Running Out of Time, All the Time? Top Hacks for Small Business Owners

Running Out of Time, All the Time? Top Hacks for Small Business Owners

If there’s one thing every entrepreneur can agree on, it’s that they need more time.

There’s always a task dwelling at the bottom of your to-do list, waiting patiently, or the looming deadline that you really need to focus on… but you just can’t find the time.

So how do you find that 25th hour in the day?

We asked Ally Phillips, owner of award-winning Pink Spaghetti PA Services, to give us her tried-and-tested time management best practices. Ally manages a team of virtual assistants who specialise in supporting time-pressed small business owners with their admin and marketing requirements.

“We work with small business owners and charities who can’t do it all and need extra support to deal with the tasks they don’t have time to do or don’t know how to do,” says Ally. “We free up their time to focus on what they do best and grow their business.”

Ally spoke about time management at a recent UBC networking event in Thursby House on the Wirral. Here, we summarise her must-do tips.

Time management

5 Time Management Tips

  • Prioritise important tasks. Ally’s golden piece of advice is to complete important tasks first. Each day, identify two or three tasks that are the most crucial to complete and do those first. That way, once you are done, your day has already been a success.
  • Delegate. Identify tasks that are repetitive, you don’t know how to do, or you don’t want to do. Then delegate them to other people. If you don’t have a team of people you can delegate to, look for a freelance professional or a virtual assistant who has the relevant skills and experience to get those tasks done efficiently. Keep on top of task management with an online tool like Trello.
  • Make a list. The humble to-do list has a lot of benefits. First, it helps to clear your mind. Ally advises making a list at the end of the day so you can hit the ground running the next day. You can use an app like ToDoIst, or a simple notebook. If your list contains dates, such as events or birthdays, set reminders so you know what to do, by when (very helpful if you are guilty of forgetting to send birthday cards!)
  • Email management. One word: unsubscribe! It’s easy to let your newsletter subscriptions spiral out of control. Unless you actually read or need the content, hit unsubscribe. As for regular work emails, review your inbox every night and add important messages or tasks to your list for the following day.
  • Create templates for faster messaging. For frequently sent emails, set up an email template. Whole emails, including attachments, can be sent at the touch of a few buttons. It’s also worth using email footers with your name and sign-off to save writing out the same message every time, such as “Kind regards, Doris Smith”.

How can I be more productive?

Time-Saving and Productivity Techniques

Ally recommends finding a productivity technique that works for you, and your personality.

If you tend to procrastinate over tasks that you don’t like doing, follow Mark Twain’s advice and ‘eat the frog’ first thing in the morning. The idea is that you get the worst job out of the way as soon as possible, so you can look forward to the rest of the day.

If you frequently feel overwhelmed by tasks, try time boxing. Fix a time period to work on a task or a group of tasks. That doesn’t necessarily mean you have to finish it in that time box, but simply set a period of time to work on it.

Finally, the Pomodoro Technique helps keep your mind fresh and focused. Focus on 25 minutes of work, then take a 5-minute break. Repeat this 4 times, and then take a 15-minute break. Try it for a week to truly master the technique – and use an app to help guide you.

“When running a business or managing big projects, it can feel like there aren’t enough hours in the day,” says Ally. “But these quick wins and time management techniques can help your everyday life in more ways than one.”

If you reach the point where your to-do list is gaining in size rather than shrinking (which for a small business owner is a good sign!) why not turn to Ally for professional outsourcing help? Get in touch and find out more about her efficient time-saving services at ally@pink-spaghetti.co.uk

Ally Phillips Pink Spaghetti