The Time Management Challenge
Managing time is one of the biggest challenges business owners face. Unlike managers, who plan their days in short blocks of 15–30 minutes, owners often work in bigger chunks of 1–4 hours. This might seem like a small difference, but it has a big impact. If you’re an owner, time can easily slip away without you noticing. By the end of the day, you may feel overworked and distracted, with little progress on what matters most.
Why Managers Stay on Track
Managers follow schedules shaped by daily tasks. Their time is filled with short, focused activities like meetings, check-ins, and quick problem-solving. This setup is predictable and easy to manage.
Even when unexpected problems pop up, managers can adjust quickly. Since their tasks are short, they can move on to the next one without much trouble. This constant rhythm helps managers stay focused and productive throughout the day.
Why Owners Lose Time
Owners, on the other hand, have different responsibilities. You likely set aside large blocks of time for big tasks like planning, strategy, or reviewing finances. These tasks take deep focus and creative thinking, which require more time and energy.
Unfortunately, these big blocks can easily be interrupted. A quick question from an employee, a sudden phone call, or a minor issue can throw off your entire schedule. Once you’re distracted, it takes longer to refocus and get back to work.
Here’s why owners often lose track of time:
- Everyone Needs You: Employees, clients, and partners often rely on you to solve problems.
- You’re Doing Too Much: Owners often wear many hats, handling strategy, operations, and troubleshooting all at once.
- No Clear Boundaries: Without set schedules, distractions can take over your day.
Often, you don’t even realise how much time you’ve lost until the end of the day, when your priorities are still unfinished.
How to Protect Your Time
To take back control, you need to plan your day carefully. This means protecting your time and focusing on what matters most. Here’s how to do it:
1. Set Clear Boundaries
Let your team know when you’re available and when you need quiet time to focus. Create “open door” hours for questions and “closed door” hours for deep work.
2. Plan Your Best Hours
Schedule your most important tasks during your peak productivity hours. For many, this is in the morning when energy and focus are at their highest (for me, it’s between 6am and 11am.).
3. Delegate More Tasks
Trust your management team to handle day to day issues. By delegating these tasks, you can focus on strategy and growth.
4. Group Distractions Together
Instead of dealing with interruptions all day, set specific times to check emails, return calls, or address questions. For example, handle these tasks mid-morning and late afternoon.
5. Track Your Time
Keep track of how you spend your time for a week. Use a simple notebook or a time-tracking app. This will help you see where your time goes and identify areas to improve.
6. Be Clear with Your Team
Explain to your team why you need uninterrupted time and when they can approach you. Clear communication helps them respect your schedule.
The Benefits of Taking Control
When you manage your time well, you’ll see big improvements in your work and personal life. For example, you’ll be able to:
- Make better decisions without feeling rushed.
- Finish important tasks more easily.
- Find a healthy balance between work and life.
Owning a business comes with unique challenges, but your time doesn’t have to be one of them. By protecting your schedule and focusing on what really matters, you’ll not only take back your time, you’ll also feel more in control of your business and your future.