Being an entrepreneur can feel like a constant race against the clock. There’s always something demanding your attention, whether it’s an urgent call, an overflowing inbox, or an unexpected issue that needs fixing. By the end of the day, you’re still tackling “just one more thing,” long after you intended to call it quits.
But here’s the hard truth: if you want to grow your business, you must reclaim control of your time. This isn’t easy, and it requires tough decisions about how you spend your days. However, the reward is worth it—more focus, more clarity, and ultimately, more success.
Ready to start? Here’s how.
Step 1: Track Your Time Honestly
Before you can improve your time management, you need to understand where your time is going. For two weeks, track everything you do during your workday. Yes, everything—whether it’s responding to emails, attending meetings, or getting distracted by social media. Use tools like Toggl or a simple notebook to log your activities.
Don’t worry about judgment or perfection; the goal is to gather data. Note the time, the task, and whether it was strategic (big-picture planning) or tactical (day-to-day operations). This step can feel tedious at first, but it’s incredibly revealing.
Step 2: Spot the Patterns
Once you’ve logged your time, it’s time to look for patterns. Ask yourself:
- How much of your day is spent on high-value tasks versus small, repetitive ones?
- Are there times when you’re consistently interrupted?
- Are you wasting valuable hours on tasks that someone else could handle?
These insights will help you pinpoint your biggest time wasters and decide where to focus your energy.
Step 3: Take Back Your Day with Smart Techniques
Now that you know where your time goes, it’s time to take action. Here are some practical techniques to help you regain control:
1. Schedule One Hour per Day for Strategic Work
This isn’t optional—it’s essential. Block off one hour each day for big-picture thinking, whether that’s planning, brainstorming, or evaluating your business goals. Treat this time as sacred. No emails, no phone calls, and no distractions. You’ll be amazed at how much clarity you gain by stepping back from the daily grind.
2. Don’t Overbook Yourself
You’re not a superhero, and that’s okay. Overloading your schedule only sets you up for failure. Instead, aim for a manageable to-do list each day, focusing on your top priorities. Leave some breathing room for unexpected tasks or simply to recharge.
3. Delegate as Much as You Can
You don’t have to do it all. If a task can be handled by someone else, delegate it. This could mean outsourcing administrative work, assigning routine tasks to your team, or hiring a virtual assistant. Delegation frees up your time for what truly matters—growing your business.
4. Use Idle Time Productively
Waiting for a meeting to start? Stuck in traffic? Use these moments to your advantage. Keep an audiobook or podcast queued up for professional development. Carry a notepad for jotting down ideas or tackling small tasks. These little pockets of time add up.
5. Say No More Often
Saying no can be tough, but it’s necessary. Not every request deserves your time. Before agreeing to something, ask yourself if it aligns with your priorities. If it doesn’t, politely decline. Remember, every time you say yes to something unnecessary, you’re saying no to something important.
6. Use Gatekeepers to Screen Tasks
Gatekeepers—whether it’s an assistant, a team member, or even a scheduling tool—can help you filter out distractions. They ensure only the most important tasks reach you. For instance, have someone else screen your calls or handle routine emails. This frees you to focus on work that truly requires your expertise.
Step 4: Prioritize What Matters Most
It’s easy to get caught up in the small stuff. That’s why creating a weekly priority list is so important. Identify 3-5 key goals for the week and break them into daily action steps. Focus on high-priority tasks first, then move on to secondary items if you have time.
Your daily schedule should include:
- High-priority tasks: Up to five must-dos for the day.
- Secondary tasks: A few lower-priority items to tackle if possible.
- People to contact: Any calls, meetings, or emails that are essential.
- Unstructured time: Space for strategy, creativity, or simply a break.
Think about when you’re most productive. Are you sharper in the morning? Use that time for your hardest tasks. Feel more energetic in the afternoon? Schedule calls or meetings then.
Step 5: Get Support When You Need It
Sometimes, it’s hard to see the bigger picture when you’re in the thick of it. That’s where a coach can help. A coach provides unbiased feedback, helps you identify blind spots, and works with you to create a time-management system tailored to your needs.
Taking control of your time isn’t just about working harder—it’s about working smarter. Start small, stay consistent, and remember: your time is your most valuable resource. Use it wisely, and you’ll not only grow your business but also reclaim balance in your life.
Ready to make a change? Take the first step by scheduling a free coaching session today. Your future self will thank you.