As a small business owner, your time is valuable. However, it can be challenging to keep up with everything between managing your team (even a team of one, you), completing client work, and growing your business. Not even mentioning what you must do to keep your home up. That’s why finding productivity tips for business owners and tools is essential to maximizing your time and increasing efficiency.
In this blog post, I’ll share some of my favorite productivity tips for business owners and tools that will make your life easier without you having to give into toxic productivity and hustle culture.
I’m about working smarter, not harder, every day. Yuck. You didn’t start your business, never to have time for yourself and your families, right? These are productivity tips for business owners to stop you from having to work so hard, not to give you more time to work even more… Unless that is your thing… I won’t judge you too harshly.
Productivity Tips for Business Owners:
Time Blocking
Time blocking is an effective technique for scheduling your day. It involves breaking your day into blocks of time and dedicating each block to a specific task. Doing this lets you focus on one task at a time, eliminating distractions and increasing productivity. Consider using a time-tracking tool like Toggl to help you stay on track.
Prioritize
One of the biggest challenges for small business owners is managing your time effectively. A great way to stay productive is to prioritize your daily tasks, starting with the most important ones. This helps you stay focused on the things that matter most and ensures that you’re making progress toward your goals.
Eisenhower Matrix
One way to do this is using the Eisenhower Matrix, which categorizes tasks based on urgency and importance. When it comes to productivity tips for business owners, prioritizing is critical. It’s easy to get caught up in the urgent tasks of the day, but it’s essential to take a step back and determine what tasks are the most important. Tools like Todoist help you prioritize your tasks and stay organized.
Plan Your Day the Night Before
Before you leave your office for the day or close the laptop on the couch, take a few minutes to plan out your schedule for the following day. This will help you hit the ground running when you start work in the morning and ensure you’re making the most of your time. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Break Up Big Tasks
If you have an overwhelming task, break it into smaller, more manageable pieces. This will make it feel less daunting and help you stay motivated as you work through it. This is such a great one of the productivity tips for business owners.
An example of this would be creating a blog article. Break it up into smaller tasks like keyword research, writing the content, reviewing the content, adding images, and optimizing for SEO. If you break it down into smaller tasks instead of one huge task, it makes it easier for your brain to agree with us to do it!
Take Breaks
Taking breaks may seem counterproductive, but it’s essential for maintaining focus and productivity. It’s important to take breaks throughout the day to rest and recharge. Short breaks can improve productivity and creativity, so don’t hesitate to leave your work for a few minutes every hour. Of the productivity tips for business owners in this section, breaks are my absolute favorite.
Taking regular breaks can help you recharge and avoid burnout. Consider using a tool like BreakTimer to remind you to take breaks throughout the day.
Focus and Distraction Management
Distractions can be a major productivity killer for small business owners. To help combat this, various focus and distraction management tools are available. For example, apps like Forest, Freedom, and RescueTime can help you stay focused and avoid distractions by blocking certain websites or apps during certain times of the day.
Turn off your phone notifications and close unnecessary tabs on your computer to minimize distractions and help you stay focused on the task at hand. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Learning and Development
Small business owners should always continue learning and developing their skills. Various online resources can help you stay up-to-date on your industry’s latest trends and techniques. This one of our productivity tips for business owners is great because it’s fun! You get to learn stuff.
Websites like Coursera, Udemy, and Lynda.com offer online courses on various topics, while podcasts like “Goal Digger” and “Online Marketing Made Easy” provide valuable insights and inspiration from successful entrepreneurs like Amy Portfield and Jenna Kutcher.
Delegate & Outsource
As a small business owner, trying to do everything yourself can be tempting, but this can lead to burnout and decreased productivity. Instead, key productivity tips for business owners are to delegate tasks and outsource where possible. This can include hiring virtual assistants, using freelancers, or outsourcing specific tasks to other team members.
Delegating tasks to your team can free up time and allow you to focus on high-priority tasks. Consider using a project management tool like ClickUp to delegate tasks and stay organized.
However, outsourcing tasks can be a great way to free up your time and focus on the best things you do. Consider outsourcing tasks like bookkeeping, social media management, and administrative tasks. You can use platforms like Fiverr and Upwork to find all different types of services at all budgets.
Use the Pomodoro Technique
The Pomodoro Technique is a time-management method that involves working in 25-minute intervals with 5-minute breaks. This helps you stay focused and avoids burnout by giving you regular breaks to recharge. I mean, who doesn’t love productivity tips for business owners that tell you to take multiple breaks throughout the day?
Use Time Blocking
Time blocking is a technique where you block off specific chunks of time on your calendar for different tasks. This helps you stay focused, avoid distractions, and progress on significant projects.
Use a Timer
Set a timer for a specific amount of time (such as 25 minutes) and work on a task uninterrupted until the timer goes off. This technique, known as the Pomodoro Technique, can help you stay focused and avoid procrastination. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Automate
Automation can save you time and increase efficiency. There are several tools available that can automate tasks like social media posting, email marketing, and invoicing. Consider using a tool like Zapier to connect your favorite apps and automate tasks. Automating repetitive tasks can free up more time to focus on high-level strategic work. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Set realistic goals
Setting realistic goals is vital to staying productive and avoiding burnout. Set achievable goals that align with your overall business strategy, and break them down into smaller, actionable steps you can tackle daily. I can provide all the productivity tips for business owners I want, but none of this matters if you don’t have realistic goals.
However, more is needed than having a vague idea of what you want to accomplish – setting specific, measurable, achievable, relevant, and time-bound (S.M.A.R.T) goals will allow you to set better goals. Of the productivity tips for business owners, I’m not going to lie. It can be a bit challenging to start implementing, but it’s so worth it.
Specific: Set a specific goal that is well-defined and clear. For example, instead of saying, “I want to grow my social media following,” you can say, “I want to grow my Instagram following by 500 followers by the end of the quarter.”
Measurable: Ensure that your goal can be measured so that you can track your progress and determine if you have achieved it. Using the previous example, you can measure your progress by checking your follower count on Instagram every week.
Achievable: Make sure your goal is attainable and feasible. Setting unrealistic goals can lead to discouragement and a lack of motivation. For example, instead of aiming to grow your following by 10,000 followers in a month, consider setting a more achievable goal of 500-1000 followers.
Relevant: Ensure that your goals are aligned with your overall business objectives. It should be something that matters to your business and is worthwhile pursuing. For example, growing your social media following is relevant if your business relies on social media to connect with customers.
Time-bound: Set a deadline for achieving your goal. This will help you stay focused and ensure that you are making progress toward your objective. For instance, growing your Instagram following by 500 followers in a quarter gives you a clear timeline to work with.
Tools:
Cloud-Based Tool
Cloud-based tools like Google Drive, Dropbox, and Microsoft OneDrive can help small business owners access essential files and data from anywhere. This is especially important for teams that work remotely or travel frequently. Using cloud-based tools, you can ensure that everyone on your team can access the information they need, regardless of location.
Google Workspace is a suite of productivity tools that includes Gmail, Google Drive, Docs, Sheets, and more. With Google Workspace, you can collaborate with your team in real-time, store and share files, and manage your email. Of the productivity tips for business owners in this section, I use Google Workspace the most.
Dropbox is a cloud-based storage platform that allows users to store and access their files and documents from anywhere with an internet connection. It’s an excellent tool for small business owners who need to access their files on the go or collaborate with team members remotely. With Dropbox, you can easily share files with others, set permissions and access levels, and even backup essential data automatically.
Microsoft OneDrive is a cloud-based storage platform that is similar to Dropbox. It allows users to store and access their files anywhere with an internet connection. OneDrive is an excellent tool for small business owners who use Microsoft Office products, as it integrates seamlessly with these applications. OneDrive also allows you to share files and collaborate with team members, set permissions and access levels, and backup important data automatically.
Project management tools
Project management tools like Trello, Asana, and ClickUp can be a great way to stay organized and on track. These tools allow you to create and assign tasks, set deadlines, and collaborate with team members.
ClickUp is a project management tool offering various features for teams and individuals to collaborate on tasks and projects. It has a customizable interface and is known for its flexibility and ease of use. ClickUp allows users to set goals, create and assign tasks, track progress, and integrate with other tools. It’s an excellent option for small business owners who need a tool to help them manage projects and stay organized. Of the productivity tips for business owners in this section, I use ClickUp the most.
Trello is a project management tool that uses boards and cards to help you stay organized. You can create boards for different projects, add cards for tasks, and move cards from one column to another as tasks are completed.
Asana is a popular project management tool that allows you to track tasks, assign them to team members, and collaborate on projects. It also has a calendar view that lets you see all your tasks and deadlines in one place.
Time-tracking tools
Time-tracking tools like RescueTime and Toggl can help you understand how you spend your time daily. This can help you identify time-wasting activities and find ways to be more productive. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Design tools
Design plays a crucial role in creating a brand and marketing strategy. Here are some tools that small business owners like you can use to create designs efficiently and cost-effectively.
Canva is a design tool that allows you to create graphics, social media posts, and more. With Canva, you can choose from templates or create your designs, making it easy to create professional-looking graphics even if you need design experience. Of the productivity tips for business owners in this section, I use Canva the most.
Adobe Creative Suite is a set of applications widely used by graphic designers, photographers, and videographers. Although it comes with a cost, it offers a variety of powerful tools and features that can help businesses create stunning visuals and marketing materials.
Piktochart is a design tool that specializes in infographics. It provides a variety of templates and icons that can be easily customized to fit a brand’s needs.
Figma is a cloud-based design tool that allows teams to collaborate on design projects in real-time. It offers various features for designing interfaces, prototypes, and animations.
Communication tools
Communication tools like Slack and Zoom can help you stay connected with team members and clients, even if you’re working remotely. These tools allow you to communicate in real-time and collaborate on projects from anywhere.
Slack is a messaging and collaboration tool that allows you to communicate with your team in real-time. With Slack, you can create channels for different projects, send direct messages, and share files. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Automation tools
Automation tools like Zapier and Calendly can help you automate repetitive tasks and streamline your workflow. For example, you can use these tools to automatically post social media updates or send follow-up emails to customers.
Zapier is an automation tool that connects different apps and automates tasks. For example, you can set up a “zap” that automatically creates a Trello card whenever you receive an email with a specific subject line. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Calendly is a scheduling tool that makes it easy to schedule meetings and appointments. With Calendly, you can set your availability, share your scheduling link, and let others schedule meetings based on your availability. Of the productivity tips for business owners in this section, I use Calendly the most.
Consider using a social media management tool like Tailwind, Hootsuite, or Buffer to schedule posts in advance and save time.
Note-taking tools
Note-taking tools like Evernote and OneNote can help you keep track of ideas, meeting notes, and to-do lists. These tools allow you to capture information from anywhere and organize it in a way that makes sense. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Evernote is a note-taking app allowing you to capture ideas, organize notes, and collaborate. You can also set reminders, create to-do lists, and save web pages for later.
OneNote is a versatile note-taking tool that can help small business owners keep their important notes in one place. Its easy-to-use interface and powerful organizational features make it an excellent option for anyone looking to streamline their note-taking process.
Transcriber tools
A transcription service is one handy tool for small business owners looking to save time and stay organized. Instead of taking the time to manually transcribe notes, meetings, or interviews, a transcription service can handle the task quickly and accurately. This is another one of the productivity tips for business owners that can be pretty easy to implement.
Many transcription services like Rev, Temi, and Otter.ai are available online. These services typically allow users to upload audio or video files and receive a written transcript within a few hours or less. Some even offer features like speaker identification, time-stamping, and editing and sharing transcripts with others. Of the productivity tips for business owners in this section, I use Otter.ai the most.
In conclusion, productivity tips for business owners and tools looking to maximize their time and increase efficiency. By implementing these productivity tips for business owners and using these tools, you can stay organized, prioritize, and automate tasks, allowing you to focus on growing your business without burning out or being roped into the toxic productivity and hustle culture.
In the meantime, while you are learning about productivity to save time in your business, I recommend also taking some time for self-care. Read all about our favorite self-care products and why we love them here. Self-care is one of our favorite ways to reduce the risk of burnout. Who doesn’t want a silky lavender latte or fantastic shower steamers to make shower time (who has the time for baths) luxurious?