17 Productivity Tips for Time Management for Business Owners

17 Productivity Tips for Time Management for Business Owners

Effective time management is crucial for business owners seeking to maximize their productivity and success. This article presents a comprehensive collection of productivity tips, drawing from the wisdom and experience of industry experts. From matching tasks to energy levels to implementing agile sprints in business management, these strategies offer practical solutions for optimizing your work routine and achieving a better work-life balance.

• Match Tasks to Your Energy Levels
• Protect Deep Focus Time for Productivity
• Plan Weekly for Work-Life Balance
• Break Projects into Calendar Assignments
• Implement Agile Sprints in Business Management
• Use Time Blocking for Structured Flexibility
• Batch Similar Tasks to Boost Efficiency
• Set Clear Boundaries to Minimize Distractions
• Balance Leadership with Clinical Presence
• Combine Time Blocking with Intentional Delegation
• Practice First Hour Isolation for Cybersecurity
• Integrate GIS for Predictive Tree Maintenance
• Blend Prioritization and Delegation with Asana
• Listen to Natural Rhythms for Productivity
• Take Control with Intentional Time Blocking
• Utilize Simple Lists for Task Management
• Boost Focus with the Pomodoro Technique

Match Tasks to Your Energy Levels

I rely on energy-based scheduling — I match tasks to the times of day when I’m naturally sharp or sluggish. Mornings are for high-focus work like strategy or writing. Afternoons are for calls, emails, and administrative tasks.

One change that helped was stopping the practice of booking meetings around lunchtime. Suddenly, I had uninterrupted time when my brain actually works. Productivity shot up — not by working more, but by working smarter with my energy, not against it.

Temmo Kinoshita
Co-Founder, Lindenwood Marketing

Protect Deep Focus Time for Productivity

I’ve found that batching tasks by energy level is one of the most effective ways to manage time. I break the day into zones — high-focus in the morning, collaborative work midday, and administrative tasks toward the end. It’s simple, but it works because it respects how I actually operate, not how I wish I did.

Once, during a crunch while preparing three clients for their investor rounds, I was jumping between pitch deck reviews, calls, and strategy documents, and everything started to blur. So, I blocked off three 90-minute slots each morning for deep work — no calls, no Slack, no anything. That one adjustment changed the game. I was able to focus on the decks without feeling like I was firefighting every hour.

We’ve since adapted that approach across the team. One of our team members even has a “no-fly zone” calendar block every day, and it’s respected like a sacred ritual. Interestingly, it also reduced unnecessary check-in meetings. Now we talk when we actually need to, and not just because it’s in the calendar. For a founder juggling a dozen moving parts, protecting that deep-focus window each day can be the closest thing to time magic.

Niclas Schlopsna
Managing Consultant and CEO, spectup

Plan Weekly for Work-Life Balance

As a business owner and mom of three, my go-to time management strategy is planning on a weekly basis, rather than daily. While I can’t do everything in a day, I CAN do it all over the course of a well-planned week.

I swear by a simple five-step process:

1. Review last week
2. Set new goals
3. Prioritize tasks
4. Block off time in my calendar for each task
5. Review and adjust as needed — flexibility is everything!

Then, I use tools like Google Calendar and Asana to coordinate family logistics and business deadlines all in one place. It keeps me calm, focused, and clear-headed, even during our busiest seasons.

Carey Bentley
CEO, Lifehack Method

Break Projects into Calendar Assignments

I have a planning meeting every Sunday night to understand what I need to do and can realistically take on. I break down large projects into smaller, incremental time-tasked assignments and assign them to my calendar. For example, at present, my current position is in the process of launching a new service. This has allowed me to backtrack on marketing due dates, training assignments for staff, and launch due dates. Because I start every week on the same page with an understanding of what is to come, I’m never diverted from my path and ensure my team is aligned as well.

Chris Hunter
Director of Customer Relations, ServiceTitan

Implement Agile Sprints in Business Management

As the general manager of a recruiting firm, my preferred method for managing time effectively is rooted in the Agile methodology. This approach, traditionally associated with software development, is surprisingly effective in the world of recruiting and business management as well. What I like most about Agile is that it breaks large, overwhelming goals into smaller, manageable sprints. For me, that means setting short-term, clearly defined objectives (often week to week) to focus on without losing sight of long-term strategy.

Each sprint allows me to adapt quickly, evaluate progress frequently, and shift priorities based on real-world feedback. In recruiting, where client demands and candidate pipelines can change quickly, this flexibility is essential. Communication stays fluid and nothing sits idle for long. It helps me course-correct early and often, rather than losing valuable time on work that doesn’t serve my current goals.

Furthermore, it doesn’t just keep me accountable; it also reinforces a culture of transparency, collaboration, and responsiveness among my team. It’s not about rigid time blocking or micromanaging hours; it’s about clarity of purpose and the freedom to focus. In a fast-paced industry like ours, that kind of structure is key.

Ben Lamarche
General Manager, Lock Search Group

Use Time Blocking for Structured Flexibility

For me, managing time effectively comes down to keeping things structured but realistic. I like using time blocking — essentially setting aside chunks of time in my calendar for specific types of work. It prevents me from jumping between tasks all day and helps me actually finish what I start.

I also use themed days, which simply means grouping similar work together. One day might be focused on team activities, another on client strategy — so I’m not constantly switching gears. It’s not about being rigid; it’s about giving yourself some breathing space and clarity.

When I adhere to this approach, I accomplish more, feel less overwhelmed, and can focus on what truly moves the business forward.

Matt Janaway
CEO, Marketing Labs

Batch Similar Tasks to Boost Efficiency

I batch similar tasks together.

Switching between tasks kills focus. Every time you jump from writing to emailing to meetings, you lose momentum. Grouping tasks by type reduces the reset time. Writing goes in one block. Calls go in another. Administrative work stays at the end of the day. No mixing. No shifting.

I batch all media outreach into a two-hour block every Tuesday. I research contacts, write pitches, and send follow-ups in one stretch. No Slack. No meetings. No context switching. Before batching, this work stretched across the week. It slowed progress. Now, it’s efficient and consistent.

Time feels slower and more controlled when tasks are grouped. There’s no chaos. No reaction mode. Only forward movement.

Darcy Cudmore
Founder, RepuLinks

Set Clear Boundaries to Minimize Distractions

I own an SEO writing and consulting business, and my preferred method for managing time effectively is setting clear boundaries to minimize distractions and stay focused. This includes using browser limits to block distracting sites, keeping my phone out of reach while working, and maintaining a set schedule with a to-do list that I adhere to. By creating a dedicated workspace and enforcing these boundaries, I’m able to stay focused and make consistent progress on important tasks.

Polly Clover
SEO Writer & Consultant

Balance Leadership with Clinical Presence

In the field of mental health care, time management isn’t just about productivity — it’s about presence. As both a psychiatrist and the head of a multidisciplinary rehab center, I’ve learned that how you structure your time can directly affect the emotional outcomes for your patients and your team.

My preferred method is a combination of structured delegation and early morning planning. I take 20 minutes at the start of each day to break down my schedule into three key areas: clinical care, administration, and team well-being. This mental reset provides me with clarity and helps prevent burnout over time.

One especially valuable approach is what I call “clinical blocks” — uninterrupted windows when I focus solely on patient care, shielding that time from meetings and administrative distractions. I recall a day when multiple crisis cases came in one after another. Because that block was protected, I was able to stay composed, respond thoughtfully, and support both patients and staff without compromise.

For anyone — whether in healthcare or not — I recommend creating one “distraction-free hour” each day. Turn off notifications, pause meetings, and use that time for deep work or high-impact decisions. You’ll be surprised how much it improves your focus and calm.

Effective time management isn’t about cramming more into your calendar — it’s about being fully present for the moments that matter most.

Dr Nitin Dalaya
MD Psychiatry, Nityanand Institute of Medical Sciences & Rehabilitation Centre, Pune

Combine Time Blocking with Intentional Delegation

As the leader of a recruiting firm, I view my time as one of my most valuable assets. Balancing client relationships, team oversight, candidate engagement, and strategic planning can become overwhelming without a clear system in place.

The method I rely on combines time blocking with intentional delegation. Every Friday afternoon, I reserve time to plan and block out my schedule for the week ahead. I start by allocating two-hour deep focus blocks for high-impact work, typically in the mid-morning. This allows me to use the first couple of hours of my day to handle urgent team or client matters, minimizing potential distractions when I dive into focused tasks.

After scheduling these blocks, I fill in meetings and the rest of my task list, prioritizing items based on urgency and impact. Once my schedule is full, I review what remains. If a remaining task is time-sensitive, I’ll delegate it to a team member. If it’s not pressing, I’ll decide whether it actually needs to be done. If the answer is no, it comes off the list. If it might be needed later, I’ll roll it over to the following week or set it aside as a fallback for unexpected downtime.

This structure helps me stay focused on what truly matters while ensuring nothing critical falls through the cracks. It’s a system that keeps me productive, responsive, and grounded in the bigger picture.

Steve Faulkner
Founder & Chief Recruiter, Spencer James Group

Practice First Hour Isolation for Cybersecurity

Time management isn’t just about getting more done; it’s about protecting the focus needed to make decisions that keep businesses secure. One method I rely on is time blocking. I set aside dedicated hours each day for client strategy, system reviews, and threat analysis. It helps me avoid the constant distractions that come with a reactive schedule, especially in cybersecurity, where it’s easy to get pulled into every urgent alert.

A specific technique that’s helped me improve productivity is my “first hour isolation” practice. Each morning, I block off the first hour for high-focus work, usually reviewing threat reports or updating email security frameworks for clients. No calls, no meetings, just deep technical work. This approach gave me the clarity to identify a phishing campaign pattern last year before it hit multiple clients. Because I had uninterrupted time to focus, we were able to adjust SPF, DKIM, and DMARC settings proactively, preventing any compromise.

This balance between structure and responsiveness is what allows me to deliver tailored, real-time protection strategies without sacrificing depth. Cybersecurity moves fast, but the right time management strategy ensures you’re leading the response, not chasing it.

Ben Rasmussen
Advisor, Email Guard

Integrate GIS for Predictive Tree Maintenance

One of the most effective time management tools I rely on is a GIS-based tree inventory system paired with a predictive maintenance calendar. This platform allows me to:

• Prioritize inspections based on tree species, condition, and proximity to high-risk zones (e.g., public walkways, parking lots).
• Automate seasonal task scheduling — like pruning cycles, root zone aeration, or resistograph testing.
• Assign crews efficiently based on geographic clustering and task type.

This method significantly reduces reactive work and allows for data-driven planning, which is critical in commercial landscape management where unexpected failures can have costly implications.

A few years ago, I managed a portfolio of large retail campuses prone to storm damage. We were experiencing frequent emergency removals due to limb failures and root plate instability.

By implementing a site-wide risk rating system and layering in storm response prioritization protocols, I was able to:

• Reduce emergency callouts by nearly 40% over two years.
• Increase proactive maintenance efficiency by integrating tree risk assessment data (TRAQ) into our scheduling system.
• Streamline crew deployment and equipment logistics.

This approach not only improved productivity but also reduced liability exposure for our commercial clients.

Move from reactive to predictive planning. Whether you’re managing a tree care business or overseeing municipal landscapes, integrating data from tree inventories, TRAQ assessments, and seasonal health indicators into your scheduling system transforms your calendar from a to-do list into a risk mitigation strategy.

Gary Teates
Certified Arborist, G&V Tree Service

Blend Prioritization and Delegation with Asana

Effective time management is critical for effective leadership, and throughout my career, I’ve found that a blend of prioritization and delegation can truly supercharge productivity. A tool that has significantly improved my time management is Asana, a task management platform that I use to outline and monitor tasks and deadlines throughout the week.

Here’s an example of how this works in practice. A few years ago, I was entangled in the daily urgencies of managing a large client of ours who was going through a major liquidity event. During this time, it was easy to lose sight of the larger, strategic objectives. By employing Asana, I was able to clearly define the tasks that were of the utmost importance, set deadlines, and delegate responsibilities effectively. The client was sold with a great outcome, and my company’s operations were essentially uninterrupted.

Asana’s structure allowed me to categorize tasks based on priority, assign them to the right individuals on the team, and monitor progress. This not only enabled me to concentrate on high-impact tasks but also empowered my team by giving them clear objectives and deadlines.

The key takeaway from this experience is that having a clear overview of your tasks and deadlines, combined with effective delegation, can dramatically increase productivity and create a more efficient and engaged team environment. Discerning what truly requires your attention and what can be entrusted to others is the crux of effective time management.

Jack Perkins
Founder & CEO, CFO Hub

Listen to Natural Rhythms for Productivity

As a fractional CMO working with multiple clients and launching my own SaaS business, time management became complicated quickly. Each day, multiple competing priorities meant diaries could get messy, and the end of the working day got further and further away.

Initially, trying to have dedicated days for different projects (often needed to concentrate on lengthy software development, for example) meant some simple tasks were needlessly pushed later in the week, adding days to projects in some cases. Segmenting my days by scheduling precise time slots worked for a while but meant I often found myself in the “wrong zone” for certain tasks — it can be hard to turn on creativity to write content just because it’s 11:45 AM on a Tuesday and that’s when it’s scheduled.

What worked for me was to go somewhat old-school and listen to my natural working rhythms. I bought a mini whiteboard which sits on a stand in the corner of my desk, always in eyeline. Each night (the last thing I do before sleep), I spend 5 minutes in my study, in the quiet, thinking about what I want to accomplish tomorrow or this week. It goes on my board.

In the morning, with fresh eyes, I listen to what my body and my motivation are telling me. I turn off email and messages, and I get done the thing I’m in the zone for. Feeling creative? Great, get that blog written. Feeling productive? Great, get those messages sent or accounts filed. It doesn’t create time, and I often work late. But that’s usually because my brain is in the mood for solving that tricky API connection into the small hours, and it was on my list.

The key is it works for me. There are many life hacks and productivity habits out there that may or may not be good for you and how you work. My only advice is to tune into yourself and understand what works for you.

Steven Manifold
CMO & Director, B2B Planr

Take Control with Intentional Time Blocking

Time blocking completely reshaped the way I approach productivity. As a business owner, it’s easy to fall into the trap of being “busy” all day but never quite touching the needle-moving work. Emails, meetings, last-minute fires — it all adds up unless you’re intentional with your time. That’s where time blocking became my saving grace.

At its core, time blocking is about taking control of your day before it starts. Instead of reacting to tasks as they come, I break my day into dedicated blocks of time — each one assigned to a specific activity. That could be a two-hour deep work block in the morning for strategy or client work, 30 minutes for admin and emails, a midday slot for meetings, and even time in the evening for wind-down or learning.

One week, things got especially hectic: we had a product launch, internal training, and client onboarding all happening at once. Normally, I’d be buried in reactive chaos.

On Sunday night, I carved out some quiet time to plan the week ahead. I broke my day into chunks, assigning each task its own time slot — deep work in red, meetings in blue, admin in green. By the time Monday rolled around, I wasn’t playing catch-up or reacting to whatever popped up. I had a plan, and all I had to do was follow it. It kept me locked in on what mattered most and cut out the usual chaos of jumping between tasks. It honestly made the whole day feel smoother and more intentional.

What surprised me most was how freeing it felt. Blocking my time gave me permission to say no to distractions. If it wasn’t in my calendar, it could wait. And by the end of that week, we hit all our targets without anyone burning out.

Time blocking isn’t about being rigid — it’s about being intentional. Things still pop up, of course, but having structure helps you absorb surprises without derailing your entire day. And once you experience how powerful it feels to own your time, it’s hard to go back.

If you’re looking to level up your time management, don’t just make a to-do list — build a blueprint. Block it in. Watch how your day transforms.

Richie Gibson
Founder – Dating Coach, DATING BY RICHIE

Utilize Simple Lists for Task Management

I like following lists. When I write down all the things I have to do, I can reference them throughout the day and week. Sometimes I will also use time-blocking, but mostly just having lists to refer to helps me manage my time effectively enough. I never have to worry about forgetting to do anything because it’s all written down.

Mike Fretto
Creative Director, Neighbor

Boost Focus with the Pomodoro Technique

Managing time effectively is crucial for the success of your business. Time management allows you to prioritize tasks, reduce stress, and increase productivity. Personally, I have found that using the Pomodoro Technique has greatly improved my time management skills.

The Pomodoro Technique is a time management method developed by Francesco Cirillo in the late 1980s. It involves breaking down work into intervals of 25 minutes followed by short breaks of 5 minutes. After completing four sets (or pomodoros), a longer break of 15-30 minutes can be taken.

I find this technique to be effective as it helps me stay focused on one task at a time and prevents burnout. It also allows me to take short breaks between work, which helps me recharge and maintain my energy levels throughout the day.

Zach Shepard
Principal, Braddock Investment Group Inc