20 key habits highly productive managers swear by

Fast Company

14-05-2025

What does an effective leader look like? Oftentimes, what comes to mind is an individual who can successfully balance their daily workflow, foster positive team relations, and handle an unforeseen crisis calmly and collectively. But strong leaders have another secret ingredient up their sleeves. They realize how important it is to manage their most valuable resources: time and energy. As a leader, being intentional about where to invest your focus can significantly enhance your productivity.
Below, 20 Fast Company Executive Board members share their insights on other tried-and-true habits every successful executive should practice regularly.
1. BUILD A ROUTINE THAT FITS YOUR PERSONAL WORK STYLE.
You don't have to wake up at 5 a.m., meditate for an hour, and run a marathon before breakfast to be a great leader. Some people work best at 6 a.m.—others at midnight. The real habit is ignoring the hype and building a routine that actually fits how you work best, not how Instagram says you should. – Chris Erhardt, Chris Erhardt
2. SPEND YOUR TIME AND ENERGY WISELY.
Refuel throughout the day. Our brains are not machines that can operate at a steady pace indefinitely. Start with a good night's sleep, schedule in breaks, and make intentional choices about where to focus your time and energy. – Shani Harmon, Stop Meeting Like This
3. PREPARE A RECOVERY AND DISASTER PLAN.
Just as organizations create data recovery plans to tackle potential data disasters, successful leaders should be mindful of possible crises and prepare corresponding response plans. This way, sudden or unforeseen events won't interrupt workflows or drag operations down into inefficiency. – Alan Chen, DataNumen, Inc.
4. PROTECT A DAILY DISTRACTION-FREE TIME ZONE TO TACKLE HIGH-IMPACT TASKS.
Successful leaders prioritize deep work: setting aside focused, distraction-free time daily to tackle high-impact tasks. Protecting this time helps them think strategically, solve problems creatively, and maintain consistent productivity without burning out. – Scott Keever, Keever SEO
5. MAKE ROOM FOR YOUR TEAM TO THRIVE COLLECTIVELY.
Create space for others to thrive. Whether team or talent, it's important to give people ownership and trust their instincts. The right vibe, the right energy—it all starts with how you lead. – Shaun Fabos, Fab Factory Studios
6. CHECK EMAIL AFTER FINISHING A MORE CONSEQUENTIAL TASK.
Cultivate your strategic ignorance. Each day, I don't check email until I've completed my most consequential task. This way, I'm working on important tasks that merit executive attention instead of the urgent ones. A leader's productivity is measured by the opportunities seized, not the problems solved. Ignore more things. – Shayne Fitz-Coy, Sabot Family Companies
7. AVOID OVERLOADING YOURSELF WITH EXTRA WORK RESPONSIBILITIES.
The most successful leaders are ones who delegate. Delegation is crucial for talent growth and the development of your greater team. Leaders who delegate provide opportunities for their teams to take on more challenging work and develop new skills, ultimately building a stronger pipeline of future leaders. – Stan Gregor, Summit Financial
8. STAY IN YOUR OWN LANE.
One habit all great leaders share is relentless prioritization. Even if a task takes five minutes, if it's not your job, don't do it. Every small distraction pulls focus from what only you can do—setting direction, unblocking teams, and making high-leverage decisions. Delegate well and stay focused on impact. – Sezer Ovunc, Snapshot Reviews
9. GO FOR A WALK.
I make time to walk. Whether I do it alone or with others, it clears my head, sharpens my focus, and gets my creative thinking flowing. That active rhythm of movement and reflection helps me reset and stay productive. – Nicholas Wyman, IWSI America
10. CREATE A STRATEGY FOR COMPLETING WEEKLY GOALS.
Align your calendar with your strategic priorities. Being very intentional about where you spend your time indicates what's important to you. Make sure that your weekly rhythms are moving your goals forward. Bookend your week with planning sessions—use Monday morning to structure and prep, and Friday afternoon to audit, reflect, and make adjustments. – Rachel Kobetz, PayPal
11. SCHEDULE A 'NO MEETING WEDNESDAY.'
Protect your thinking time. We're all cramming in back-to-back meetings, and having time to just think has become a power move. We've started blocking space for strategy and reflection with something I call a 'no meeting Wednesday,' aimed at enabling the teams to have time to connect one-on-one and create. Ultimately, clarity and creativity happen when you step back, zoom out, and make room for it. – Kristin Russel, symplr
12. PUT YOUR DEVICES DOWN.
Take time out to reflect and plan. Just a few minutes each day to step back and think about what's working, what needs tweaking, and how things are moving toward your big goals can make a big difference. Adding a no-device focus time makes this habit even more powerful. It helps you stay focused on what truly matters and avoid getting lost in day-to-day tasks. – Krishnan Venkata, LatentView Analytics Corp.
13. FIND A WORKAROUND SOLUTION FOR WHAT DRIVES AND DRAINS YOU.
Identify your drivers and drainers and build your schedule accordingly. Some leaders thrive on constant travel, while others need a steady office presence to get their work done. Knowing yourself and your style makes it easier to stay productive, communicate with your team, and lead by example. – Caitlin MacGregor, Plum
14. LEAD WITH TRANSPARENCY.
Be transparent with your team. That's been my day-one approach to leadership because it works to empower and engage your workforce, and that's what promotes productivity. That said, transparency isn't just about providing basic updates; it's also about creating an environment that thrives on open communication where your employees feel like true stakeholders. – Steve Cox, Employ Inc.
15. TAKE SOME TIME AWAY FROM WORK.
Leaders need vacations, too. Burnout is real, and constant productivity isn't sustainable. The skills that got us here, like our drive and efficiency, won't keep us here without rest. True leadership requires vigilance, and that includes knowing when to step back, recharge, and return stronger. Rest isn't a luxury; it's a strategy for sustained impact. – Nisha Anand, Dream.Org
16. ASSESS YOUR CORE VALUES DAILY.
It's about being intentional with your time and energy. Start each day by reassessing your core values. Productivity stems from motivation, and nothing motivates me more than the passion of mission-driven work that aligns with my values. Consistently doing this builds stronger relationships and strengthens perseverance through challenges. – Larry Brinker Jr., BRINKER
17. ONLY FOCUS ON PROJECTS THAT MOVE THE NEEDLE.
Protect your time with intention. Success comes from the ability to focus on the right things. The most effective leaders protect their calendars, reflect often, and focus on what truly moves the needle, not just what is urgent. – Marija Zivanovic-Smith, IEX
18. CONCENTRATE ON THREE TO FIVE KEY PRIORITIES RATHER THAN A TASK LIST.
Successful leaders prioritize intentional action. Set clear monthly and weekly goals, solidifying the next week's focus each Friday. Concentrate on three to five key priorities, not just a task list. Review progress weekly, celebrating wins and analyzing roadblocks to proactively address future challenges. – Mukesh Kumar, Slalom
19. STAY PLUGGED IN TO YOUR TEAM'S NEEDS AND OFFER USEFUL FEEDBACK.
Hold weekly one-on-one meetings. A leader who doesn't check in regularly isn't leading—they're guessing. These meetings aren't just status updates; they're where you catch problems early, clear roadblocks, and set clear expectations. Bad managers ignore concerns and fail to provide resources. Good leaders stay plugged in, give direct feedback, and make sure the team is progressing. – Milos Eric, OysterLink