What’s Your Best Productivity Hack for Busy Days?
Ever wonder how top executives manage their jam-packed schedules while still achieving their goals? In this article, we feature insights from a Chief Operating Officer and a CEO, ensuring you get advice from those who know best. Our experts share a total of nine powerful productivity hacks, starting with the art of delegating wisely and concluding with adopting the Pomodoro Technique for effective time management. Get ready to transform your approach to productivity with these expert tips.
- Delegate Wisely to Conserve Time and Energy
- Use the Eisenhower Matrix for Prioritizing Tasks
- Create a Daily Priority Blueprint
- Plan and Prioritize Each Morning
- Use Time-Blocking for Focused Work
- Adopt Single-Tasking for Better Productivity
- Let Go of Perfectionism
- Establish a Productive Morning Routine
- Try the Pomodoro Technique for Time Management
Delegate Wisely to Conserve Time and Energy
One unexpected challenge of running my business was that I discovered I could not do it all by myself without risking burnout and inefficiencies. When I was in the early stages, I had a habit of taking on too much, thinking that being involved in all the details was the best way to guarantee quality and progress getting made. As the business expanded and I needed to focus more on strategic priorities, this became unsustainable over time. Achieving this was a matter of learning to delegate wisely.
I deliberately looked for tasks that others on my team could do as well or better than I could. For instance, I began to delegate more of my routine administrative work, operational work, and decisions to members of my team who were well-suited to deal with them. This ultimately enabled me to conserve my time and energy and put them towards things that mattered, like strategic planning and client relationships.
Overcoming this hurdle could not have been possible without trusting my team where I delegated this responsibility and empowered them. It made me realize that delegation isn’t merely about transferring tasks to someone else, it is about providing other team members the chance to flourish and help in the success of the business. Effective delegation was achieved by clearly outlining the expectations, providing the necessary resources, and being available for guidance whenever needed. And I also would regularly acknowledge and celebrate their successes, which helped build their confidence and buy-in.
The impact was significant. My productivity improved, as I could focus on the things that my input adds the most value. Simultaneously, my team became more engaged and took initiative, because they felt trusted and empowered to take ownership of their work.
For small business owners dealing with similar struggles, I would advise starting small. Find one or two things you can delegate and let your team prove itself. Set clear expectations and constructively provide feedback that leads to better results. Delegation isn’t merely a time hack, it’s a means of fortifying your team and ultimately gearing your business for long-term scale. To trust others opens up possibilities that neither you nor your team knew they had.
Maddy Nahigyan
Chief Operating Officer, Ocean Recovery
Use the Eisenhower Matrix for Prioritizing Tasks
One of the most surprising challenges I faced in running my business was being overwhelmed with the volume of things requiring my attention. It was hard to tell what actually needed my urgent attention versus what could be delegated or put off. It also left me feeling busy but not always productive, and caused some slow-downs on the most important goals.
To cope with this, I started prioritizing with the Eisenhower Matrix. This framework, simple as it is powerful, allows me to classify all tasks according to four categories: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. So with this matrix in mind, I was able to generate some clarity around what I needed to focus on, what I could schedule for later, what I could delegate, and what I could stop doing altogether.
A task that is both urgent and important could be addressing a client’s immediate concern, an example of an important but not urgent task would be long-term planning or strategizing. Tasks that are urgent but not important, such as dealing with routine inquiries, are frequently delegated to my team. The fourth category, neither urgent nor important, gets eliminated completely, like unnecessary meetings.
My time and energy management were changed using this method. I’ve cut out stress, met deadlines better and made sure that key business goals are on track by focusing on what actually matters. It also empowered my team, because delegation gave them buy-in on second tasks and helped them learn and develop roles.
For other small business owners struggling with some of the same issues I discovered that you can use the Eisenhower Matrix. It only takes a few minutes at the beginning of the day to categorize your tasks, and be intentional about making a choice to stick to your priorities. Given that, this simple shift in perspective can not only help you work smarter (not harder), but also make sure your efforts are aligned to drive the goals that impact your business the most. Avoid the “busyness trap” so you can make room to grow and innovate.
Becky Babb
CEO, The Last Resort
Create a Daily Priority Blueprint
One of the most effective productivity hacks I’ve mastered is creating what I call a “Priority Blueprint” for each day. It’s not just a to-do list but a structured approach that aligns daily tasks with long-term goals. Each evening, I identify three high-impact priorities for the next day. These are the tasks that, if completed, will significantly advance my business or personal objectives. Then I allocate focused time blocks in my calendar for each, ensuring they are tackled during my peak productivity hours. For me, the morning is golden for deep, strategic work. This method allows me to move the needle on big-picture goals while still handling the inevitable smaller tasks that crop up.
This strategy was born out of necessity during my early years managing my telecommunications company. At the time, we were scaling rapidly, growing a team of 30 employees while navigating multi-million dollar contracts with tight deadlines. I quickly realized that reactive work, putting out fires could easily consume my day. By developing this system, I was able to lead the business effectively, meet critical milestones, and still carve out time for strategic planning. Over time, I’ve refined this approach through my experience coaching entrepreneurs globally, helping them cut through the noise and focus on what truly matters. The results have been consistently transformative, both for me and the clients I work with.
Ronald Osborne
Founder, Ronald Osborne Business Coach
Plan and Prioritize Each Morning
My most effective productivity hack for managing busy days is creating a clear, prioritized plan each morning. I divide tasks into categories: urgent, important, and routine, ensuring I tackle the most critical items first. For example, when our team faced back-to-back storm cleanup jobs across the DFW area, I started each day by assessing the scope of work for each site, assigning the right crew and equipment to optimize efficiency. My TRAQ certification and deep understanding of tree risk assessment allowed me to quickly identify which jobs needed immediate attention due to safety hazards, saving time and ensuring customer satisfaction. By staying focused on priorities and delegating effectively, we managed to complete all projects on time without compromising quality.
Years of experience in the industry taught me the importance of preparation and adaptability. Whether it’s dealing with emergency calls or juggling long-term projects, having a structured plan keeps me grounded, while flexibility allows me to address unexpected challenges. For instance, during peak seasons, I set aside time in the afternoon to check in with each crew, ensuring that they had the resources they needed and addressing any obstacles. This combination of planning, leveraging my expertise, and maintaining open communication with my team ensures we stay on track and deliver exceptional results for our clients.
Amaury Ponce
Business Owner, Ponce Tree Services
Use Time-Blocking for Focused Work
As the founder of a legal process outsourcing company, managing busy days is part of the job, but I’ve found that the key to staying on track with my goals lies in effective time-blocking.
Early on, I learned that the constant shift between tasks would leave me feeling scattered, so I adopted a strategy of dedicating specific blocks of time to focused work, client meetings, and team check-ins. One particularly hectic week, I had back-to-back negotiations and an urgent contract review to tackle.
Instead of juggling them throughout the day, I blocked off focused time in the morning for deep work and kept afternoons for calls and meetings. That simple change allowed me to move through tasks with greater efficiency and without burnout.
Now, I also schedule buffer time between tasks to account for unexpected interruptions—something I learned the hard way after missing a deadline when I didn’t leave room for flexibility. By intentionally structuring my day, I’ve been able to stay productive and focused, while also maintaining a clear path toward long-term goals.
Aseem Jha
Founder, Legal Consulting Pro
Adopt Single-Tasking for Better Productivity
An unforeseen challenge I faced in running my own business was being overwhelmed with demands on my time and attention. As with many small-business owners, I attempted to do it all, managing all aspects of my work, floating between various tasks throughout the day. This method resulted in errors, unfinished business, and a feeling of burnout. I knew that multitasking was not working, and I had to come up with a different plan.
I took up single-tasking, doing one thing at a time and focusing myself on that task only. To minimize distractions, I muted notifications on my devices and closed unrelated tabs or apps whenever working. I was able to complete tasks faster and with higher quality by continuing to work in a small focused environment.
For instance, instead of trying to reply to email at the same time as preparing for a meeting, I allocated a dedicated time block to each task. That helped me tackle both with more clarity and less anxiety. With time, it not only helped me to be more productive, but also allowed me to focus on my work in detail and do justice to my work.
One element of making this strategy effective was prioritization and mapping out my day beforehand. I woke up every morning isolating the fundamental tasks and reserving hours to work on each one without distractions. This was also a message I shared with my team, encouraging the concept of single-tasking to them when applicable and respecting their focus times.
The impact has been profound. My schedule is more in my control, I get better results and am a lot less stressed. The advice I would offer fellow small business owners is to try single-tasking and watch how it changes your productivity. When you complete one task at a time, you are not only more efficient but also you create an achievement that motivates you to work on the next task.
Justin McLendon
Lcmhc, Lcas & CEO, New Waters Recovery
Let Go of Perfectionism
One unexpected obstacle I encountered in running my business was the tendency to get caught up in perfectionism. Early on, I found myself spending far too much time obsessing over minor details, whether it was perfecting a presentation or fine-tuning every operational process. While striving for excellence is important, this mindset often leads to delays and unnecessary stress, ultimately hindering progress.
To overcome this, I embraced the concept of letting go of perfectionism. I shifted my focus to completing tasks to the best of my ability within a reasonable time frame, prioritizing action and progress over endless refinement. For example, when launching new programs, I stopped aiming for flawless execution on the first try. Instead, I concentrated on delivering high-quality results that could be refined over time based on feedback and real-world outcomes.
This change in mindset not only allowed me to maintain momentum but also taught me the value of adaptability. By understanding that improvement is an ongoing process, I became more open to learning from mistakes and making necessary adjustments. It also encouraged my team to take initiative without fear of falling short of unattainable standards.
My advice to other small business owners is to recognize when perfectionism is holding you back and focus on steady progress instead. Set clear objectives, identify what is good enough to move forward, and trust that growth comes from taking action. Letting go of perfectionism does not mean lowering standards. It means prioritizing efficiency and adaptability, which are essential for navigating the challenges of running a business. This approach has not only improved my productivity but also strengthened my ability to respond quickly to opportunities and challenges.
Timothy Brooks
CEO, Synergy Houses
Establish a Productive Morning Routine
Along the way, running my business taught me something surprising about this process that I had previously never considered: it is tough to keep fighting those fires when you also have a vision of the future! At first, I was always reacting to the immediate challenge when there was little time for anything strategic. And this focus on reactiveness began to take a toll on my overall productivity and, ultimately, the direction of the business.
So I put a morning routine in place that became the bedrock of how I manage my time and energy. Every morning, I make sure to do some reviews of my short and long-term goals. So it keeps me in touch with not only the big picture but what I’m doing every day is contributing to the growth of the business and to the mission of the business.
I also set an agenda every morning and choose three things that I have to do that day. Their priorities are determined by what will have the greatest impact instead of what seems most urgent. I am getting clear on what high-value work I can tackle right away and I can use that to build some momentum in my day.
Mental preparation is another significant aspect of my routine. I spend some time in it, whether it is reflecting, feeling gratitude, or deep breathing, or something peaceful. This allows me to tackle challenges with an optimistic and focused mentality, which has been extremely beneficial in the uncharted waters.
Having a structured approach has helped me get back on the front foot with my schedule and the way that I run the business. It has also enabled me to develop a better balance between dealing with daily demands and working toward long-term goals.
For other small-business owners who may be struggling with similar challenges, I advise establishing a productive morning routine that suits you. For this period, center yourself, prioritize, and get ready for the day ahead. When you approach each day with purpose and clarity, it becomes easier to conquer obstacles and make sure that what you are doing actually moves the needle for your business.
Tyler Bowman
Founder & CEO, Brooks Healing Center
Try the Pomodoro Technique for Time Management
Some of these challenges I had not expected to face (a misunderstanding almost made me want to quit running my business) were managing my time while doing multiple things at once. As a small business owner, I always had the sense that there weren’t enough hours in the day to meet the workload, make clear strategic decisions and have some semblance of work-life balance. This ongoing pressure began to affect my productivity and energy, particularly when working on larger or more daunting projects.
To combat this, I began using the Pomodoro Technique, a system of time management that was a game changer for me. This approach revolves around timed working blocks of 25 minutes, known as “Pomodoros,” with a 5-minute rest in between. After the fourth interval, I will take a longer break of 15 to 30 minutes. This structured way to work keeps me refreshed, which is essential when operating a business; otherwise, you burn out.
The Pomodoro Technique helped me break big tasks into smaller chunks. For example, if I found myself needing to write a six-page marketing plan, I broke that down into parts, such as research, content writing and analysis, and allocated each part to a series of intervals. Keeping my focus to 1 task at a time helped me reduce the overwhelm that often comes with large projects.
Also the regular breaks helped me reset, both mentally and physically. During those short breaks, I would stretch or grab a quick snack, which kept my energy up all day. Those longer breaks allowed me to step back, assess the progress I made, and prep for the next phase of work.
If you are a business owner that also struggles with time management, then I suggest that you try out the Pomodoro Technique. It improves productivity while also encouraging a healthier rhythm to work. Determine your most important tasks for the day, dedicate concentrated time blocks to their completion, and respect breaks; they’re part of the plan rather than interruptions to be avoided. This straightforward approach can radically change the way you plan your tasks and keep you ahead of your business commitments without drowning in your workload.
Tzvi Heber
CEO & Counselor, Ascendant New York
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