Doing more in less time

Entrepreneurs often face an overwhelming number of tasks. This post can explore how to focus on high-impact activities that drive business growth, using techniques like the Eisenhower Matrix or Pareto Principle (80/20 rule) to make better decisions on where to invest time.

Here are three effective techniques for prioritising tasks to maximise impact, particularly useful for busy entrepreneurs:

1. Eisenhower Matrix (Urgent vs. Important)

Meet Alex, an early-stage entrepreneur running a small marketing agency. With several clients, meetings, and projects piling up, Alex constantly felt overwhelmed. One day, she discovered the Eisenhower Matrix and decided to map out her tasks:

• She realised that responding to urgent client emails fell into the Urgent but Not Important category—tasks that could be delegated.
• Important but Not Urgent tasks, like developing a long-term business strategy and investing in her own professional development, were always postponed. But now, she blocked time for them.
• Non-essential social media updates and low-priority meetings fell into the Not Urgent and Not Important box, so she cut them out.

By focusing on tasks that were both Urgent and Important, like key project deadlines and client issues, Alex saw a massive boost in her productivity and felt less stressed about her workload.

Takeaway

• This classic tool helps you categorise tasks into four quadrants based on urgency and importance:
  • Urgent and Important: Do these tasks immediately (e.g. critical deadlines, emergencies).
  • Important but Not Urgent: Schedule these tasks (e.g. strategic planning, skill development).
  • Urgent but Not Important: Delegate these tasks (e.g. routine emails, minor issues).
  • Not Urgent and Not Important: Eliminate these tasks or reduce time spent on them (e.g. distractions, time-wasters).
• This approach helps entrepreneurs focus on tasks that truly move their business forward while managing urgent distractions.

2. Pareto Principle (80/20 Rule)

Sophie, the founder of a tech startup, was constantly juggling product development, sales, and marketing. She felt like she was putting in endless hours but not seeing proportional results. After hearing about the Pareto Principle, she analysed her tasks and business activities.

• She discovered that 20% of her clients were responsible for 80% of her revenue. Instead of chasing every lead, Sophie began focusing on nurturing relationships with these high-value clients.
• She also found that 20% of her marketing efforts, particularly LinkedIn outreach, were driving 80% of her new leads. She decided to double down on that platform, minimising less impactful activities like attending non-essential events.

This shift allowed Sophie to cut out time-draining activities and focus on those that had the highest impact on her business, leading to faster growth and a more streamlined workday.

Takeaway

• The Pareto Principle suggests that 80% of results come from 20% of your efforts. As an entrepreneur, you should:
  • Identify the 20% of tasks that drive the most value (e.g. key client meetings, product development, major partnerships).
  • Prioritise these tasks and reduce or eliminate activities that only contribute marginally to your goals.
• This method helps entrepreneurs maximise output by focusing on high-leverage activities that yield the most significant results.

3. Ivy Lee Method

Jordan, an e-commerce entrepreneur, struggled with constantly feeling scattered, jumping from task to task without ever completing anything. He learned about the Ivy Lee Method and decided to give it a try.

Each evening, Jordan wrote down the six most important tasks for the next day, prioritising them by importance. The next day, he focused on the first task—optimising his website’s checkout process—without distractions. Once that was done, he moved on to the second task: contacting suppliers for new product samples.

By the end of the week, Jordan noticed that he was completing more high-impact tasks, even though his to-do list wasn’t shrinking much. The sense of accomplishment from finishing key tasks energised him, and the business started seeing real progress.

Takeaway

The Ivy Lee Method is a simple yet highly effective approach to prioritisation:

1. At the end of each day, write down the six most important tasks you need to accomplish the next day.
2. Rank them in order of true importance.
3. The next day, start with the first task and focus solely on it until it’s complete.
4. Move on to the next task only after finishing the previous one. If you don’t complete all tasks, move the remaining ones to the next day.

Further reading:
https://jamesclear.com/ivy-lee

These techniques are designed to help entrepreneurs filter out distractions and focus on the most impactful work, ensuring time is spent on what truly matters for business growth.

Being an entrepreneur is no small feat. The constant juggling of tasks, the pressure to make the right decisions, and the responsibility to grow your business can sometimes feel overwhelming. But remember, you don't have to do it all alone. The most successful entrepreneurs know that growth happens faster when you have the right guidance.

How coaching can help

Coaching is a powerful way to accelerate your learning and help you make smarter, faster decisions. Whether it's mastering time management or overcoming roadblocks, having someone in your corner can make all the difference.

Ready to take the first step towards maximising your potential? Start by taking this short entrepreneurial assessment, and discover how you can move your business forward with confidence.