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Feeling overwhelmed? Here’s how small businesses can manage their time from four top coaches

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Ernest Hemingway wasn’t a business consultant, but he knew that hard work alone doesn’t translate into productivity. “Never mistake motion for action,” warned the writer in a line that’ll resonate with any small business owner who’s struggling to hit their targets and get everything done. But how can you operate in a more effective way? Four leading business coaches share their tips.

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<h2>Prioritise smarter</h2>“Many small business owners are busy but not productive,” says business coach <a href="https://miltoncollins.actioncoach.com/" rel="noopener noreferrer" target="_blank">Milton Collins</a>. The reason: they get sucked into non-essential tasks that chew up their working day.&nbsp;Collins’s solution to stay on track isn’t rocket science, but its simplicity makes it effective. Before you leave work, make a to-do list for the next day that’s broken into four categories.&nbsp;The first category is for critical tasks that only you can complete; the second is for important, but less urgent, work; the third is for jobs you can delegate to your team; while the final category is for anything you can park and reschedule. “It’s common sense,” says Collins. “But so many people don’t do it.”As a business owner, it’s important to maximise efficiency, he adds. “If what you’re doing isn’t growing your business or making money for it then, in many cases, it’s a waste of time.”&nbsp;

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“If what you’re doing isn’t growing your business or making money for it then, in many cases, it’s a waste of time.”

<h2>Be proactive, not reactive</h2>“Productivity is really about creating great habits and sticking to them”, says business coach and startup strategist Pru Chapman.&nbsp;Take your early morning routine, for example. Do you sit down to work and immediately check your inbox for new emails? Wrong move, says Chapman. “Focus on getting one big thing done for your business before switching on your email or social media channels,” she advises.&nbsp;&nbsp;The idea here is to tick off one substantial task before you’re smashed by the day’s inevitable multi-car pile-up of distractions. Not only will this ensure you take control of your working day, rather than letting it get yanked in random directions, but it also helps you become proactive – not reactive.&nbsp;“When we’re in that busy-busy, very reactive state, we’re actually not very productive at all,” she says. “We’re prioritising everything that’s urgent over everything that’s important. When you’re in a proactive state, you’re in the driver’s seat and deciding what you’re going to do and why. That’s what will really drive your business forward.”

“When we’re in that busy, busy, very reactive state, we’re actually not very productive at all.”

<h2>Set and clarify targets</h2>Aligning your efforts and those of your team towards a collective goal is critical for your business to function productively. “You need to make the invisible visible,” says business coach David Lennon.&nbsp;When parachuted in to help a failing business, he often finds that KPIs and targets aren’t properly spelled out for the employees. “I work a lot with manufacturing clients and they’re notorious for not having set targets positioned up in writing at each station,” says Lennon. “But sticking those signs up will help to clarify the goals of your staff.”The next step is to check in with your employees and ask them to reflect on what they believe is necessary in order to get their job done. This further step of clarification helps to ensure that your team’s energy is correctly invested. “It helps your staff understand exactly what they need to achieve,” says Lennon.&nbsp;&nbsp;&nbsp;

“You need to make the invisible visible.”

<h3>Get outsourcing</h3>If there’s one common complaint among the business owners and entrepreneurs that virtual business manager Rachel Caradine works with, it’s this: “They tell me there’s not enough hours in the day, and they have too many things to do.”And yet, she says, often the problem isn’t the amount of work; it’s that business owners aren’t delegating it. “Most of them feel like they are the only person who can do everything.”As a result, Caradine says that business owners often find themselves spending too much time working “in” the business instead of “on” it. Her advice? “Keep a diary for a week or two of every task you do each day. No task is too small,” she says.&nbsp;At the end of the period, highlight all the things that are working “in” the business (operational work, process-driven work, work that doesn’t make you money). Next, pick a different colour and highlight all the things that are working “on” the business (strategic and creative work, tasks that do generate cash) in another colour. Finally, take a third colour and highlight the tasks that only you can do.&nbsp;“This exercise should leave you with a list of things that you can outsource,” says Caradine. “Outsource process-driven, operational work first.”&nbsp;

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Feeling overwhelmed? Here’s how small businesses can manage their time from four top coaches.

4 business coaches share tips for time-strapped retailers

The lead-up to Christmas can be a frantic period for most small businesses, but for time management expert <a href="https://www.timestylers.com/" rel="noopener noreferrer" target="_blank">Kate Christie</a> it’s the calm before the storm

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It’s in January that her phone starts lighting up; that’s when tired and overworked business owners usually contact her, desperately looking for ways to reduce their stress levels and reclaim their weekends as they head into the new year.&nbsp;“Most business owners are just in survival mode in the lead-up to Christmas,” says Christie. “They’re just trying to get through it. And then they have a holiday in January, and realise they want to start working differently. They come to me saying: ‘I can’t sleep. I’m so tired of working at this unsustainable pace.’”

“They come to me saying: ‘I can’t sleep. I’m so tired of working at this unsustainable pace.’”

By the time people approach Christie, many are exhausted. Some are managing so many aspects of their business that they feel paralysed by indecision; others feel guilty for constantly working at the expense of their families, and “all of them feel that they don’t have enough hours in the day”.Time management issues are nothing new for small-to-medium sized business owners, who are often juggling numerous tasks on tight budgets and with limited staff.But this past year and a half has presented unique challenges in terms of business productivity. COVID-19 forced many retailers and businesses to radically change the way they work, with some business owners pivoting their products or services completely. Other workers have struggled with remote working and the blurring of boundaries between work and home life, or the uncertainty of living – and working – through a pandemic.Fashion designer Elinor Joslin of <a href="https://joslinstudio.com/" rel="noopener noreferrer" target="_blank">Joslin Studio</a> admits that during lockdown her productivity faltered. “I’ve really struggled creatively this year… I didn’t design anything for four months. For me, trying to shut off my brain from COVID-19 news was the biggest challenge, alongside the financial and operational issues. It’s been incredibly hard and expensive.”

“I didn’t design anything for four months. For me, trying to shut off my brain from COVID-19 news was the biggest challenge.”

All of this – as well as the financial toll that COVID-19 has taken on the global economy – means that maximising productivity has been harder than ever during 2020. But Christie says there’s reason for optimism, too. “We have a phenomenal opportunity coming out of COVID-19 to create a ‘business as usual version 2.0’,” she says. “There’s an opportunity to reframe right now.”She says that some ways to take control of your time include:<ul><li>Make five- and 10-year plans for your businesses, so you’re clear about your key goals and objectives.</li><li>Consciously try to switch from “reactive mode” to “proactive mode” by focusing on what you want to achieve from your day, not what other people need.</li><li>Identify your most productive working period of the day and don’t squander it on menial tasks. Otherwise you’ll end up tackling important tasks when you’re tired and take twice as long.</li></ul>If you’re looking for ways to boost efficiency – and maximise profit – within your business, then explore the rest of the stories in this series on productivity below.

<a href="https://www.clearpay.co.uk/en-GB/for-retailers/connect/operations/retail-store-automation" rel="noopener noreferrer" target="_blank">Read more</a> 5 retailers on how automation boosted their business<a href="https://www.afterpay.com/en-AU/business/access/staff-management/increase-retail-staff-productivity" rel="noopener noreferrer" target="_blank">Read more</a> How to increase staff productivity<a href="https://www.afterpay.com/en-AU/business/access/time-management/time-management-tips-business-coach" rel="noopener noreferrer" target="_blank">Read more</a> 4 business coaches share their top time-saving tips

The lead-up to Christmas can be a frantic period for most small businesses, but for time management expert Kate Christie it’s the calm before the storm

How to take control of your time

<a href="https://www.kathmandu.com.au/" rel="noopener noreferrer" target="_blank">Kathmandu</a> is a brand that lives and breathes the outdoor ethos. “So it’s been hard to see store teams confined to their houses,” says the general manager of retail stores and operations, Stephen Domancie.

Even the most committed homebody would have struggled with the restrictions that many have endured over the past year and a half.&nbsp;&nbsp;In such challenging times, it’s little wonder that calls to mental health charity <a href="https://www.mind.org.uk/" rel="noopener noreferrer" target="_blank">Mind</a> were <a href="https://www.mind.org.uk/news-campaigns/news/mind-warns-of-second-pandemic-as-it-reveals-more-people-in-mental-health-crisis-than-ever-recorded-and-helpline-calls-soar/" rel="noopener noreferrer" target="_blank">double normal rates</a> at the end of 2020.Supporting employees through difficult times isn’t easy for retailers. There’s a lot to consider – from financial support, to wellbeing and mental health – but the rewards for employers, not to mention employees, are significant, both in terms of productivity and loyalty. <a href="https://slack.com/intl/en-au/blog/collaboration/methods-boosting-employee-morale" rel="noopener noreferrer" target="_blank">Numerous studies</a> have shown that a positive culture in the workplace contributes to higher levels of productivity – and, of course, there’s the satisfaction from doing the right thing.At Kathmandu, staff wellbeing is a priority. “Keeping in touch is one of the most important things right now – both from the team at head office but also with each other,” says Domancie. The platform Workplace by Facebook has proved essential in connecting staff as they work from home, he says. “We use Workplace by Facebook to communicate directly to each of our team members and update them with the necessary information, but also to have some fun, sharing sourdough recipes and ideas for activities [within the local area].”&nbsp;He adds, “The buck stops with all of us in making sure all our teams are safe and healthy. Nothing is more important.”

<h2>Be mindful of extra pressure</h2>Right now, retailers must balance the requirements of the business with employees’ personal circumstances, says mental health speaker <a href="https://www.mitchwallis.com/" rel="noopener noreferrer" target="_blank">Mitch Wallis</a>, who works with brands including KPMG and Microsoft.Wallis, who founded the global mental health social movement <a href="https://heartonmysleeve.org/" rel="noopener noreferrer" target="_blank">Heart On My Sleeve</a>, says that retailers need to ensure they’re fulfilling their obligations as an employer by avoiding putting psychological strain on staff. This means accommodating flexible working hours and being compassionate towards their staff’s personal circumstances.&nbsp;“Employees tell me they would forego the green smoothies and gym memberships and all those ‘nice to have’ perks in their role if they could simply feel like they could bring their real self to work and have supportive relationships with the manager,” he says.&nbsp;&nbsp;

<h2>Put safeguards in place</h2>This is the perfect time to make staff aware of services that support their health and wellbeing – whether that’s publicly available resources, such as the <a href="https://www.mentalhealth.org.uk/" rel="noopener noreferrer" target="_blank">Mental Health Foundation</a>, or dedicated in-house programs.&nbsp;At Fluent Commerce, an order management platform, staff can now access a confidential counselling program via MyCoach and BeneHub. CEO Graham Jackson says that his 80-plus team members are having difficult conversations with retailers every day, and he wanted to make support available.The 24/7 support service enables employees and immediate family members to access mental health counselling, along with strategies to create better work/life balance, guidance on parenting issues and advice on improving fitness and nutrition.&nbsp;“It’s not expensive to have an external confidential support service in place as an employer, and it can play a huge difference in the lives of your people,” says Jackson, who launched the program this month.

<h2>Check in regularly&nbsp;</h2>Clear communication is vital, and mental health researcher and author Mark Deady says that the best way to monitor employees’ mental health is to check in regularly. “Make an effort to enquire about how they are going and if anything is causing them stress.”&nbsp;Larger organisations may consider an employee survey but, if possible, managers should talk to their team directly about how they’re coping. “It’s extremely normal to feel ill-equipped to help, but it’s important to know that just starting the conversation can go a long way to helping someone out. Trust your gut when something doesn’t seem right,” says Deady, who advises that simply allowing employees to be heard and showing that you care can be helpful.&nbsp;“If [staff have] been feeling really down for more than two weeks, encourage them to see a health professional. You could say something like, “It might be useful to link in with someone who can support you. I’m happy to help you to find the right person to talk to.”Employers can research mental health building apps and can contact mental health charities for advice on how to provide support.&nbsp;

<h2>Keep morale high&nbsp;</h2>Psychologist and author <a href="https://merrynsnare.com/welcome41158138" rel="noopener noreferrer" target="_blank">Merryn Snare</a> says that social connectedness is one of the most important contributors to wellness, and COVID restrictions have made this very difficult. For all the benefits of working from home – from time saved on a commute to PJs all day – the lack of social contact with colleagues is a problem for many people.&nbsp;&nbsp;One way to maintain morale is to initiate a fun, but psychologically beneficial, activity. “So, retailers might set up a daily challenge or game,” says Snare.&nbsp;&nbsp;For some retailers, this might mean a regular virtual social meeting where staff are encouraged to have some fun. A beauty e-tailer held a group <a href="https://www.linkedin.com/posts/morriskate_workingfromhome-remotemeetings-activity-6650565673162547200-M_5U" rel="noopener noreferrer" target="_blank">macarena dance session</a> at the beginning of COVID-19. Law firm Linklaters hosted virtual <a href="https://www.ft.com/content/88ab82ef-3b59-47c8-8f82-e8e11b7bbb7c" rel="noopener noreferrer" target="_blank">painting parties and chocolate tasting</a> for Christmas 2020. Others held online pottery and pizza making sessions, pet parades and family lunches, where staff share a virtual lunch and include their children.Simply showing your appreciation can pay off when it comes to morale. Sainsbury’s supermarket rewarded its frontline staff with a three per cent bonus for working so hard during the coronavirus panic-buying period. Others have ordered work-from-home ‘self-care’ gift baskets, containing soups or treats, to let staff know they care.&nbsp;It’s also important that, during times of stress, retail staff are empowered to know how to deal with difficult customers. Extra training or providing resources on how to handle challenging scenarios will help maintain staff wellbeing.&nbsp;&nbsp;

Even the most committed homebody would have struggled with the restrictions that many have endured over the past year and a half.  