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Exploring the Intersection of Software Development, AI Innovation, and Entrepreneurial Success | Time management for staff and higher

Time management for staff and higher

Ever wondered what separates software engineers at FAANG and top startups from the rest? One of the big reasons is their ability to manage their time well to supercharge their productivity. At the end of the day, how hard you work and how naturally talented you may be aren't relevant if you aren't able to use your time efficiently.

What time management for Staff-level project and execution look like and what Staff expectations?

  1. Large Scope: Staff-level projects should impact a substantial number of people, starting with at least 25 engineers and potentially growing to involve hundreds. This scale reflects the significant reach and influence expected of projects at this level. Staff engineers shouldn't need to be constantly told what to do - They're able to identify large problems and solve them on their own. This mentality shift starts as engineers level up to senior but really goes into overdrive as they start progressing to Staff.

  2. Crystal Clear Impact: The projects should deliver clear, quantifiable benefits, such as saving hundreds of engineering hours, which translates into substantial financial savings for the company. Moreover, these projects often span across multiple teams, underscoring their broad impact.

  3. Long Time Horizon: These projects are not short-term; they require sustained effort over a significant period, typically over a year or at least beyond a six-month timeframe. This duration is reflected in the promotion process for Staff engineers, which acknowledges contributions only after they have been maintained at this level for 9-12 months, indicating a necessity for long-term thinking and commitment.

  4. Great Depth: Staff-level work goes beyond delivering basic solutions; it includes thorough analysis and improvement over time. For example, Rahul enhanced his tool by adding an analytics layer to gauge its usage and impact accurately. Staff engineers should deeply understand their company's culture—whether it’s metrics-driven, design-driven, etc.—and align their project presentations and outcomes with these cultural values.

Time management for staff and higher levels

I will start from the end. The summary focuses on five strategies for improving productivity and effectiveness:

  1. Single-Tasking: Set a clear, tangible goal each workday to enhance focus and drive action, acknowledging the natural human challenge with multitasking.
  2. Break Things Down: Improve manageability and execution by decomposing large projects into smaller, actionable tasks. This skill is particularly vital for senior engineers and tech leads, as it facilitates delegation and is indicative of their level of seniority.
  3. Minimize Distractions: Increase productivity by keeping your smartphone out of immediate reach to avoid constant distractions.
  4. Accountability Partnership: Enhance commitment and motivation by partnering with someone whose expectations you don't want to disappoint, leveraging social pressures.
  5. Consistent Sleep and Exercise: Prioritize regular sleep and exercise to boost energy and mental clarity, despite common excuses among software engineers about lack of time. This long-term investment significantly benefits overall performance.

Professional development in engineering or programming:

  1. Start with Depth: Initially, focus deeply on one area or technology to build a strong foundation of fundamentals. This approach helps avoid surface-level knowledge limited to specific tech stacks.

  2. Explore if Unsure: If you're unsure about your interests, experiment with various fields or technologies to identify your passion.

  3. Deep Dive into Passion: Once you find an area that excites you, commit to learning deeply about it. This focused approach enables a thorough understanding beyond superficial aspects.

  4. Long-term Commitment: Dedicate a significant amount of time to a single area initially. This helps in learning the core principles and fundamentals, rather than just short-term, stack-specific skills.

  5. Understanding Commonalities: Over time, you'll discover that various programming languages and technology stacks have many underlying similarities. This broader understanding, however, comes from a deep, focused learning phase and is less likely if you frequently switch between technologies.

The text discusses four distinct archetypes identified for Staff-plus engineers, based on patterns observed across various companies:

  1. Tech Lead: Guides a team or cluster of teams, scoping tasks and leading execution. Partners closely with managers and maintains key cross-functional relationships. This role is often the first step for many into Staff engineering, commonly developed in companies that emphasize team dynamics, often rooted in agile methodologies.

  2. Architect: Responsible for technical direction within a critical area, combining technical, user, and organizational understanding. This role is crucial in large companies or those with complex issues, steering clear from the stereotype of isolated planning and emphasizing deep involvement and leadership.

  3. Solver: Tackles complex, critical problems identified by leadership, often moving between high-priority issues. This role is less about organizational maneuvering and more about deep, focused problem-solving, typically emerging in settings where individual contribution is valued over team dynamics.

  4. Right Hand: Acts as an extension of an executive, dealing with complex organizational problems without direct managerial duties. This archetype is rare, surfacing in large-scale environments, and involves a mix of business, technology, and people management skills.

The document emphasizes that these archetypes are more about utility than completeness. Every Staff-plus engineer fits into one of these roles, though some individuals might straddle between categories. The narrative stresses the importance of understanding what work energizes you and aligning with available roles within your company. It suggests that while each archetype comes with its unique challenges and rewards, engineers should aim to find the role that best suits their interests and skills, acknowledging that preferences and opportunities may change over time.

  1. Focus on the System: Emphasize consistent routines over daily fluctuating willpower. By establishing a reliable framework, you reduce the mental effort required to make decisions, making it easier to engage in productive behaviors while avoiding counterproductive ones.

  2. Just One Thing: Every day, identify exactly one critical task to complete. This task should be clear, actionable, and scoped to a manageable size. This strategy minimizes ambiguity and facilitates immediate action, allowing for mental preparation in advance.

  3. Reflection - See More Clearly: Regularly review your progress and setbacks, especially if tasks are not completed. Understand the reasons behind procrastination or failure, whether due to a lack of clarity or other factors. Schedule biweekly self-reflection sessions to assess and adjust your strategies for better outcomes.

  4. Accountability Partners: Collaborate with others who understand your goals and can offer support or constructive criticism when necessary. An accountability partner can help keep you honest and identify areas you might overlook by yourself.

  5. Meta-points: Recognize the importance of sleep and control over leisure activities like TV, movies, and gaming. Lack of sleep affects clarity of thought and overall attitude, which in turn impacts the effectiveness of the productivity system. Being mindful of how you spend your free time can enhance the system's effectiveness.


  • Parkinson's law. The amount of work required to complete a given task will expand to fill the time allotted to the task, according to Parkinson's law. The 70% rule. By conserving energy, people can achieve better productivity while working at a less intense pace, according to the 70% rule.
  • Hofstadter's law. A task always takes longer than estimated to complete, according to Hofstadter's law. People overestimate the benefits of a system -- in this case, the individual's capacity to work under a time constraint.
  • Pickle jar theory. The pickle jar theory is a visual metaphor to illustrate the fact that a person's day can be filled with many small, unimportant things that take away space from the important things.


  1. Block Focus Time: Reserve 2-3 days each week, specifically in the mornings, for uninterrupted focus time. Accept that the other days will likely be filled with meetings, which might be beneficial for collaborative and administrative tasks.

  2. No Meeting Weeks: Propose setting aside 1 or 2 weeks each half of the year as designated "no meeting weeks" to allow for uninterrupted work on larger projects or for deep focus.

For both strategies, it's advised to discuss the plan individually with team members first, especially considering different time zones (e.g., team members on the west coast), to ensure broader agreement and to identify the best times for these focus blocks.

Additionally, the text offers more unconventional suggestions:

  1. Weekend Work: Consider working on weekend mornings to take advantage of quiet hours, compensating by taking Friday afternoons off. This could provide uninterrupted time to focus without the usual weekday distractions.

  2. Emulate Morning Conditions: If mornings are your most productive times, try to recreate morning-like conditions in the late afternoon by going for a run, taking a nap, or having coffee to trick your brain into thinking it’s morning, thereby creating another period of productivity when your team may not be working.

  3. Minimize hard process as much as possible, especially given the distributed nature of your team which makes process expensive. Be very diligent about leaving high-quality artifacts and paper trails, so people can work as independently and efficiently as possible

  4. Stay on your toes and adjust accordingly as things change.

These suggestions aim to find alternative ways to secure undisturbed work time, thereby increasing efficiency and productivity.

Time Management for Staff:

  1. Set Clear Priorities:

    • Identify your most important tasks and prioritize them based on their urgency and importance. Focus on completing high-priority tasks first to ensure that critical work gets done on time.
  2. Create a To-Do List:

    • Use a to-do list or task management tool to organize your daily tasks and keep track of deadlines. Break down larger projects into smaller, actionable tasks to make them more manageable.
  3. Manage Distractions:

    • Minimize distractions in your workspace by turning off notifications, setting boundaries with colleagues, and creating a dedicated work environment. Use techniques like the Pomodoro Technique to stay focused and productive.
  4. Delegate When Necessary:

    • Don't hesitate to delegate tasks to others if you're feeling overwhelmed or if the task is better suited for someone else's skill set. Delegating frees up time for you to focus on higher-priority tasks.
  5. Practice Time Blocking:

    • Block out specific time slots in your schedule for focused work, meetings, and breaks. Schedule time for deep work without interruptions to tackle complex tasks more efficiently.
  6. Limit Multitasking:

    • Avoid multitasking, as it can decrease productivity and increase errors. Instead, focus on one task at a time and give it your full attention until it's completed.
  7. Set Boundaries:

    • Learn to say no to non-essential tasks or requests that don't align with your priorities. Set boundaries with colleagues and managers to protect your time and focus on your most important work.

Time Management for Higher-Level Professionals:

  1. Delegate Effectively:

    • Delegate tasks to your team members based on their skills and expertise. Trust your team to handle tasks independently, and provide guidance and support as needed.
  2. Leverage Time-Saving Tools:

    • Use productivity tools, project management software, and automation tools to streamline workflows, track progress, and save time on routine tasks.
  3. Batch Similar Tasks:

    • Group similar tasks together and tackle them in batches to minimize context switching and improve efficiency. For example, schedule back-to-back meetings or block out time for email communication.
  4. Prioritize Strategic Work:

    • Allocate time each day or week for strategic thinking, planning, and decision-making. Focus on high-level initiatives that contribute to long-term goals and drive business growth.
  5. Lead by Example:

    • Model good time management habits for your team members by demonstrating efficient work practices, setting realistic expectations, and encouraging a healthy work-life balance.
  6. Regularly Review and Adjust:

    • Take time to review your schedule and priorities regularly. Identify areas where you can improve efficiency or delegate tasks more effectively, and make adjustments as needed.
  7. Invest in Personal Development:

    • Continuously invest in your own personal and professional development to improve your skills, expand your knowledge, and stay ahead of industry trends. Attend training programs, conferences, and workshops to enhance your expertise.
  8. Practice Self-Care:

    • Prioritize self-care and well-being to maintain your energy, focus, and resilience. Make time for regular breaks, exercise, and relaxation activities to recharge and avoid burnout.

By implementing these time management strategies, staff members and higher-level professionals can optimize their productivity, manage their workload effectively, and achieve their goals with greater efficiency and effectiveness.

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