⚡ Get All Content for 20% Off ⚡

5 Simple Tactics to Keep You Organized and on Task Every Day Set up a routine and fly through the more mundane tasks so you can focus your attention on mission-critical endeavors.

By Leslie Barber

entrepreneur daily

Opinions expressed by Entrepreneur contributors are their own.

Ever get to 3 p.m. only to realize that you haven't crossed off a single thing on your to-do list? Welcome to the life of a small business owner.

It's common to feel like you're playing defense. How can you switch things around to play offense? Try these five simple but effective ways to manage your time and make some forward progress for your business:

Related: How to Become More of a Morning Person (Infographic)

1. Fuel your passion early and often.

You probably started your business with a passion for your craft. But the very business of running a business can get in the way.

Bring the skip back into your step every day by reminding yourself first thing why you started your business. It will make getting through the to-do list easier.

2. Begin each day with a to-do list.

I used to love writing my to-do list each day before I left the office. It was my attempt to leave the office before I went home. I would schedule the most important items in my online calendar so I would complete them first.

One study showed that those who are morning people tend to be more effective working in the morning. Each day so many things can come up to derail productivity. I like to tackle the toughest chores first.

Another trick is to enter tasks into your online calendar so that it will push alerts to you. Each morning, pour yourself a cup of coffee and take 5 minutes to review the must-dos.

Don't overload the to-do list. Make the list of tasks achievable. Remember that other things will come up. So create a list of things is practical. And give yourself a high five when you cross things off.

Related: How to Say No to the Employee Who Interrupts

3. Find social-media shortcuts.

Like visiting the old office watercooler, engaging in social media activity can be a tempting vortex of distraction, stealing time and productivity. To stay on task, schedule all posts for the week at once.

Thanks to a number of social-media management tools, like HootSuite, SproutSocial or Social Oomph, it's possible to quickly upload and manage company posts, tweets, pins, likes and +1s -- all in one place.

Your social-media voice should never sound automated, though. Savvy users will notice this immediately. Schedule real-time comments on anything that's suddenly trending or newsworthy to ensure genuine engagement with your audience.

4. Define a specific window to check email.

Checking email can become one of the biggest black holes of the workday. Don't let this task totally sap your productivity. Set a specific time for reading and returning emails. After tackling your email communications, move on to the rest of your daily tasks and goals. Challenge yourself to check email only twice a day, say, early morning and the end of day.

You will be surprised by how much you can get done between email check-ins. And if phone calls are more cumbersome for you than email, try this: Designate a time to return calls. Encourage customers and colleagues to schedule their calls with you.

5. Run focused meetings that adhere to ground rules.

Meetings can be a major time sink. And for small businesses, they can be very expensive in terms of time and labor. Plan well for each meeting. Ensure that you have a purpose and a strong sense for what will make a meeting successful. Do you need feedback from your team or would an email better serve your needs? A meeting is a great way to foster two-way communication like brainstorming or problem solving.

Next, establish a clear structure for the meeting by creating an agenda. Designate a notetaker and a timekeeper to help that people stay on track. Finally, ensure that attendees arrive prepared by arranging for whatever background info or homework assignments are necessary.

While these suggestions may seem like very simple ideas, the hard part is executing them since so many things happen unexpectedly in the daily life of a small-business owner. It takes discipline to move from defense to offense. Some say it takes 21 days to create a habit. You owe it to yourself to get in front of the eight ball. It'll help your business grow and ensure that you don't burn out.

Related: How to Stop the Time Suck of Customer Relationships

Leslie Barber

Small Business Engagement Officer, QuickBooks

Leslie Barber advocates for small business success as a small business engagement officer for Intuit's QuickBooks in Mountain View, Calif. She is a co-owner and co-founder of NutraBella, the maker of Bellybar.

Want to be an Entrepreneur Leadership Network contributor? Apply now to join.

Side Hustle

The Remote Side Hustle a 43-Year-Old Musician Works on for 1 Hour a Day Earns Nearly $3,000 a Month: 'All From the Comfort of Home'

Sam Ziegler wanted to supplement his income as a professional drummer — then his tech skills and desire to help people came together.

Business News

Costco CFO Reveals Uncertain Fate of $1.50 Hot Dog and Soda Combo

CFO Richard Galanti reveals that the price will stay the same — but only "for a while."

Business News

The Most Unexpectedly Popular Side Hustle of the Decade Has Low Startup Costs and High Markups

A new report shows that vending machines are a popular investment — and the industry is set to grow up to $3 billion by 2031.

Marketing

Ever Wonder Why Certain Websites Rank Higher Than Yours? This SEO Expert Reveals The Secret to Dominating Search Results

It's often the smart use of SEO, now supercharged with AI, particularly in keyword optimization.

Business News

AI Is Impacting Jobs. Here Are the Gigs Affected the Most, According to an Analysis of 5 Million Upwork Postings

The researcher said in the report that freelance jobs were analyzed first because that market will likely see AI's immediate impact.

Leadership

Former Interrogator Shares 5 Behaviors Liars Exhibit and How to Handle Them

Five deceptive behaviors to look for and how to respond to those behaviors when you encounter them.