23 JUL 2025 5 min read

Time Management for Busy Entrepreneurs

Time ManagementEfficiency

In today’s fast-paced business environment, effective time management is essential for entrepreneurs who must balance the demands of running a business with personal obligations. Mastering the art of time management can significantly enhance productivity, reduce stress and lead to greater business success. Here, we explore practical strategies that can help entrepreneurs manage their time more efficiently.

Prioritise Ruthlessly

For entrepreneurs, every task seems critical, but distinguishing between what is urgent and what is important can make a huge difference. Begin by categorising tasks based on their impact on your business goals. Use the Eisenhower Decision Matrix (or Eisenhower Box) which is a simple decision-making tool that divides tasks into four categories: do first (urgent and important), schedule (important, not urgent), delegate (urgent, not important), and don’t do (neither urgent nor important). This method helps in focusing on activities that align closely with your business objectives.

"What is important is seldom urgent and what is urgent is seldom important."
– Dwight D. Eisenhower

Delegate

Delegation is key to effective time management. Identify tasks that do not require your specific expertise and delegate them to trusted team members. This frees up your time to focus on activities that have the highest impact on your company’s growth. Effective delegation involves choosing the right people for the right tasks and clear communication of expectations. You shouldn’t be afraid to get help on things that can just as easily be done by someone else. Remember, if you are spread too thin, it will be harder for you to successfully deliver value.

Limit Multitasking

While multitasking might seem efficient, studies show that it can reduce productivity. When our brain rotates between multiple activities at once, there are “switching costs” that make efficiency and productivity go down due to our brains being slower to change the mental “rules” for what we are doing, just like the “rules” for writing an email are different that for writing code. Switching between tasks can cost as much as 40% of someone’s productive time, according to experiments conducted by David Meyer, PhD (American Psychological Association, 2006). Thus, it is better to focus on one task at a time. This approach, known as ‘single tasking’, can lead to higher quality work and better time management. Set aside dedicated blocks of time for similar tasks to minimise context switching and increase focus.

As a Project Manager, I often find myself pulled in many directions and tempted to start multi-tasking. However, I’ve found that if I force my brain to home in on doing one task very well until it is either sent off, next steps are given, or is completed, I feel much more at ease and I realise that I can more onto the next task with more energy.
– Morgan Selander

Set Time Limits for Tasks

Parkinson’s Law states that “work expands to fill the time available for its completion” (Parkinson, 1995). In other words, if you give yourself a week to complete a task, it will likely take a week, even if it can be done in a day. By setting time limits for each task, you force yourself to focus and be more efficient, even if you don’t always meet the deadline. Time blocking can be an effective technique where you scheduled specific block of time in your calendar for different activities, including breaks. This not only helps in managing time but also in maintaining work-life balance.

Another technique often used in the agile community is called timeboxing. It is intended to directly combat Parkinson’s Law and create boundaries around tasks. By setting a specific duration for each task, you create a sense of urgency and focus, preventing tasks from expanding needlessly.

Here’s how timeboxing works:

Break down tasks: Divide larger tasks into smaller, more manageable subtasks.
Estimate time: Assign a specific amount of time to each subtask. Be realistic but avoid over-estimating.
Set a timer: Use a timer or a time management app to track the allotted time for each task.
Focus: Work diligently on the task until the timer goes off, avoiding distractions.
Evaluate and adjust: If necessary, reassess the estimated time for the task and adjust.

Take Care of Your Health

Entrepreneurial success requires stamina, both mental and physical. Regular exercise, a healthy diet, adequate sleep, and mindfulness practices can boost your energy level and focus. Scheduling time for regular physical activities and breaks is as important as scheduling business tasks. This is often swept under the rug and not prioritised by entrepreneurs and busy professionals, but it is essential in being able to bring your best self to your start-up idea. Remember to include these considerations in your Eisenhower decision matrix.

Leverage Technology

In this digital age, numerous tools can help streamline time management. Apps for scheduling, project management and communication can automate or simplify tasks to save time. Tools like Kinabase can be customised to your specific project management needs. This allows you to assign tasks, create project workflows and stages, schedule meetings and due dates, and collaborate asynchronously with your team.

How Kinabase Can Help

Towards the end of a busy day as an entrepreneur, reflecting on the effectiveness of your time management strategies is key. This is where Kinabase comes in as a highly recommended tool. Kinabase offers a suite of features designed to streamline task management, automate scheduling and optimise daily workflows. By integrating Kinabase into your daily operations, you can not only track time but also analyse where most of your effort is going and adjust accordingly. It’s an invaluable resource for entrepreneurs looking to evaluate their time management skills and consequently, their business success.

By implementing these strategies, busy entrepreneurs can manage their time more effectively and increase their productivity. Remember, time is a limited resource, and mastering its use is crucial for long term success.