Small business owners understand that running a business is a very demanding job, as there are a million different directions they can be pulled in and also a million different things that need to get done over the course of the day. It is also very easy to get overwhelmed/burned out and productivity can take a hit as a result. Below are some tips small business owners can use to help maintain productivity over the course of running their businesses’ daily operations.
Identify daily priorities- Whether it’s the night before, the morning of, or just before bed, it is important to make a list of items that need to be done (while also making note of events that are already scheduled) each day so you can plan your day accordingly.
Make a schedule (and keep it)- Place all tasks (both business and personal) in your calendar and establish a timeframe for each item to be done. Having a schedule lined up allows you to see what is on the agenda for the day and allows you to know how much time you have to complete a given task before having to start the next one. A schedule can help keep you organized and can be beneficial in ensuring that everything on your to-do list gets done.
Delegate tasks- It is also helpful to delegate tasks to team members (if needed), which will then take that task off your plate, while enabling you to stay on schedule with other (more pertinent) things. Delegating certain tasks to other employees is important to getting everything done. Plus it is a win-win, as you are now ensuring things are getting done (without having to do them yourself); thus, freeing up to time to handle other tasks- while also giving those employees a sense of confidence/empowerment in their abilities to handle additional tasks.
Track time- As a small business owner, it is very easy for time to get away, which often results in being unable to get everything done in a day. This is where is it is important to keep track of the time it takes to do certain tasks. Knowing how long a task generally takes to complete is helpful in planning your daily schedule. It can also be helpful to set a time limit on each task. Once the time limit is up, move on to the next task. This way you ensure you are getting everything done.
Try to eliminate distractions/turn off notifications- Turn off notifications on your phone from your social media apps or personal email during the work day. Sure, you can keep your text messages/call notifications on in the event of an emergency, but silencing your Facebook/Instagram/X /TikTok notifications eliminates those distractions which can allow you to maintain your productivity and focus on the tasks at hand.
Establish boundaries- It is important to set boundaries for when you are first available in the morning to when you are unavailable at the end of the day. This way people know when they can reach you throughout the day. Once you leave work for the day, turn off work notifications so you can use the remaining time in the day to satisfy personal commitments without any distractions. Not only is this helpful in preventing burnout (by not being available at all hours of the day and night), knowing you have a cut-off time to get things done can enable you to manage your time more efficiently, thus increasing productivity during the day as well.
Establish a quality workplace- Having an unpleasant or cluttered workplace can be a productivity killer. That is why it is important to select a quiet place to work, declutter and organize your desk, use a comfortable chair and open curtains or work in a well-lit room (if possible). Having a quiet/peaceful, clean and well-lit space to work can help you to be more productive while allowing you to focus on the task at hand.
Do Not Multi-Task- While multi-tasking may seem like a great way to get things done quickly and increase productivity, it is almost impossible to complete both tasks flawlessly (as there will most certainly be mistakes made on one task that you don’t even realize you made because you were not entirely focused on it because you were trying to get both things done at the same time). Then when you factor in the time it will take to correct those mistakes, how much time are you actually gaining (if any) by trying to do two things at once? Plus, the time spent on fixing those mistakes/redoing things is taking time away from you finishing other tasks. So, focus on one task at a time (and getting it done right the first time) in order to minimize mistakes/rework. With proper time management, you should be able to get both tasks done without having to do two things at once.
Get organized-Another big productivity killer is being unorganized and wasting time looking for misplaced items (such as keys, cell phone or even important business documents, meeting notes or other essential files). That is why it is imperative to get organized. Set up an organizational system that works for you (whether that be using a filing cabinet, folders, or even a CRM system, the important thing is that you know where things are at all times). Decluttering your desk and throwing things away that you don’t need can also be helpful in allowing you to stay focused and productive throughout the day.
Take breaks- Working through the day without taking a break may seem like a great idea for being productive and getting all of your work done, but at what cost? Doing so is not sustainable and will only cause burnout in the long term, which is actually detrimental to productivity. Taking a quick five minute breather for yourself (or at least a few minutes to each lunch) is crucial to being able to maintain a high level of productivity throughout the day.
Increasing productivity does not necessarily mean you are doing more (it certainly may for some people), but the main thing is that you are “working smarter not harder” on the tasks at hand. A way to accomplish this is by combining tasks. For example, eating breakfast with your family while also identifying the important tasks for the day ahead. You can also visualize how things are going to go during the day while getting dressed in the morning.
Reflect on the day’s events- At the end of the day (or whenever you have a minute), get in the habit of looking back on what you got done that day. This exercise can give you a sense of pride and accomplishment for what got done. Taking some time to reflect on what went well (and also things that did not go so well and things that need improvement) can help a small business owner not only recognize success but also help to learn from mistakes and make improvements to their business moving forward.
As a small business owner, it is very easy to get overwhelmed by the demands that come with running a business and this could result in lowered productivity, which may become detrimental to a business. Following the above tips can be helpful for a small business owner to maintain a high level of productivity throughout the year.
