Effective time management tips for sole traders
Effective time management - why it is important
When you work for yourself, it can be harder to manage your time as you don’t have a network to delegate tasks to.
This is why time management is important. Time management can help you prioritise your tasks and meet your deadlines, so you can manage your time more efficiently. Methods such as goal setting and scheduling strategies are key concepts of time management.
We have all had those panic moments where we don’t know how to manage our to do list. By implementing habitual time management processes, we can reduce stress and procrastination and achieve our goals.
Here are a few time management tips to get you started.
Use templates
This can be as simple as having a few group emails saved ready to go, so you don’t have to spend time typing lists of people each time you need to send comms out. This is especially useful when you have project management tasks you are responsible for. If you work with multiple clients, this can also reduce the chance of sending out emails to the wrong Matt, John, or Julia.
Similarly, if you have to send multiple reports to clients, don’t waste time creating them from scratch. Create a current, modern report template and save it ready to use. As part of the Freemeup Technology service, we have done just that. We have provided a letter, report, and other templates for you to use – all you have to do is fill in the blanks.
Complete similar tasks together
It takes time to switch from one task to another, and scientists have been studying the processes required to reorganise the brain to try and understand task switching. This time lapse is known as the switch cost. Psychologist Arthur T. Jersild first described the switch cost effect in his 1927 work, Mental Set and Shift. His discovery led to the understanding that it takes longer for the brain to react when it alternates between different tasks than when it repeats the same task.
By working on tasks that require similar skills or tools, your brain can reduce the switch cost and reduce the time it takes to reorganise and prepare for the next task.
- Put a specific time aside for admin work like sorting out your business’s invoicing and accounts, rather than trying to squeeze it in between paid work.
- Review and plan for your H&S responsibilities at the start of each week rather than reactively managing them as they occur.
- Spend time on business development when your energy levels are up and you won’t have any interruptions. Your clients will appreciate you calling them when you sound positive and engaged.
Reference:
The most successful businesses don’t work harder—they work smarter.
Check social media usage
This is a tough one for me. If I start to feel overwhelmed or have a task I don’t want to start, I will revert to scrolling through social media posts or the news. Procrastination can be the first port of call when we feel things build up. A small dose of dopamine makes us feel better and puts off what we don’t want to do. One thing I have found helpful is to have a teaching app that I go to instead of social media. Whether it’s learning a new language or improving your mathematical skills, I found replacing the scrolling habit with a learning habit a useful way to break the addiction.
If you need to spend time on social media for your business presence, try to limit it to 15 minutes a day. Set a timer so you can remove yourself once your time is up.
Plan the day the evening before
I have got into the habit of checking my calendar the night before so I don’t have any surprises I need to react to. Having personal errands to organise around my work schedule (mostly relating to the kids’ school events and appointments), I have to plan accordingly. If I only have a small amount of time available, I will try to check off some easy tasks that don’t take too much time or effort. That leaves me free to work on big projects on the days I have uninterrupted time in the office.
Make time to plan big tasks
Each year, I have a series of tasks I need to complete. These are usually the business KPIs relating to the H&S system, business development, client management, and end of year accounts. If I had to complete all these tasks at the end of the financial year, I would be overwhelmed and wouldn’t know where to start. Instead, I set out the KPIs at the start of the year and work through them over the next 12 months. I keep track of how much time I have left to complete tasks and prioritise those that take longer.
Planning tasks or goals may take time, but once they are set and you have a schedule to work to, this can simplify your work schedule as you are not reacting to work events as they occur.
Goal setting can also be linked to professional development. By learning new skills and the application of new technologies, you can learn techniques and apply software that will further help you save time and work more efficiently.
If you want to read more about goal setting, check out the freemeup blog “Do you want to achieve your ambitions?”.
Make meetings efficient
Prepare for your meetings – prepare an agenda and send out relevant information in advance. Find out who can/can’t make the meeting before it starts. If information gathering is part of the meeting, obtain the information beforehand and present the results so you have data to discuss rather than using precious meeting time collecting data.
Don't try to multitask, and learn to say no
Multitasking might seem a more efficient way to complete lots of tasks, but remember that switch cost effect I spoke about earlier? By constantly switching between tasks, the switch cost effect is multiplied. Each task ends up taking longer to complete and may not be completed to the highest standard.
One of the reasons we may end up with too many tasks in the first place is that we said yes. Prioritising our tasks and understanding our limits allows us to say no once those limits have been reached. Saying no can be difficult when we don’t want to let others down, but completing a task badly or not at all will result in much more disappointment. This reflects poorly on our reputation and brand.
Complete difficult tasks first
At the start of the day, it is easy to think about easing ourselves into the workload until we pick up enough steam to tackle the bigger challenges. However, I know that I have more energy when I first start work than at the end of the day.
We all work to different schedules though, so taking on your challenging work when your energy levels are highest may mean you approach those tasks in the afternoon or evening. Either way, figure out when you are most motivated in the day, and take on your hardest tasks then, rather than waiting until you are tired and they feel like a huge chore.
Take regular breaks
Most importantly, stressful, constant task completion without breaks can lead to burnout. Scheduling breaks and taking time off to decompress can help maintain energy levels, engagement, and enjoyment of work.
How can freemeup help?
Starting or running a business can feel like a never ending chore of admin responsibilities. It can also be overwhelming if you have little or no experience in all things IT, H&S, and insurance.
That’s where freemeup comes in. We have designed the freemeup services to take away the hassle of working for yourself. Services that are maintained for you, so all you have to do is use them.
So, if you like the idea of working for yourself and the freedom that comes with it, get in touch! We would love to show you how freemeup can free you up from your admin responsibilities, leaving you to do the work you love!
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