10 Productivity Hacks Every Small Business Owner Should Know

Running a small business is no easy feat—especially when you’re wearing all the hats. For those of us in the creative industry, balancing the constant flow of new ideas with the demands of entrepreneurship can be downright overwhelming. But don’t worry, I’ve got you covered. These productivity hacks for small business owners will help you streamline your workflow, reclaim your time, and get the most out of your day without stifling your creativity (or losing your mind).

1. Time Blocking: Structure Your Day, Boost Your Productivity

Let’s kick things off with time blocking, one of the most effective productivity hacks for small business owners. Especially on days when ADHD seems to have the upper hand, time blocking is a game changer. Whether you’re blocking off specific tasks on your calendar or creating deep work sessions throughout the day, time blocking helps you stay focused and get more done.

How It Works:

• Deep Work: Reserve specific blocks for intensive tasks like writing Instagram captions—because, let’s be honest, they always take longer than expected.
• Pomodoro Technique: Break work into intervals (25 minutes work, 5 minutes break) to maintain focus. Think of it as tricking your brain into thinking it’s having more fun than it actually is.

2. Automate Repetitive Tasks: Save Time and Energy

Automation is your best friend when it comes to boosting productivity for freelancers. As someone managing two businesses, automating repetitive tasks is essential to keep things running smoothly. HoneyBook is my go-to tool for this. Automating client communication—like scheduling, follow-ups, and sending questionnaires—frees up time for more important things, like fueling my caffeine addiction or writing those Instagram captions that always seem to take way longer than they should.

What You Can Automate:

• Client Communication: Use HoneyBook to automate responses to inquiries, scheduling, and follow-up emails. Imagine not having to manually reply to every inquiry—sounds dreamy, right?
• Social Media Posts: Tools like Planoly can schedule posts in advance, keeping your online presence consistent without the daily hassle. Because who has time to remember to post every day?

3. Set Clear Goals: Focus on What Matters

Goal setting can be tough, especially when you’re juggling multiple roles. I’ll admit, it’s one of the areas that’s been the most challenging for me over the past six years. But setting clear, actionable goals is crucial for staying on track. I’ve found that setting yearly goals and breaking them down quarterly works best. My goals usually fall into three categories: Financial, Creative, and Content Goals.

How to Set Goals:

• Financial Goals: Set targets for overall profit, and break them down by month or season. Because who doesn’t want to keep the lights on?
• Creative Goals: Focus on projects that fuel your passion, like launching a new photography series. We all need that creative spark to keep going.
• Content Goals: Aim to improve client interactions and your online presence through consistent content creation, whether it’s through blogs, Instagram, YouTube, or podcasts. Consistency is key—let’s get those posts scheduled!

4. Use Project Management Tools: Stay Organized

Organization is key to running a successful business. For me, Google Calendar is my best friend. I track everything essential in my calendar, and without it, I’d be lost. The best part? It integrates seamlessly with HoneyBook, so all my client projects are managed from start to finish without a hitch.

Why It Works:

• Centralized Scheduling: Google Calendar keeps all your appointments, deadlines, and tasks in one place. Because chaos isn’t a good look for anyone.
• Integration with HoneyBook: Syncs your client projects, ensuring nothing falls through the cracks. It’s like having an assistant who doesn’t need coffee breaks.

5. Batch Similar Tasks: Work Smarter, Not Harder

Batching tasks is one of those entrepreneur productivity tips that can really make a difference. By grouping similar tasks together, you reduce the mental load and improve efficiency. For instance, I batch content creation—like writing Instagram posts, blogs, and newsletters—on specific days.

How to Batch Tasks:

• Content Creation: Dedicate a day to brainstorming, another to writing, and another to editing. It’s like meal prepping, but for your brain.
• Editing: Set aside specific blocks of time for photo or video editing, rather than spreading it out over several days. Because editing marathons are no one’s idea of a good time.

6. Prioritize Self-Care: Protect Your Energy

Self-care isn’t just a buzzword—it’s a necessity, especially for small business owners. One of the main reasons I left my job in education was to prioritize my self-care. Surprisingly, leaving a steady paycheck actually reduced my stress because it gave me the freedom to make time for myself. Now, I set hard stop times for work each day, making sure to spend time on things I love, like cooking, working out, and hanging with my husband.

Simple Self-Care Practices:

• Set Boundaries: Establish firm work hours to prevent burnout. Because let’s be real, no one’s productive when they’re running on empty.
• Take Time Off: If you work on weekends, ensure you have a day off during the week to recharge. Remember, you’re the boss, so act like it.

7. Limit Distractions: Stay Focused

Distractions can be productivity killers, especially if you’re neurodivergent. I often find myself down a rabbit hole researching late summer dinner recipes when I should be focusing on writing a blog about productivity (true story). To combat this, I’ve found that listening to jazz, working in my office (instead of the couch), and keeping my phone in a different room all help minimize distractions.

Tips to Limit Distractions:

• Control Your Environment: Choose a workspace that minimizes interruptions. The couch is comfy, but it’s also where distractions live.
• Use Focus Tools: Apps like Forest or Focus@Will can help keep you on track. Because Instagram is a black hole for productivity.

8. Learn to Say No: Protect Your Time

Learning to say no is one of the most important productivity hacks for small business owners out there. As a solopreneur, it’s crucial to focus on tasks within your “zone of genius” and delegate or outsource the rest. For example, I’ve delegated editing tasks in my photography business to AI tools like ImagenAI, freeing up my time to focus on client experience.

When to Say No:

• Non-Essential Tasks: If it’s not crucial to your core business, consider saying no. Not everything deserves your time.
• Outsource When Possible: Identify tasks that others can do better or faster and delegate them. It’s okay to let someone else handle the small stuff.

9. Create a Morning Routine: Set the Tone for Your Day

I’m 100% a morning person, but even if you’re not, a morning routine is essential for a productive day as an entrepreneur. My routine includes making coffee, gratitude journaling, and reading at least 10 pages of a book. A consistent morning routine helps ground you, setting a positive tone for the day, and ensures you start on the right foot.

Morning Routine Ideas:

• Exercise: Start the day with a workout or yoga session. Get those endorphins flowing.
• Mindfulness: Incorporate meditation, journaling, or reading to set a positive mindset. It’s all about starting your day with intention.

10. Review and Adjust Your Workflow Regularly: Stay Agile

Finally, don’t be afraid to review and tweak your workflow. I’ve gone through various iterations of workflows, from having none to being overly scheduled, to finding a happy medium today. I evaluate my processes quarterly to ensure they’re still serving me well. During busy seasons, a more structured schedule is essential, while quieter times allow for a more relaxed approach that fosters creativity. The key is to find a harmonious workflow that works for both your business and your well-being.

How to Review Your Workflow:

• Quarterly Reviews: Assess your processes every three months to identify what’s working and what’s not. Because what worked last season might not work this time around.
• Adjust Accordingly: Make small changes that lead to greater efficiency and balance. It’s all about finding what works for you.

Implement These Hacks to Boost Your Productivity

These productivity hacks for small business owners are designed to help you work smarter, not harder. Start by incorporating one or two hacks into your routine, and gradually build from there. Whether it’s time blocking, automating tasks, or setting clear goals, these strategies will help you reclaim your time and focus on what truly matters—growing your business and nurturing your creativity.

Ready to take your productivity to the next level?

Start by grabbing my Essential HoneyBook Set-Up Checklist to streamline your workflows and simplify your client management. Sign up for my email list below and get the checklist delivered straight to your inbox! It’s the perfect first step to transforming how you manage your business. Let’s get you organized and on track—download the freebie today!