You're deep in a Zoom call with one client when your phone buzzes—another client needs an urgent deck update. Meanwhile, Slack is blowing up with internal requests, and your inbox is groaning under the weight of unread emails. Sound familiar?

If you're an account manager, your superpower is juggling. But even superheroes need a system. Time management for account managers isn't just about getting through a to-do list—it's about protecting your energy and ensuring every client feels like your only one.

So how do you stay on top of everything without burning out or letting anything slip? Let's dive into proven strategies that will help you master the chaos and stay cool under pressure.

Why Time Management Is Crucial for Account Managers

Your role sits at the intersection of client happiness, internal coordination, and campaign delivery. Poor time management isn’t just a personal issue—it affects your entire team and client satisfaction.

• Clients expect quick turnarounds and personal attention.

• Internal teams rely on you for clear, timely communication.

• Your day is full of context switching—emails, meetings, calls, reporting.

Without a time management system, you risk missing deadlines, miscommunicating, or simply burning out.

Build Your Day Around Your Clients

Start by identifying your client load. Are they high-maintenance? Are their campaigns in execution or planning phase? Coasting along smoothly? Understanding where each client stands helps you prioritize your day intelligently.

Client Tiering Strategy

• Tier 1: Key accounts with daily needs: Schedule daily check-ins or reviews.

• Tier 2: Mid-level clients: Block time 2–3 times a week for updates.

• Tier 3: Stable/low-touch accounts: Weekly follow-ups suffice or as-needed check-ins.

Plan your day around these tiers to allocate energy appropriately.

Pro tip: Revisit tiers monthly. Client needs shift, your calendar should too.

The Myth of Multitasking

Think you're being productive by juggling emails during a Zoom call? Think again.

Multitasking is a myth - your brain switches back and forth, losing time and focus each time. You’re not doing more; you're doing less effectively.

Instead:

• Batch tasks (e.g., group all emails into one power hour)

• Silence notifications during focused work

• Close extra tabs - your brain processes them as “open tasks”

Use Time Blocks to Protect Your Focus

Trying to squeeze in client calls, emails, and internal meetings all in the same hour? You’re setting yourself up for failure. Instead, block your time like this:

• Morning: Focused work and deep client planning.

• Midday: Meetings and team syncs.

• Late Afternoon: Admin tasks and wrap-ups.

Set clear intentions before each block. Don’t just say “emails” name the purpose: “Reply to T1 client feedback + send status update.”

Defend these blocks. Don’t let small fires hijack your schedule unless truly urgent.

Automate the Mundane

There’s no honor in doing repetitive work manually. Automation can save you hours per week:

• Use templates for status updates and reports.

• Automate recurring tasks using tools like Asana, Trello, or ClickUp.

• Integrate Slack and email with your task management tools to turn messages into actionable tasks. See our guide to managing Slack and email.

Tips: Use Zapier or Make to automate repetitive workflows. For example, automatically create a Trello card every time a client sends an email with the subject ‘request’ or pipe all Slack ‘#client-approvals’ messages into a shared doc. You can also set up Slack workflows to send reminders before client calls or auto-send meeting notes to stakeholders.”

Say No Without Saying No

Client asks can feel urgent, but not everything is a now-task. Learn to negotiate timelines diplomatically:

• “Happy to work on that. Can I deliver it to you by Thursday?”

• “Let’s align this with our other priorities so I can give it proper attention.”

Boundaries build trust when framed around quality.

How to Handle Last-Minute Client Emergencies

Fire drills happen. How you handle them determines your perceived reliability.

Here’s a quick playbook:

1. Acknowledge promptly (“Got it. I’m on it.”)

2. Clarify scope/timeline (“Do you need this by EOD or early tomorrow?”)

3. Reshuffle consciously: Don’t just drop everything. Know what’s getting bumped.

Then, debrief internally. If the same client always needs urgent fixes, it's a workflow issue, address it proactively.

Master Your Communication Channels

Many account managers lose time switching between Slack, email, and project management tools. Reduce the chaos:

• Use email for formal updates and summaries.

• Use Slack for real-time clarifications, but mute non-essential channels.

• Move conversations to tasks whenever possible.

Your communication chaos is likely a form of information overload. Simplify your workflows and set response expectations with clients.

Master Context Switching: Stay Sharp Across Projects

One of the toughest parts of being an account manager is jumping between different clients and industries all day. Context switching eats up mental energy fast.

• Batch related tasks: Work on similar client projects back-to-back to reduce cognitive fatigue.

• Keep detailed notes: Use CRM or task apps to log client preferences and key updates so you don't rely on memory.

• Set re-entry rituals: Before moving to a new client project, take two minutes to review context notes and priorities.

How to Prioritize Across Multiple Clients

When three clients ping you at once, how do you decide who gets your attention first?

Here’s a client-centric framework to help you prioritize without guilt:

1. Impact over Noise: Prioritize tasks that directly affect revenue, delivery timelines, or client satisfaction- regardless of who’s yelling loudest.

2. Deadline Reality Check: Ask: “Is this truly due now, or can it wait until later today or tomorrow?” Most “ASAPs” are flexible when you clarify timelines.

3. Relationship Stage: New or at-risk clients often need more proactive communication. Loyal clients may give you more breathing room, but don’t take it for granted.

4. Proactive Communication: Tell each client where they stand in your queue. A quick, “I’ll circle back in 90 minutes after wrapping up X,” goes a long way.

Prioritization is dynamic. Reassess hourly if needed, but don’t get stuck in constant reaction mode.

What to Do When Everything Feels Urgent

Here’s a simple triage method:

1. Must-Do Today – Top 3 revenue or client-impacting items

2. Should-Do Soon – Block time later this week

3. Nice-to-Have – Park it in a “Later” list

Tip: Add due dates to everything, even if self-imposed. It turns loose ends into clear priorities.

Want To Do More Without Working More? Try These Productivity Boosters

• Daily Reviews: Spend 10 minutes each morning reviewing client tasks and priorities.

• Weekly Planning: Block 30 minutes on Friday or Monday to plan for all active clients.

• Use the 2-Minute Rule: If a task takes 2 minutes or less, do it immediately.

• Limit your meetings: Cap meetings to 30 minutes when possible, and always have an agenda.

• Designate no-meeting zones: Protect parts of your day from interruptions for deep work.

Track Your Time to Get Better at It

Use tools like Toggl, Harvest, or RescueTime to understand where your hours go. You might be surprised.

Use the data to adjust your schedule and protect your high-output windows.

For example, if you notice you're most productive from 9:30 am to 11:30 am, schedule your toughest work during that window and move meetings elsewhere.

Delegate to Stay Strategic

You don’t have to do it all. Delegate routine or non-client-facing tasks to coordinators, junior staff, or freelancers where possible.

• Offload reporting and data entry.

• Use VA support for scheduling and inbox management.

• Empower your team by giving them ownership over internal tasks.

Delegation frees you to focus on what clients value most - strategic thinking and responsiveness.

Client Satisfaction Without Self-Sacrifice

You want to be indispensable, not invisible. You don’t have to be available 24/7 to be a great Account Manager. In fact, setting healthy limits makes you more reliable, not less. Clients appreciate predictability over always-on energy. Share your typical working hours and preferred channels. Train clients to respect your rhythm, and in turn, respect theirs.

Set boundaries that support both client trust and your sanity:

• Be consistent with updates

• Set response time expectations

• Be upfront when timelines need adjustment

• Let them know when you're offline and stick to it

Clients respect account managers who respect themselves.

Don't Forget to Breathe

Seriously. You can’t pour from an empty cup. Taking short breaks increases your ability to juggle multiple accounts effectively.

• Use the Pomodoro Technique: 25 minutes focused work, 5-minute break.

• Move: Step outside. Drink water. Stretch.

• Reset: Use your break to mentally reset between client projects.

Your New Time Management Toolkit

Here’s your quick reference guide to what better time management for account managers looks like:

1. Tier your clients and plan around them.

2. Block time for focus.

3. Automate and templatize repeat work.

4. Set boundaries through language.

5. Streamline communication tools.

6. Measure and adjust your time usage.

7. Take real breaks.

8. Batch similar work to reduce context switching.

9. Delegate low-impact tasks.

10. Stick to daily and weekly planning rituals.

Closing Thoughts

You don’t need to be superhuman, you just need a system. When you get intentional about your time, your clients notice. You show up more prepared, more present, and more effective.

Time management isn’t just a skill. It’s your secret weapon for long-term success as an account manager.

Want to reclaim even more time? Check out The Ultimate Guide to Managing Emails and Slack to take control of your communication chaos.

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