How to get more done in less time

My recent talks on time management have been very popular, and that doesn't really surprise me. Not because my talks are so good, but because the topic is so relevant to busy business owners.

I've published a blueprint with Time Management Tips, which you're welcome to read (and download the guide afterwards), but I thought I'd also share the short version here.

Time management is really Activity Management. After all, you can't change the number of hours you have in a day, however much you'd like to do that. We all have the same amount of time as Richard Branson, so how does he (and other highly effective people like him) get so much done? Here are my thoughts on what you can learn from them.

1. Prioritise
Know what's important, and always do that first. Not as easy as it sounds for most people, but absolutely crucial.

2. Plan weekly, not daily
Don't wait until the start of the day to plan that day. Take time to plan, and plan properly. Start by making a plan for the year, then break it down to monthly plans, weekly plans, and finally a daily plan.

3. Learn to estimate correctly
Get really good at working out how long things actually take, so that you can plan properly and not get stuck.

4. Use alarms
At school you used to get loads done because you focused on one subject for 50 minutes, and then the bell rang. Using an alarm is a great way to stay focused. You could try using the Pomodoro technique, where you set a kitchen timer (in the shape of a tomato - or 'pomodoro' in Italian) for 25 minutes. The ticking in the background will make it less likely you allow yourself to be distracted. 

5. Get unstuck
When you feel totally overwhelmed by the sheer number of things you have to do, try spending 30 minutes doing a few 'quick wins'. Set your timer and clear as many short tasks as you can in that time. It will give you a sense of achievement, and will motivate you to do the more important things next.

6. Switch off your email
Don't be available 24/7. Do you think Richard Branson is? Switch off all notifications on your phone, laptop, pad and what not, and only check your emails three times a day.

7. Delegate
Even if you're a sole trader, you can outsource tasks that can be done by someone else. The golden rule here is: if someone can do a task cheaper and quicker than you, delegate it.

8. Eat that frog
This is Brian Tracey's famous mantra. A frog is an activity that you know is important to your business, but it doesn't have a real deadline and for some reason it's unpleasant, so you procrastinate on it. However, you know that if you did it, it would make a real difference to your business, so the trick is to do that first, and then you know the worst is over.

9. Do your 90 minutes
This is Nigel Botterrill's secret to success: lock yourself in a room, switch off your phone and email and spend 90 minutes doing the things that help you get and keep customers. 

10. Have a system for diary management
Don't rely on your memory: use one of the many diary systems that are available to you. Use your smartphone, get a secretary or even use an old-fashioned paper diary (I do!), but make sure you have it with you all the time and you use it.

11. Learn to say no
Again, it might be helpful to think "What would Richard Branson do?" if you're faced with an invitation to an event, a request for help or an interesting business opportunity. And if you're not comfortable saying 'no', say 'I'll need to check my diary' instead. 

There you go. Eleven things you can do to manage your time more effectively, and get more done in less time. I hope you find this useful and I welcome your contributions and further tips.

You might also like to use my Time Management Notepad which is available to buy from my website.