Prioritise Tasks Using the Eisenhower Matrix
The Eisenhower Matrix is a powerful tool for prioritising tasks based on their urgency and importance. It divides tasks into four categories:
- Urgent and Important: Do these tasks immediately.
- Important but Not Urgent: Schedule these tasks.
- Urgent but Not Important: Delegate these tasks if possible.
- Not Urgent and Not Important: Eliminate or minimise these tasks.
This method helps you focus on what truly matters, ensuring you spend your time on high-impact activities that drive your business forward.
- Time Blocking
Time blocking is a technique where you dedicate specific blocks of time to specific tasks or activities. By assigning set periods for activities like responding to emails, meeting with clients, or working on projects, you can minimise distractions and improve focus. This structured approach also helps in balancing work and personal life, as you can set clear boundaries for work hours.
- Automate Repetitive Tasks
Automation can be a game-changer for small business owners. Tools like email marketing software (Mailchimp, Square Marketing, Hubspot, Zoho, invoicing systems (Xero, Quickbooks, FreeAgent, Sage) and customer relationship management (CRM) platforms can handle repetitive tasks, freeing up your time for more strategic activities. For example, instead of manually sending out invoices, use an automated system that sends reminders and tracks payments.
Best CRM systems according to Forbes
- Zoho – best for startups
- Salesforce – most comprehensive CRM available but also ££££
- Pipedrive – best for simplicity. Hub member Bruce Bignell works with Pipedrive so if you’re interested in this one then connect with him!
- Zendesk Sell – best for customer support
- Hubspot – best for scaling
- Insightly – best for project management
- Freshsales – best for lead management
- Delegate Wisely
As a small business owner, it’s tempting to try and do everything yourself. However, delegating tasks to employees or outsourcing to freelancers who have the skills you don’t can be more efficient. Identify tasks that others can handle effectively and delegate them. This allows you to focus on core business functions that require your expertise.
- Set SMART Goals
SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—provide clarity and direction. When you set clear goals, you know exactly what you need to achieve and by when. This clarity helps in planning your time effectively, ensuring that each task aligns with your business objectives.
Try also setting monthly and annual goals. I find this particularly useful and am always amazed when I look back how many of them I have actually achieved.
- Limit Multitasking
Multitasking might seem efficient, but it often leads to decreased productivity and increased errors. Instead, focus on one task at a time. Use the Pomodoro Technique, where you work on a single task for 25 minutes, take a five-minute break, and then repeat. This method helps maintain focus and reduces burnout.
Use the five minutes to do something you really enjoy. It might sound a bit silly but I love making a cup of herbal tea and have found some excellent ones from MD Tea so it almost becomes a treat to look forward to.
- Use Technology to Stay Organised
There are numerous apps and tools designed to help you stay organised. Tools like Trello or Asana for project management, Google Calendar or Apple iCal (which I use) for scheduling, and Evernote for notetaking can streamline your workflow. By centralising your tasks and deadlines, you reduce the time spent on organising and increase the time available for productive work.
Set multiple reminders and alerts so you never miss a meeting or job deadline. I tend to set one a week before, two days before and 30 minutes before so I am never caught out.
- Regularly Review and Adjust
Time management isn’t a set-it-and-forget-it task. Regularly review your time management strategies to see what’s working and what isn’t. Adjust your plans as needed to accommodate new challenges or opportunities. This continuous improvement approach ensures that your time management evolves with your business.
- Practice Saying No
As a small business owner, you might feel compelled to say yes to every opportunity. However, not all opportunities align with your business goals. Learn to say no to tasks or projects that do not add value or divert your focus from more important activities. This will free up time for the tasks that truly matter.
- Take Care of Yourself
Lastly, don’t forget to take care of yourself. Proper time management includes setting aside time for rest, exercise, and hobbies. A well-rested mind is more productive, creative, and better equipped to handle the demands of running a business. Burnout is real and taking care of your physical and mental well-being is essential to long-term success.
11. Life is unpredictable, and even the best-laid plans can go awry. Ensure you have flexibility in your schedule:
- Buffer Time: Include 10-15 minutes of buffer time between significant activities or tasks. This allows for unforeseen delays or tasks taking longer than expected.
- Unexpected Events: Keep an hour or so open in your schedule each day to handle unexpected tasks or emergencies without disrupting your entire plan.
Sample Daily Schedule
Here’s an example of how you might structure your day:
- 6:00 AM – 7:00 AM: Morning Routine (exercise, breakfast)
- 7:00 AM – 8:00 AM: School Drop-off / Commute to Work
- 8:00 AM – 8:30 AM: Planning and Prioritising
- 8:30 AM – 11:00 AM: Focused Work Block (high-priority tasks)
- 11:00 AM – 11:15 AM: Buffer Time / Break
- 11:15 AM – 12:30 PM: Meetings / Client Calls
- 12:30 PM – 1:00 PM: Lunch Break
- 1:00 PM – 3:00 PM: Focused Work Block (project work, strategic planning)
- 3:00 PM – 3:30 PM: Buffer Time / Break
- 3:30 PM – 5:00 PM: Administrative Tasks (emails, invoicing)
- 5:00 PM – 6:00 PM: Commute Home / School Pick-up
- 6:00 PM – 7:00 PM: Dinner Preparation and Eating
- 7:00 PM – 8:00 PM: Family Time / Personal Relaxation
- 8:00 PM – 9:00 PM: Wrap-Up / Planning for the Next Day
At the end of each day, review how well you adhered to your schedule and make adjustments for the next day. If you find certain activities consistently take longer, adjust your time blocks accordingly. This helps you stay realistic and effective in managing your time.
