12 Time Management Tips for Small Business Owners

Growing Your Business: 12 Time Management Tips for Small Business Owners

Time is one of the most precious resources for small business owners. Between managing day-to-day operations, supporting customers, overseeing staff, and planning for growth, it’s easy to feel stretched thin. Many owners make great sacrifices to work longer and longer hours to support their business. But effective time management isn’t just about working harder or longer—it’s about working smarter.

Here are some practical time management tips for small business owners to make the most of their time, including strategies that CKH Group can support through tailored services and expert solutions.

1. Get Organized

Almost everyone’s first piece of advice is to get organized—and for good reason. Disorganized files, scattered notes, and unread emails are silent time thieves. And when processes are disorganized, inefficiencies pile up. There are hundreds of different ways you can get organized, and hundreds of different software and apps you can use to help; task or project management tools like Trello, Asana, or Microsoft Teams can keep tasks centralized and visible.

However, the most important thing is to find a clear system that works for you, and stick to it. Set your processes early and often – the more you plan ahead and the more you keep track of your processes, the easier it will be to then train others on them or scale up as needed. Organization and planning also reduces decision fatigue and gives you peace of mind that you aren’t missing anything.

2. Prioritize Your Tasks with the 80/20 Rule

The Pareto Principle—or 80/20 Rule—suggests that 80% of outcomes come from 20% of your efforts. Apply this to how you manage your time: identify the most impactful activities in your business and dedicate your energy there. When you don’t have time to spare, this can be a great way to make sure that you’re still able to move your business forward. Other tasks that aren’t as essential can be delegated, outsourced, or postponed. This is why so many businesses choose to outsource certain functions that aren’t a core part of the business. Other ways to prioritize tasks are through strategy models like SMART rules or the Eisenhower Matrix.

3. Know When to Delegate

Trying to do everything yourself can quickly lead to burnout. Just because you’re a small business owner doesn’t mean you can’t delegate—whether that’s to your internal team or through outsourced solutions. For example, CKH Group provides staff augmentation services in areas like accounting and taxation. If you don’t want to worry about bookkeeping, payroll, taxes, or other non-core functions, outsource them to a trusted partner like us. However, you can also find outsourcing solutions for almost every business operation like marketing, HR, and IT.

4. Embrace Technology

Don’t let manual processes slow you down, and don’t let a resistance to technology hold you back from keeping up with competitors. Automating routine tasks—like invoicing, expense tracking, or document management—can free up hours each week. Plus, technology that tracks key aspects of your business helps identify areas for improvement and informs long-term decision-making. Even just getting a bit more insight can help you in the long-term. For example, CKH Group’s Data & Technology Solutions can help you build a real-time cash flow dashboard so you can manage daily expenses, rather than have to sift through data to determine the health of your business.

5. Start with a Small Win—Strategically

You’ve heard the advice to tackle your hardest tasks first. It helps reduce stress, boosts productivity, and gives you a sense of accomplishment for the rest of the day. But sometimes, the hardest part is just getting started. If you’re staring at your to-do list like a deer in headlights, jumpstart your day with a quick win—like clearing your inbox or approving a document. Just be intentional: don’t linger in the easy zone; use it as a springboard into deeper work.

6. Streamline Payroll Processing

Payroll is essential, no matter the size of your business, but it can be a daunting, time-intensive task. Business owners with no payroll experience may even run the risk of compliance issues or lawsuits through unintended breaking of labor laws. A reliable payroll system reduces errors, minimizes compliance risks, and saves valuable time. Find a payroll software or program that you are confident in, or consider outsourcing. CKH Group offers comprehensive payroll processing services designed to lift the burden off your shoulders so you can focus on growing your business.

7. Set Boundaries and Take Breaks

Time management isn’t just about fitting more into your day—it’s about knowing when to pause. As a small business owner, it’s easy to overextend yourself. But pushing too hard can reduce work quality, lead to burnout, and even harm your business long-term. Schedule regular breaks and set boundaries to protect your focus. Even 10-minute pauses throughout the day can increase productivity and mental clarity.

8. Keep Accurate Financial Records

Tracking your finances isn’t just for tax season (though it certainly helps when you’re looking to minimize your tax liability)—it’s crucial for making smart, real-time decisions. Many small business owners lose time trying to reconcile books or find missing receipts. If you need assistance with bookkeeping or accounting services, CKH Group can help you keep your records organized and accurate.

9. Eliminate Distractions

Easier said than done, but the easier you can make it to stay on task, the better. This includes putting your phone away or staying off social media while working, avoiding chatting with coworkers too much, and taking care of obligations that could distract you before you begin the day. This includes making sure you eat a well-balanced breakfast, staying hydrated to avoid headaches, or even fixing a flickering light above your desk.

10. Batch Admin Work and Do It Separately

Small business owners often have to pick up certain administrative work depending on the size of their business, but it can be difficult to work effectively and stay focused if you have to context-switch all the time between your core strategic work and admin tasks. Instead, batch low-focus admin work like timesheet approvals, invoice reviews, or CRM updates into one block of time and do it separately. You can even do it in a different environment—like a coffee shop or while traveling—to make it feel less draining. Better yet, consider outsourcing these functions to lighten your load if the budget allows.

11. Create a “Back Burner” Folder for Mental Clarity

If you had the creativity and dedication to start your own business, it likely means you’re full of ideas that you want to explore. However, usually you don’t have the time or resources to explore each one right away. Create a “Back Burner” folder in your task app or notebook to capture these ideas, instead. Offloading future ideas helps you stay focused on current priorities without losing sight of long-term opportunities. It also helps clear your head if you can’t seem to stop thinking about your next big idea. Then, you can always revisit the folder when you’re ready to fully pursue them.

12. Review and Reflect Regularly

Lastly, take time at the end of each week to review what went well and what could be improved. Don’t wait until you’re deep into an inefficient process to evaluate it. A weekly check-in helps you adjust your schedule based on what you’ve learned and set goals for the following week. Reflection fuels continuous improvement—both professionally and personally.

Final Thoughts

Running a small business is a balancing act, but by adopting better time management practices and partnering with trusted experts, you can focus on what matters most to your business. And, as you can see from the article, there are many areas in which CKH Group can be not just an accounting solution, but a trusted business partner dedicated to your success.

If you’re curious about how we can support you, please connect with us online, or reach out to us directly at 1-770-495-9077 or email us at [email protected].

The above article only intends to provide general financial information and is based on open-source facts, it is not designed to provide specific advice or recommendations for any individual. It does not give personalized tax, financial, or other business and professional advice. Before taking any form of action, you should consult a financial professional who understands your particular situation. CKH Group will not be held liable for any harm/errors/claims arising from the articles. Whilst every effort has been taken to ensure the accuracy of the contents, we will not be held accountable for any changes that are beyond our control.