5 Productivity Hacks for Small Business Owners
How to Work Smarter: Time-Saving Tips for Entrepreneurs
Running a small business is no small feat. With countless tasks competing for your attention, it’s easy to feel overwhelmed.
But what if you could save time, reduce stress, and increase efficiency with a few simple strategies?
Here are five productivity hacks that can help small business owners like you work smarter, not harder.
1. Time Block Your Schedule
Time blocking is a game-changing method for managing your day.
Instead of juggling multiple tasks at once, dedicate specific time slots for focused work.
For example, you can set aside one hour in the morning for answering emails and another for client calls.
Tools to Use:
- Google Calendar: Schedule and colour-code your blocks for easy organisation.
- Toggl Track: Track how much time you spend on each task to stay accountable.
How a Virtual Assistant Can Help: A freelance virtual assistant can help you implement time blocking by organising your calendar, scheduling meetings, and sending reminders. They can even handle time-consuming tasks like managing your inbox so you can focus on what matters most.
2. Automate Processes
Automation is one of the easiest ways to save time and reduce errors.
From scheduling social media posts to sending invoices, automation tools can handle repetitive tasks seamlessly.
Tools to Use:
- Zapier: Automate workflows by connecting apps like Gmail, Slack, and Google Sheets.
- Calendly: Simplify appointment scheduling by allowing clients to book directly based on your availability.
- Hootsuite: Schedule and manage social media posts across multiple platforms.
How a Virtual Assistant Can Help: A virtual assistant can set up and monitor these tools for you. For example, they can create automation workflows in Zapier, schedule posts using Hootsuite, or manage your client appointments via Calendly. This ensures everything runs smoothly without you having to lift a finger.
3. Batch Similar Tasks
Batching involves grouping similar tasks together and completing them in one focused session. For example, you might dedicate one afternoon to writing all your blog posts for the month or an hour to process invoices.
Why It Works: Switching between tasks often leads to a loss of focus and productivity. By batching, you eliminate this context-switching and complete tasks more efficiently.
Tools to Use:
- Notion: Plan and organise tasks into batches.
- Asana: Create task lists and group similar tasks for streamlined workflows.
How a Virtual Assistant Can Help: A VA can help identify tasks that can be batched and prepare the necessary materials in advance. For example, they can gather content ideas, draft emails, or compile data so you can focus solely on execution.
4. Prioritise with the Eisenhower Matrix
The Eisenhower Matrix is a powerful tool for prioritising tasks. It categorises tasks into four quadrants:
Neither Urgent nor Important: Delete these tasks.
Urgent and Important: Do these immediately.
Important but Not Urgent: Schedule these for later.
Urgent but Not Important: Who else could do this instead? Delegate these tasks.
Tools to Use:
- ClickUp: Offers a built-in Eisenhower Matrix feature for prioritising tasks.
- Trello: This is my personal favourite, and many of my clients use it. Easy, intuitive and free to get started. Create boards for each quadrant and move tasks accordingly.
How a Virtual Assistant Can Help: Your VA can sort through your to-do list and organise tasks into the appropriate quadrants. They can take over the “urgent but not important” tasks, like scheduling meetings or responding to routine inquiries, giving you more time to tackle high-priority work.
5. Delegate Tasks
As a small business owner, your time is precious.
Delegating repetitive or low-priority tasks allows you to concentrate on growth and strategy and doing the things you love.
Tasks to Delegate:
- Data Entry
- Customer Enquiries
- Social media management
How a Virtual Assistant Can Help: Virtual assistants specialise in handling administrative tasks efficiently. Take a look at the range of services we can provide.
By outsourcing to a VA, you save time and benefit from their expertise in tools like Trello for project management or Slack for communication. This ensures tasks are completed on time and to a high standard.
Productivity isn’t just about working harder; it’s about working smarter.
By implementing these five productivity hacks and leveraging the expertise of a freelance virtual assistant, you can free up your time, reduce stress, and focus on growing your business.
Ready to boost your productivity?
Contact me today to learn how my virtual assistant services can help you achieve more with less effort! Contact Me
Join Ad Hoc PA’s Team as an Associate!
Ad Hoc PA is expanding. I am seeking a team of associates who I can collaborate with on various projects as they arise.
Why Join Ad Hoc PA?
By becoming an Associate with Ad Hoc PA, you’ll gain:
- Flexible Work Hours: Enjoy the freedom to work from anywhere while managing your own time
- Supportive Team Environment: Join a collaborative team dedicated to delivering excellence
- Opportunities for Growth: Develop your skills with hands-on experience in various industries
- Competitive Rates: We value our associates and offer competitive pay that reflects your experience and expertise
What I’m Looking For
I am looking for proactive and organised professionals with a knack for multitasking. As an Associate, you will provide virtual administrative support, manage client communications, and handle essential tasks that keep businesses running smoothly. Whether you are experienced in general administration, digital design, web development, or marketing, we encourage a broad skill set to join our team.
Your role as an Associate will involve handling client enquiries and managing their expectations effectively. Tasks may include scheduling appointments, responding to emails, and maintaining customer relationships. Additionally, you may be responsible for creating content for social media platforms, designing graphics, or assisting with website maintenance.
How to Apply
To learn more about the role and to see if you’re a good fit, you can check out the requirements and application form here.
If you think you have what it takes to be a part of the Ad Hoc PA team, simply fill out the form and submit your application via the link above.
I will get in touch when something comes up that matches your skill set.
The Benefits of Hiring a Freelance PA
- CREATE MORE TIME– A helping hand when you need it most
- SAVE MONEY– Only pay for what you need
- NO GEOGRAPHICAL LIMITATIONS– On-line virtual services
- A RANGE OF SKILLS, SERVICES & EXPERIENCE– A commitment to continuous personal development
- FLEXIBILITY– From Ad Hoc to retainer contracts, you choose the level of service you require
An outsourced assistant takes the place of traditional permanent staff without the added salary costs such as holiday pay, pension and National Insurance or the need for office space and extra resources, with access to a wide skill set and flexibility which fits around the client.
Services can be provided on a regular, one-off or on a monthly retainer basis.
By contracting out administration tasks to Ad Hoc Personal Assistant, clients can relieve the pressure by delegation, freeing up valuable time to concentrate on what’s important.
Quick Tips for Successful Time Management
It can be so easy to go off track each day and lose focus when you have lots of tasks to juggle, feel overwhelmed with your workload or simply don’t want to tackle certain jobs. Here are some quick time management tips which will help you to become more productive and use your time wisely.
1. Get Organised
Create the right environment and tidy your work area. If your work space is in chaos, this can affect your performance. Set up an effective filing system and utilise workflow management tools and software to help you become more productive.
2. Prioritise Your Goals
Identify and set yearly, monthly, weekly and daily goals or desire outcomes. Always work on your most important and urgent goals. Create a ‘‘To-do list’’ at the beginning of each week and plan your days in advance. Go over your list and organise the things needed to accomplish them. As you accomplish these goals you will have great satisfaction crossing them off with a great big tick!
3. Identify Your Most Productive Time
Are you an early bird or night owl? We all reach our best efficiency at different times. Keep a mental note of your daily energy levels over a couple of weeks and use this to plan out when your productive periods are each day and when you need to take time out and re-energise.
4. Allocate Your Time
Schedule your week ahead. Set aside time each day of the week for regular tasks. For instance, file every Monday, do online banking every Wednesday, update your website and schedule your social media on a Friday, pop these must do weekly tasks into your calendar with a reminder.
5. Overcome Procrastination
Delete– does it really need to be done? Delegate –can the task be given to someone else? Do it now-don’t postpone an important task. Defer-if the task can’t be done quickly and is not high priority just defer it!
6. Avoid Interruptions & Distractions
Let your calls go to voicemail when you are working on a task requiring concentration. Limit your email by batching and prioritising your access in the morning, at lunch and at the end of your day. Set time aside to check your social media channels so you are not tempted to check each time your phone pings.
7. Take Care of Your Health
This goes without saying but often our own health and well being is the first to be overlooked. Get plenty of sleep. Take regular breaks. Eat healthy and get fresh air so you can refresh and focus on your work. Periods of time out away from your work can revitalise your mind and give you renewed energy and clarity.
8. Learn to Say No… Or Delegate
Everyone has their limitations. We simply can’t do everything, be assertive and recognise when someone else could pick up certain tasks.
You may find yourself saying, “I know I need to delegate more, but I can get things done more quickly if I just do it myself ” or “I’d like to delegate more, but I’d have to take the time out to train someone else to do certain key tasks.”
For repetitive tasks there is a long-term time-saving benefit if you can invest in the initial time to teach another person, delegation can add value to your business by leveraging resources and facilitating growth.
By following these simple time management suggestions, you should have more time and less stress to enable you to run your business more productively.
To find out how a Virtual Assistant can help your business, drop me an email hello@myadhocpa.com or visit my website www.myadhocpa.com
10 Tasks a Virtual Assistant Could Complete in 1 Hour or Less
There are hundreds of tasks you could potentially outsource to a virtual assistant. From admin to research, making phone calls or providing creative support. It can be difficult to estimate just how long some tasks can take but there are a number of quick jobs you could delegate to help you tick off your to-do list and free up your valuable to so you can concentrate on other areas of your business.
Here are 10 Quick Tasks Which Will Help Reduce Your To-Do List
- Create a social media profile or business page.
- Design a new logo or other stationary items.
- Produce a number of image designs to use across social media platforms.
- Design or format word, excel and power point documents.
- Improve Search Engine Optimisation (SEO) and schedule automated blog posts.
- Distribute communications to existing or potential clients.
- Mail-merge and print letters.
- Design a customer survey.
- Carry out data entry to create a database.
- Research and obtain quotes for a product or service.
Ad Hoc Personal Assistant’s prices start from £30.00 per hour depending on the type of task. Reduced rates are applied for larger blocks of time and for monthly retainer plans. Special rates can also be arranged with charities and not-for-profit organisations.
No obligation consultations and quotes are provided free of charge. So what are you waiting for? Give yourself the freedom to do what you love in your business and find out how you could delegate some of the other time consuming tasks to a Personal Virtual Assistant.
To find out how I can help your business, drop me an email hello@myadhocpa.com or visit my website www.myadhocpa.com
6 Ways to Live a Simpler Life and Make More Time for the Important Things
It’s taken me until I’m almost 40, but I’ve recently realised there are 6 key ways to live a simpler life and make more time for the important things.
- Less stuff is better. Remove clutter to create calm.
- Be organised. Use your calendar and notes on your smartphone to set yourself goals and make to-do lists.
- Learn to say no. You can’t do everything, prioritise what is really important.
- Do more of what makes you happy. Life is short, spend it doing what you enjoy.
- Slow down. Take your time, enjoy the moment. Practice mindfulness.
- Learn to move on. Change, accept, let go.
If you are self employed you can apply these fundamental strategies to your business. Reduce your workload and the amount of stuff you have to deal with by delegation, prioritising work and outsourcing some of the tiresome but essential tasks that must be taken care of to run your business.
Be more organised, there are a wealth of apps and software available on the market which could simplify your processes saving you time and hassle.
Learn to say no. Everyone has their limits. We simply can’t do everything, be assertive and recognise when someone else could pick up certain tasks.
We are here for a short time, make the most of it by doing more of the things you enjoy, remind yourself why you went into business and what you love about your job. Surround yourself with the type of people you like, work on the projects which give you most fulfillment, give yourself free time to have fun and make memories.
Sometimes we need to remember to slow down a little, take time to enjoy the little wins, congratulate ourselves. Give yourself time to unwind and relax, breath in the fresh air and appreciate the simple little pleasures in life, such as going home early, making time for family and friends, enjoying the weekends, walks in the countryside or just simply having more time to yourself.
We all have our personal struggles, it’s easier said than done, but when we can learn to move on from situations by either making certain changes to our situation, environment or reaction, accepting the past and letting go of uncertainties in a why that can best help yourself and the situation you are in then you will have more head space for the more important things in life.
When we live a simpler life, we improve our state of mind. With a clearer mind we create clarity which ultimately eliminates stress, improves well being and helps you perform better and achieve your life goals!
My mission is to help my clients achieve clarity and harmony in their work-life balance, save time and become more productive, because life shouldn’t be a struggle. We all deserve the freedom to do more of what we love, and love what we do.
To find out how I can help your business, drop me an email hello@myadhocpa.com or visit my website www.myadhocpa.com
Downtime & Productivity
There are several common causes of downtime in the office meaning it’s not always a productive place to be. By hiring a virtual assistant you can be sure you are only paying for the actual hours worked and not…
*Holiday & sick leave
*Training days away
*Coffee & lunch breaks
*Office chit chat
*Hardware problems & technical glitches
*Mobile phone and social media interactions
*General office interruptions & setbacks
VA’s charge an hourly rate and pride themselves on working hard to fulfil their client’s needs making every minute count.
Approved by The Society of Virtual Assistants
Ad Hoc Personal Assistant 