1.0 Reality Check

Let me share something that might hit close to home...

Last month, I sat down with a CIO of a Fortune 500 company. Sharp guy. Twenty+ years of experience. Leading a team of 200+ IT professionals. Running multiple digital transformation initiatives…

And he was drowning.

"I don't get it," he told me, running his hands through his hair in frustration. "I'm working longer hours than ever, but I feel like I'm having LESS impact. How is that even possible?"

Sound familiar?

Here's what we discovered when we dug deeper into his calendar:

• 20+ hours per week in meetings (most of which didn't need his presence)

• 3.5 hours daily responding to "urgent" emails (that weren't actually urgent)

• 2.1 hours each day dealing with interruptions (those "got a minute?" conversations)

The math was brutal - A fraction of his time was spent doing truly strategic work.

This isn't just his problem. After coaching hundreds of technology leaders, I've seen this pattern repeat itself over and over. You're probably living it right now.

But here's what's really going on...

2.0 The Reactive Trap

Most CIOs fall into what I call the "Reactive Trap." It looks like this:

1. You start your day planning to work on strategic initiatives

2. "Urgent" issues start flooding in

3. You handle them because... well, they're "urgent"

4. By responding quickly, you train everyone to expect immediate responses

5. More interruptions follow because you've proven you're always available

6. Strategic work gets pushed to "later" (which never comes)

7. Repeat daily until burnout

It's a vicious cycle. And traditional time management advice won't help you break it.

Why?

Because most time management strategies weren't designed for technology leaders. They don't account for:

• The rapid pace of technological change

• The complex stakeholder relationships you manage

• The need to balance innovation with stability

• The unique challenges of leading technical teams

You need something different. Something specifically designed for technology executives.

3.0 The Strategic Focus Formula

Over the past decade, I've developed and refined a system that's helped hundreds of technology leaders break free from the Reactive Trap. I call it the Strategic Focus Formula.

It's built on three core principles:

3.1 Energy Realignment

Your most valuable contribution as a CIO isn't your time - it's your strategic thinking. But strategic thinking requires peak mental energy. Most leaders waste their best hours on low-value tasks.

3.2 Strategic Batching

Not all hours are created equal. By batching similar activities and aligning them with your energy patterns, you can double your strategic output while working fewer hours.

3.3 Controlled Accessibility

Your availability should be intentional, not default. By creating structured accessibility, you empower your team while protecting your focus.

But before I show you exactly how to implement these principles, let me share a quick story that illustrates their power...

One of my clients, a CEO at a innovative healthcare technology company, was working 70+ hours per week. Constant firefighting. Missing his kids' events. Feeling like he was failing at both work and home.

In just 60 days after implementing the Strategic Focus Formula, he:

• Reduced his working hours to 50 per week

• Launched two major strategic initiatives

• Improved his team's autonomy

• Started making it home for dinner

The best part? His team's performance actually IMPROVED when he became less available.

4.0 Implementation Blueprint

Let's break down exactly how to implement the Strategic Focus Formula in your role...

4.1 Energy Mapping

First, you need to understand your peak performance patterns. Here's how:

For one week, rate your energy and focus levels every hour on a scale of 1-10. Look for patterns. Most leaders discover they have:

• 2-3 hours of peak energy (usually morning)

• 4-5 hours of moderate energy

• 2-3 hours of low energy

Most leaders waste their peak energy hours on email and administrative tasks. This is like using a supercomputer to check the weather.

Instead, align your activities with your energy levels:

• Peak Energy = Strategic thinking, critical decisions, innovation planning

• Moderate Energy = Team meetings, stakeholder communications

• Low Energy = Administrative tasks, email, routine updates

One of my clients discovered his peak thinking time was 7-9 AM. But he was spending it on email and status meetings. We protected those hours for strategic work only.

The result? He completed his digital transformation strategy in two weeks instead of two months.

4.2 Strategic Batching

Now, let's talk about how to structure your time for maximum impact.

Create what I call "Focus Zones" - 90-minute blocks of uninterrupted strategic work. Why 90 minutes? Research shows this is optimal for deep thinking before you need a break.

Here's the framework:

1. Identify your peak energy time

2. Block 90 minutes during this period

3. Make yourself completely unreachable

4. Focus on ONE strategic initiative

5. Take a 15-minute break

6. Repeat if energy allows

For instance, a CIO I worked with implemented three Focus Zones per week. In just one month, he:

• Completed his 2024 technology roadmap

• Developed an AI implementation strategy

• Finally wrote that board presentation he'd been "too busy" to finish

But here's where most leaders fail...

4.3 Controlled Accessibility

You need to fundamentally change how people access your time and attention.

Create three levels of accessibility:

1. Open Access (20% of your time)

• Regular office hours

• Team can book these slots freely

• Perfect for relationship building

2. Limited Access (60% of your time)

• Requires approval

• Must meet specific criteria

• Great for important but non-urgent matters

3. Zero Access (20% of your time)

• Focus Zones

• Strategic thinking time

• Absolutely no interruptions

The key to this is to have clear communication with your team about these boundaries.

Tell them exactly:

• When you're available

• How to reach you in emergencies

• What constitutes a real emergency

• Who to go to instead of you

Here's the script I give my clients:

"To serve our team better and drive our strategic initiatives forward, I'm implementing new accessibility protocols. Here's how to reach me effectively..."

Here’s an extra hack: Create an "Interruption Cost Calculator" for your team. Show them what a 15-minute interruption actually costs in terms of lost strategic focus.

4.4 The Results

Leaders who implement this system consistently report:

• 15-20 hours reclaimed per week

• Improved strategic output

• Better decision-making

• Reduced stress

• More time with family

• Increased team capability

But the biggest win? They finally feel like they're leading instead of just reacting.

5.0 Your Next Steps

1. Start your energy mapping tomorrow

2. Identify your peak performance hours

3. Block your first Focus Zone

4. Communicate the new system to your team

5. Protect those boundaries like your career depends on it (because it does)

Remember: Your time and energy are your most valuable assets as a technology leader. It's time to start treating them that way.

Want to discuss how to implement this in your specific situation? Let's connect. Drop me a message, and let's explore how you can transform your impact without sacrificing your life in the process.