Time Management For Nonprofit Leaders: Get More Done 5 Ways

Nonprofit leaders don’t struggle with time management because they lack discipline—they struggle because there’s simply too much to do. The real challenge isn’t getting more done; Time management for nonprofit leaders is about making strategic choices about where to invest time. Instead of trimming around the edges, nonprofit CEOs need bold solutions that free them to focus on what truly moves their mission forward.

Using a Jeopardy-style format (answers before questions) here are five opportunities to the challenge of nonprofit time management. Use these to move mountains.

Time Management for $1,000
Answer: No.

Question: What one word do nonprofit leaders need to use more often?

One of the biggest time drains for nonprofit leaders is overcommitment. I once served on a committee and did my job well. The next year, they assumed I’d continue. I thanked them and reminded them of our original agreement.

Success isn’t about doing more—it’s about doing the right things. This week, say “no” to five commitments that no longer serve you. Step away from stale relationships, cancel an unnecessary subscription, and excuse yourself from a draining committee.

Capacity Building for $1,000
Answer: Improve your skills.

Question: What can nonprofit leaders do to create better time management?

Want to save time? Get better at what you do. The more competent you are, the faster—and more effectively—you’ll get things done.

Pick one skill to sharpen this year. If you write daily, become a stronger writer. If you give presentations, refine your delivery. Strengthen areas where others look to you for expertise—whether it’s donor stewardship, board relationships, strategic planning, or financial strategy. Ask Perplexity or another AI program to give you a curriculum you can do in 20 minute breaks.

At some point, focus on time management itself. Start by tracking how you actually spend your time:

• Week 1: Log your time in 15-minute increments. Write it down immediately—end-of-day recollections are unreliable.

• Week 2: Track distractions. Make a tick mark every time you check email, news, or get pulled off task.

• Week 3: Identify interruptions. Note what derails your focus—phone calls, email pings, drop-in visitors?

Use this data to adjust your habits and reclaim time. Aim to save a day per month through better efficiency. Supplement your learning with articles, books, and online resources. Small improvements compound, making time your ally instead of your enemy.

Weekly Schedule for $1,000
Answer: Use blocks, and ebbs, and be a guard.

Question: What are three secrets to effective and productive weeks?

1. Work in blocks. Research shows humans focus best in 90-minute increments. Structure your day around four deep-work blocks and aim for twenty blocks per workweek. Today, for example, I’ll write, market, handle book promotion, and work with clients. Between blocks, refresh with brief tasks like calls, errands, or a quick walk. The result? More productivity, less burnout.

2. Use your ebbs. Energy fluctuates. In February, I was in total flow—five presentations in eight days. The next month? No presentations at all. Recognize these natural cycles and plan for slower periods. Use them to outline newsletters, draft an appeal letter, or prep for your next big event, review your strategic plan. Even better—tackle tasks that felt stressful in the past while you’re in a low-pressure window.

3. Guard your calendar. Think of your schedule like a passport in a foreign country—protect it. Limit who gets access to your time, even digitally. Control your commitments so your calendar reflects your priorities, not everyone else’s demands.

Counterintuitive Time Management for $1,000
Answer: Take more time off.

Question: What counterintuitive practice will improve your time management?

The busier you are, the more you need intentional breaks. Take a down day once a month—even if you can’t leave the office. Between tasks, pause for five minutes to breathe, observe, and reset. After a deep-work block, switch gears. If you’ve been solo at your computer, get physical and connected—take quick walk, make a call, or check in with your staff.

Work at being present. Mindfulness isn’t just about relaxation—it’s a time saver. Worry, overthinking, and mental clutter drain energy and lead to lost time. If we had a penny for every second spent worrying, we could endow every nonprofit that ever existed. Instead, note your concern and record it to deal with during a scheduled time. Then redirect your focus. Notice the light through the window, the rhythm of your breath, the strength in your hands.

Worry kept us safe for eons, but in today’s work environment, worry without action is a time drain. Use mindfulness as a reset button—not just to relax, but to free up mental space and work smarter.

Your Life For $1,000,000

Answer: I’ll skim the article and select one suggestion from this article to add to my time management arsenal.

Question: How can you best use the moments invested reading this article?

Every minute spent reading this article is an investment in yourself and your nonprofit. Choose just one action from what you’ve read today to apply to your time management routine. Whether it’s blocking your time, practicing mindfulness, or learning to say no, take that one step. The small improvements you make daily add up to big gains over time.

The Gift

Recently, I was summoned to jury duty. Before lunch, the Clerk of the Court released us early.

I left the courthouse grateful. What was once a civic day had become a gift—an unexpected opportunity to reclaim time. I had the rest of the day and the entire week, time I had set aside just in case a judge said, “Serve.”

You receive a similar gift every morning: time. Your challenge is to use it well. When you do, it becomes your greatest tool for growing your nonprofit and improving your results.

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