Productivity in an age where entrepreneurs need to manage time efficiently and maximise output, often needs to be guided and structured on proven systems. This involves the process of planning, organising and controlling time spent on specific tasks resulting in getting more done, in less time.

The following are 5 tips on how you can manage your time more efficiently:

The Pareto Principle (the 80/20 rule)
This principle states that 80% of your results come from 20% of your effort. Identify the 20% of your tasks that bring in the highest amount of value and spend most of your time on these tasks.
This results in a better prioritised, highly efficient system that focuses your energy and resources where they can make the highest impact.

The Covey Time Management Matrix
The Covey Time Management Matrix focuses on the tasks that matter most to your business and personal growth. The model utilises a four-quadrant system based on urgency and importance to categorise each task and responsibility. The quadrants are as follows:

  1. Urgent and important tasks
  2. Not urgent but important tasks
  3. Urgent but not important tasks
  4. Not urgent and not important tasks

‘Urgent and important tasks’ in quadrant one should be addressed first. Tasks in quadrant two next, quadrant three and four thereafter.

The Pomodoro Technique
This technique involves compiling a to-do list, and using a timer set for 25 minutes (coined as a single Pomodoro) to accomplish a task on the list. When the session ends, mark the task as done and enjoy a 5 minute break, before moving onto the next task and devoting 25 minutes towards it (the second Pomodoro). After 4 Pomodoro’s, take a longer break. This technique is particularly helpful if you find it hard to focus and structure your time.

Identify your most productive hours
Ask yourself what time of the day you are most productive. Is it in the early hours of the day, late at night or in-between? Use your most productive times to address the most important and urgent tasks.

Do what you do best, offshore the rest
Taking into consideration the many demands on a business owner’s time, the most effective system for business owners is to maximise output via offshoring elements of a business. Offshoring departments such as accounting, payroll, sales and administration, HR, secretarial services and digital marketing are gaining popularity simply because professional service providers offer a vastly higher quality of service at far better rates, saving business owners time, money and overheads.

The common thread among all time management systems require that you plan, offshore, leverage technology, delegate and schedule downtime in order to maximise productivity and output. A business owner’s job is truly never done. However, enhancing productivity not only benefits your business, it guarantees you the leeway to create a work/life balance while achieving your goals.
If you wish to learn more about our offshoring services, please get in touch with us at