Ep 01 - 9 Productivity Tips for Busy Entrepreneurs

Productivity is ultimately about stewardship. Every business owner has their own set of goals, key areas of responsibilities, deliverables, and what have you. While these may vary in detail and in execution, the factor that ultimately sets us all on level ground is time. Each of us has the same amount of time on our hands.

It used to be that whoever put in the most hours of work was hailed as the most productive worker, sure. But with all the available literature about effective time management, plus a variety of time management apps and tools at our disposal, productivity is no longer defined by how many hours you work, but by how efficiently you do your work within a given number of hours.

Today’s business owner knows that productivity is the art of properly stewarding your focus, your energy, your skills, your efforts, and your resources to get the most out of your day while catering to all your areas of responsibility. Because a business owner is never just a business owner, right? There are other areas of your life that need your attention too.

All that to say that we understand how real (and exasperating) the struggle can be to get to a healthy level of productivity. Hence, we’ve put together 9 tips and tricks for increased productivity in the hopes that some (or all) of them help you make the most of every hour.

9 Productivity Tips for Entrepreneurs

Goals are great, but systems will get you farther

Who doesn’t love a good set of really inspiring goals? Every business owner must have them. However, the systems you put in place in order to reach those goals will have greater value to your business in the long run. Even when your goals change down the line, you can rest easy knowing you’ve set up solid systems that can help you reach them. 

For example, create standard workflows for each of your business processes. Far from being robotic, when these systems become muscle memory, they will create room for you to allot more time and energy to other areas that need more of your attention.

Here’s an oldie but goodie, list things down

A to-do list is like a paper clip--a plain, basic item in your desk drawer, but an item you can’t  do without. Consider your to-do list the paper clip that holds all your many different tasks together. Writing things down saves you from having to spend time thinking of what you’re supposed to do next, or worrying if you’ve missed out on any of your tasks. 

If you find to-do lists daunting, you aren’t alone. A change in perspective might just do the trick. Author Steve Maraboli lends some excellent advice on the matter: “Rename your ‘To-Do’ list to your ‘Opportunities’ list. Each day is a treasure chest filled with limitless opportunities; take joy in checking many off your list.”

Invest in the best tools for your top tasks

There’s an old adage that goes, “It’s the Indian, not the arrow”, implying that the individual’s ability defines his greatness rather than the tools he uses. This is largely true, but nevertheless, tools are extremely important for increasing productivity in any area of your life. Before you start downloading every promising app however, be reminded that you don’t need every tool available under the sun. You’ve got to pack your toolbox wisely.

Consider your top tasks and your frequent tasks then research on apps that can help you get them done more efficiently and effectively. There is a wide range of apps for practically everything, so read reviews, check ratings, study functions, examine interfaces, and invest in the ones that can truly work for you. 

Do not be a slave to notifications

In a blog on their website, developer Rescuetime recently shared some of their latest screen time statistics: “On average, we pick up our phones 58 times per day. This time adds up to about 3 hours and 15 minutes.” According to the report, 30 out of 58 check-ins happen during working hours (9am-5pm). 

Not only does constant phone-checking jar your focus, it also unwittingly robs you of more time than you think. Two minutes spent going through notifications multiplied by several times throughout the day equals time that you could have spent more wisely. 

Set fixed times to check your phone and go through your notifications. If you think it fitting, let your clients and employees know your schedule as well. This way, they’d know when to expect a response and when to flag urgent concerns.

Take inspiration from class schedules

There is wisdom in the way things are done in schools. Each subject gets a given block of time a day, so that a student has a very well-rounded schedule throughout the week. The same principle can be adapted by business owners. 

Set blocks of time in advance for work dedicated to, say, Marketing. Another for Finance, another for Business Development and so on. This practice ensures that you get to focus on all aspects of your business throughout the week and helps you schedule everything else around these blocked times. 

That being said, make room for things that “just come up”

Don’t fill your day up so much that it paints you into a corner, so to speak. As a business owner, chances are, random things that require your attention will come up unexpectedly. Your schedule should be arranged in such a way that certain tasks or meetings can be moved around to accommodate such spontaneous but unavoidable events. 

Yes, have fixed or blocked hours, but have a couple of flexible ones as well. If nothing comes up, great! But if anything does, you can keep calm and carry on.

Prioritize periods of rest

Need we say more about the importance of taking breaks? Regard these breaks as pitstops for you to refuel and recharge your mind and body. Rest your eyes from screen time. Have a healthy meal or a healthy snack. Stand up and stretch. Whatever your body needs you to do for it to keep going, take the time to do it. 

As much as it can be helped, do not multitask

Let’s be real, multitasking simply means dividing your attention and focus between two or more things. This could work for some “autopilot” tasks such as taking a phone call while driving, but it generally isn’t a good strategy to increase productivity. 

Every task is deserving of your best efforts and your undivided attention. Not only does it help you work faster, focusing solely on a given task enables you to work better.

Reserve an “untouchable” hour

As soon as you wake up in the morning, reserve that hour as a warm-up of sorts. Pray, meditate, do some light exercises, enjoy an unhurried cup of coffee or tea. Whatever this “untouchable” hour looks like for you, protect it and think of it as an investment for all the tasks that lie ahead that day. 

That one hour encourages you to approach your day from a place of calm and peace, thereby affecting the way you think, work, and respond to whatever the day has in store.  

Were any of these tips helpful? What are your best practices for increased productivity? Do share!