7 Time Management Tools and Techniques for Coaches

We recently surveyed over 500 coaches from across the country to learn more about their styles, day-to-day duties, successes, and of course, challenges. What we found? The second biggest challenge faced by coaches is having limited time to prepare for practices and games. 

And one way to combat not having enough time to plan and prepare? Improving your time management skills. Here are 7 coaching tools and techniques you can try to help manage, and maximize, your time.

1. Establishing "SMART" Goals

One of the first things you can do to improve your time management is set realistic goals that align with your team’s values. And an easy way to set short or long term goals is using SMART: Specific, Measurable, Achievable, Relevant, Time-bound. Using “SMART” you can determine what you want to accomplish on a Sunday night, in the week leading up to preseason, and even the entire regular season. As well as how you’ll measure success, outside of wins and loses, and if you have the necessary coaching and training resources to help your team get there. And no matter what goals are set by you and your team, you can focus on the important tasks, prioritize what’s coming, and track your progress.

2. Categorizing Tasks

Another method that you can use to improve time management is categorizing your tasks. This method is officially known as the Eisenhower Matrix, and it helps you categorize tasks based on their importance and urgency. How does it work?

There are 4 different quadrants you can put your to-do’s in: Do, Decide, Delegate, Delete. Your “Do” quadrant should consist of tasks that should be done as soon as possible, like confirming and communicating the preseason schedule out to your parents and players. The tasks in “Decide” are ones that are important, but not as urgent. This could be anything from reorganizing your coaching resources, preparing for tryouts, etc. And in your “Delegate” quadrant should be tasks that could be assigned to assistants or supporting staff. Of course, the “Delete” quadrant should contain tasks that aren’t urgent, important, and can be eliminated. Utilizing the quadrant method can help you eliminate distractions and increase productivity.

3. Pomodoro Technique

The next technique that you can use to utilize and manage your time is the Pomodoro Technique. This technique breaks down your time working into short intervals followed by short breaks. And all you need to do is set a timer on your phone and get started on your to-do list. Here’s how it works: 

Start by working on one task for 25 minutes. Once those minutes are up, take a 5 minute break. Repeat this 3 more times. And after your fourth 25 minute interval, take a longer break! Have more that needs to get done? After your longer break, start the technique from the beginning. Try the Pomodoro technique if you are struggling with concentration, motivation, or efficiency throughout the day.

4. 80/20 Rule

The 80/20 principle is based on the statement that “80% of your results come from 20% of your efforts.” Which means that you can achieve more by focusing on the most impactful tasks, rather than trying to do everything all at once. Start by identifying and prioritizing the 20% of your tasks that will produce 80% of the outcomes. And when you’re ready to get to work, rank those 20% tasks by value/importance, then create your to-do list based off of those rankings.

5. ABCDE Method

If you find that you’re able to organize your tasks, but still not being as efficient as you’d like, you could give the ABCDE method a try! While this method does help you organize tasks by importance, it also takes into account consequences if those certain tasks aren’t completed. You’ll make a list of your tasks and then assign a letter to them. “A” being the most important and having serious consequences if not completed. These could be any budget paperwork, athlete forms, etc. “B” would be tasks that are still important, but the consequence isn’t as serious as your “A” task. “C” tasks are ones that you’d like to do and don’t have any consequences if not completed. These could be anything from cleaning your office, to freshening up your playbook. “D” tasks are ones that can be delegated and “E” tasks are ones that can be eliminated.

6. Delegation

Some time management techniques help you organize and prioritize what you need to do so you can see what should be given to someone else. If you have assistants or supporting staff, delegation is a great option for maximizing the limited time you as coaches have. But, delegating tasks isn’t always easy. Here are just a few tips for delegating:

1. Be sure to consider your staff’s strengths and weaknesses. Delegate tasks that match their abilities.
2. Let your assistants know how you perceive their input as well as things that they can do to improve.
3. If delegation is new for your team, take the time to explain why you’re delegating so everyone is on the same page.
4. Don’t forget to say thank you! Gratitude can go a long way.

7. Dr. Dish Shooting Machine

Having success with time management techniques off the court, but still struggling with only having limited time during practices? A Dr. Dish shooting machine can help maximize your practices with quality reps and skill work that directly translates to in-game situations. Not only will your team be able to get up more shots in less time (1,500 an hour), shooting stats will also be tracked for increased accountability! And you even have the ability to assign workouts after set practice hours. Click here to learn more and see Dr. Dish in action.

We hope that these tools and techniques help you maximize your time so you can go into the season more prepared than ever before! Want to hear what other coaches do to manage their time? Check out our latest video.