12 Time Saving Tips and Apps for Business Leaders

time saving tipsTime Saving Tips designed to give you back the time you need

There are so many hats to be worn when running a small business. To enable you to deliver under each of these hats, you need to maximise use of your time. Ensuring you don’t waste time is one thing. Using technology and techniques to save more is another.

These are 12 time saving tips we’ve picked up over the last few years to help you out…

1. Control your email

Email can eat your day. We all get huge numbers of emails. If you react every time your Inbox beeps, it distracts you, consumes a couple of minutes to read and react to. You then have to get back into whatever you were doing before. It only takes 120 emails, at 5 minutes each, to eat up your whole day.

  • Learn to batch read, keeping Outlook closed except for 3-4 sessions a day.
  • Delete everything that you really don’t need. That “might be interesting” stuff can consume lots of time. If you must keep it, stick it in a folder for reading when you really have some spare time.
  • Unsubscribe as soon as you find emails either annoying or not useful. It will keep the email volumes down.
  • You don’t need to Reply All every time. Simply respond when you need to – and encourage others to do the same.

Of all our time saving tips, it is between this one and No.3 as to which can consume more of your time.

2. Delegate when you can

Creating time to do everything, including growing your business means getting rid of the stuff you don’t need to do. This will, of course, vary dependent upon where you are in your business life.

  • Outsource when you can, using book-keepers, virtual assistants and marketing agencies to get rid of the stuff you don’t like doing or when they can do it more effectively than you can.
  • Recruit staff into those roles when the outsourcing costs will regularly be higher than the costs of a member of staff.

3. Limit your time on social media

LinkedIn, Twitter and Instagram can be even greater consumers of your time than email. Checking your feeds, just in case something interesting has come in, will chew through time.

  • You don’t need to spend any more than 10 minutes per day per channel to react to others in your network and post your daily updates.
  • Schedule time to find others you want to connect with once a week. You don’t need to do much more than that.
  • If you want to post throughout the day, use something like Hootsuite to bulk schedule, rather than going into that platform multiple times a day.
  • It’s better to do 1-2 social media channels well, than 4-6 poorly. It also consumes far less time

4. Close your door

The office door delivers a message quickly. It tells others you don’t want to be disturbed. It gives you time to concentrate on what you need to do.

  • Develop a system that ensures people know when they can, and really cannot, knock. Perhaps your door is pushed to, but not closed means they can knock. Maybe a Do Not Disturb sign.
  • Disappear to somewhere else. If they cannot find you, they cannot disturb you.
  • If you work in an open plan space, your headphones are the next best thing. Tell your team, and others around you, that you don’t want to be disturbed if you have your headphones on.

5. Do the stuff you don’t like first

Nobody likes paying the VAT bill or dealing with a disciplinary issue, so get them out of the way first. Worrying, whilst trying to do something else, makes you less efficient and wastes time.

6. Take time to plan

Working on the business on a regular basis, rather than in the business all the time, makes you more efficient. If you’re in the business, you will be reacting to things as they happen. This may, or may not, be in the right order, meaning time is wasted.

  • Write down what you plan. Writing them down helps you remember them and make sure they get done.
  • Use online tools, with built-in reminders and scheduling tools to help you. Basecamp and Zoho Projects are just two of your options.

7. Set yourself deadlines

I’ll do it tomorrow is a great way to never get something done. Refer to point 5.

8. Automate invoice chasing

Making just one or two calls to chase each invoice can eat your time, especially when the invoice is really late and they don’t want to talk to you.

  • Use online tools such as Avrium to chase invoices automatically. Most people pay late because they’ve forgotten. A gentle reminder works wonders.
  • Knowing who hasn’t paid can stop you doing work that you may not get paid for. Your time is precious enough when you are getting paid. It’s a double waste if you then don’t get paid for it. Assuming your clients really need your service/product, they will quickly pay up when you stop delivering.

9. Keep your network up to date

Saving time is the theme throughout here, so why not make use of the tools that can keep everyone in your network up to date – all at the same time? We’re not suggesting you don’t take time to talk to your connections on a one-to-one basis, but you don’t have to do it all of the time.

  • Mailchimp is a great email marketing tool, with more features being added all the time, to help you communicate and educate effectively.
  • LinkedIn is, of course, the master at this. Just remember what we said in 3.

10. Instant Messaging

You also need to keep in touch with people you are working with, both within your team and with external suppliers and clients.  The number of tools available to do this continues to grow. We’ve already mentioned Basecamp, so here are three others to consider:

  • Slack is a good instant messaging tool, but it takes a little getting used to. We’ve struggled with finding things once they slide down the timeline a bit.
  • Microsoft Teams allows you to communicate both internally and externally in a number of ways. It is something we are seriously looking at within SME Needs.

11. Schedule time for yourself

As they say, all work and no play makes {insert name} a dull boy. It also keeps your stress levels constantly high; something that is never good.  Take time to relax and do what you enjoy doing – away from work. Whether that is golf(!), yoga or simply spending time with the family, downtime is a great way of ensuring you don’t burn out.

12. Public transport is your friend

I know some of you are looking at your screen, thinking we’ve gone mad. Seriously, we think public transport can be a good thing.  You cannot really get your laptop out when on the bus or the train, but you can use your phone.

  • Take time to call your network and catch up. Find out what they’re doing and let them know what you are doing. The more you know about each other, the more you can make introductions that can lead to new business.
  • Do the social media posts you want to do.
  • Check out the “potentially interesting” emails we referred to early on in this article.

If public transport really isn’t your thing, or you spend hours in the car, use that time to make the calls. Please make sure you’re using your hands-free and certainly don’t try to catch up with your social media in the car.

So here are 12 time-saving tips to help you make the most of the time you have available. Of all 12 time saving tips, perhaps the most important is No.11.  We all want to grow our businesses and that usually translates into we work every hour available. The problem is that is rarely healthy and taking time out allows us to reset and go again.

I hope this helps.