How to Create Time for What Matters—Even When You’re Pulled in a Million Directions

As a healthcare administrator, time is one of your most valuable commodities. Between making time to meet compliance deadlines, handling staffing issues, addressing resident concerns, completing endless paperwork—and let’s not forget your own family life—it can feel like there simply aren’t enough hours in the day.

Here’s the hard core truth. There will never be “more time.” But you can use your time differently. And that difference is what allows you to focus on what truly matters.

This isn’t about piling more tasks onto your already full plate. It’s about finding clarity, creating space, and protecting your time and energy for the things that fuel you and your facility.

1. Redefine Productivity

Productivity doesn’t mean doing more.  It means doing what matters most. It is important to ask yourself: 

• What actions do I take that really move the needle?
  
  
• What activities are keeping me busy and away from what matters most?
  
  

When you let go of “busy work” and focus on meaningful actions, your effort carries far more impact.  Are there things you can let go or be more efficient in getting them done? 

For example, would creating new systems or implementing new forms of organization help you to do the same task in a shorter amount of time?

2. Trade To-Do Lists for Time Blocks

This has been a huge win for me personally.  A never-ending checklist can leave you drained. Instead, what if you structured your day with time blocks and focused on specific tasks within those windows of time.  This creates space for deep focus instead of constant reacting.

• For example, block off time for your top 3 priorities each day.  Preferably, set that time toward the beginning of the day rather than leaving it until the end of the day.  You will always find “other things” to fill that time.  Prioritize and honor accomplishing those three things daily.
  
  
• Protect at least 30 minutes of “CEO time” in the morning for high-impact tasks before the chaos begins.

When you block out time for those top priorities, it enables you to focus on getting them done.  Plus, once they are completed the weight of those tasks will be lifted and will give you a sense of accomplishment for the day. 

3. Protect Your “Yes”

Every “yes” is also a “no” to something else. Your time is too valuable to give away without thought.

Be intentional with boundaries around emails, phone calls, or meetings that don’t require your attention.  Yes, they are important, but create a time block to respond.  That way they are not pulling you away from focused time all day long.  You will get to them, but it may be an hour or so down the road.  

When we are scattered, it impacts our other tasks too. 

4. Prioritize People Over Paperwork

At the heart of your work are the people you serve and the staff you support.

Yes, reports matter, but so do small moments of connection such as greeting a resident, checking in with a caregiver, or simply pausing to listen.

Those moments refill your cup and remind you why you chose this path. Find a window during the day when you can be present for the people in your facility.  Remember, when you genuinely invest in them, they’ll invest in your facility and in the long run will show up to be present in their role too. 

We may never be able to control time—but we can control how you use it.

Even in a demanding role, you can carve out space or designate time to ensure things get done.  By organizing your time in this way, it enables you to be more efficient rather than scattered.  Once this becomes a part of your routine, you’ll really begin to cherish that time because in the end it helps to life those heavy tasks off your shoulders because you know…they will get done.  

Start small. Protect what matters most. And notice how your energy, leadership, and facility shift for the better.

                                                               The UCampus Group Team