79: Hey Ops Execs, Here’s the Time Management Hack You Actually Need

Find the full transcript at yourfuturerealized.com/79.

You know Florence Griffith Joyner, right? The fastest woman in history. What makes her legendary isn’t just her speed, but how she embraced her uniqueness. Early on, she struggled with her starts. Her coaches doubted her potential as a top sprinter.

But Flo-Jo didn’t let that define her. She stopped trying to fit in and leaned into her own style, focusing on the most important races. Everything changed, and she became unstoppable.

As an ops leader, what if you stopped trying to "win every race" and instead, focused on what makes the biggest impact?

This week, I’m answering a question I get all the time: “How do I get it ALL done so I can carve out more strategy time?” Spoiler alert: You can’t. But redefining your non-negotiables and boundaries might be the edge you need.

Transcript

You know Florence Griffith Joyner, right? The fastest woman in history. What makes her legendary isn’t just her speed, but how she embraced her uniqueness. Early on, she struggled with her starts. Her coaches doubted her potential as a top sprinter.

But Flo-Jo didn’t let that define her. She stopped trying to fit in and leaned into her own style, focusing on the most important races. Everything changed, and she became unstoppable.

As an ops leader, what if you stopped trying to "win every race" and instead, focused on what makes the biggest impact?

This week, I’m answering a question I get all the time: “How do I get it ALL done so I can carve out more strategy time?” Spoiler: You can’t. But redefining your non-negotiables and boundaries might be the edge you need. Find the full transcript at yourfuturerealized.com/79.

Hey Ops Execs...

Why Ops Execs Feel Stuck in Reactive Mode

Let’s be honest—your inbox? It’s probably never going to be empty. Your to-do list? It’s never going to end. And there’s never going to be a time when no one needs you or when things feel ‘easy.’

But here’s the thing: that doesn’t mean you’re failing. It means you’re in demand. It means what you’re doing matters deeply to your team and your organization.

And here’s the problem: when you try to do it all, you get stuck in reactive mode. That leaves zero space for strategic thinking and the kind of big-picture work that really moves the needle.

Why is this so hard? Maybe because there’s a little voice whispering:

• “If I don’t handle this right now, everything will go off the rails.”
• “It’s only a few minutes, and if I say no, they’ll think I’m not a team player.”
• “I have to be available 24/7 so they know everything is going to be okay.”

I get it! I really do. Those thoughts come from commitment and care. You want things to run smoothly because you care deeply about your team, your role, and doing things well.

But here’s the truth: You don’t have to carry everyone else’s emotions or make them feel okay all the time. Trying to do that simply isn’t sustainable, and it doesn’t serve your team or your business in the long run, even if it feels like its ‘the right thing to do’ in the moment.

The Key to Taking Control: Redefining Your Priorities

So maybe now it’s time to shake things up. Instead of letting urgency define your priorities, realize that you do NOT have an unlimited supply of time, and redefine what your time is for. Here’s how:

1. Set Clear Non-Negotiables: Identify the 2-3 things that truly drive impact in your role, whether it’s strategic planning, team development, or big-picture problem-solving. Make those untouchable. Everything else? Delegate or deprioritize for now.
2. Say No Strategically: Practice saying no with confidence and kindness. For example: “I’d love to help with this, but my focus right now is on [priority task]. Let’s revisit this next week.” Saying no isn’t selfish. It’s how you show up as a leader who cares about what matters most.
3. Time Block Like a CEO: Schedule uninterrupted blocks for deep work on strategy and treat them like sacred appointments: door closed, no meetings, no phone, no emails. Just you and your big-picture thinking.
4. Delegate with Trust: Hand off tasks that don’t require your direct involvement. This might take some serious reconfiguring of expectations, but it’s worth it. Done well, delegation isn’t dumping, it’s developing others while freeing yourself up for higher-value work that serves everyone better.

(If accepting help feels like a big stretch, check out episode 45, at yourfuturerealized.com/45.)

What Happens When You Lead with Impact Instead of Urgency?

Here’s my challenge for you: What would happen if you approached your time like a CEO? What if every decision about how you spent your day was based on impact instead of urgency? Imagine how much more focused, strategic, and yes, even calm you could be.

Every minute you spend focusing on what truly matters moves you closer to being the kind of leader who makes a real difference. Not just someone who powers through emails faster than anyone else. You’re not here to run every race, just the ones that count.

Also, while I know you have a big heart, you’re not responsible for everyone’s feelings all the time. Leadership isn’t about being available 24/7. It’s about showing up for what matters most, saying what needs to be said, and helping others find clarity and confidence along the way.

Let me leave you with this question (it’ll give those prioritizing muscles a workout!): If you only had four hours to work tomorrow, what would you focus on?

Want more on getting control of where your time goes? Check out episode 62: “The Secret to Staying Overwhelmed in Operations.” You’ll find it at yourfuturerealized.com/62.

You can’t stop the chaos, but you can change the game.