8 Steps to Strategically Optimize Your CEO’s Time
As a Chief of Staff or Senior Executive Assistant, you know that optimizing your CEO’s time isn’t just about managing a calendar—it’s about creating space for leadership, strategy, vision, and growth. It’s a high stakes balancing act, often complicated by competing priorities and endless demands.
But here’s the truth: when you successfully optimize your CEO’s time, you don’t just make their life easier, you elevate your role as a strategic partner.
So, how do you tackle what can sometimes feel impossible? Start with these eight actionable steps.
1. Track Their Time
Begin by recording your CEO’s daily activities over the course of one or two weeks. This isn’t just about seeing how they spend their time; it’s about uncovering patterns. Use tools like time-tracking software or a straightforward spreadsheet to log every meeting, email session, and unscheduled interruption.
Why it matters: Without visibility, it’s hard to know what’s consuming their time. This step will arm you with data to make informed recommendations.
2. Categorize Activities
Group their activities into clear categories. Examples might include strategy, team leadership, external networking, operational reviews, or personal development. Be honest about the distinction between high-value and low-value tasks.
Why it matters: As a CoS or EA, you’ve likely seen your CEO bogged down by work they shouldn’t be doing. Categorization reveals opportunities to refocus on what only they can do.
3. Evaluate Alignment with Goals
Ask: Are their current activities aligned with strategic priorities? Identify the gaps between where they’re spending time and where their impact is most critical.
Why it matters: By connecting time management to broader business goals, you position yourself as a problem-solver who ensures their time directly contributes to organizational success.
4. Spot Time Wasters
Be ruthless in identifying the low-value activities eating away at their schedule. Think back-to-back meetings with no clear purpose, repetitive admin tasks, or unnecessary approvals.
Why it matters: CEOs often feel trapped by their schedules. By calling out inefficiencies, you’ll become the architect of their escape route.
5. Delegate and Automate
Once you’ve identified the time-wasting tasks, consider what can be delegated to the team or automated through tools. Partner with department heads to streamline processes and distribute ownership.
Why it matters: You’re not just offloading tasks—you’re enabling your CEO to focus on high-level strategy while empowering others in the organization.
6. Set Boundaries
Help your CEO protect their time by enforcing boundaries. Block off uninterrupted focus periods, limit unnecessary meeting requests, and create clear access protocols.
Why it matters: Your CEO’s time is their most finite resource. By acting as the gatekeeper, you show your value in safeguarding what matters most.
7. Reflect and Adjust
Time management is never a set-it-and-forget-it exercise. Regularly review what’s working and where bottlenecks remain. Seek feedback and tweak your strategy as needed.
Why it matters: CEOs value agility. By demonstrating a commitment to continuous improvement, you reinforce your strategic importance.
8. Communicate the Impact
Finally, show how your efforts translate into tangible results. Share how much time you’ve freed up for strategy, how priorities have shifted, or how bottlenecks have been removed.
Why it matters: CEOs want to see outcomes. Quantifying your impact not only validates your role but positions you as an indispensable partner in their success.
BONUS: And while you’re at it, document those time-savings in your personal “Wins” folder and add them to your resume. An EA or CoS who can confidently demonstrate their ability to give time back to their leader—and back it up with results—is an undeniable value-add in any professional setting.
The Bigger Picture
Optimizing your CEO’s time isn’t just a task, it’s a strategic investment. By streamlining their schedule and clearing the path for high-impact priorities, you’re amplifying their ability to lead effectively and steering the organization toward its goals.
Every adjustment you make, from delegating tasks to enforcing boundaries, showcases your ability to think critically and act with foresight that delivers measurable impact that reinforces your role as a trusted partner. With each step, you’re not only maximizing your leaders’ potential but also solidifying your reputation as a driving force behind their success.
Visit Nova’s Free Resource Library to download a helpful companion exercise to this blog called CEO Time Audit Exercise PDF.
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