Mastering time and delegation: How roofing industry leaders can focus on growth

RCS Influencer John Kenney says that leaders must commit to working on the business, not just in it, to succeed.

In the fast-paced roofing world, leaders are pulled in countless directions — from managing crews and reviewing estimates to handling customer issues and chasing the next big project. While wearing many hats may feel like a badge of honor, it often leads to burnout, bottlenecks and missed opportunities for business growth. To truly scale a roofing business and lead intentionally, owners and managers must learn to manage their time effectively and delegate purposefully. 

Time is a roofing leader's most valuable and limited resource. Each day presents only so many hours, and when they're consumed by tasks others could handle, there's little left for strategic thinking or long-term planning. Managing time well isn't just about doing more; it's about doing what matters most. 

The first step is to identify high-value activities. These tasks directly drive revenue, support growth or improve operations — such as building client relationships, developing key personnel, refining business systems or planning for market expansion. Leaders should routinely ask themselves: "Is this task the best use of my time, or could someone else handle it just as well — or better?" 

Many roofing contractors fall into the trap of "owner dependency" — feeling that if they don't personally oversee every job site or approve every invoice, things won't get done right. While quality control is essential, this mindset limits scalability. Instead, roofing leaders must adopt a mindset of trust and systems — where processes, not people alone, hold the business together. 

Creating structured workflows and checklists for recurring tasks is a great way to begin. When clear procedures are in place, training team members, setting expectations and tracking performance is easier. For example, standardizing your estimating process or job closeout checklist ensures consistent results, whether you're on-site or not. 

When done correctly, delegation is one of the most powerful tools for productivity and leadership development. It's not about handing off responsibility and walking away. It's about assigning ownership with support. Start by identifying key team members with potential crew leaders, office staff and estimators and involve them in the planning and decision-making process. Give them room to learn, and back them with coaching and accountability. 

For instance, a project manager might begin by overseeing job scheduling and client communication, allowing the owner to focus on sales growth. An administrative assistant could handle invoice tracking, materials ordering or permit submissions, reducing back-office bottlenecks. Delegating these tasks saves time and empowers others to grow their skills and confidence. 

Leaders must also learn to say "no" to the wrong things to say "yes" to the right ones. This might mean declining a low-margin job that will drain resources or resisting the urge to micromanage something already under control. Protecting your calendar from unnecessary distractions is critical for making space to think strategically. 

Time blocking is another powerful method. Set aside specific blocks of time each week for essential leadership activities: reviewing financials, meeting with key team members, networking with potential partners or exploring growth initiatives. These blocks should be treated equally as a sales call or client meeting, which is non-negotiable and uninterrupted. 

Leaders should also evaluate how they're communicating expectations and priorities. Miscommunication often leads to unnecessary interruptions, rework or confusion, costing valuable time. A weekly leadership meeting or daily job site huddle can align your team, address issues proactively and reduce the need for constant check-ins. 

Technology can play a key role as well. Project management platforms, scheduling apps and CRM systems allow roofing contractors to delegate effectively while maintaining visibility. When used properly, these tools streamline operations and give leaders access to real-time information without chasing phone calls or emails. 

One often overlooked aspect of time management is setting boundaries and protecting mental focus. Roofing is a demanding industry, and leaders can quickly become overwhelmed by reactive problem-solving. Taking time each week to step back, review goals and assess progress is vital. Leaders who carve out quiet time to think — without phones or distractions often make the clearest decisions and see opportunities others miss. 

Equally important is investing in leadership development within your team. The more confident and competent your forepersons, office staff and project managers become, the less day-to-day friction you'll experience. Training programs, mentorship and performance reviews all contribute to a culture where people take initiative and solve problems at their level, freeing up leadership to focus on the bigger picture. 

In practice, roofing leaders who master time management and delegation often experience improved productivity and renewed clarity and control over their business. They move from constant firefighting to focused growth. They begin spending more time on strategic partnerships, building brand presence, refining pricing strategies and identifying scalable services like maintenance programs or solar add-ons. 

Leaders must commit to working on the business, not just in it, to get there. That means being intentional about what you do, what you delegate and what you let go. It's not about doing less; it's about doing what only you, as the leader, can do: shape the company's future. 

The roofing industry isn't slowing down, nor are the demands placed on its leaders. But those who prioritize time, delegate with clarity and focus on high-impact activities will rise above the noise and create profitable and sustainable businesses. 

If you're ready to grow, start by protecting your time because that's where leadership truly begins.