1. Create templates for everything

Do you find yourself making the same document or writing the same email over and over again? Taking the time to create templates for documents you use daily will drastically improve your productivity. Instead of creating each new document from scratch, you can easily copy and paste, link or attach a premade template. Here’s one I made earlier!

2. Check your emails later in the day

Many of us wake up and immediately check our devices for the latest updates. Of course, it’s extremely important to keep on top of new developments and news. However, you may often find your day being filled with non-urgent tasks that arrived in your inbox that morning. Instead, it’s a great idea to plan ahead, dedicate the morning to a specific task and resume administration tasks once the essential assignments are completed. 

3. Focus on deep work

Deep work is your ability to deeply concentrate on an activity for extended periods, without any distractions. The term was coined by Cal Newport in his bestseller by the same name. In the 21st century, distractions come in spades. Social media, newsletters, notifications are all vying for your attention. Despite the value these things bring, they can be a hindrance in the workplace. Adding rituals and routines to your day that cut out distractions can greatly increase your productivity.

4. Pomodoro technique

The Pomodoro technique is one of the most popular time management methods. There are 5 steps:

1. Choose a task.
2. Set a 25 minute timer.
3. Work on the task until the timer is up.
4. Take a 5 minute break.
5. Every 4-5 pomodoros, take a 25-30 minute break.

Why is the pomodoro technique so effective? Small frequent breaks can improve your mood, decrease stress and increase your ability to concentrate. As a business owner, you always have another meeting to attend, another fire to put out, another task to complete. Pacing yourself in the short-term ultimately benefits your mental resilience in the long-term. 

5. Develop an email management strategy

Did you know the average professional spends 28% of their time reading and answering emails? On average, we check our emails 11 times a day! In short, email management is very, very important.

So how should you organise your inbox? This is a matter of personal preference but we’ve listed a few methods below that we’ve found most helpful.

1. Auto set filters for specific senders.
2. Create “Reply by xxx” folders and labels.
3. Use a ready-made template to reduce time spent.