Time Management Strategies for Small-Business Owners

Rashelle Isip, a New York City-based productivity consultant and time management coach with The Order Expert

If you wish to apply for a time management position, time management isn't something that can be learned overnight. It's an ongoing process of trial, error, learning and experimenting to find what works best for you and your unique working style.

But, if you're anything like me, you want to start applying some best practices today. So, let's get started.

Time management is a critical factor in any endeavor, especially in today's fast-paced and highly competitive business landscape. This is particularly pertinent for small-business owners who juggle multiple responsibilities and strive to maximize productivity within limited resources.

Productive time management is a valuable asset in any domain, and it's a skill that can be honed and refined with practice and persistence.

CALENDAR AS A TIME-MANAGEMENT TOOL

"A calendar system is essential for staying on schedule and preventing anything from derailing you,” says Rashelle Isip, a New York City-based productivity consultant and time management coach with The Order Expert.

Isip, who spoke during a recent webinar titled “Time Management Strategies for Small-Business Owners” sponsored by the Service Corps of Retired Executives (SCORE), says that calendars are a critical time-management tool.

"You'll want to use a system that works best for you. Some people prefer having a physical calendar that they can write in, while others might prefer a digital calendar system. Or, you might want to use both."

The key, she says, is to pick a system that you'll actually use and stick with it.

"I recommend having a master calendar where you put all of your appointments, meetings and events. This could be a shared family calendar or a work calendar. But, you'll want to have one central calendar where you're keeping track of everything."

Then, she says, you'll also want to have a personal calendar where you can schedule time for yourself, such as working on a project, working out or doing something else that's important to you.

"This is a calendar that's really just for your own time and tasks, and it's not something that needs to be shared with anyone else."

Finally, she says, you'll also want to have a separate calendar for recurring tasks, such as paying bills or submitting payroll.

"This calendar will help you stay on top of these tasks and prevent them from slipping through the cracks."

By using a calendar system in this way, Isip says that you can stay organized, scheduled and on track to achieve your goals.

THE WORK OF DELEGATION

"So why should you even bother delegating tasks in your business?" Isip asks. "For starters, it allows you more time for your own work. You have the time and the space to actually sit down and take care of that administration work, those finances or anything else that's interesting and valuable to you."

Delegation also allows owners and managers to gain the support of those around them, which, in turn, allows them to support others.

In many cases, "You have a set of employees. These people are available to help you. So, when you delegate tasks, you tap into their support network. Delegating tasks also offers opportunities for growth. If you're grooming someone into a managerial position, or just want to give someone more responsibility, delegating tasks can be a path to that."

Spreading out responsibility for tasks also allows leaders to rely on the specialized skills of others.

"If you're working with, let's say, a lawyer, a bookkeeper, an accountant, a graphic designer, a copywriter or someone else doing some professional tasks that you don't do yourself, these are all things that people help you with to get the work done for your business."

There's also a psychological function that practicing delegation can serve.

"When you delegate tasks, it solidifies your role as an entrepreneur or small-business owner. You realize that you can't do it all by yourself and that you know asking for help is just part of the process of being a business owner."

TASKS SUITABLE FOR DELEGATION

What are some general responsibilities that can be delegated?

"You can easily delegate those one-off tasks—things that can be quickly done without much thought. Maybe a product needs to be picked up from somewhere. Maybe there are phone calls that need to be made, or meetings that need to be confirmed. Anything that can be done quickly and easily is something that could be delegated."

When it comes to delegating projects and assignments, Isip says it isn't necessary to take an “all or nothing” approach.

"You can break it up into smaller chunks. Could you delegate some planning, brainstorming or thinking responsibilities? How about researching, reviewing or evaluating things? Having someone do that first pass can be valuable."

But, while the owner might entrust tasks to the team