As a small business owner, I’m sure you’ve felt like there are too many demands on your time. If you’re feeling like there aren’t enough hours in the day, test out these 10 productivity hacks to help you get more done in less time. 

1) Work in 90-minute bursts and then rest.  Our brains are not designed to function non-stop during an 8-hour workday. We have ultradian rhythms (similar to circadian sleep rhythms), where our brains switch between high-frequency and low frequency. During the 90-minute high-frequency cycle, we are better able to focus and get hard work done. Then it's best to take a 20-minute break when your brainwaves operate on a lower frequency to recoup. 

Quality work requires focus, but we can only intensely concentrate on a task for so long. When you block out distractions and set a goal to accomplish within this timeline, you are more apt to enter a state of 'flow,' where you then do your best work. 

After the sprint comes the rest - energy is a renewable resource, but it needs time to recharge. And you are responsible for setting that time aside. (Playing games on your phone doesn't count as rest…I wish it did! Try a 20-minute nap, go for a walk, or call a friend and chat. 

2) Get yourself organized.  Possibly the easiest productivity hack is to get organized. It’s amazing how simple things like searching for a document or figuring out where you left your phone can eat up your time. Putting in the effort to get organized upfront pays off in the long run! You’ll feel more confident, less stressed, and end up being more efficient and productive. 

3) Batch like tasks together.   What tasks can you group? A morning for bookkeeping and invoicing, a morning for content creation, or certain days of the week that you book client meetings? Grouping like tasks together keeps you in the grove and helps you be more efficient.

4) Make use of technology and automation. Take a close look at how you spend your days. What tasks are eating up your time? Is there anything you can automate? If you're wasting time going back and forth to schedule meetings, try a tool like Calendly. 

Or maybe content creation has you down - scheduling and planning tools like Hootsuite can help you batch and plan content. Apps like Wave, Zoho or Quickbooks save you time on invoicing, expense tracking, and bookkeeping.

Get systems in place for everything you can - from bookkeeping, content creation to onboarding new clients or scheduling meetings. The more automatic and routine it is to you, the faster and more efficient you'll be!

5) Avoid multitasking!  So many studies have shown that it does the opposite of what it is supposed to – in fact, one study shows that multitasking can reduce productivity by almost 40%. Your brain is much more efficient when focused on one task at a time. You’ll end up getting way more done in a day if you finish one job before moving on to another. 

6) Set only a few goals for the day.  Set a few goals, give yourself a time limit, and break them down into smaller tasks to check off throughout the day. The simple act of checking something off a list releases dopamine in your brain and makes you feel good. The more micro-tasks you check off, the more motivated you'll be to keep moving on down the list! 

7) Block notifications during work sessions.  Productivity hack #7 – put the phone away. A recent poll suggests Canadians check their phones every 10 minutes. That means you are very rarely getting into an efficient state of workflow. Resist the urge to check your phone or constantly peek at the notifications. Let people know if they need you to call for essential matters. Then shut off your notifications and stick your phone in the drawer.

8) Know when to work alone and when to ask for help.  As entrepreneurs, we are often working alone. WE are solely responsible for our businesses; we are the ones making choices and potentially life-altering decisions. Sometimes your business needs YOU. And sometimes, your business needs help. Knowing when to outsource is key to growing your small business. 

What aspects do you NEED to do yourself, and what tasks can you delegate? If you are unsure what to pass off, make a list of the jobs you complete in a day. Then review your list asking yourself questions such as: Am I the only one who can do this? Is this in my wheelhouse? Do I enjoy this task?

Am I getting the results I want? 

You’ll be amazed at how much time you spend on tasks you can outsource to someone else, leaving you with more time for the essentials.

9) Eat the frog.  “Eat a live frog first thing in the morning, and nothing worse will happen to you the rest of the day." ― Mark Twain.

Rather than burning brain energy dreading tasks you must do later, get it over with at the beginning of your day. You'll get it off your plate, will have a big win first thing in the morning, and everything else will seem that much easier!

10) Create routines for everything. Routines save brain energy because we know what to expect and what is coming next. You save a lot of mental energy by making things automatic. Be intentional with creating routines for every major aspect of your day. It requires less brain power, leaving you to put that energy towards your work. 

Overall, as a society, I think we are hyper-focused on being productive every minute of the day. It’s not possible, and it’s not healthy. Being as effective and efficient during work hours helps you get more done (I hope these productivity hacks help you do that!) But, be sure to set realistic goals for yourself, so you don't burn out. Take time to rest and have fun. Life is short!! 

If you’re wondering what systems, apps, and processes can help you be more effective, book a free needs assessment. I’d love to hear about your business.