Mastering Time Management
Running a business is no small feat. Between managing clients, marketing, team issues, financials, and actually delivering your product or service time becomes your most precious asset. This is something I have struggled with. I spend so much time in the business and then never have time to work on the business. Sound familiar?
I know from my clients and from my experience most business owners aren’t short on time, they're short on clarity and structure.
In this blog, I will explore proven time management strategies for business owners, highlight common pitfalls, and share practical, real-life examples from different industries.
Whether you’re drowning in daily tasks or struggling to grow, the right approach to time can transform your business and your life.
The Common Time Traps
If you’re a business owner, you’ve likely experienced these:
Wearing every hat because “no one else can do it like me”
Saying yes to everything even when it doesn’t align with your goals
Constantly reacting instead of planning
Letting admin and firefighting take over your day
These time traps aren’t just frustrating, they're costly to you and your business.
Strategies to Master Time as a Business Owner
1. Use the 80/20 Rule (Pareto Principle)
Ask yourself: what 20% of tasks drive 80% of my results?
Focus on those high-impact activities
Delegate or eliminate the rest. I write down each week the tasks I did that I didn't need to do and then delegate them.
Apply it to clients, marketing, and even team meetings
Example – Marketing Agency Owner
A digital agency owner was spending 10 hours a week on small client requests that are sent in by email. We identified that 3 clients generated 70% of revenue. She restructured packages and dropped low-value clients freeing up 15 hours/month and doubling her margin.
2. Time Block Like a CEO
Don’t just work off a to-do list, schedule your time by intention.
Block time for strategy, team, admin, and client work
Use colour-coded calendars and stick to them
Protect focus time like an appointment
Example – Tradie Business
A plumbing business owner blocked out Friday mornings for quoting and follow-ups his highest-value task. Within 3 months, conversions increased by 28% because leads were being followed up fast. He felt better and his business was improving significantly.
3. Implement the 3Ds: Do, Delegate, Delete
Every task that hits your desk should be assessed:
Do it (if it’s urgent and important)
Delegate it (if someone else can)
Delete it (if it’s not worth doing)
Example – Allied Health Practice
A Gold Coast Physio clinic owner was spending hours managing the roster and invoices. We helped her delegate these tasks to admin staff with a clear process that she wanted followed. It took a little time to do however she gained back 10+ hours per week and used that time to grow partnerships.
4. Systemise Repetitive Tasks
If you’re doing something more than twice, you need to create a system.
Develop a list of systems you need created.
Create Templates, checklists, SOPs (standard operating procedures)
Train your team once, and free up your time permanently
Example – Online Clothing Retailer
A fashion e-comm business owner in Melbourne was handling customer service emails personally. She was concerned she wouldn’t know what was happening without doing this task. We created FAQ templates, trained a VA, and reduced her inbox time from 8 hours/week to under 1 hour. We also created a summary report which allowed her to have a quick look over customer service issues once a week.
5. Set Boundaries And Stick To Them
Your calendar reflects your priorities. If you say yes to everything, you say no to progress. I have done this a lot. Said yes to events and functions thinking it will be good networking then it just fills my calendar & consumes my time.
Define work hours and off-time to be with family & friends
Limit meeting lengths and frequency. Short and to the point.
Say no to tasks that don’t align with your goals.
Allocate time in your calendar to work on your business.
Example – Consultancy Firm
A business consultant who may be writing this blog set clear office hours and turned off notifications outside of them. Added blocks of time to her calendar to work on her business. Her productivity during work hours increased and her stress dropped significantly. She knew at the end of the day she was done and could actually relax.
Bonus: Use a Weekly Time Review
Every Friday, ask yourself:
What drained my time this week?
What created the most value?
What can I eliminate or improve?
This simple practice can lead to massive time wins over time.
Want More Time and Less Stress?
Better time management doesn’t just make you more productive it makes your business more profitable and your life more enjoyable.
If your day is packed but progress feels slow, it’s time to review your priorities, structure, and delegation systems. This is a key part of what I uncover through my Business Analysis process.
Book your Business Analysis with Sarah Colgate and start leading your business with more clarity, space, and control.