Productivity Hacks

Time Management: Tips for Boosting Work Productivity

What key time management tips do we need to follow when aiming at polishing time management skills for a guaranteed boost of work productivity?

Mari Vlachos

Dec 3, 2024 • 13 min read

We acquire time management skills from students' years when we balance study and life to have time for sports and socializing. According to research, the polished time management skills makes a positive impact on academic success.

Similar is the case when you are running a business: it takes a huge effort and massive amount of money to bring it to the market.

It makes time management tips at the workplace especially valuable because, in the end, they help organize day-to-day activities at best.

What Is Time Management?

Simply speaking, time management is planning and handling the time for activities and tasks within the deadlines you set.

Time management is the foundation for improving personal and business productivity.

Why Effective Time Management is Crucial

❌Neglecting time management can lead to a cascade of negative consequences.

Subpar Work Quality

Rushing to meet deadlines can compromise the quality of your work.

Elevated Stress Levels

Feeling overwhelmed and disorganized can increase stress and anxiety.

Missed Deadlines

Poor time allocation can shift deadlines. The missed deadlines damage professional reputation.

Procrastination

Failure to manage time can ignite a cycle of procrastination and hinder productivity.

Work-Life Imbalance

Poor time management often means overworking. It can erode your work-life balance and negatively impact your well-being.

7 Key Time Management Challenges for Business Owners

1. Inability to Delegate Effectively

Worry about losing grip on quality and results because of bad experiences in the past
Trouble teaching and having faith in team members
Not wanting to spend time writing down steps
The "no one can do it as well as me" thinking that might put off workers from helping out.

2. Non-Stop Interruptions and Putting Out Fires

Surprise worker issues (sickness, family troubles sudden fights between people) that need quick action
Client emergencies (product recall, etc.) and rush requests
Tech problems and system breakdowns
Requests for meetings at the last minute

3. Email and Communication Overload

Huge number of emails every day
Several communication channels 0that need attention
Alerts from devices
Feeling pushed to answer fast
Difficulty with keeping inbox organized

4. Poor Boundary Setting

Working long hours
Taking work home regularly
Inability to disconnect during personal time
Accepting every meeting request
Difficulty saying "no" to new commitments.

5. Lack of Strategic Planning Time

Getting caught up in day-to-day operations
Limited time for business development
Insufficient focus on long-term goals
Reactive rather than proactive decision making
Minimal time for innovation and growth planning.

6. Administrative Tasks Overload

Bookkeeping and financial management
HR-related paperwork
Regulatory compliance requirements
Invoice processing and payment tracking
Record keeping and documentation.

7. Work-Life Balance Struggles

Missing important family events
Health and wellness neglect
Limited personal development time
Relationship strain
Burnout and stress management issues.

❗To mitigate these risks, business owners must prioritize effective time management strategies and start with a simple to-do list.

As per statistics, 70% of people use a to-do list to work more productively and enjoy the benefits of a structured approach.

8 Time Management Tips for Business Owners

1. Time Audit & Analysis

It addresses task overload and helps with distraction management by providing insights into time usage

Track Your Time

Monitor all your activities for a week with TMetric time tracker to capture your time
Group activities into 4 categories.

1️⃣Money-Making: Adds to income such as customer meetings, sales talks, or making products.

2️⃣Big-Picture Planning: Looks at long-term aims and business growth, like writing a business plan or creating a marketing plan.

3️⃣Office Work: Regular tasks that help the business but don't make money such as keeping books, doing paperwork, or handling emails.

4️⃣Me Time/Breaks: Time you spend on personal stuff.

This info will show your natural work patterns

Find Your Best Work Times

Spot time-wasters and when you work best

💡Use energy block when you plan your time: When you feel most energetic, do the most challenging task and leave simple tasks to the time when you're not at your peak.

This is a great technique for those who want to set better boundaries and learn to align priorities and goals.

2. Priority Management Systems

It addresses issues with boundary setting by clear alignment of values and goals

The Eisenhower Matrix

This way of managing time puts tasks into four boxes based on how urgent and important they are.

Put tasks into four boxes.

Urgent & Important → Do now
Important but Not Urgent → Plan for later
Urgent but Not Important → Give to someone else
Neither Urgent nor Important → Get rid of

💡Richard Branson, founder of Virgin Group, keeps a "stop doing" list to help him focus on what's truly important and eliminate non-essential tasks.

💡Go beyond urgent/important matrices and use TMetric's reporting features to monitor how different tasks affect key business metrics.

Add custom tags to track activities that generate revenue, save costs, or build team morale. Base your future scheduling choices on this performance data instead of how urgent you think tasks are.

The 80/20 Rule (Pareto Principle)

It states that 80% of the results of your work come from 20% of the effort and activities.
If you identify the 20% of tasks that have the highest impact, then you can focus your efforts on what guarantees to bring the best results.

MOST Analysis Matrix

This matrix stands for Mission, Objectives, Strategies, and Tactics. It helps business owners develop clear goals.
The MOST framework encourages the development of efficient processes by breaking down larger objectives into manageable tactics. This minimizes wasted time on redundant or unnecessary tasks.
By understanding what resources (time, personnel, budget) are needed for each tactic, businesses can allocate their resources more effectively, avoiding bottlenecks.

3. Structured Planning

It addresses distraction by building focus and creating a productive workspace

The upfront investment in planning typically saves 5-10 hours of reactive time management throughout the week.

Daily Planning

End each day by planning the next (15-minute power planning)
Identify 3 most important tasks (MITs) that directly impact revenue or business growth
Block out 90-minute focused work periods for high-value activities ($1000/hour tasks)
Buffer 20% of day for unexpected issues and client emergencies
Track your energy levels and schedule complex tasks during peak performance hours
Use the 2-minute rule: If it takes less than 2 minutes, do it immediately

Weekly Planning

Conduct a Sunday/Monday planning session (60 minutes)
Review upcoming commitments and cash flow projections
Set weekly goals aligned with quarterly targets
Schedule client touchpoints and team check-ins
Plan content and marketing activities
Review key performance indicators (KPIs)
Identify potential bottlenecks and prepare contingencies
Block time for business development activities.

💡Use TMetric to track not just tasks, but decision-making time. Create custom categories for different types of planned decisions (financial, personnel, strategic) and analyze where your decision-making energy is spent. This often reveals surprising patterns about which decisions should be delegated or systematized.

4. Delegation and Automation

It addresses work overload because it helps optimize time usage

Implementing proper delegation and automation reduces operational costs by 30%.

Effective Delegation

Create clear systems and processes with measurable KPIs
Document standard operating procedures (SOPs) with video tutorials and checklists
Use project management tools like Asana/Trello ($15-30/month but saves $2000+ in time)
Set clear expectations with SMART goals and specific deliverables
Regular check-ins using 15-minute daily standups without micromanaging
Implement a RACI matrix (Responsible, Accountable, Consulted, Informed)
Create an authority matrix defining spending and decision-making limits
Build redundancy by cross-training team members on critical tasks

💡Set up automatic task redistribution thresholds - when your personal workload exceeds 85%, immediately identify tasks to delegate.

💡Create a "task library", - it will be a list of tasks that can be delegated to other team members. When the company has such a repository, it is a ready solution for workload management.

Automation Options

If you use filters for email responses, it saves 5 hours per week
Schedule social media with Buffer/Hootsuite to save 3 hours per week
Invoice generation and payment reminders with TMetric can reduce payment delays by 40%
Appointment scheduling with Calendly eliminates 3 hours of email back-and-forth communication
Report generation with automated dashboards saves 4 hours per week
Customer support FAQ and chatbots can easily handle 60% of basic inquiries
Expense tracking reduces bookkeeping costs by 25%
Lead nurturing sequences can increase conversion rates by 20%
Training modules save time on employee onboarding
Use automated solutions for customer feedback collection and analysis.

💡When you need to work on repeating tasks, apply TMetric tagging to categorize work types (creative, analytical, communication) and batch them. Thus, you save mental energy and prevent context switching.

5. Productivity Tools & Techniques

It activates smart scheduling and work organization and helps prevent disruption and crisis.

Digital Tools

The modern digital world sets a tone for businesses globally but only the right tools keep them organized.

Monday.com is a centralized platform to plan, organize, and track projects and tasks.
TMetric allows you to monitor time spent on different activities to identify inefficiencies.
Slack or Microsoft Teams facilitate real-time discussions and reduce email overload.
Google Calendar, Outlook, and Apple Calendar help schedule meetings and block out focus time.
Apps like Todoist, Microsoft To-Do, and Habitica enable you to create, prioritize, and manage your task list.

Time Blocking

Time blocking is the leading approach to time management that helps business owners increase productivity and reduce stress with a guarantee.

To block time properly, all you need to do is to allocate specific time blocks for different activities.

Divide your day into timeframes or "blocks" and dedicate them to specific tasks or activities.
Group similar tasks together (e.g., all meetings in one block, all focused work in another) to improve efficiency and manage distractions.
Include breaks and buffer time between blocks, – this is important for recharge. It also helps get ready for unexpected interruptions.
Turn off notifications when you work in 'blocks'.

6. Meeting Management

Relieve communication stress by creating a structured way to allocate meeting time.

Set Strict Schedules

Meetings will increase to fill designated slots. Set start and end times for events and do your best to stick to them. This helps attendees stay focused and productive.

Create a Clear Agenda

Prepare in advance an agenda that explains the topic, the points to be discussed and the time allocated to each one. This keeps the meeting on track and ensures that all relevant topics are covered.

Invite Only Those Who are Relevant

Too many people present will result in a pointless discussion that will take time to resolve. Carefully review who should attend the meeting and give the program only to those people.

Start and End on Time

Start and end meetings on time, taking everyone's schedules into account. This shows your ability to manage time and encourage others to do the same.

Post-Action Items

At the end of the meeting, quickly summarize all action items, their owners, and due dates. Send these notes immediately after the meeting to keep everyone on track.

Consider a Standing Meeting

For regularly occurring status updates or check-ins, consider holding standing meetings where participants remain standing. This keeps the meetings brief and focused.

Other Recommendations

Avoid multitasking and require participants to attend to participate.
Record conversations for later follow-up.
Review meeting management rules to keep information up to date.
Ask for feedback to improve our meetings.

💡 Schedule only 1/3 of your daily schedule as preparation time. Use the TMetric calendar integration to reserve the remaining two-thirds for emergencies, unplanned meetings, and strategic thinking. Create buffer time, – it will prevent you from going off schedule.

7. Energy Management

Addresses blurred boundaries and work overload – it will help reduce stress and improve mental clarity

Start with Schedules

Visualize Your Energy Cycles: Track your energy levels every day for a week. Notice when you feel most focused, creative, and productive. Now you know your peak energy times.
Schedule Complex Tasks for High-Energy Peaks: Plan your most demanding work during your peak energy periods, – this is when you can give it your full attention and focus.
Design Your Schedule Around Energy, Not Just Time: Always try to build your day around the peak periods, and align less demanding tasks with lower energy time.
Take Strategic Breaks (e.g., Use Pomodoro Technique): Alternate periods of intense focus with short breaks. It is a great way to recharge and sustain energy and attention over longer stretches.
Schedule Regular Work-Life Balance Activities: Include hobbies, exercise, and social activities in a daily routine. It helps maintain a healthy work-life balance.

Habits & Wellness

Make sure you get 8 hours of sleep each night. It regulates your body's natural energy cycles.
Regular physical activity and a nutritious diet are important if your goal is to boost your energy and feel physically and mentally strong.
Control coffee intake or replace coffee with green tea, yerba mate, – these caffeine sources can provide a gentler, more sustained energy boost.
Avoid alcohol, sugary snacks, or heavy meals, because they can lead to energy crashes.
Take time off to gain perspective and recharge. This way, you will return to work with renewed focus and energy.
Set aside time to review your progress. Time for reflection helps identify patterns and see ways to increase your leadership effectiveness.

💡For every 48 minutes of focused work you track, take a deliberate 24-minute break for recovery and reflection. This ratio optimizes productivity and creative thinking. It also gives you time to check on team progress.

8. Boundaries and Focus

It addresses work life balance issues because data-driven time management and tracking provide valuable insights in behavior

Planning work

Create consistent work schedules and communicate them clearly to users, employees, and stakeholders. This helps manage expectations about when you can attend meetings, phone calls, and other requests.
Adhere to these hours whenever possible, and use voicemail or text the office when you are not available.

Create a Communication System

Create a communication system that clearly states how people can contact you. For example, you can require all non-urgent requests to be sent via email, reserve phone calls for urgent matters, and schedule “no meetings.”
Encourage your team to help manage this process. Specify which means of communication are used for different languages (e.g., email for communication, IM for urgent questions).
Clarify how quickly members should respond to different messages. This will help you prioritize issues quickly without stress.

Reduce Distractions

Constant distractions and changing content reduce productivity. Identify the biggest distractions in your workday (email, Slack, incoming visitors, etc.) and find ways to reduce them.
Turn off notifications, close browser tabs, and set limits on when you can respond. Turn off notifications during deep work.
Create a “deep work” schedule to turn off all notifications and immerse yourself in important tasks. This period of uninterrupted focus is essential for creativity, problem solving, and peak performance.
Use Do Not Disturb mode on your device to limit interruptions from emails, texts, and social media notifications.

Learn to say “No”

It’s important to set boundaries and learn to say no to requests that don’t fit into your time. This might mean saying no to new projects, turning down invitations, or pushing back on unrealistic appointments.
Maintain your calendar and focus on what’s most important to you. Before accepting new commitments, evaluate how they align with your priorities and long-term goals. If they don’t add value, don’t accept. Instead of talking nonsense, suggest another time or solution that would be better, protecting your time while making the relationship better.

Schedule a Daily Walk

Take a 30-45 minute walk every day without your phone as a way to recover and recharge during a busy schedule. Use this time to clear your mind, rejuvenate your body, and get back to work with joy and focus.
Unite body and mind to reset. You can combine a daily walk with a mental reset. Take this time to think, brainstorm, or let your mind wander. Physical and mental movement work together to improve your creativity and problem-solving skills.
Plan some "moat days" for creative or relaxing activities. Use strategic breaks to avoid stress and control emotions

💡Instead of rushing your day, use TMetric for work, – it will help you carve out time for the non-negotiables: family, health, and personal growth. This ensures consistency and increases business productivity by preventing burnout.

💡Set time limits and time metrics for business development activities. Now is a sacred time to do business. Remind your team that only true emergencies allow for disturbance during these times.

Implementation Tips

Start Small: When implementing a new habit or strategy, it's best to start with small, regular changes. Trying to tackle it all at once can be overwhelming and lead to burnout.

Focus on one or two key areas at a time.

Regular review and adjustment: Set aside time each week to review the operation of the new strategy. Think about what is going well and what needs improvement, and make adjustments as needed. This allows you to customize the view.

Track Progress: Keep close track of the results of your efforts. Gather information, take notes, and look for patterns. Tracking your progress can help you identify what's working so you can double down on your efforts, as well as areas that need more attention.

Share with your team: Notify colleagues or partners responsible for your changes. Accepting and encouraging others can provide inspiration and new ideas.

Be consistent: Consistency is key when building new habits. Try using these strategies at the same time every day or week. This helps introduce new behaviors.

Celebrate Successes: Don’t forget to acknowledge your successes, no matter how small. Celebrating progress and milestones helps maintain motivation and positive momentum.

Wrap Up

No time management is useful if we have neither goals nor discipline.

✍️The goal isn't to fill every minute with work, but to make the best use of your time to achieve business objectives while maintaining work-life balance.

When speaking of business productivity, a focus on effective time management is a must to take your business up.

With tips for better time management, you allow your business to accomplish bigger results in a shorter time.

Most importantly, it helps you focus better and enables you to be more productive by lowering the stress level.

The advantages of time management are not restricted to your workplace only and extend far beyond work. The best part is releasing time that you can spend with people that matter most to you.

Author Bio

Naina Roy has been in Business Analytics Department at Salonist since 2017. Her passion is helping people in business management through the expert industry coverage that she successfully provides.