Mastering Time Management as a Leader: The 1/3 and 2/3 Rule

My secret to better time management as a leader: The ⅓ - ⅔ rule. 

In my career, I have learned that great leaders delegate. They realize that they can go further when they trust their team to achieve great things. 

To properly empower your team, you need to give them enough time to plan, prepare, and execute.

This is where the ⅓ - ⅔ rule comes in.

When you receive a project, give yourself (the leader) 1/3 of the total time it takes to do the project and give your team 2/3 of the total project time.  

In the military, as an engineer, and now as a leadership speaker, I have applied this rule in every role. 

The result? Happy, motivated teams. 

When leaders apply the 1/3 - 2/3 rule, they create a high-functioning, efficient, and dedicated environment of teams that are well-prepared, proactive, and capable of delivering high-quality results. 

Leaders become less stressed and time-constrained and more focused on strategic decisions rather than held back by perfection. 

Here are the three keys to utilizing the 1/3 - 2/3 rule to master leadership.

1. Communication 

As leaders, we must manage our time so that our teams can manage theirs. When implementing the ⅓ - ⅔ rule, one of the first questions I ask myself is, “How do I communicate this to my team?” 

In all my roles, I get to know my team so that I know how they prefer to receive information. Some people want a checklist, some people want a general concept, an email, or a loom. Everyone is different. When I determine the best way to communicate, I share how I will be using 1/3 of my time to plan and my intended deadline for passing off the project. 

This provides clarity and transparency so your team is left waiting in the dark.

1. Set expectations

The next thing I do is get clear on the end goal and begin forming my plan to meet my desired outcome. Setting expectations for the project and when each stage of the project needs to be completed will help the team understand what is expected of them.  The challenge is allowing your team to use their expertise to figure out how to execute the plan instead of micro-managing the details and leaving no room for team growth.

I’ve found it’s best to never tell people “how” to do things. If you tell them what the end state needs to be, they will surprise you with their ingenuity. 

Once you have communicated your expectations for the project, you can trust that your team will do their best to execute on time and in the best way possible. 

1. Only take what you need 

Use your ⅓ of the time purposefully so your team can have the rest of the time to do what they need to do. 

It can be so easy to want to do everything. Sometimes, it’s hard to let go. However, it is important to lead by giving your team the time and space they need. You can ask yourself, “Have I done all I can do to set my team up for success?” and “Have I given them all the information and resources they need to succeed?” When the answer is “yes”, then it’s time to hand the project off. 

Oftentimes teams know when they aren’t given enough time. They might sense that their boss has procrastinated in handing over the project. This leaves the team rushing and working overtime to meet tight deadlines. This can create a frustrated, resentful team if the pattern continues. 

As leaders, we can typically predict timelines. Use your experience to know how long a task will take. If you don't know, lean on your team. No one has a better understanding of the time to complete a task than the team completing it. 

Put it into Practice

Putting the 1/3 - 2/3 rule into practice can take time and patience. 

Check-in on who you pass the project off to before they pass it off to the next person. If needed, sit down with them, communicate, and collaborate. Make sure they feel supported and are meeting the project expectations. 

A leader who leads with empathy hears the needs and concerns of their team. They step in and step up so their team can feel supported. A great leader encourages a sense of ownership and lets their team know that they have their back. This creates a team that wants to succeed for their leaders. 

The 1/3 - 2/3 rule is a tool that can help leaders and teams adapt to challenges without compromising success. Successful leadership is about creating an environment where your team can thrive.

If you want to learn more about this concept or would like me to inspire your teams to achieve greatness, reach out and let’s talk!