an average of 50 to 80 hours each week.

In fact, 77% work more hours than are in their contract!

Unsurprisingly, they have little work-life balance and are constantly overwhelmed.

What if I told you it doesn’t have to be this way?

You just have to plan and control how you spend your time.

With that kind of time management, you can finish ALL your work in just a few hours daily.

As if that’s not enough, time management:

Most importantly, it boosts work-life balance.

So, if you want to earn more while working less and focusing on what matters most, this guide is for you.

Keep reading to find out how to do it.

The best time management tips for consultants

I’ve seen hundreds of consultants learn time management and change their lives for the better.

And you can do it, too.

The best methods of time management for consultants are:

Prioritizing tasks
Blocking your time
Minimizing distractions
Setting boundaries
Taking breaks

1. Prioritize tasks

I know that in consulting, EVERYTHING feels important.

But the single most crucial component of time management for consultants is knowing how to set goals and prioritize tasks intentionally.

That’s why we always recommend creating effective to-do lists using the 1:4:5 rule:

1 high-priority task

4 mid-level tasks

5 low priority tasks

One of my other favorite ways to prioritize with intention is to think about my Champagne Moment.

Your Champagne Moment is the task you would be SO thrilled to complete that you would buy a bottle of champagne to celebrate on the way home.

I’ll walk you through how to create a Champagne Moment in this video:

Knowing how to prioritize is also knowing what to eliminate – and delegating or outsourcing some of your tasks to others.

You can even outsource personal tasks.

Unless you’re the only one who can do it, hand it off to a virtual assistant or team member.

I’ll teach you to delegate effectively here:

2. Block your time

Time management for consultants is about more than just being intentional about your priorities.

It’s also about being intentional about how you plan your week and spend your time.

To do it, I recommend calendarizing your tasks – or creating a structure by blocking specific time out for them on your calendar. 📅

But don’t stop at tasks!

Blocking unscheduled time on your calendar for UUW – unplanned, unwanted work – is just as important.

Think of it as a catch-all for anything that might crop up during the week and threaten to put a stop to your productivity.

I’ll tell you more about why you need unscheduled time in this guide.

For now, hear more about it in this video:

There’s one more thing I want you to do to make sure you’re using your time as wisely as possible.

Conduct a time audit!

Chances are, you think you know how you spend your time.

But tracking your time will give you more accurate data so you can use it more wisely.

I’ve seen Lifehack Tribe members get 10+ hours back this way!

The best part? You don’t have to get fancy – pen and paper are fine.

But a task manager or time-tracking tool can also be helpful, like:

Learn more about getting 10 hours back using a time audit in this video 👇

3. Minimize distractions

The average employee faces as many as 60 distractions in a single day – and they add up.

By the end of the workday, you lose as many as two to three hours to distractions!

But the worst distractions don’t come from interruptions caused by colleagues or clients. 🤯

Instead, they come from things like:

Phones
Email
Chat apps
Social media
Office environment

And even a quick distraction, like noticing a text message light up your phone screen, can cost you almost half an hour of productivity.

They also lead to more mistakes, worsened decision-making skills, and procrastination.

As a consultant, you know just how important it is to always be on your A-game. Businesses depend on you!

So, how do you avoid distractions and stay focused on the task at hand?

By optimizing your workspace and getting rid of as many of them as possible.

If you work at home, it’s crucial to find a designated workspace that allows you to face away from distractions.

And if you’re working in an office, you have to set some boundaries (which we’ll talk about next).

Now, some of my favorite ways to minimize distractions as much as possible are:

Working behind a closed office door 🚪

Put the technology you don’t need in another room – out of sight, out of mind! 👀

Create a communication policy and check emails at designated times 📩

Use noise-canceling headphones 🎧

Get rid of any desktop clutter 🗑️

But I’ll give you even more tips and tricks in this guide to avoiding distractions.

4. Set boundaries

Learning to manage your time is one thing.

Protecting it? That’s another.

And that’s why setting boundaries is such an important part of time management for consultants.

They’re what will help you stay productive, especially during your busiest weeks.

And that means you have to get comfortable with saying “no” – to meetings, talking to people, taking phone calls, or accepting new projects. 🛑

Learn how to train your coworkers to stop distracting you here:

So, how do you say no? Here are a few ways:

Create a “personal policy” for what you will and won’t do.
Tell someone they have a specific amount of time – something like “I have eight minutes until my next task, is that enough time?”
Calculate how much an hour of your time is worth. If the task isn’t worth that number, say no.

Not comfortable saying no yet? Don’t panic – we’ve written a script for most situations here.

5. Take breaks

I get it.

Your schedule is PACKED.

But if you want to be productive, you have to practice self-care – even if it’s as simple as stepping away from your desk and taking a break!

Regular breaks have been found to improve your well-being, work performance, and productivity.

Why?

Because that downtime gives you a chance to disconnect, recharge, and recenter.

I promise your work will be there when you get back!

But don’t pick up your phone and scroll social media.

The most effective breaks actually involve:

Creativity 🎨
Movement 🚶
Nourishment 🥒
Socialization 👋

For example, I schedule 10 minutes of downtime at the end of every hour to get some fresh air, keep my energy levels up, and avoid burnout.

So, those are the best ways to improve time management for consultants.

But you might still have a couple of questions – so keep reading!

FAQ: Time management for consultants

How do you keep track of hours as a consultant?

Consultants track two types of hours.

Billable hours are spent directly engaged with a client or project.

Non-billable hours aren’t client-related. They include internal meetings and admin tasks.

Consultants track those hours using:

Time tracking software, which allows hours to be categorized by client, project, and task, and generate reports.
Spreadsheets, which can allow for a more detailed log and is broken down day-by-day.
Task managers, which often include time-tracking features within a project.
Client-specific systems, when requested.

What are the daily tasks of a consultant?

While it varies by field, typical daily tasks include:

Client communication

Research and data analysis

Offering recommendations

Writing reports

Project management

Internal tasks

What’s next?

There you have it!

The best ways to enhance time management for consultants.

Getting a hold on your time management is the best way to get more done while working less and living a happier, more fulfilling life.

Want to get started RIGHT NOW?

Then check out our Win the Week worksheet, where we help you map out your most productive week yet:

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