Having the sense of overwhelm happens to everyone. There will be days when we’ll feel like we aren’t productive, the tasks keep piling up, we spend more hours than necessary to complete our tasks, and the list goes on. 

​Do these things happen to you?

  • There is so much to do on your to-do list
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    You don’t know where to start
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    You take up too much time doing administrative tasks
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    Work keeps piling up, no matter how many tasks you finish
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    You don’t properly charge your client because you don’t keep track of time rendered
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    You’re working more than necessary (40+ hours/week)

While some just give up and break down from the sheer sense of overwhelm, others will take that as a challenge to improve their processes with better time management. 

​WHAT IS TIME MANAGEMENT?

Imagine having a firm grasp of what you’re supposed to do each day; what your responsibilities are, when you need to finalise them and completing them without delay. Imagine having fun while working because what you’re doing is what you’re really passionate about. Imagine having the help you need while you delegate other tasks to your staff so you’re not bogged down with tasks you’re more than physically capable of completing before deadlines.

That’s what time management can help you with. It’s not just a simple itinerary where you right down where you’re needed, when you’re needed and what you need to do. It’s an organised system where you allot your time based on priority, deadline and delegate or outsource tasks to your staff.

Time management helps you gain back control of your time on a daily and weekly basis instead of having to constantly react to your clients’ requests every time they happen, when they happen

​HOW TIME MANAGEMENT BENEFITS YOU AND YOUR BUSINESS

Creating good daily habits can improve your time management skills ten-fold.

Here are some of the most notable benefits you can get from a well-developed time management strategy:

YOU GAIN MORE CONTROL OF YOUR TIME

A well-developed time management strategy lets you organise your time spent on certain tasks, when to delegate them and who to delegate them to. Doing this gives you more control of your time and lets you have more time to focus more on the tasks that help you manage and grow your business.

TRANSPARENT TURNAROUND TIME

With a time management strategy in place, you get to readily inform your clients when they should expect completion of their requests. With time management, you can create allowances to your turnaround as a contingency plan for when there are circumstances where you’ll need more time to work on a certain task.

YOU GET MORE WORK DONE

Having structure to your day means less time wasted and more time to get more work done. This also means that you don’t have to rush trying to beat the deadline which may result in errors and discrepancies along the way.

YOU CAN ALLOT MORE TIME FOR MORE CLIENTS

Again, structuring your day and planning them around tasks instead of around clients will mean that you get to set a day or a time where a task gets done without having to run around trying to do many things all at once, losing time in the process.

Because you get more work done in a single period, you free up more time giving you the breathing space to cater to more clients.

YOU PROVIDE BETTER SERVICE TO YOUR CLIENTS

Because every task leading up to completion has an allotted time, you get to spend your time working on those tasks properly and still have an allowance to check for any errors or discrepancies. This means that you get to give your clients better service and you get to give them an overview on where you’re at and when they can expect turnaround.

​HOW TO DEVELOP A TIME MANAGEMENT STRATEGY

Developing a time management strategy is fairly easy, though it sometimes takes up work and, sometimes, will cost you money. But the good thing about this is that the benefits and the returns more than makes up for the effort and money spent.

DELEGATE

If you’re looking to grow your business, then hiring staff is a given. This means that you get another set of hands and brains to work with you and that you get to entertain more clients in the future.

If you’re a one-person-team and you find yourself with more work and less time, then it’s high time you consider hiring new staff. Whether the staff you hire is for administrative work, a junior bookkeeper or someone for marketing, if hiring one inevitably gives you more valuable time for crucial business tasks, then that’s already something you should consider.

Interested in hiring a staff, but not sure where to start? Read our article here!

DIARISE YOUR DAY

Create a default diary and schedule your time to block sections in your diary for times to work on client tasks, for marketing, networking and to work on improving your business – be it improving your systems or for professional development. Every day, create a list of six tasks you need to do and make sure that you update this list each day.

Doing this will give you a sense of achievement while getting work done. That’s a win-win.

SET UP A PLANNING METHOD

“Chunking” is a planning method I have mentioned in my book, Grow Profit Exit. What it means is to work out a 90-day plan consisting of targets that you want to meet over that 90 days. From that 90-day plan, you chunk it down into a 30-day plan – what you want and need to accomplish within those 30 days that lead up to that 90-day plan. You, then, further chunk it down into a 14-day plan to organise what you want to accomplish in those first 14 days and then the next 14 to arrive at the completion of your 30-day plan.

To speak simply, it’s a method of looking at the big picture and then dividing that into manageable segments for you to keep track of your priorities and achievements as you go along accomplishing each task in that plan and achieving milestones along the way.

FIND A PROJECT MANAGEMENT SYSTEM THAT WORKS FOR YOU

There are many project management systems available if you take your time to browse through the internet. From free to paid, you can find it there. What you have to consider when choosing a project management system are the following:

  • Your budget
  • Your business goals
  • The number of people you want to have access 

There are free-to-use systems out there such as Asana or Trello. Or the paid versions such as Xero Practice Manager or Karbon. I highly recommend you get everything out of your head and into an online software you can access from anywhere.

DELEGATE, DEFER OR DELETE

Look at your To Do list and consider what can be 

  • Delegated to others – either outsource software setups, or engage staff to do the work that is below your charge out rate
  • Deferred to another day or time – avoid reacting to clients demands of doing it NOW. Consider if it can be done later in the day when you have completed your current work.
  • Delete what you do not need to do – consider if it will it enhance your business and if not consider saying NO

​SUMMARY

To sum up, creating an efficient time management system can only benefit your business in the long run. Remember that there is much to benefit about creating good work habits and instilling discipline. This also gives you a clear view of whether what you’re doing is serving you well. Having the foresight enables you to improve or change if one or more aspect does not serve you well.

Time management is not only beneficial for your business, but also for your well-being. Imagine having more time to yourself without having to blur the lines of the work-life balance. It gives you the freedom to do more of what you love whether it’s something for your business or for your personal life.