All business owners are busy, often wishing for more hours in the day or more days in the week. Despite this, many acknowledge that it's possible to grow their business within the constraints of a normal workday. So, what's their secret? Here are nine time-tested and time-saving tips to maximize your productivity:
Goals
Set clear, achievable goals on a yearly, monthly, and daily basis. Write or type your goals somewhere visible daily. Break down larger, complex goals into individual steps that can be added to your daily to-do list.
- We use Webplanner.com to track short- and long-term goals.
Task Lists
Create your to-do list first thing every day (or the night before). Prioritize tasks based on their impact on your productivity. Tackle the most daunting tasks first, as completing them will make the rest of your list easier to manage.
- We use QuickTasks to manage and compartmentalize tasks, available for Windows, iOS, and Android, and it syncs with Act!
Timeboxing
Allocate a fixed time period for each task on your list. This ensures you stay on track and meet deadlines. For example: “8:00 am-9:00 am: Read bookmarked articles. 9:15-10:00 am: Write blog post.” Allow some buffer time between tasks and use a timer to stay on schedule.
- Act! can help with this scheduling.
Block Out "Heads Down" Time
Remove distractions by logging out of social applications like Facebook, LinkedIn, and Twitter. Temporarily shut down email, instant messaging, and chat applications. Turn off your phones and let messages go to voicemail. Most cell phones have a “Do Not Disturb” mode, allowing you to add exception numbers, such as your child’s school or an important client.
Use a CRM
Use a CRM like Act! to manage your daily tasks and activities. Choose one that is accessible on your smartphone and set alarms with enough time for travel or preparation.
Summary Emails
After each call or meeting, take a few minutes to jot down a summary of key points and action items. Email it to the other party to ensure alignment on deliverables.
Perfection
Never let perfection be the enemy of the good. Invest the appropriate amount of time into a task, project, or deliverable. The 80/20 rule applies here. If you spend 40 hours on a project yielding high-quality results, is spending another five hours to “make it perfect” a good use of your time? That extra time can usually be better spent tackling other items on your list.
- Read our blog entitled "Never Let Perfection Become the Enemy of the Good."
Learn to Say "No"
Many resist saying “no” to avoid appearing less competent or devoted. However, low-priority requests can drain your productivity. In such situations, try saying, “I’d love to help, but I’m swamped. Can I get it to you next week?” Often, the individual will find an alternative solution.
Delegate
Delegating can be challenging for business owners who prefer to do everything themselves. However, you can’t focus on important tasks if you’re trying to do it all. Start by delegating less important tasks with lower risk and gradually increase responsibilities as individuals prove capable. This also helps develop your employees professionally.
Summary
In conclusion, business owners can effectively manage their time and enhance productivity by implementing these strategies. Setting clear goals, prioritizing tasks, and using tools like CRMs can streamline daily operations. Remember, it's essential to balance perfection with efficiency, learn to say no when necessary, and delegate tasks to foster a collaborative work environment. With these time-tested tips, you can achieve more within the constraints of a normal workday and drive your business toward success.
