It’s not easy being an entrepreneur.
Your to-do list never seems to end. Between client meetings, product development, and the endless stream of emails, the amount of wasted time can feel immense while juggling multiple tasks. However, true productivity isn’t about simply grinding harder than ever.
It’s about implementing strategic productivity hacks to maximise every minute you spend on the computer and while you’re on the move. In fact, a recent study found that entrepreneurs waste an average of 21.8 hours per week on unproductive tasks.
In this guide, we’ll uncover ten proven productivity hacks for entrepreneurs to make the most of their time and energy – less stress, greater productivity.
The Power of Prioritisation
Don’t fall into the trap of reacting to whatever task is more urgent; rather, strategically focus on what’s most important for long-term success.
That’s the difference between being busy and being truly productive.
Let’s see why this is one of the best productivity hacks.
The Eisenhower Matrix
Known as a classic framework for categorising urgency and important tasks, this productivity hack will change how you view prioritisation. Separate your work into the following:
Urgent and important – Complete it.
Important but not urgent – Schedule it.
Urgent but not important – Delegate it.
Neither urgent nor important – Delete it or strictly limit it.
You can judge the importance of a task by the impact it delivers.
The desire for a magic bullet solution often overshadows time management tips for entrepreneurs. But your time costs money! Which means using it efficiently is invaluable.
The 80/20 rule (Pareto Principle)
This prioritisation tool suggests that 80% of your results come from 20% of your efforts. Understanding the Pareto Principle will help you identify high-leverage activities for maximum impact.
Remember, time is money; make every hour count.
Time Blocking
It’s easy to get distracted in the office by random tasks that pop up and bombard you from every direction.
This can be tackled with the productivity hack of time blocking and combined with the power of task prioritisation.
Instead of a chaotic and reactive approach to the workday, start using one of the prioritisation methods on all tasks. Next, you will time block by intentionally scheduling chunks of hours in your calendar for dedicated work on specific projects.
Nothing else is to be worked on or addressed during this blocked time, and you will quickly reap the benefits of this productivity technique.
Constant Momentum: Juggling tasks is not an efficient method for ticking off the checklist and completing projects. With time blocking, you shut the door on interruptions and minimise the possibility of cognitive drain.
Improving Your Domain: Having control over your operations is one of the greatest joys of being an entrepreneur, and time blocking helps reinforce this. Entrepreneurs who use productivity hacks and stick to them are in the driver’s seat.
As with anything, experiment in the beginning with smaller time blocks, such as 30 or 60 minutes. Those not used to it might initially feel anxious, but over time, this should streamline all workflows.
Taking Advantage of Automation
Now that artificial intelligence has joined the fray, there are many avenues for automating rudimentary tasks that aren’t productive.
Mundane administrative tasks or manually sending bulk emails are a waste of time, and automation is where you can leverage tools to drive your business forward.
Not only does automation save time and energy, but it also reduces human error! Even the sharpest entrepreneur will eventually slip up, while automated tools will repeat the same process without failure.
Consider using automation in some daily activities, such as:
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Social Media Scheduling: Tools like Hootsuite or Buffer let you plan and schedule your social media content in advance, ensuring a consistent presence without being chained to your phone.
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Email Automation: If you’re sending special deals or important notices to a large chunk of people, don’t do this manually. Use services like Mailchimp or ActiveCampaign with sophisticated email workflows. These tools also provide key insights, such as email open rates and the links that were clicked on.
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Accounting & Invoicing: These tasks can take several hours throughout the month and are often a headache during tax time. Software like Xero or QuickBooks will streamline this process through bookkeeping, invoicing, and even expense tracking to maximize productivity.
Say “No” Strategically
Your time and energy are finite, which means saying “yes” to everything will lead to burnout, overwhelm, and a diluted focus. “No” doesn’t have to be perceived as harsh or rude; it can be done with grace and professionalism.
This can be done directly without waffling or making vague excuses, and it will ensure others respect you more. You don’t owe anyone a detailed explanation of why you are unavailable, but a brief reason will make the interaction friendlier—convey the decision without justifying it.
Entrepreneurs can take it to the next step and offer an alternative if possible. Whether it’s assisting at another time or pointing them in the right direction, this will be perceived as goodwill and appreciated.
Saying “no” will feel uncomfortable initially, or perhaps always, but it is important to move past the guilt and recognise your priorities in a professional environment.
Importance of Delegation
According to the Eisenhower Matrix, if a task is urgent but not important, then delegate it.
Delegation holds immense potential for entrepreneurs, yet it’s a skill many business owners seem to struggle with. Many struggle with the desire for complete control over every task, and this is more prominent in those who have built their company from the ground up.
“If I want it done right, I have to do it myself.”
This thinking is a recipe for a bottleneck.
Instead of being the impetus for growing your business, you now become the limiting factor and slow down every process. Entrusting capable team members and skilled freelancers is paramount, here’s how:
Use Virtual Assistance: Hire a virtual assistant on a per-need basis to tackle a range of tasks. This productivity hack will free up your time and is low-cost.
Ease of Scaling: True scaling of a business hinges on systems and the right people. Delegation allows you to step away from the day-to-day minutiae, paving the way for expansion without your direct involvement in every task.
Remember, delegation isn’t about dumping any task you don’t enjoy on someone. Use it as an opportunity to select an equally proficient individual who can tackle this task or nominate someone who can complete it with reasonable training.
Strategic Breaks
How do breaks equate to productivity?
This may sound counterintuitive, but avoiding spending every minute hustling and grinding will accomplish more in the long term.
The truth is that strategic breaks are not a luxury; they’re a necessity to sustain high performance over an extended period.
Our brains are not wired for continuous, intense focus. Just like an athlete needs recovery time between workouts, our minds require moments of rest to recharge and consolidate information. Pushing yourself beyond those limits leads to diminishing returns. Decision-making suffers, creativity dwindles, and the risk of costly errors increases.
In the long run, working non-stop undermines the very productivity you aim for.
Schedule them into your day just like you would any other appointment. Experiment to find what works best for you and the type of work you’re doing.
Batching Similar Tasks
This productivity hack is an antidote for being a more organised individual and it applies in general life, along with being an entrepreneur.
Haphazard multitasking and swapping task contexts come at a cognitive cost to the brain. Imagine hopping from designing your graphic marketing piece and swapping to a performance report halfway through.
A repeated shift will chip away at mental clarity and efficiency, whereas batching similar tasks will boost productivity. If you’re unsure of how to group similar tasks, use this blueprint:
Content Creation: Tasks that involve writing blogs, social media graphics or captions should be batched together because of their creative similarity.
Administrative Work: Updating the CRM or scheduling appointments are systematic tasks that make them a great pair.
Email Management: It’s easy to get sidetracked from notifications, and this can be avoided by tackling the inbox at specific times throughout the day.
Task batching for productivity is a proven method to stay focused and is easy to implement.
Create a Workspace That Works for You
It’s easy to underestimate your workspace’s profound impact on your ability to focus, create, and get things done.
You can find this in a traditional office, coworking space, serviced office, or even working from home. A business owner’s workspace isn’t just where they sit; it’s where they plan on making profits and growing a business.
A cluttered, distracting environment creates friction, draining your mental energy. In contrast, a well-designed space can become a catalyst for your success.
Lighting: Natural light is ideal for mood and alertness. If that’s not accessible, ensure your artificial lighting is bright enough to avoid eye strain but not so harsh that it creates a sterile environment.
Noise Levels: Some thrive with a bit of background buzz, while others need absolute silence. Experiment to find what enables your focus. Noise-cancelling headphones or nature sound playlists can be helpful tools.
Comfort: Discomfort is a major productivity killer. Invest in an ergonomic chair for proper posture, and make sure your desk and monitor are at heights that prevent strain.
Remember, these are absolute basics for a workspace, and you need to think critically far beyond this. It might be a few plants to add vibrancy, a vision board with your goals, or playing focus-enhancing music. Don’t be afraid to make your workspace an expression of you.
Setting Realistic Goals
Being an entrepreneur intrinsically means you set your sights very high with incredible achievements.
However, there’s a fine line between healthy ambition and lofty goals that become a recipe for discouragement and burnout. Overestimating what you can realistically achieve in a given timeframe undermines your long-term progress.
Goals can be modest, but this doesn’t mean your ambition is stifled. Goal setting for entrepreneurs is about creating actionable milestones that reinforce belief in your abilities by ticking off smaller tasks. We recommend following the tried and tested formula of SMART goals.
Specific, measurable, achievable, relevant, and time-bound.
With this framework, you will be able to turn your audacious dreams into reality.
Enter Your Flow State
We all know that some productivity hacks work better than others, and some may not apply to the different tasks at hand.
But think back to a time when you tackled a task with intense concentration where time seemed to dissolve, it felt effortless, and you were firing on all cylinders.
This elusive yet incredibly powerful state of mind is often described as ‘being in the zone’, which is a state of deep concentration. Entering your flow state is a satisfying feeling because of the heightened productivity, creativity, and sense of enjoyment; but how do we get there?
Challenging but Attainable Tasks: Entering your flow state requires a task that stretches your skills but isn’t so difficult as to induce anxiety. Boring and easy tasks are too simple to tap into the zone, while incredibly challenging jobs create too much stress.
Minimal Distractions: Unfortunately, the flow state is fragile, and disruptions will derail it. This is where time blocking and having a workspace that suits you is pivotal for maintaining focus.
Clear Goals: The flow state required a defined objective with a definitive method to measure progress.
Try tackling challenging tasks when your mental energy is highest, and experiment with certain music to see if it blocks out distractions. White noise and green noise are generally ideal for productive music!
Key Takeaway From Our Productivity Hacks
While the entrepreneurial journey is exhilarating, the endless to-do list and demands on your time can feel overwhelming. The productivity hacks we’ve explored – from learning to prioritize tasks ruthlessly to harnessing automation – provide a roadmap for staying focused and protecting your mental health
Which of these productivity hacks are you eager to try? This week, start by integrating one or two into your workflow to harness your productive mode.
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