Time Management Tips for Business Owners

Time management is a challenge that many business owners struggle with. Over the years, I’ve developed some techniques that help me stay organized and productive, especially while juggling multiple businesses. Here are some of my best time management tips.

1. Time Blocking

Time blocking has been a game-changer for me. I start my day by blocking out time for morning routines, including getting my son ready for school. After dropping him off, I allocate time for personal tasks like checking emails, eating breakfast, and making coffee.

Here’s how I structure my time blocks:

• Morning Routine: Getting ready and preparing my son for school

• Post-Drop-Off: Checking emails, breakfast, making coffee

• No Meetings Before 10 AM: I usually don't take meetings until 10am to allow for a productive start to my day

• Go Through Asana To Do List: Everyday at 11am I have a time block to go through my Asana to do list

• Limit Meetings: I try not to have more than three meetings a day

• Breaks Between Meetings: I ensure at least a 15-minute break between each meeting for notes, organization, a quick stretch, and preparation for the next meeting

• Family Time: Time spent with my family usually 5pm-10pm Monday-Friday.

• No Meeting Fridays: I try not to take meetings on Fridays and instead as a catch-up day or a free day to handle everything else. This buffer day is essential for wrapping up tasks and preparing for the following week.

2. Weekly Scheduling

On Fridays, I block off my schedule for the upcoming week. This means my availability is visible only one week in advance, allowing me to stick to my planned schedule, as I plan the following week on Fridays. While emergencies may arise, clients know to reach out directly for urgent matters. This approach minimizes unnecessary bookings and helps maintain control over my time.

3. End-of-Day Boundary

I don't schedule meetings after 4 pm, even though occasionally I might need to. Typically, I finish work by 5 pm just in time to pick up my son, and there are times I continue working remotely after he's home. However, setting this boundary helps ensure that I can maintain a work-life balance.

4. No Weekend Work

Unless absolutely necessary, I don’t work on weekends anymore. I've made it a rule never to work on Sundays (exception again, unless I have a conference), which allows me to recharge, go to church, and spend quality time with my family.

5. Utilizing Tools

I use Asana to organize my to-do lists. I go through my to-do list daily to reschedule and reprioritize tasks. Here’s how I manage my tasks:

• Take care of simple tasks first

• Use WhatsApp/voice notes to inform my assistant of new to-dos, which they then add to Asana

• Leverage tools like the Fathom note taker to quickly add to-dos into Asana

6. Delegation

Delegation has been crucial for growth. Initially, I wanted to do everything myself, but I’ve learned that if someone can do a task at least 80% as well as I can, it’s worth delegating. This frees up my time for more critical tasks.

7. Flexibility for Growth

Despite my structured approach, I still encounter time management challenges—especially working with multiple growing startups. Flexibility is key, and it’s important to continuously adapt and refine your strategies.

Final thoughts:

To be honest, I'm still sometimes tweaking my time management strategies, but these practices have worked well for me. Every business owner has unique needs, so I encourage you to experiment with these tips and find what works best for you.

Note: This blog post is based on my personal experience and may not work for everyone. Adapt and use the tips as needed.