How to Reclaim Your Time and Boost Productivity

As business owners, it's easy to find ourselves trapped in an endless cycle of busyness. Team meetings, responding to emails, staff issues, picking the kids up from school, fixing the printer (again!) – the list goes on. It feels like we need more hours in the day just to keep up. But the reality is that more time isn't the answer. It's all about how we use the time we have. So, what can help you manage your time more productively, both in and outside of work.

1. Ditch the "Multitasking Myth"

Let’s start with this common productivity trap: multitasking. It sounds like the perfect way to get more done in less time, but the truth is, it’s killing your focus. Research has shown that switching between tasks actually makes you less efficient. Imagine trying to write a marketing plan while simultaneously responding to client emails and listening to a staff Zoom call. Exhausting, right? Instead, adopt the art of single-tasking. Block out time for specific jobs and give them your full attention. You’ll be amazed at how much faster you get things done when you focus on one thing at a time.

2. Automate to Liberate

We're firm believers in working smarter, not harder, so let's talk automation. A whole lot of admin tasks in your business could be handed over to technology. Think of invoicing, payroll, expense tracking, and even social media scheduling. Automation not only saves time but reduces the risk of human error.

And here's something to think about: there’s a very good chance you already have access to automation tools but just aren’t using them to their full potential. Look into cloud-based accounting systems (yes, this is where we step in to help!), CRM systems, and other software that cuts down on manual work. Set it up once and watch it do the work for you.

3. The Power of Saying "No"

One of the hardest lessons in business is learning when to say no. It’s easy to get sucked into saying yes to every opportunity or client request. But every "yes" means you’re saying "no" to something else, like time with your family, or time to focus on building your business. Start getting selective with where you place your energy. When you focus on the right projects, you’re not just productive, you’re effective.

4. Outsource the Tedious Bits

There are parts of running a business that most of us could do without. Maybe it’s bookkeeping, HR tasks, or managing your website. The beauty of running a business in 2024 is that outsourcing is easier than ever. There’s no need to waste your precious hours figuring out payroll tax or fixing a broken website.

Outsourcing these tasks to experts means they get done properly, and it frees you up to focus on what matters – growing your business. And, yes, if you need someone to take the accounting off your plate, we're ready to help.

5. Prioritise Downtime

Now, this might sound counterproductive, but trust us – your downtime matters. If you’re working 24/7 without any real breaks, your productivity will suffer. Your brain needs space to recharge and reset. That’s why successful business owners carve out time for exercise, hobbies, and most important of all, family and friends. It’s not wasted time; it’s essential for keeping both your energy and happiness levels high.

So, schedule that time off, plan that weekend away, and don’t feel guilty about it. You’ll come back refreshed and ready to tackle the next big challenge.

6. Time Blocking Is Your Best Friend

A calendar isn’t just for meetings. Time blocking is a simple technique that helps you take charge of your day. Rather than just listing things on a to-do list, block out specific times for specific tasks.

Want to work on a marketing plan from 10am to 11am? Put it in your calendar. Need a chunk of time for a task that requires your 100% focus and attention? Block it out. Treat these blocks like meetings, and you’ll find yourself sticking to your schedule more easily. It creates structure in what can otherwise feel like chaos.

7. Don’t Forget the Numbers

We can’t write this blog post without mentioning the importance of keeping an eye on your business finances. Financial planning is essential to running a smooth operation, but it can also feel like a time drain if you’re not careful. Set aside regular, specific times to review your finances – weekly, monthly, or quarterly, whatever works for you – but don’t let it eat into all your time. And, of course, having a great accountant – not mentioning any names here – makes this process so much smoother.

Conclusion

Just because you’re a business owner, that doesn’t mean you have to be busy all the time. By making small changes, like focusing on one task at a time, outsourcing where it counts, and giving yourself proper downtime, you can reclaim your time and boost your productivity.

At Navigate Accountancy, we believe productivity isn’t just about ticking boxes – it’s about making smart decisions that move your business in the right direction. We’re here to help you streamline your financial processes so you can focus on what truly matters. Get in touch with our team if you’d like to find out more about working with us.