Simplifying Time Management: Essential Strategies for Business Owners

How to Simplify Time as a Business Owner

Today we’re diving into one of my favorite topics: time management. As a business owner, I’ve learned that simplifying the relationship we have with time is essential for success AND also our sanity. No matter where we are our business-owning journeys – whether you’re just getting started or you’re a seasoned entrepreneur, the way you perceive and utilize time profoundly impacts your productivity and stress levels.

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Why Simplifying Time Matters

In our busy-busy-busy world, many of us feel overwhelmed by time and all of the things that feel like time constraints. We rush from one task to the next, feeling like there aren’t enough hours in the day. We feel constantly like we’re behind… and it’s not fun.

The good news is that being overwhelmed by time, feeling constantly constrained by time, and that you’re behind doesn’t have to be your constant state – it’s actually optional (and I know that maybe that sounds bananas…).  By simplifying and adjusting how we think about and manage time – stating from the inside out, we can create a sense of control over our time and create space for what truly matters in our lives.

But HOW do you actually DO that?

Here are some practical strategies to help you simplify your approach to time management.

 1. Embrace Time Pockets 

One of my favorite ways to simplify time is by utilizing what I call “time pockets.” These pockets are the small blocks of time that exist between your scheduled commitments that you can use to do small (but productive!) things.  

For instance, if you find yourself waiting for a call or in between meetings, you might use that brief moment to grab something small off your to-do list, like sending a thank you note, or making a connection request.

I use time pockets in my own days all the time. I often use the 15 - 20 minutes before a client call to record a podcast episode or write a post for social media. By viewing these small moments as opportunities rather than gaps, I accomplish more without feeling rushed or overwhelmed.

**And, just one added note here. Using time pockets to help reduce overwhelm and do small tasks does NOT mean that every bit of time needs to be filled doing something productive. It’s perfectly okay (and needed) to take breaks, rest, and use time in ways that don’t feel productive – no one (not even you!) needs to be productive 100% of the time!

 2. Set Realistic Expectations

A second mindset shift I think it’s important to consider making is to stop expecting to complete every task on your to-do list every day. This shift can be a game-changer. When I create my plan for a week, I aim to accomplish somewhere between 65 and 70% of the of items on the list rather than attempting to do it all. I make the list KNOWING that I’ll do most things, but not all.



Approaching my list this way relieves pressure to be perfect, and also allows me to celebrate small victories—if I finish more than I expected without doing every single thing, I still feel accomplished.

By letting go of the need to tick every box, we create a healthier relationship with time and to-dos. When unexpected situations arise—like a last-minute request from a client or a family obligation—we’re less likely to feel frantic or guilty. Instead, we can adapt and prioritize based on what truly needs our attention – whether it’s work, or kids, or rest.

 3. Do What’s Easy Ahead of Time

Another strategy I find helpful is identifying tasks that can be done ahead of time without having them feel complicated. For example, if I know I’ll need specific content for an upcoming event or post, if I find a pocket of time where it feels easy to create the content, I’ll take the moment early. And if I sense that a task will take longer than expected? I start, but I also allow myself to finish later, maybe at the moment the content is actually instead of forcing it ahead of time. In doing this, I am working to respect both my energy level and my own creative/thinking process. You get to do the same.



Thinking about tasks and time in this way – where I do things when it feels easy to do them - helps me manage my workload but also ensures that I’m working on tasks when they feel most natural. It’s all about finding what works for you – and the only person who really knows what works for you is you 😊

 4. Reflect on What’s Working

Regularly asking yourself, “What’s working right now?” can help you simplify your tasks and time. This reflection allows you to see tasks or projects that ARE working as they are right now, and therefore don’t need attention your attention, even if you feel like you *should* be changing them. For instance, if you have a project – like updating your logo, or your website - on your list but in reflection notice that not only is nothing really wrong but they’re actually functioning well, you might find you don’t need to spend time on it right now.



By focusing on what’s already effective, you can eliminate unnecessary tasks, freeing up time for pressing things, or even FUN things. Reflecting in this way not only simplifies your workload but also enhances your overall productivity.

 5. Create or Adjust Boundaries

Choosing and holding on to time boundaries is a big part of managing your time effectively. For example, on a small scale, I often set specific time limits – sometimes I’ll give myself 30 minutes to work on a part of something larger, and when the timer goes off, I move on. On a bigger scale, I don’t take calls after 2 pm on Fridays or before 11 am on Mondays – having guaranteed quiet work time both to start and end my week helps me to not feel overwhelmed at either end.



Having clear boundaries helps me to compartmentalize my day, and also helps me to actually be that present in both my professional and personal life. What are the boundaries that you might need to implement to create a more balanced and manageable schedule for you?

Conclusion

Simplifying your relationship with time is not just about managing hours; it’s about cultivating a mindset that allows for flexibility and balance. By utilizing time pockets, setting realistic expectations, doing what’s easy ahead of time, reflecting on what’s working, and creating boundaries, you’re stepping towards changing your relationship with time.

If you found these strategies helpful, consider joining my Uncomplicated Business for Teachers, Helpers, and Givers Facebook group, where we share tips and support each other on our business journeys. Also, don’t hesitate to reach out if you’re interested in coaching—there’s always room for you!