Are you a small business owner or looking to help small businesses boost their productivity? Great news – you can make a big impact. As a business owner, you can adopt strategies that improve your own operations, and as a partner, you can go beyond by helping small businesses prioritize tasks, stay focused, and work toward their goals by sharing time management techniques, task prioritization tools, and methods for avoiding distractions. These practical tips not only boost productivity for small business owners but also strengthen your partnership by showing your commitment to their success. And while you’re at it, you can apply these strategies to your own work as well!
As you know, small businesses don’t always have the largest budgets, so being creative and utilizing tips, tricks, and technology can go a long way to tackling daily tasks, increasing personal productivity, and still enjoying work/life balance and having a personal life.
While every small business is unique, whether a car wash or coffee shop, some common productivity challenges affect most businesses. Let’s run through a few of the top challenges – and offer solutions like productivity hacks, regular breaks, scheduling periods of time for activities, and more.
Challenge #1: Too Many To-Dos
Each day that you come into the office, open your store, or log on to your computer, you are hit with a multitude of tasks to complete, from responding to emails to uploading content to your social media channels to placing supply orders and talking with customers. No matter what your business – or that of your client – there is no shortage of items for small business owners. So, how does a business owner overcome this daily challenge? While you can’t turn everyone (or even yourself) into a morning person, you can set realistic goals and develop habits that lead to greater productivity.
Solution: Rank and Automate Tasks Using Technology
Taking a few minutes to prioritize tasks is well worth the time. Find the top three for that morning and put them in order. By ranking and tackling just the three most important, it lessens the feeling of being overwhelmed by having too much to do. Feeling overwhelmed can be a productivity killer! Sharing the top three priorities among the team is also a smart idea so everyone is efficiently and effectively working towards common goals.
Next, block out time for the tasks – instead of trying to juggle them all simultaneously. Using online calendars makes this easy. For instance, block off two hours in the morning for email and customer service follow-ups, schedule a lunchtime, set time blocks for early afternoon meetings, and leave an hour or two at the end of the day for “heads down” or “focused” work and thinking time. Knowing the times of day when you are least stressed and most productive can help you with scheduling. When those tasks are completed, rest assured there are more to complete on the bottom of the list, so don’t think you won’t get to them.
There are also many types of automation with technology today – and utilizing technology tools is a smart move. Online to-do lists, project management software (free and paid), online accounting and payroll solutions, and tools within larger software solutions such as Microsoft Office allow small business owners to automate and streamline repetitive tasks to drive efficiency.
Here’s a list of popular productivity applications that can help both individuals and businesses boost efficiency:
- Asana – A task management platform that helps teams coordinate and track progress.
- Basecamp – A project management and team collaboration tool with features like to-do lists, file storage, and message boards.
- ClickUp – A comprehensive project management tool that covers tasks, docs, goals, and time tracking.
- Doodle Polls – A scheduling tool that simplifies finding the best time for meetings and appointments by polling participants.
- Forest – A productivity app that helps with time management by using a timer that grows virtual trees as you focus.
- Microsoft To-Do – A simple task management tool integrated with Microsoft Office 365.
- Monday.com – A customizable project management platform for team workflows and task tracking.
- Notion – An all-in-one workspace for notes, tasks, databases, and team collaboration.
- RescueTime – A time-tracking tool that helps you analyze your work habits and improve focus.
- Slack – A communication tool for teams, allowing quick collaboration through channels and messaging.
- SmartSheet – A dynamic project management and collaboration tool that helps businesses track, plan, automate, and report on work in real-time.
- Todoist – A task management tool for organizing, prioritizing, and completing tasks.
- Trello – A project management tool that uses boards, lists, and cards to organize tasks.
Challenge #2: Lack of Clear Processes
Similar to having too many to-dos, not having strategic – and simple – processes can bog a team down. For example, in the marketing and communications arena, processes should be set and followed. Of course, ad hoc items such as urgent tasks will arise, but try to minimize them and follow set processes for clarity. Imagine how productive an entire team is when everyone is working on the steps to achieve long-term goals!
Solution: Put Methods to the Madness
To stick with the marketing example, set a few simple processes such as:
- Complete annual marketing goals.
- Assess the target audience and complete buying personas.
- Create a marketing and communications calendar for the next few months or year.
- Work on project management dates around the big items such as e-newsletters, blogs for the website, and social media.
- Once those dates are set, ensure all team members have access to them; this includes who owns each task.
- Make sure to check in quarterly on goals to assess alignment.
For each of the large areas of the business, this type of strategy can be done where processes are developed and followed. Think of all the time saved by following processes instead of employees wasting time wondering what to work on that day. Teams truly can reach maximum efficiency when everyone works together.
Challenge #3: Disorganization Everywhere
Is your workspace disorganized? Albert Einstein famously said, “If a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign?” While no one can argue Einstein’s intelligence, others maintain that a clean, clear, organized workspace can lead to improved productivity. The benefits of a clean space include:
- Effective use of space
- Reduced risk of injury
- Room for productivity (literally)
- Improved morale
- Better first impression of the business by clients and others
So what can small businesses do to achieve a zen business and state of mind?
Solution: Get Organized!
Start with the obvious and clear out the clutter. Wilted plants, dirty coffee mugs, and any garbage can all go to their proper places – the trash or recycling cans. Then, think about how to most effectively use the space. If the business design is a candle-making operation with large areas of supplies, there will also need to be empty tables for pouring wax, drying, and assembly. A coffee shop or wine bar? Keep it neat and tidy so customers don’t feel stressed or overwhelmed and can find solace in the space. Corporate offices may have filing cabinets if everything hasn’t been switched over to digital files. Find a space for physical paper files if needed that isn’t intrusive. The office design is up to the small business, but making sure it’s tidy, organized, and works well for its team members is optimal.
Driving Business Success to Achieve Goals
Whether you’re a partner offering support or a business owner seeking to improve operations, implementing these strategies can lead to more efficient workflows, greater success, and stronger business relationships. Time truly is money in the business world, so maximizing your time and minimizing unhelpful tasks is critical.
Ready to save time and focus on what you love most about your business? Let Guidant Financial handle the rest. From Bookkeeping & Tax to Payroll and HR, we offer all the services you need to streamline your operations and reduce paperwork. Contact us today to see how we can help your business run more smoothly!
Call us today at 425-289-3200 for a free, no-pressure business consultation to get started — or pre-qualify in minutes for business financing now!
“I knew that I needed a funding partner that would be a reflection of the community we are trying to serve — and that is really where Guidant shines.”
— Daniella Cornue, Le Village Cowork
