Time Management can be quite a boring subject but the benefits to your business, mental health and productivity by being more focused and having less on your mind can be significant.
I hope this article helps you get more done and reduces the strain on your mental bandwidth by using a few simple techniques I like to teach my clients.
1. Utilise Lists
One of the most fundamental yet often overlooked strategies for effective time management is the simple act of making lists. Many entrepreneurs attempt to juggle multiple tasks in their minds, leading to feelings of overwhelm and reduced productivity.
Imagine your mind as a computer—when too many applications are running simultaneously, it slows down. By transferring all your thoughts and tasks onto a piece of paper, you effectively close unnecessary mental “applications” and free up your processing power to focus on the tasks at hand.
Lists serve as a centralised repository for all your tasks, allowing you to prioritise and tackle them one by one. With a clear list in front of you, you can easily identify the most pressing tasks and allocate your time and energy accordingly. By simplifying your mental load, you’ll find yourself completing tasks more efficiently and with less stress.
2. Prioritise Based on Importance
One common pitfall when managing your lists is the temptation to start with the easy tasks first, simply to check them off and feel a sense of accomplishment. However, as business owners, it’s crucial to prioritise tasks based on their importance and impact on your bottom line.
The most important tasks are those that either generate revenue or prevent potential losses. As such, set a daily goal to focus on tasks that directly contribute to making a specific amount of money or saving a certain amount before 10 am each day. By consistently tackling these high-priority tasks early in the day, you’ll significantly impact your business’s financial health over time.
By prioritising tasks based on their significance to your business’s success, you’ll ensure that your time and energy are invested where they matter most, leading to tangible results and long-term growth.
3. Use an Electronic Diary
Absolutely, using an electronic diary is a fundamental practice for effective time management, yet many still overlook its importance. It’s astonishing how many people haven’t embraced this tool, given its potential to streamline scheduling and maximise productivity.
Think about it – your electronic diary, often integrated with your email, serves as your central hub for scheduling and organising your day. Whether it’s a client meeting, a team catch-up, or a recurring weekly meeting, everything should be meticulously documented in your diary. Gone are the days of trying to remember appointments or relying on memory; with an electronic diary, you have your schedule at your fingertips, minute by minute.
Take, for example, Steven Bartlett, who has been transparently sharing his meticulously planned electronic diary on YouTube in his series “The Diary of a CEO.” Every minute of his jam-packed day, spanning 12 to 14 hours, is carefully allocated, allowing him to successfully manage multiple multimillion-pound businesses simultaneously.
Embracing an electronic diary isn’t just about better time management; it’s about setting yourself up for success. By allocating your time effectively and eliminating guesswork from your schedule, you create the space and structure needed to achieve your goals and drive your business forward. So, if you’re serious about reaching your full potential and achieving success, it’s time to make the switch to an electronic diary.
4. Use Time Blocking
Time blocking is a powerful extension of using an electronic diary. In addition to scheduling meetings with others, you allocate dedicated time slots for major projects, initiatives, or even routine tasks like clearing emails. By filling our diary with tasks and commitments, we free up mental bandwidth to focus on what’s immediately in front of us.
It’s crucial to remember that some of the most important meetings we can have are with ourselves. Taking the time to get our own affairs in order is paramount. Treat your own business as your first client, and ensure you allocate a minimum of five hours each week to work ON your business. After all, if you’re not actively building and improving your own business, who will? Prioritising this time ensures that you’re consistently investing in the growth and success of your venture.
5. Identify what you need to stop doing
Increasing productivity isn’t solely about working longer hours; it’s about freeing up time to focus on the most critical tasks, such as growing your own business. Therefore, it’s essential to consider not only what you need to start doing but also what you need to stop doing. As a business owner, your focus should be on tasks that only you can perform. Everything else should either be delegated or outsourced.
To determine where your time is best spent, keep a detailed time log for two weeks. Then, review this log and identify tasks that can be delegated or eliminated altogether. Any task that can be completed by someone else for less than the value of your time should be outsourced. Your focus should be on activities that drive business growth, such as achieving revenue goals, building infrastructure, and providing strong leadership. By freeing up your time from non-essential tasks, you can devote more energy to driving your business forward.
6. Optimise your environment
Your surroundings play a significant role in productivity, especially when tackling tasks that don’t come naturally. Take, for instance, writing this blog. Since only you can do it, it’s essential to create an environment conducive to focus. For me, that means putting on headphones, brewing a strong cup of coffee, and eliminating all potential distractions before diving in. Sometimes, I even escape to a local coffee shop to tackle mundane tasks without interruptions.
I find that music helps me concentrate, and I’m not afraid to switch up my workspace if needed. There are countless ways to tailor your environment to enhance productivity—just be mindful that changes don’t inadvertently lead to procrastination.
7. Set clear goals
Without a goal, your time lacks direction. Begin by defining your quarterly objective. What do you aim to achieve in the next three months? Once you’ve established your goal, break it down into actionable steps. What specific tasks are necessary to reach your quarterly target?
Allocate dedicated time each week to work on these tasks. Quarterly goals typically encompass a profit or revenue target, such as acquiring a certain number of leads or enhancing conversion rates. Additionally, consider setting a goal related to building infrastructure. This could involve implementing new systems, hiring, or training staff to streamline processes and free up your time for more strategic endeavours.
Conclusion
In conclusion, the reality is that either you control your day, or the day controls you. Use these insights to empower yourself and take charge of your time, thereby shaping your future.
Time remains a mysterious force in the universe, baffling even the most brilliant physicists. However, we understand a few fundamental truths:
- Without time, everything would occur simultaneously, resulting in the absence of existence.
- Time facilitates change and improvement, making it invaluable. Therefore, it’s crucial to utilise your time wisely.
- Time is the most potent force in the universe, unforgiving in its passage. Every minute counts, and failing to make changes over time leads to stagnation. In this dynamic universe, growth is essential, as anything stagnant is essentially in decline.
So, embrace the power of time, harness its potential, and keep evolving by making meaningful changes over time.
Events
PS We have a bunch of events coming up over the next few months covering everything to do with Building a Business that can Scale without you being the bottleneck.
We go deep on topics like finance, marketing, sales, time management, recruitment and we would love to see you there.
To check out when our next event is visit our events page by clicking here.
PPS if you have any questions feel free to reach out to me at lukekay@actioncoach.co.uk I love helping business owners work through tough challenges and quite often the solution is a quick fix if you know where to look.
Have an amazing day and thank you for taking the time to read this blogpost.
