Managing time effectively as a leader can present unique challenges. Unlike large corporations with extensive support structures, managers in SMEs often juggle multiple roles whilst navigating tight budgets and limited resources. Here are 7 practical ways that leaders can use to optimise their time whilst still driving business growth. Each tip is actionable and designed to help maximise productivity, sustainably. 

1. Embrace the 80/20 rule 

The Pareto Principle states that 80% of results come from 20% of efforts. This means identifying which activities generate the most revenue or will boost your operations so you can focus your time on high-impact tasks. These could be investing in a client relationship, planning or even developing your team. Routine administrative work could be left for when you’re least productive or you could delegate or outsource this work. 

2.  Master the art of delegation

Many SME managers struggle with delegation, feeling they must handle everything personally. This mindset is counterproductive and unsustainable. Start by documenting your key processes and identifying team members’ strengths. Delegate tasks that others can perform at least 70% as well as you could to free up your time for more strategic activities. It will also help with your team development ultimately creating a more resilient business structure.

3. Use technology

Budgets may be tight but considered investment into technology can dramatically improve time management. Consider cloud-based project management tools like Trello or Hive for coordinating team activities, use accounting software such as Xero to streamline financial processes. Scheduling tools, such as Calendly can simplify booking meetings and reduce the number of emails you need to manage. Many of these are affordable and are designed specifically for small businesses.

4. Block time so you can focus on specific tasks

Time-blocking involves dedicating specific time slots to particular activities, such as strategic planning, client meetings, and team check-ins. Set specific times aside to get tasks done, particularly jobs that you may have been putting off such as your accounts or team reviews! Remember to include buffer time to avoid the stress of rushing between commitments – and to always have time for a cuppa or a walk outside to clear your mind. 

5. Protect your energy

The “always-on” culture can be devastating for SME managers. Set clear boundaries around working hours and stick to them. What’s particularly helpful is to use separate devices or profiles for work and personal communications. A well-rested manager makes better decisions and sets a positive example for the entire team.

6. Regularly review and adjust how you’re spending your time

Dedicate a short period of time each week to review what you’re doing and the time it takes. Use this space to ask yourself what worked well, what didn’t, and what could be improved. This will help you to identify patterns and make changes where needed. Also think ahead to what needs to be done in the following week and schedule time to make sure that these tasks are completed.

7. Invest time in building processes

Spend time creating robust systems and standard operating procedures – and ensure that these are documented so all relevant parties are aware of what is expected. It’s also worthwhile to create templates for recurring tasks. These systems and templates become increasingly valuable as your business grows and can significantly reduce time spent on routine decisions.

8. Create a network

It’s valuable to spend time creating a network. Search out people who can support your business growth and potentially, with adding knowledge and opportunities for your business.  Be strategic about who you meet and which events deserve your time by focusing on networking opportunities that align with your business goals and industry. Always go for quality relationships and events over quantity!

Effective time management isn’t about cramming more into your day, it’s about ensuring the right activities receive your attention – and that you give them the appropriate amount of focus and time. It’s all about creating a sustainable business way of working, whilst maintaining the agility that makes small businesses so competitive in today’s market.

When you need a ‘helping hand’ – think about Hour Hands

We know that you have a lot to do and your time is valuable. This is where we can help. Our team of very experienced and knowledgeable PAs and bookkeepers are always on hand when you need more time to focus on the strategic development of your business. Add us to your contacts list if you need help with any aspect of your business from bookkeeping to acting as a virtual PA or if you need help with one off tasks such as developing a business plan, organising a team recognition event. 

In fact, we can handle most tasks that don’t require your personal time, giving you time to concentrate on something else that you are better skilled at doing or, to allow you time to enjoy doing something that fills you with happiness.

If you think that we can help – or if you’d like to talk about it and find out, do fill in the contact form or give us a call. We’re always on hand and happy to help!