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Small businesses have their own share of fair struggles- managing clients, and finances, meeting deadlines, and handling daily operations can leave you scrambling to keep up. A survey found that 39% of small business owners work over 60 hours a week, yet many still struggle to accomplish everything on their to-do list. Sound familiar? The problem often lies not in how much you work but in how you work.
In this blog, we’ll explore six productivity tips that will help you work smarter, not harder. From automating repetitive tasks to setting healthy boundaries, these tips are designed to reclaim your time and boost efficiency so you can focus on growing your business without burning out.
Prioritize tasks with the 80/20 rule
Not all tasks are created equal. The 80/20 rule, also known as the Pareto Principle, suggests that 80% of your results come from 20% of your efforts. As a small business owner, identifying those high-impact tasks is key to maximizing productivity.
Spend 10 minutes each morning reviewing your to-do list. Highlight tasks that directly contribute to your goals, whether it’s boosting sales, improving customer service, or closing deals. Break tasks into categories like urgent, important, or nice-to-have using frameworks like the Eisenhower Matrix. If growing your client base is a priority, focus on following up with leads or crafting targeted marketing campaigns instead of spending hours tweaking your website design.
Use automation tools to save time
Small business owners wear many hats, which makes automation a lifesaver. A Zapier report revealed that 65% of business owners who use automation experience reduced stress and increased efficiency. Why spend hours manually sending invoices, following up with clients, or posting on social media when technology can do it for you?
Automate invoicing and reconciliation with tools like Forwardly. Set up automated email workflows using Mailchimp or HubSpot to nurture customer relationships while you sleep. Use social media schedulers like Buffer or Hootsuite to batch-plan posts for the week. An e-commerce business owner set up an automated abandoned cart email sequence and saw a 20% increase in recovered sales—without lifting a finger.
Track key metrics with ease
Let’s be honest: no one starts a business because they’re excited to stare at spreadsheets all day. But keeping tabs on essential metrics—like revenue, expenses, customer retention, and cash flow—is crucial to your success. The good news? With the right tools, tracking your numbers doesn’t have to be a grind. In fact, it can even feel empowering.
Start by using accounting software like QuickBooks or Xero to handle your financials. This isn’t just about saving time; it’s about avoiding those late-night sessions that lead to more coffee than actual results. Customer relationship management (CRM) tools like HubSpot are great for organizing sales data and keeping tabs on client interactions—because, let’s face it, remembering every little detail about every client isn’t a skill most of us have.
When you have your key metrics at your fingertips, you can ditch the guesswork and focus on making smarter, faster decisions. Plus, having a few impressive stats ready to share doesn’t hurt—whether it’s for a meeting or just to impress your mom.
Time-block your schedule for maximum focus
Time blocking is a simple yet powerful technique that involves dividing your day into chunks dedicated to specific activities. It prevents task-switching, which can reduce productivity by up to 40%. Use a digital calendar like Calendly or Google Calendar to schedule blocks for emails, client calls, deep work, and breaks.
Stick to the plan—if you’ve blocked 2 PM to 4 PM for strategy work, don’t let distractions like emails or social media derail you. Let’s say your mornings are your most productive time. Block 9 AM to 11 AM for tackling high-priority tasks and reserve the afternoons for less intensive work like administrative tasks.
Leverage technology to optimize workflows
It’s 2024; there’s no need to reinvent the wheel—or waste time on repetitive tasks. Technology offers countless tools designed to simplify processes, save time, and reduce stress. From project management to customer service, automating tasks can make a huge difference in your day-to-day operations.
For example, Forwardly offers a seamless way to automate bill payments, where you can easily manage approvals through a streamlined workflow. You set the rules for approvals (who needs to approve payments and at what thresholds), and the system does the heavy lifting—processing payments on time, every time, without you having to lift a finger.
Try the Forwardly way
Remember, productivity isn’t about working harder—it’s about working smarter. And while we can’t help you with juggling flaming plates, we can help with managing your finances. Forwardly takes the hassle out of bill payments and cash flow management with instant payments, seamless automation, and no hidden fees.
Want to work smarter, not harder? Get started with Forwardly today.
