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Time Management for Fixed Ops Leaders: Working ON the Business, Not Just IN it.

Fixed operations is a fast-paced and often stressful environment, and it’s easy for leaders to get stuck in survival mode. Between walk-in customers, parts delays, technician questions, and putting out daily fires, many service and parts managers barely have time to breathe, let alone plan for the future.

But if your only focus is the next appointment, the next upset customer, or the next urgent repair, you’re not leading. You’re managing chaos. Authentic leadership requires stepping back, looking ahead, and making time to work on the business, not just in it.

Time Management for Fixed Ops Leaders

This article outlines a practical framework for fixed ops leaders to shift from reactive to strategic leadership through intentional time management.

The Reality of the Fixed Ops Grind

Let’s face it—most fixed ops leaders live in constant motion. You’re in the service lane, on the phone, answering techs, dealing with customers, chasing down parts, filling in for advisors, and running reports.

It’s a never-ending cycle of urgency, but urgent doesn’t always mean important.

Enter the Eisenhower Matrix—a simple tool that helps prioritize tasks by distinguishing between what’s urgent and what’s important. Too often, leaders focus on what’s urgent and neglect what will actually move the business forward.

Strategic Time Management Starts with Awareness

Before you can lead more strategically, you need to know where your time is going. Conduct a time audit: track your daily activities for 5–7 days, classifying them with categories like:

  • Customer-facing issues
  • Technician support
  • Admin tasks
  • Strategic planning
  • Training and development

This will quickly reveal where you’re stuck in low-leverage activities—and where delegation can free up your time.

Apply the 70% Rule: If someone else on your team can do the task at least 70% as effectively as you, delegate it to them. This not only develops your staff, but it also buys you time.

Block Time to Work On the Business

One of the most powerful time management strategies is time blocking—intentionally scheduling uninterrupted blocks of time to focus on your highest-value work.

Each week, block out time to:

  • Review KPIs and profitability metrics.
  • Audit processes and update Standard Operating Procedures (SOPs).
  • Coach and mentor service advisors or techs.
  • Plan customer follow-up and retention efforts.
  • Evaluate long-term staffing and equipment needs.

Put it on your calendar—and protect it like your most important meeting of the week.

Build a Leadership Routine That Promotes Growth

A strong leadership rhythm keeps your team aligned and allows you to lead instead of react.

Try this:

  • 5-minute morning huddles: Set expectations, review goals, and address the day’s priorities.
  • Weekly 1:1s: Check in with both high and low performers. Address roadblocks and discuss growth opportunities.
  • Monthly reviews: Set aside time to assess CSI scores, retention trends, profit margins, and team performance.

These rhythms create accountability and prevent minor issues from becoming big ones.

Invest in People to Multiply Your Time

You can’t do it all yourself. However, by investing time in mentoring technicians and training advisors, you can multiply your leadership impact.

Well-coached employees take ownership, solve more problems independently, and contribute to a healthier workplace culture.

Technician development also pays off in retention. To keep good people, you must support, challenge, and value them.

Tools and Systems That Support Better Time Use

You’re allowing valuable time to slip away if you’re still manually tracking RO counts or CSI trends. Instead, lean on tools that streamline operations and improve visibility:

  • Scheduling and dispatch platforms help optimize shop flow.
  • Performance dashboards from companies like TVI MarketPro3 make KPIs easy to track.
  • Documentation tools can standardize processes and speed up onboarding.

Don’t underestimate the value of automation. Automated appointment reminders and post-service follow-ups not only improve the customer experience but also help retain them.

Reframe Your Role as a Fixed Ops Leader

You weren’t hired just to survive the day. You were hired to lead a department that grows, performs, and retains both talent and customers.

High-performing fixed ops leaders think strategically. They focus on culture, data, and development.

You don’t need more hours—you need more intention. You prevent more fires by setting up better systems, not running around with a hose all day.

Conclusion

If you want to grow your department, increase profits, and retain top techs, it starts with how you use your time.

Working on the business means:

  • Planning, not just reacting
  • Coaching, not just correcting
  • Building systems, not just solving problems

Start small. This week, block out one hour—just one—to review your KPIs, coach a team member, or plan for next month’s strategy.

Leadership isn’t about doing more. It’s about doing more of what matters.

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