Time Management – Systems That Actually Work

Written by LiveLink
March 29th 2025

Time Management for Small Business Owners: Systems and Ideas That Actually Work

Running a small business often feels like juggling while riding a unicycle—on a tightrope. There’s always more to do than there is time to do it. Between serving customers, managing staff, handling emails, keeping on top of finances, and trying to grow the business, it’s easy to feel like time is slipping through your fingers.

That’s where good time management comes in. Not the boring, rigid kind where every minute of your day is scheduled to death—but practical systems and ideas that help you get more of the right things done, with less stress. When you use your time more efficiently, you’re not just ticking more off your list—you’re giving yourself breathing room, reducing burnout, and setting your business up for proper, sustainable growth.

Let’s look at some time management methods that work, and how they can make a real difference to you and your business.

The Eisenhower Matrix: Urgent vs Important

You may have heard the quote: “What is important is seldom urgent and what is urgent is seldom important.” That’s the thinking behind the Eisenhower Matrix.

This method helps you sort tasks into four categories:

• Urgent and important (do these now)

• Important but not urgent (schedule these)

• Urgent but not important (delegate these)

• Neither urgent nor important (my favourite! – ditch these)

It’s a great tool for getting clarity on what actually needs your attention. Business owners often spend too much time putting out fires (urgent but not important) instead of working on things that will grow the business long-term (important but not urgent), like marketing, systems, or strategy.

Using this matrix can help you step back, prioritise properly, and avoid getting stuck in reactive mode all the time.

Time Blocking

Time blocking is where you divide your day into chunks, and assign each chunk to a specific task or type of work. So instead of writing a long to-do list and hoping you get through it, you actually make space in your calendar for each thing.

You might block out:

• 9:00–10:30: Emails and client follow-up

• 10:30–12:00: Deep work (e.g. writing proposals, planning content)

• 12:00–13:00: Lunch

• 13:00–14:00: Team catch-ups

• 14:00–15:30: Admin

• 15:30–16:30: Buffer/catch-up

It’s flexible—you can shift blocks around—but the key benefit is that it stops everything bleeding into everything else. You know when you’re meant to be doing what, so you’re more focused, and less likely to waste time jumping between tasks.

Tip: Always include buffer time. Things will run over.

The Pomodoro Technique

If you find yourself getting distracted, or sitting down to work but not actually getting much done, the Pomodoro Technique is worth trying.

First thing is to hop onto Amazon and get an old school timer. The ones with sand in them. Trust me it makes a difference.

It’s simple:

• Set a timer for 25 minutes and work on one thing—no distractions, no faffing.

• When the timer goes off, take a 5-minute break.

• After four “Pomodoros”, take a longer break (15–30 minutes).

This works because it trains your brain to focus in short, manageable bursts. You’ll often find you get more done in 25 minutes of focused work than in a whole hour of multitasking.

There are plenty of Pomodoro apps out there, or you can just use a kitchen timer.

Batching Similar Tasks

Switching between different types of tasks all day burns more energy than you think. Writing an email, then answering a phone call, then updating your books, then jumping back to social media—it’s exhausting.

Instead, try batching similar tasks together. For example:

• Do all your content creation for the week in one morning

• Handle all your invoices and receipts in one go

• Schedule all social media posts for the week in one session

• Book all your meetings in one day – not spread throughout the week

You’ll get into a flow, reduce the mental load, and save a surprising amount of time.

Delegation and Automation

No time management system will work if you’re trying to do everything yourself. As a business owner, your time is valuable. And you should be focusing it on the things only you can do—like strategy, client relationships, or high-level decision-making.

Everything else? Delegate or automate it.

• Use a virtual assistant to handle admin, emails, or booking appointments

• Use accounting software to automate invoicing and track expenses

• Set up email templates or use tools like Calendly for scheduling

• Outsource things like social media, copywriting, or website updates

Delegating isn’t a weakness—it’s how you grow. It frees up your time for work that actually moves the business forward.

Weekly Reviews

Spending 30–60 minutes once a week reviewing your time, goals, and plans might sound like a luxury, but it’s actually a smart investment.

In your weekly review, look at:

• What you got done this week

• What didn’t get done (and why)

• What’s coming up next week

• Where your time actually went

• Any tasks that could be delegated or dropped altogether

This regular reflection helps you stay in control and adjust before things get too hectic. It’s also a great way to feel more accomplished—because let’s face it, we often forget how much we have achieved.

Why Time Management Helps Your Business Grow

When you manage your time well, you’re not just being more productive—you’re being more intentional. You’re choosing to work on the things that matter, instead of getting buried in busywork.

Here’s what that looks like in real life:

• You have more time to focus on growth, not just survival

• You’re less stressed and more present with clients, staff, and family

• You stop missing deadlines or forgetting follow-ups

• You finally have space to think creatively and plan for the future

• You can take proper breaks—guilt-free

That’s not just good for you—it’s good for your business. Because a calm, clear-headed business owner makes better decisions. And that leads to better results