How to Manage Multiple Deadlines

I get asked a lot by people, "Ryan, how do you manage all these different projects?" It isn't easy and I am not perfect at it, but you can climb the highest mountain by taking one step at a time. 10 Tips for Mastering Multi-Tasking Like a Pro 🚀 1️⃣ Prioritize Your Tasks 📝 Start with high-impact tasks first. Use the Eisenhower Matrix (urgent vs. important) to decide what needs immediate attention. 2️⃣ Use Time Blocking ⏳ Dedicate specific time slots for different tasks. Avoid context-switching by grouping similar activities together. 3️⃣ Leverage Technology 📲 Use productivity tools like Trello, Asana, or Notion to organize tasks and track progress efficiently. 4️⃣ Set Clear Deadlines ⏰ Give yourself a time limit for each task. Parkinson’s Law states that work expands to fill the time available—keep deadlines tight! 5️⃣ Master the 2-Minute Rule ⚡ If a task takes less than 2 minutes to complete, do it immediately instead of adding it to your to-do list. 6️⃣ Limit Distractions 🚫📵 Silence notifications, close unnecessary tabs, and use focus apps like Freedom or Forest to stay in the zone. 7️⃣ Batch Similar Tasks Together 🔄 Answer emails in one go, make all phone calls at once, and schedule social media updates in bulk instead of spreading them throughout the day. 8️⃣ Use the Pomodoro Technique 🍅 Work in focused 25-minute intervals followed by short breaks. This helps maintain energy and prevents burnout. 9️⃣ Learn to Delegate 🙌 If someone else can handle a task better or faster, delegate it. Free up time for high-value work. 🔟 Take Breaks & Recharge 🌿 Multi-tasking can drain mental energy. Step away, stretch, hydrate, or take a walk to refresh your mind before diving back in. ✅ Bonus Tip: Focus on progress over perfection—multi-tasking isn’t about doing everything at once but managing tasks efficiently without sacrificing quality! #Productivity #TimeManagement #Efficiency #WorkSmarter #Multitasking

Sometimes I look back at my time in the Air Force and wonder how I got everything done . . . how did I get kids to soccer, stay credible in the airplane, do laundry and grocery shopping, and focus on my role as a commander and leader. The reality is that there were often times where I felt overwhelmed by multiple competing priorities . . . there just didn’t seem to be enough time in the day to get it all done. The only way I could keep my head above water was to get serious and deliberate about prioritizing. I didn’t always get this right, but here are a few ideas that can help with prioritizing tasks and making the most of your time: 1️⃣ Identify Your Goals/Priorities: Clearly define your objectives to focus on tasks that align with your priorities. 2️⃣ Prioritize Tasks: Conduct a thorough analysis of your daily tasks. Determine which tasks are urgent and important, and focus on completing those first. {I didn’t know about the Eisenhower Matrix then, but I find it highly effective now for prioritizing tasks.)   3️⃣ Delegate Responsibilities: Trust others to handle tasks not directly related to your core responsibilities, freeing up time for priorities. 4️⃣ Set Realistic Deadlines: Break down larger tasks into smaller steps with achievable deadlines to maintain steady progress. Micro/quick wins are also good for motivation. (I personally enjoy crossing items off of my to-do list.) 5️⃣ Learn to Say No: Be selective about new commitments to avoid overloading your schedule (sometimes easier said than done, and it’s helpful to have an accountability partner on this). 6️⃣ Block your Schedule: Consider setting aside specific blocks in your schedule for strategic thinking. Creating this space ensures that you are actively working toward your goals and objectives and not just getting bogged down in the weeds. 7️⃣ Review and Adjust: Regularly reassess your schedule and priorities to ensure they align with your goals, adjusting as needed. (I use a high tech sticky note and review/re-write at the end of each day). Whether you're a business professional, military member, entrepreneur, or student, effective time management is key to maintaining productivity and reducing stress. #Prioritization #ProfessionalDevelopment #PersonalDevelopment

FAANG PM Time Management 101: ⚡️ 👇 Over the past 4 years at Google, I've managed $1B+ products through complete chaos. And I use the same 5 time management techniques every time... 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 #𝟭: 𝗧𝗲𝗺𝗽𝗹𝗮𝘁𝗶𝘇𝗲 𝗘𝘃𝗲𝗿𝘆𝘁𝗵𝗶𝗻𝗴 How it works: • Use Chrome extensions to manage 120+ docs • Create templates for everything (PRDs, one-pagers, OKRs) • Batch document reviews into 2-hour blocks This simple technique saves me 10+ hours every week. 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 #𝟮: 𝗧𝗵𝗲 𝗠𝗲𝗲𝘁𝗶𝗻𝗴 𝗠𝗮𝘁𝗿𝗶𝘅 How it works: • Categorize: decision meetings vs. info-sharing • Stack similar stakeholder meetings together • Pre-align with key players before big meetings Pro Tip: Don't try to "minimize meetings." That's a mistake. Focus on maximizing their value instead. 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 #𝟯: 𝗠𝗶𝗻𝗶𝗺𝗶𝘇𝗲 𝗖𝗼𝗻𝘁𝗲𝘅𝘁 𝗦𝘄𝗶𝘁𝗰𝗵𝗶𝗻𝗴 How it works: • Avoid context switching between different products • Batch similar work (all PRDs, all emails, all reviews) If you do this right, you'll cut mental drain by 50% Easy. 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 #𝟰: 𝗧𝗵𝗲 𝗜𝗻𝗳𝗼𝗿𝗺𝗮𝘁𝗶𝗼𝗻 𝗙𝗶𝗹𝘁𝗲𝗿 How it works: • Create a single source of truth for each project • Set up automated bug/email filters • Build a stakeholder update template Do these 3 things, and you'll never lose track of docs and links. 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲 #𝟱: 𝗧𝗵𝗲 𝗧𝗶𝗺𝗲𝗯𝗹𝗼𝗰𝗸 𝗦𝗰𝗵𝗲𝗱𝘂𝗹𝗲 How it works: • Do strategic work in the morning • Handle reactive tasks post-lunch • Save relationship building for late afternoon --- Ready to fast-track your way to becoming a Big Tech PM? Join 1000+ hotshot PMs in my free course: the $700K PM Interview Blueprint - link in the comments