For engineering managers, time is one of the most precious, yet elusive resources. Leading a tech team demands being accessible for guidance and support, while still carving out periods of uninterrupted workthe proverbial ‘maker time’to strategize, plan, and solve complex problems. Without thoughtful scheduling, it’s easy to get mired in meetings and urgent demands, leaving critical leadership work sidelined.

Understanding the Challenge of Context Switching

One major hurdle engineering leaders face is frequent context switching. Jumping from one meeting to another or switching between disparate tasks drains mental energy and reduces productivity. Research has repeatedly shown that it can take upwards of 20 minutes to regain focus after an interruption. For technical leaders, whose work involves complex problem-solving, these disruptions are especially costly.

Strategies to Protect Your Maker Time

• Block Dedicated Time Slots: Reserve regular blocks in your calendar explicitly labeled as Maker Time. Treat these as non-negotiable appointments. Inform your team about these protected periods, so they understand when youre unavailable for routine interruptions.
• Schedule Meetings Strategically: Cluster meetings back-to-back rather than scattering them throughout the day. For example, batching meetings in the morning or afternoon creates larger uninterrupted periods elsewhere.
• Be Intentional with Meeting Lengths: Default to 25- or 50-minute meetings instead of traditional 30- or 60-minute slots. This allows natural buffers to prepare for the next activity or catch your breath.

Designing a Balanced Weekly Rhythm

Engineering leaders benefit from a weekly framework that balances collaboration, focused work, and team engagement. Here’s an example:

• Monday Morning: Weekly planning and sprint kickoff meetings to align priorities.
• Midweek: Concentrated maker blocks for strategic work and performance reviews.
• One-on-Ones & Team Syncs: Scheduled on consistent days (e.g., Tuesdays and Thursdays) to provide regular check-ins without daily disruptions.
• Friday Afternoon: Time reserved for reflection, follow-ups, and low-energy tasks.

This approach minimizes daily fragmentation and creates predictability for both you and your team.

Building in Meeting Buffers

Many calendaring mishaps happen when meetings run late or back-to-back appointments leave no breathing room. Adding 5-10 minute buffers before and after meetings can help you process information, jot down action items, or simply reset mentally. Tools like Google Calendar allow setting default buffers to automate this practice.

Leveraging Tools for Time Management

Several productivity platforms are well-suited for engineering leaders aiming to optimize their schedules:

• Sunsama: Integrates task lists and calendar events to help prioritize daily commitments and maintain focus.
• Motion: An AI-powered calendar assistant that dynamically arranges your to-dos and meetings to maximize productive intervals.
• Reclaim.ai: Automates the protection of maker time by intelligently finding and blocking open calendar spaces.

Being Available Without Sacrificing Focus

Balancing team accessibility and personal focus requires clear communication. Setting expectations around your availability helps engineers know when and how to reach you while respecting your deep work sessions.

• Office Hours: Establish weekly open door times specifically for drop-in questions or quick chats.
• Async Communication: Encourage non-urgent updates via tools like Slack or email, reducing interruption frequency.

Guarding Against Calendar Overload

Its tempting to fill every free moment with meetings or tasks. However, intentionally leaving breathing space is critical for creativity and leadership effectiveness. Regularly audit your calendar and consider dropping or consolidating recurring meetings that dont deliver strong value.

Ultimately, a thoughtfully crafted schedule supports engineering leaders in navigating their complex role, ensuring they stay connected to their teams while retaining the ability to think deeply and lead strategically.