We're In a changing world where being productive trumps being busy every time.

Here are some of the ways we can become more productive in our working day:

Are you Guilty……?

In a recent Vistaprint business survey their found that most small business owners reported spending more time on administrative and project management than on marketing, product development or design and other tasks that are essential to growing their businesses.

Nearly 72% of those surveyed said administrative tasks are keeping them the busiest, followed by customer service (70%) and project management (62%). The majority (63%) are spending less than five hours a week on marketing their business. Approximately 75% of small and micro-businesses are going it alone, not using outside resources to save time on business related activities.

What steps can you take to avoid making these common mistakes:

1. Prioritise tasks

Determine which tasks have the highest impact on your business and prioritize them accordingly. The Pareto Principle, also known as the 80/20 rule, suggests that 20% of your efforts produce 80% of the results. Identify those high-impact tasks and focus on them first.

2. Set Clear Goals

Clearly define your short-term and long-term goals. Break them down into actionable tasks and prioritize them based on importance and urgency. Having a clear direction will keep you focused and productive.

3. Delegate and Outsource

As you might have guessed, I'm a big fan of this one! Don't try to do everything on your own. Delegate tasks that others can handle effectively, freeing up your time to focus on strategic decisions and core business activities. Outsource non-core tasks or consider hiring specialized contractors or virtual assistants for specific roles.

4. Streamline Communication

Communication can consume a significant portion of your time. Streamline your communication processes by using efficient tools like email templates, project management software, or messaging platforms. Set specific communication hours to minimize interruptions and allocate time for responding to emails and messages.

5. Learn to Say No

I'm definitely guilty of this one! As a business owner, you may face numerous requests and opportunities. It's important to evaluate them against your goals and priorities. Learn to say no to tasks or projects that don't align with your objectives or will distract you from what truly matters.

To Summarise

6. Effective Time Management

Manage your time efficiently by planning your day, setting deadlines, and avoiding distractions. Break your day into blocks and allocate specific time for different activities. Use productivity tools such as calendars, task managers, or project management software to help you stay organised and on track.

7. Avoid Multitasking

While multitasking may seem efficient, it often leads to decreased productivity and lower quality work. Instead, focus on one task at a time and give it your full attention. Complete it before moving on to the next one. This approach allows for better concentration and reduces errors.

To summarise, successful business owners regularly evaluate their productivity and assess what is working and what isn’t. Reflect on your achievements, challenges, and lessons learned. Adjust your strategies and approaches accordingly to optimize your productivity continually.

Remember, productivity is not just about being busy—it’s about being effective and focused on tasks that drive your business forward. By implementing these strategies, you can enhance your productivity as a business owner and achieve better results.


John Carolan ACMA, CEO of Solve Outsource

Contact Email: john@solve.ie