Time is one of the most valuable resources for business owners, but it’s also one of the hardest to manage. With endless demands competing for attention, it can feel like there just aren’t enough hours in the day.

In fact, a recent study shows that over half of European entrepreneurs and business owners lose over 40% of their time on administrative tasks – with more than 1 in 10 saying admin takes up over 80% of their time.¹ That shows how hard it can be to dedicate sufficient time to other essential aspects of running – and growing – a business.

It also shows why finding ways to work more efficiently is so important, not just to stay on top of tasks but to reduce stress and make work feel more manageable. Productivity isn’t just about getting more done. It’s about working smarter, cutting through distractions, and focusing on what really matters.

You start the day with a plan, but before you know it, you’re pulled into emails, meetings, and last-minute requests. The most important work gets pushed to later, and often later never comes. If this sounds familiar, time blocking can help. By structuring the day into dedicated focus periods, you can cut down on distractions and make better progress on your priorities.²

One way to do this is with the Pomodoro Technique, which balances deep focus with regular breaks.³ Instead of working in long, unstructured stretches, you break your time into manageable work sessions, helping you stay productive without feeling drained by the end of the day.

Another approach is task batching, where similar tasks — like responding to emails or making client calls — are grouped together in a single block. This minimises context switching and helps maintain efficiency throughout the day.⁴

Action plan

Start by writing down everything on your to-do list. Then, go task by task and ask yourself two questions: Is this urgent? Is this important? Based on your answers, sort each task into one of four categories in your Eisenhower Matrix:

Urgent and important – do it now

These tasks have immediate deadlines and consequences if ignored. Tackle them first to avoid last-minute stress.

Important but not urgent – schedule it

These tasks move your business forward but don’t need to be done right away. Block time on your calendar to make sure they don’t get sidelined.

Urgent but not important – delegate it

These tasks demand attention but don’t require your expertise. Pass them on to someone else or automate them where possible.

Neither urgent nor important – eliminate it

These tasks take up time without adding real value. Let them go so you can focus on more important projects.

Action plan

Spot repetitive tasks:

Identify the admin tasks you handle most often, like processing invoices, tracking expenses, or managing employee payroll. These are ideal for automation.

Start small:

Pick one or two tasks to automate first, like setting up recurring invoices or using templates for standard forms. Test the impact before expanding.

Find the right tools:

Look for software that integrates with your existing systems. Accounting tools can generate invoices and reconcile payments, expense trackers can log receipts automatically, and payroll systems can calculate wages and file taxes.

Check and adjust:

Review your automated processes regularly to make sure they’re working as expected. Tweak settings, explore new features, and keep improving efficiency.

Saying ‘no’ isn’t always easy, especially when new opportunities and requests keep coming. But constantly saying yes can lead to being overwhelmed, making it harder to focus on what truly matters. Without clear boundaries, it’s easy to get pulled in too many directions.

That’s why knowing when to say ‘no’ is just as important as knowing when to say ‘yes’, for your business as well as yourself.