11 Time Saving Hacks Every Small Business Owner Should Know

Running a business is a big task. The to-do list never ends. Emergencies pop up. It feels like there is never enough time to get everything done. Without proper time management, feeling overwhelmed can take over and then nothing gets done well. This is why effective and consistent time management is an essential skill for every business owner.

Time management involves a few skills. The first is knowing how much time tasks can take. The second is planning your day around those tasks and your daily demands. It can be as complicated as a colour-coded list and calendar or as simple as reviewing your chores in the morning. This ability comes easily to some but can be challenging for others. No matter where you land on this spectrum, the tips below can make time management easier, saving time in your day to do what you truly love.  

1. Track your time 

It is important to know how much time a task can take before you can look into ways to streamline work or effectively schedule your week. Time tracking can also speed up invoicing; the hours can be pulled up automatically, instead of guessing or flipping back through your calendar. Once you know the patterns, you can schedule more accurately or even set up timers while you work. This way deadlines are not missed, and appointments can stay on time. 

2. Plan ahead

There are a few ways to approach this. I write down all my tasks and highlight any priorities (mostly decided by due dates). Then I choose two items to complete that day and note what needs to be done by the end of the week. Another option is to brainstorm tasks at the end of your day. The next morning, you can review your list and schedule your day. You could also use Post-it notes and a wall calendar.  

3. Time block your calendar 

Now that you know what you need to do in a day, you can set a schedule! I usually just keep a running tab on a piece of paper. For appointments, I block time in my calendar. I even colour-code it: purple for personal events, yellow for medical appointments, and salmon for business events. Another option is to include your to-do list in the same manner. 

4. Set up reminders for your recurring tasks  

There are tasks that come up regularly, like sending invoices or recording expenses, that you can plan for over a greater period of time. Take out your yearly or monthly planner and write down due dates. Sometimes there are bigger projects with longer timelines. You could break down the project into smaller tasks and set due dates for the small tasks. This ensures that jobs are done on time, allowing you to meet your goals.

5. Create templates

For emails or documents that you use frequently, you can create blank templates. These are for tasks that generally require the same information in the same format, like an expense tracker, social media planner, or welcome email. You can avoid wasting time rewriting and formatting the same text over and over. Be sure to keep the templates somewhere easy to access.

6. Automate what you can 

Templates are for things that require personal details. Automation is for repetitive tasks that are less personalized. Often, but not always, the only required changes are names or due dates. Tasks like invoice reminders, sending an online meeting invite, or an out-of-office response can be automated. Go through your workflow or client journey to figure out what needs to be automated or templated  

7. Use programs that can integrate 

There are often several platforms that are needed to run a business. An email program, a CRM, a bookkeeping platform, a platform for quoting or managing inventory, or grant tracking software. To avoid inputting the same information several times, you can look for programs that integrate information. For example, HubSpot and Gmail integrate, so client information is entered into HubSpot right from your inbox.  

8. Delegate tasks that don’t require your expertise 

An excellent time saver is delegating tasks to your team, like an administrative assistant. Usually, these are tasks that don’t require your expertise, such as onboarding clients, scheduling meetings, or managing finances.  

9. Address problems or complications immediately

Accidents or complications are likely to come up during working hours. The office chair breaks, the wrong email gets sent, or a program stalls. It is best to avoid putting off solving the problem. The issue could become bigger and less manageable; months of work could get lost, a client relationship could fall apart, or an injury could keep you out of work.  

10. Reduce distractions

If you work from home, having a dedicated work space can help you stay on task. You are less likely to be distracted by the TV or family members. Keeping a tidy and organized workspace can help save time, avoiding having to go looking for paperwork or supplies. You can also put your phone out of sight, so you are not tempted to play games or scroll social media.

11. Take breaks 

Remember to take some breaks throughout the day. Five or ten minutes to stretch, use the bathroom, or grab coffee every hour or two is ideal. A lunch break is also recommended. This way, you can avoid or reduce being tired out or feeling overwhelmed. Taking care of yourself is beneficial in the long term. 

These are some ways you can streamline your workflow and improve your time management. By implementing a few of these tips, you can reduce stress and boost well-being for you and your team. If there are tasks you can delegate, or if you are still struggling with time management, please reach out. I’d be happy to help!