Your ability to manage time can mean the difference between thriving and surviving. It’s undeniable that there is a connection between effective time management and your business thriving the way you want, but without a strategy behind how you manage your time, your business will surely creep into your personal life in a way that isn’t sustainable or appreciated. Mastering time management is no longer a luxury, it’s become a necessity. Let’s dive into how you can best manage your time so that you keep the

Firstly, it’s important to note that not having a proper time management strategy in place can cost you!

  • Lost Opportunities: When you’re overwhelmed or disorganized, you miss out on chances that could propel your business forward.
  • Reduced Productivity and Efficiency: Time wasted is equivalent to resources squandered. Without a clear plan, tasks can take longer, and the quality of work may diminish.
  • Increased Stress and Employee Burnout: Constantly racing against the clock creates a stressful work environment. Over time, this can lead to employee burnout, affecting overall morale and productivity.
  • Misaligned Priorities: Spending too much time on non-essential tasks means critical objectives might get neglected, leading to missed goals and stunted growth.


I used to struggle with this A LOT. Some days were super productive days that would lead to burnout for the next week and in addition. During my burnout weeks, the work I did do wasn’t what needed to be done, it was what I wanted to do and it wouldn’t keep me on track with the projects I had going on.

This isn’t ideal or even sustainable.

The key to fixing this? You gotta find what works for you.

For me, it was time-blocking, so I’ll start with that one, but I’ll also give 2 other strategies that may work better for you.

Why am I giving you multiple strategies? We’re all different and operate in different ways. That is incredibly important to remember and remind yourself of regularly while you run your business. Just because someone sells something to you as being THE thing to purchase for results does not mean that it will align with the way you think, work, or function. The same can be said for time management.

This means you need to experiment. You get to try different techniques and find out what works best for YOU. As you read through these 3 strategies, please remember this and remember, it’s ok to create a strategy that combines aspects of these.

Three Game-Changing Time Management Techniques

Time Blocking

What Is It?
Time blocking is about dedicating specific chunks of time to specific tasks or activities, ensuring each task gets its due attention. By pre-assigning tasks to these time intervals, you can ensure that you have set aside dedicated periods to focus solely on one thing at a time, reducing distractions and enhancing efficiency.

Why It’s Beneficial:

  • It guarantees that high-priority tasks are never sidelined.
  • By focusing on one task at a time, multitasking’s inefficiencies are eliminated.
  • It provides a structured day, balancing work tasks and personal time effectively.

How to Implement:

  • Start your day or week by addressing the most urgent and important tasks.
  • Schedule buffer times(!!)—short breaks or periods of flexibility—between blocks to cater to unexpected interruptions.
  • Periodically assess and modify your time blocks as tasks and priorities evolve.
  • Be SUPER honest with yourself on how long tasks take. If you are new to this and not sure, set a timer and find out. This won’t work unless you are honest about time.

This is the strategy I use most and have come to love.

This is what I use.

I start with blocking my day out into larger sections:

  • Morning (7-9am) – this is for my personal stuff, like yoga, meditation, my dog, and enjoying my coffee and journaling
  • Business Management Work (9-12:30/1:30)
  • Lunch (12:30/1:30 – 2:00/3:00)
  • Bookkeeping (2:00/3:00 – 5:30/6)

From here I create blocks into this schedule for specific tasks and to-dos. The buffer periods are SO important to include. If you’re anything like me, you think you’re late or behind if you are 5 minutes early…so the buffer period eases my worries and ensures I give myself additional time in case a task runs long OR if I just need a little break in between to grab some water, play with my dog, etc.

You’ll notice my own business wasn’t listed above. Depending on YOUR business, you may need to set time aside each day. I try and only schedule this in once per week, but I know in the coming months, I’m going to need to schedule it in more regularly as I grow and expand.

The 2-Minute Rule

What Is It?

The 2-Minute Rule emphasizes immediate action on small tasks. Rooted in the idea of minimizing procrastination and maximizing efficiency, the rule asserts that if a task can be completed within two minutes or less, it should be done right away rather than being postponed.

Where this comes this:

The 2-Minute Rule finds its foundation in David Allen’s renowned “Getting Things Done” (GTD) methodology. Allen proposed this rule as a mechanism to handle the myriad of tiny tasks that often clutter our to-do lists and, subsequently, our minds. These tasks might seem insignificant on their own, but when accumulated, they can become overwhelming sources of stress and distraction.

Why It’s Beneficial:

  • Reduces Procrastination: By committing to immediate action on short tasks, you counter the human tendency to delay, ensuring that small tasks don’t pile up.
  • Frees Up Mental Space: Every pending task, no matter how small, occupies mental bandwidth. By clearing these quickly, you free up cognitive resources for more substantial and critical tasks.
  • Enhances Decision Making: The 2-Minute Rule can improve decision-making efficiency. Instead of continually deliberating on when to do a small task, you make an immediate decision, saving time and energy in the process.

How to Implement:

  • Start your workday by knocking out quick tasks to foster an early sense of achievement.
  • Practice discipline: if a task will take longer than two minutes, allocate a specific time for it.

I use this method when I am feeling burned out and I just KNOW that even if I try time blocking, I won’t be able to stick to it. Some days are just like that, ya know?

Last but not least….

The Eisenhower Matrix

What Is It?

The Eisenhower Box, also known as the Urgent-Important Matrix, is a time management tool credited to Dwight D. Eisenhower, the 34th President of the United States. This tool assists individuals in distinguishing tasks based on their urgency and importance, allowing for more effective prioritization and decision-making.

The matrix consists of four quadrants:

  1. Urgent and Important: Tasks that require immediate attention and contribute significantly to long-term goals.
  2. Not Urgent but Important: Tasks that don’t need immediate action but are crucial for achieving long-term objectives.
  3. Urgent but Not Important: Tasks that demand prompt attention but don’t necessarily align with long-term goals.
  4. Neither Urgent nor Important: Tasks that don’t contribute to long-term goals and don’t require immediate attention.

Why It’s Beneficial:

  • Reduces Procrastination:
    • Immediate Action: With tasks sorted, individuals can address the “Urgent and Important” tasks without delay, countering the tendency to put off tasks due to confusion or overwhelm. This immediate action ensures that crucial tasks don’t accumulate and become even more daunting.
  • Frees Up Mental Space:
    • Mental Bandwidth: Knowing that “Urgent and Important” tasks are being tackled, and having a plan for the other quadrants, liberates cognitive resources. This mental freedom can then be channeled towards strategic thinking, problem-solving, and focusing on tasks that align with long-term objectives.
  • Enhances Decision Making:
    • Efficiency and Consistency: Regular use of the Eisenhower Box fosters consistent and efficient decision-making habits. Tasks are approached systematically, reducing the mental fatigue that comes with constantly weighing the significance and urgency of tasks. Over time, this structured approach can lead to faster, more informed decisions.

How to Implement:

  • Jot down your tasks, whether they’re daily or weekly.
  • Categorize them using the matrix: Urgent & Important, Not Urgent & Important, Urgent & Not Important, and Not Urgent & Not Important.
  • Prioritize the ‘Urgent & Important’ tasks and set aside dedicated time slots for the ‘Not Urgent & Important’ ones.

What the Eisenhower Matrix Looks Like:

The Most Important Thing:

While these techniques offer a framework for managing time, it’s essential to remember that the crux of effective time management lies in commitment and discipline. Tools and methods can guide the way, but genuine success comes when these principles are ingrained into you. Businesses who want to scale to new heights should consider time management training or even consulting, ensuring they cultivate a workplace where productivity isn’t just a goal—it’s a habit.

Hey, I'm Lotte, and welcome to my blog, She Means Business.

I'm an expert bookkeeper and business/operations manager who loves supporting female entrepreneurs so they get their time back. Over the past 5 years I've supported dozens of women through my services, and I hope this blog can help you. Browse & Enjoy! 

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let's get to know each other

Ensuring we work well together, I love to get to know one another a bit before diving in! For bookkeeping inquiries, let's have a chat! Book a 20-minute complimentary call with me (link below). If you are interested in business management consulting please begin by filling out the application.

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