How to get 28 hours out of your dayDo you look at other small business owners / entrepreneurs, and admire their focus, effectiveness and drive? Do you wonder how they seem to be so organised and in control, and how they always seem to do the right thing at the right time in the right way?

So you have started your own small business, well done, but wow what a culture shock!

Do you look at other small business owners / entrepreneurs, and admire their focus, effectiveness and drive? Do you wonder how they seem to be so organised and in control, and how they always seem to do the right thing at the right time in the right way?

In your last job, there were probably other people to address all the needs of running a business.  But now, its all down to you.  Even if you have employees, you will need to be across a lot of things in your business and ensure they are happening.  Yes accounts: thats you, marketing: thats you, IT: that will be you, dealing with clients: yes thats you as well, fancy a coffee: well you better put the kettle on.  

Do you feel that you work too hard, but even then still struggle to complete your work? Are the things that are important to you drowned in drudgery? Is work eating into the time you want to spend with your family and friends?

Is the novelty of running your own business wearing off? Unfortunately, these feelings are very normal. Many people experience these same problems. They feel over-busy, disorganised, stressed and out of control of their lives. Yet they know there's a better way - if only they could find it.

To survive the first few years in business you will need eight arms constantly doing various tasks, but realistically this is impossible to operate at full capacity so you need to be smarter.  Here are a few time management tips for small business owners:

Accept you cant create time  - There are only 24 hours in a day. You need 7 to 8 for (proper) sleep, a couple for rest and relaxation, and probably another hour for comfort breaks, eating etc. That leaves you 13 to 14 hours a day for your business. The first principle of time management is that you can’t expand that time.

Visualise & Plan - Visualise your long term picture of success and put it in writing. Review your goal frequently. Your goal should be specific, measurable, achievable and compatible with where you are now. There should be an end date as well. Begin with the end in mind.  Try to do your planning at the same time every day. Use this time to review past accomplishments as well as future things to do. Get in the habit of writing your goal down every day and give yourself a tick when you’ve achieved it. Your brain is wired to reward you for achieving things in this way.

Make a list - Write out a To Do list every day. Include items that can be completed, such as "Prepare exhibits for monthly report", rather than just "Work on report”. Separate your To Do list into A, B and C priorities. "A" items are important to your long term success, "B" may be urgent but not as important and "C" are those that would be nice to do if you get the time. Start with the A items. Don't work on a C just because it's easy to do. Also, break your A items into small manageable chunks, so they're easy to accomplish. Check off items as you complete them to give yourself a sense of accomplishment.

Know where your time is going - Conduct a time study to see how you're doing and where the opportunities for improvement lie. Many people are only able to spend one quarter of their time on top priority activities. Moving this up to one third of the week means almost 4 more hours per week on key activities. Keep a simple diary for a few days to see where your time is actually going. You will be surprised how much time you spend dealing with emails!  Get into the habit of limiting the time you spend on non-important things, for example only looking at email twice a day. Block off time in your planner for major activities. This might include a block of time for working alone on major tasks. If someone wants to meet you during that time, say "I'm sorry, I already have an appointment." Don't jam your day full of activities. Leave time for emergencies, special opportunities and thinking time.  Be your own manager. Ask yourself if you have met your goals, and what changes you plan to make to achieve them.

Delegate more - Got a team? Give them more of your tasks to do. They can manage it; it’s only you that’s holding them back. Introduce tasks slowly, be very clear about how you want them to be done, and give them space to get them wrong before they get them right.

Don’t waste a second - Get a mobile device to handle emails and read documents on the move. Load your iPod with audio of seminars and courses to learn while you drive. Keep a business book in your bag for 5 minutes of spare time. And remember to always keep your notepad with you, so you can capture tasks as you think of them.

Outsource -  Every small business and business owner has limited time, by outsourcing core activities this can help your business shift its focus from peripheral activities towards work that serves your customer. Most small firms cant afford the talent of big companies, by outsourcing you can access the same economies of scale, efficiency and expertise that large companies enjoy at a fraction of the cost, leaving you to get on with what you to the best.  Call Giraffe Group today to see how we can help you outsource and grow your business.

Final thought:

Personal time management skills are essential skills for effective people. People who use these techniques routinely are the highest achievers in all walks of life, from business to sport. If you use these skills well, then you will be able to function exceptionally well, even under intense pressure.

What's more, as you master these skills, you'll find that you take control of your workload, and say goodbye to the often intense stress of work overload.

Many people spend their days in a frenzy of activity, but achieve very little, because they're not concentrating their effort on the things that matter the most.

At the heart of time management is an important shift in focus:

“Concentrate on results, and not on being busy”

Good Luck

Louise