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Mastering Time Management: Strategies for Efficient Administrative Workflow

Updated: Oct 8, 2023

One thing about me, I’ve learned to VALUE time. Time is a precious resource that many take for granted.


Schedule some time this week to watch this snippet of a very powerful message by Apostle Joshua Selman. He drops many gems, but one changed my ENTIRE perspective on time.


As a small business owner or online CEO, you are the driving force behind your business’ success, but the multitude of tasks and responsibilities can quickly become overwhelming. To thrive, it's essential to master time management. In order to do this, you must prioritize how you as an entrepreneur manage your administrative workflow. You must be intentional about overcoming issues such as: prioritization, procrastination, distractions, overwhelm, low self-discipline, stress, and poor work-life balance.



Understanding Hindrances to Time Management


Time management hindrances can get in the way of your productivity and success. Here are a few we want to deal with today. Take a mental note of the ones you may be struggling with right now as a founder and CEO.

  • Prioritization: Struggling to determine which tasks are most important and need your immediate attention.

  • Procrastination: Delaying important tasks, which can lead to missed opportunities and increased stress.

  • Distractions: Falling prey to interruptions, both internal (like checking email excessively) and external (phone calls, meetings, and social media).

  • Overwhelm: Feeling overwhelmed by the sheer volume of tasks and responsibilities.

  • Low Self-Discipline: Struggling to maintain focus and adhere to a schedule or task list.

  • Stress: The cumulative effect of these challenges, leads to stress, burnout, and decreased efficiency.

  • Poor Work-Life Balance: Finding it challenging to strike a healthy balance between work and personal life, leads to decreased overall well-being.

Now that we’ve exposed some common issues CEOs face that hinder their ability to manage time, let's explore strategies to address these pain points and master time management effectively.


Time Management Strategies for Small Business Owners and Entrepreneurs


1. Prioritization: The Eisenhower Matrix

The Eisenhower Matrix is a simple but powerful tool to help you prioritize tasks based on their urgency and importance. We’ve talked about this in a previous blog, but it was too good not to mention it again. Here’s more information on the matrix and how you can prioritize tasks:

  • Urgent and Important (Quadrant 1): Tasks that need immediate attention. Handle them promptly.

  • Important, but Not Urgent (Quadrant 2): These are tasks that can significantly impact your long-term goals. Schedule dedicated time to address them.

  • Urgent, but Not Important (Quadrant 3): Delegate these tasks if possible, or limit the time you spend on them.

  • Not Urgent and Not Important (Quadrant 4): These tasks are often distractions. Avoid them or allocate minimal time to them.

2. Procrastination: The Two-Minute Rule

If a task takes two minutes or less to complete, do it immediately. This prevents minor tasks from piling up and causing procrastination. Another thing that you could do is create a Loom video addressing it so you won’t have to deal with it in the future, you can just delegate it.


3. Distractions: Time Blocking

Create designated time blocks for specific tasks or categories of work. During these blocks, eliminate distractions and focus solely on the task at hand. Use tools like website blockers or app limiters if needed.


4. Overwhelm: Break Tasks Down

When faced with a massive project or overwhelming to-do list, break tasks down into smaller, more manageable chunks. This makes progress feel more achievable and reduces overwhelm. Also, don’t be afraid to hire help, even if it’s temporary.


5. Low Self-Discipline: Pomodoro Technique

The Pomodoro Technique involves working in focused intervals (usually 25 minutes) followed by a short break. This structured approach can improve self-discipline and productivity.


6. Stress: Commit Thy Works

Let’s talk about it…If you have gotten to the point where your business has become stressful, let’s take a step back and examine some things. God is the CEO of our businesses and whenever stress begins to arise, we can bet that we’ve neglected him in our business. Here’s a friendly reminder to cast your burdens on the Lord, and allow him to sustain you, according to Psalm 55:22. And also, don’t forget to commit thy works unto the Lord and allow Him to establish your thoughts (Proverbs 16:3). These practices, done daily, can help reduce stress and improve your ability to manage time effectively.


7. Poor Work-Life Balance: Schedule Personal Time

Treat personal time with the same importance as work-related tasks. Schedule regular breaks, exercise, and family time to ensure a healthy work-life balance.


Tools to Aid Time Management


To further enhance your time management efforts, consider using digital tools and apps:

  • Task Management Tools: Apps like Todoist, Trello can help you organize and prioritize tasks effectively.

  • Time Tracking Software: Tools like Toggl or Clockify allow you to monitor how you spend your time, identifying areas where you can improve.

  • Calendar Apps: Google Calendar, Apple Calendar, Calendly, or Acuity help you schedule tasks, meetings, and personal events.

  • Project Management Software: Platforms like ClickUp or Asana assist in managing projects, teams, and deadlines efficiently.


Additional Tips for Efficient Time Management


1. Set SMART Goals

Ensure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound. Clear goals provide direction and motivation.


2. Batch Similar Tasks

Group similar tasks together and complete them during dedicated time blocks. For example, handle all email correspondence in one block rather than throughout the day.


3. Delegate and Outsource

Don't hesitate to delegate tasks that can be handled by others, whether it's administrative work, social media management, or bookkeeping. Outsourcing can free up your time for more critical responsibilities. That’s where we come in.


4. Use Time Management Techniques

Explore various time management techniques like the 80/20 rule, and time blocking to find what works best for you.


5. Regularly Review and Adjust

Consistently assess your time management strategies and make necessary adjustments. What works today may not work next quarter, as your business evolves.


6. Seek Support and Accountability

Consider partnering with the Holy Spirit and a mentor, coach, or an accountability partner who can help you stay on track with your time management goals.


Feeling Overwhelmed & Ready to Let Go and Delegate?


Mastering time management is an ongoing journey. It requires self-awareness, discipline, and a commitment to continuous improvement. By addressing pain points such as prioritization, procrastination, distractions, overwhelm, low self-discipline, stress, and poor work-life balance, you can unlock your full potential as a small business owner or entrepreneur.


One thing we value is time and one of our main goals for our clients is to help them maximize their time. We save clients HOURS each day so they can focus on their zone of genius, their goals, and their families.


Do you need to save 5-10+ hours per week? If so, let’s talk and see how we can support you.


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