Productivity Through Time Management

You can’t add more hours to the day, but you can make the most of the time you have by increasing workday efficiency. Here are some time management tips all small-business owners should consider to improve their productivity:

Clear the clutter.  Having a cluttered desk negatively impacts your productivity in more ways than one. Not only does visual clutter lead to distraction, feelings of being overwhelmed with too much to do (and no clear place to begin), and wasted time looking through various piles for files and folders, it can even hinder your ability to lead and form important business relationships. In fact, one study conducted by CareerBuilder revealed that managers and co-workers tend to view workers with a paper-strewn desk as less capable than those with a clear workspace. Should visiting clients or potential partners perceive you as a flustered entrepreneur based on the appearance of your office, you might have to work that much harder to secure the relationships you need to build your business. Take advantage of document-management tools that offer customized solutions based on your needs, whether that includes file tracking and archiving, shredding services, digital storage or off-site file management.

Take it one screen at a time. According to Mary Czerwinski, an authority in the field of “interruption science,” it takes the average person about 15 minutes to reclaim the focus needed to complete serious mental tasks, every time he or she gets interrupted, or shifts his or her attention to another open window on his or her computer (including an email inbox, instant messenger or social media). Though your instant responses may seem like a necessary evil to keep your business moving forward, it actually erodes your ability to efficiently complete your most important business functions.

Recognize that not all breaks are created equally. In the May 2012 issue of Harvard Business Review, Portland State University professor Charlotte Fritz revealed study results indicating that workday breaks can derail your focus, unless they involve some work facets. Strategize your breaks for maximum productivity, and minimal distraction. Have your employee one on ones during your next coffee break, or catch up with that important client call while taking a short walk outdoors.

Schedule what is worth your time. Instead of compiling a daily “to do” list based only on specific tasks, use time blocking to ensure your focus is on your top five goals, which can be professional and personal. If, for example, you want to build new vendor relationships as a business priority, schedule a time block dedicated to that function into your calendar each day. While working toward that goal may mean attending a networking event on one day and sitting in your office making phone calls the next, the time management benefit is consistent: Each task gets you closer to your pressing business goal. Likewise, if you’ve made it a personal priority to invest in a daily workout or meditation session, schedule time each day for your physical health to avoid temptation to push the priority to the back burner in light of other demands.

Put boundaries in place.  In tandem with time blocking, set a timer on your smartphone to ensure you don’t spend so much time on any one priority that you reach a point of diminishing returns. If you want to invest an hour of your day into managing your social media presence, for example, set an hour when you begin — and commit to putting the task aside once your time is up. With these boundaries, you’ll be less likely to get distracted mid-task, and ultimately, become more productive.