If you're a financial advisor, odds are you've got more to do than hours in the day. Between client work, prospecting, admin, and all the unexpected curveballs, it’s easy to feel like you're constantly behind. But good news: time management isn’t about doing more. It’s about doing what matters most, with intention.
Let’s break down 15 time management secrets that can help you regain control of your schedule and grow your business without burning out.
Secret 1: Audit Your Time Like a Financial Statement
Track your hours like you track dollars. Break your day into categories such as client calls, paperwork, outreach, and yes, scrolling LinkedIn “for work.” Use a time-tracking app or even a notebook to log your activities for a few days. You might be surprised at where your time is actually going. This isn’t about judgment. It’s about awareness.
Secret 2: Start with Your MIT (Most Important Task)
Every morning, identify the single most impactful thing you could do that day and do it first. It might not be urgent, but it should be something that directly moves your business forward. Think of it as planting the seed before watering everything else.
Secret 3: Block Your Calendar, Not Just Your To-Do List
To-do lists are great for organizing. Calendars are great for doing. Block time for your key activities like client outreach, financial planning, email, admin, and treat those blocks like appointments. This gives your day structure and protects your focus.
Secret 4: Defeat Procrastination with Future Pain Visualization
Instead of just thinking about how annoying a task feels now, think about how much worse it could get if you ignore it. Will a delayed call hurt your relationship with a prospect? Will putting off paperwork lead to compliance headaches? Visualize that pain, then set a 5-minute timer and start. Usually, the hardest part is just beginning.
Secret 5: Done is Better than Perfect
Let go of the need to polish every client email or obsess over every spreadsheet cell. Focus on outcomes, not optics. Most of your clients care more about your consistency and responsiveness than whether your report has perfect fonts.
Secret 6: Always Have a Notebook Handy
Some of your best ideas will come while walking the dog or waiting in line for coffee. Keep a small notebook or use your phone’s voice recorder to catch them in the moment. Clearing your mind by capturing thoughts frees up brainpower for creative work.
Secret 7: Limit Inbox Time with Structure and Templates
Check email two or three times per day, not constantly. Use templates for repeat messages, meeting confirmations, follow-ups, onboarding steps. Structure your inbox with folders and rules so you don’t have to mentally sort through chaos every time you open it.
Secret 8: Use the Two-Minute Rule for Small Tasks
If something takes less than two minutes, just do it now. This keeps little things from piling up and becoming mental clutter. It's also satisfying and builds momentum for bigger tasks.
Secret 9: Batch Similar Tasks Together
Switching between different types of work drains energy. Instead, do similar tasks in batches. Respond to all emails at once. Knock out multiple client check-ins in a row. This cuts down on mental friction and boosts productivity.
Secret 10: Set Boundaries with Your Calendar
Block out focus time and protect it like a meeting with your top client. That includes time for planning, creative thinking, or simply catching your breath. Say no to anything that doesn’t align with your priorities.
Secret 11: Delegate What You Can
If you’re spending hours each week on tasks that don’t require your expertise, pass them off. Use a virtual assistant or automation tools to handle scheduling, form-filling, and repetitive admin work. Free yourself up for work only you can do.
Secret 12: Track Your Wins Weekly
End each week by jotting down what went well, what could be improved, and where you spent your time. This reflection helps you make better decisions moving forward. You’ll also notice trends in what drives results and what drags you down.
Secret 13: Create a Shutdown Ritual
Pick a consistent end time for your workday. Spend the final 10 to 15 minutes organizing tomorrow’s tasks, wrapping up loose ends, and mentally closing the loop. This makes it easier to fully log off and be present in your personal life.
Secret 14: Use Visual Timers to Stay On Task
When you can see time slipping away, it’s easier to stay focused. Use a Pomodoro timer or a countdown clock to stay locked in for 25-minute sprints. The ticking creates just enough pressure to keep you moving.
Secret 15: Build Buffer Time Into Your Day
Don’t stack your calendar wall to wall. Leave space between meetings for transitions, quick notes, or just to breathe. Those unscheduled moments can make a huge difference when the unexpected hits.
Want more where this came from?
These tips came straight from Andy and Ermos Live, where we tackled time management for advisors in Part 1 of our two-part series. You’ll hear real examples, common pitfalls, and practical fixes you can try immediately.
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