Guide to Time Management

1. SageOne
GuidetoTimeManagement
Guideto
Management
Time

2. 2 | GuidetoTimeManagement
Inmanyways,it’soneofthebiggestironiesforentrepreneurs.Manypeople
choosetoworkforthemselvesinordertohavemorecontrolovertheirown
timeandleavethe9-5existencebehind.Indeed,our ‘Growth Survey’ of
smallandmicrobusinessesintheUK,57%ofpeopletoldusthatbeing
abletomanagetheirowntimewasthebestthingaboutrunningtheirown
business,secondonlytoindependence(77%).
However,thesurveyalsofoundthat24%ofsmallandmicrobusiness
ownersstrugglewithlonghours.What’smore,whenitcomestoachieving
growth,timeisbyfarthebiggestbarrier(citedby19%).Notsurprisingly,
19%alsosaidtheywantedtoimprovetheirtimemanagementskills.
Thegoodnewsisthatyoucanmanageyourtimebetter.Andyoucan
doityourway–fittinginwithyourownworkingstyleandyourpersonal
commitments.Butthisdoestakediscipline.Aboveall,youneedto
rememberthatproductivityisnotallaboutworkinglonghours.
Timeisapreciouscommodity
whenyourunyourownbusiness
anditoftenfeelsasthoughthere
justaren’tenoughhoursintheday.
Whenyoujugglemanydifferent
roles,managingyourtimeisa
constantchallenge.

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Contents
1. Working smarternot harder...............................................................................................................5
2. Flexibleworking...................................................................................................................................................9
3. Working from anywhere.....................................................................................................................11
4. Working from home....................................................................................................................................13
5. Office systems.....................................................................................................................................................15
6. Looking to the long term ....................................................................................................................17

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AboutSageOne
Since 1981, Sage has been at the heart of the British economy and over 830,000 UK companies
(6 million worldwide) now use our desktop software to run their business.
More recently we created Sage One, an easy online accounts and payroll service for start-ups,
micro businesses and first time entrepreneurs.
For a low-cost monthly subscription, Sage One includes free 24 hour telephone and email support
from our award-winning Customer Support Team in Newcastle, plus a wide range of tips and
advice through our blogs, emails and social media.
Find out more and try it free at http://uk.sageone.com (UK) or www.sageone.ie (Ireland)

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1. Workingsmarter,notharder
Areyou constantlyrunningtocatchup?Isyourapproachtokeepplugging
away,workingmoreandmorehours?Areyoutoobusytoconsiderworkingany
otherway?Stop.Takeadeepbreath.Thesecretistoworksmarter,notharder.
It’s aboutbeingproductive,notjustactive.
Here are the steps you need to take to ensure you are working smarter.
Getreal
It’s important to be honest about your workload. Some people underestimate how long things
will take; or they might say that everything will be alright once this project is completed or that
deadline has passed and yet, the work never lets up. In order to take control, you have to be
honest about how much time you spend on all aspects of running your business. Try keeping a
record for a week and the results might surprise you.
SetSMARTgoals
Always work towards clear objectives and measure your progress towards them. To do this, you
need to have strategic targets that will strengthen your business. Focus on SMART goals. These
are: Specific, Measureable, Achievable, Realistic and Timely. Remember that time is an asset just
like money – how you spend it has a direct impact on the success of your business.
Make‘to-dolists’andplan
A to-do list can be daunting, especially if it’s too long but it’s important to have a record of all the
jobs you need to do. Start with a master list of all the big things that need doing by the end of the
year and end of each quarter. Then create realistic weekly and daily to-do lists that will ensure you
are getting the right things done at the right time. Avoid wishful thinking: instead, work out how
long tasks are likely to take and make your task list achievable.
Review your progress at the end of each day and draw up a list for the next day before you clock
off. Some people prefer writing to-do lists on paper by hand but there are also some handy online
tools to help you manage your workload which are mentioned in our blog titled ‘Is the Paperless
Office finally here?’
Prioritisetasks
If you’ve got a lot to do, you can find yourself being pulled in all directions and failing to complete
anything. Prioritising is vital and that means ignoring some tasks at times or even taking other
jobs off your list altogether. Focus on the tasks that will have an immediate impact and those that
will have the most beneficial effect on the bottom line. If there’s a big project ahead of you, break
it up into smaller tasks.

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1.Workingsmarter,notharder
Makeatimetable
Regular habits can help you to get certain tasks done without too much fuss. For instance, you
could set aside an hour to chase overdue bills every Monday morning or use the last hour of the
day to catch up on social media. If you want to improve your work-life balance, schedule personal
activities such as family commitments and exercise as well as work tasks.
Stayfocused
Avoiding distractions is harder than ever in our ‘always-on’ world. Email and social media alerts
are popping up all day every day and we are under pressure to drop everything and respond
immediately. But the truth is that multi-tasking doesn’t work and flitting between tasks is the
enemy of productivity. Sometimes you just have to be 100% focused if you want to get things
done. Don’t be afraid to turn everything off, including your mobile phone, for an hour or two every
day so that you can tackle the tasks that require deep concentration.
Stopprocrastinating
We all have tasks we put off. And often, once we’ve finally tackled them, we wonder why we
didn’t do them earlier. Getting tricky jobs out of the way is incredibly freeing. It just makes the
rest of the day go better. Most people work best in the morning – this is the time to get the most
pressing things out of the way, such as important phone calls. Once you’ve done these tasks,
you’ll feel really positive about ticking off the rest of your to-do list.
Dosmallertasksinbatches
When you look at your to-do list, you’ll probably find that there are a whole host of little jobs to do
- anything from booking a train ticket to doing your paperwork. Don’t let these small jobs interrupt
your day. Instead, make a plan to do them all in a single session.
Go with the flow
‘Flow’ describes someone’s mental state when they are fully immersed in an
activity with a deep focus on nothing but the task at hand. Championed by ‘positive
psychologist’ Mihály Csíkszentmihályi, the concept has been embraced by many
businesses that want to improve employee engagement. Being ‘in the zone’ allows
you to put aside your emotions and other distractions, enabling you to give 100% to
the task. Making more opportunities for people to work in this way can have a positive
effect on productivity and staff satisfaction, including your own.

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1.Workingsmarter,notharder
Aimforgoodenough
It’s good to be thorough and professional at all times but when this borders on perfectionism it
can actually become damaging. Perfectionists often find it hard to finish projects and move on
– this is something you may need to watch for in others as well as in yourself. The truth is that
‘good enough’ is often better than perfect. As bestselling author and marketing guru Seth Godin
says, you need to ‘Ship It’.
Settimelimits
There’s nothing like a deadline to focus the mind. You can give yourself mini deadlines to help
get more done every day. One approach is to work in specific time slots by setting an alarm –
perhaps for 30 minutes or 1hr. That way you avoid spending too long on tasks that don’t warrant
any more attention. You can also use this approach with the types of activity that commonly suck
time – like email and meetings, for instance.
Tackleyourinbox
A full inbox is like a very long to-do list and it can be very debilitating. Make time each day to deal
with emails and clear as many as you can from your inbox. It’s a good idea to create email folders
so you can keep important correspondence in specific places. It’s also worth unsubscribing
from unwanted emails on a regular basis.
Learntosayno
When you are starting out, you often say yes to anything and everything in order to get your
business off the ground. But as your business grows, you need to learn to say no to opportunities
that aren’t right for you. Saying no can be hard but don’t be afraid to make a decision based on
your business needs and then stick to it.
Findyourbesttimesforkeytasks
We are not robots. We don’t work at the same pace or intensity all day long, so it makes sense to
match the task to the time of day. Anything that requires concentration should be done when you
are most alert. By the same token, plan to do less taxing jobs during natural low points. You could
even use these times to get out and do some exercise. It’s entirely up to you. You can create your
own timetable based on your own needs.

8. Sixways to block out distractions
1. Turn your phone to silent
2. Shut down your email and turn off any alerts
3. Ignore your social media
4. Close all your other software and apps
5. Ask your colleagues not to disturb you or put on some headphones
6. Find a quiet place to work

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2. Flexibleworking
Flexible Working isnotjustaboutworkingfromhome.It’saboutmaking
aworkschedulethatfitsyourneedsandthoseofyourstaff.Flexible
working candeliverrealbusinessadvantagesincludingimproved
efficiency,amoreempoweredworkforce,increasedemployeeretention,
less sicknessabsenceandworkinghoursthatsuityouandyourteam.
Above all, it can tackle the problem of ‘presenteeism’ where staff turn up for work, but don’t
necessarily reach the goals you have set.
For a small business with limited budgets, flexible working can also save money on office space.
For sole traders that want to expand their business, for instance, it can be more affordable to take
on freelancers or staff who can work from their own home.
If you want to introduce flexible working into your business, start by speaking to your staff about
their needs. Agree areas of responsibility and set up clear lines of communication. Make sure
these members of staff are supported at all times.

10. Flexibleworkingcandeliverrealbusinessadvantagesincludingimproved
efficiency,amoreempoweredworkforce,increasedemployeeretention,
lesssicknessabsenceandworkinghoursthatsuityouandyourteam.

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3. Workingfromanywhere
Beingyourownbosscanmeananendtocommutingandlonghoursspent
inanoffice.Infact,manypeoplethathavesetupontheirownfindthatthey
canworkanywhereandtheyenjoythefreedomthatthisbrings.
Mobiletechnology
There are three key things you’ll need to stay connected wherever you’re working – phone, email
and Internet. You can supply the laptop and smartphone and you can also use a dongle to get
online. However, whether you prefer to work in a café or a dedicated business centre, you’ll also
want reliable Wi-Fi and access to a power socket.
The best way to replicate the office experience is to make sure you have access to all the files
you need. Cloud computing allows you to access and share everything online from any Internet-
enabled device using tools like Sage One Accounts and Sage One Payroll with Google Drive.
Mobilesecurity
Working remotely can increase security risks. The potential for losing your smartphone or laptop
is greater and the chances are that the content on them is far more valuable than the devices
themselves. However, this is another benefit of using cloud-based software and apps where the
data is stored and backed up online.
Public Wi-Fi networks, such as those provided by hotels or cafes, are not as safe as you might
think. Protect yourself by turning off sharing to other devices, make sure your firewall is turned on
and turn Wi-Fi off when you are not using it. Finally, be careful with Bluetooth on your phone. If it’s
switched on, other people can potentially connect to your signal.

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Nine apps that could boost yourproductivity
1. Sage One mobile app: Ifyou use Sage One Accounts, the Sage One mobile app lets you
manage contacts and raise invoices on the move
2. Google Apps for Business: This is a range of free and paid-foronline tools that let you
upload and access files online that you and others can edit simultaneously
3. Google+ Hangouts: Similarto a video chat on Skype, Google+ Hangouts are a great way
to hold meetings with up to 10 people across multiple geographical locations and to share
information with yourcustomers too
4. Trello: A free and visual web and mobile-based app formanaging to-do lists
5. Dropbox: Forget USB sticks, with Dropboxyou can sync yourfiles across all yourdevices and
share documents via the cloud
6. Hootsuite, TweetDeck and SproutSocial help you manage multiple social media accounts
from a single dashboard
7. Evernote: Always looking forscraps of paperwith important information on them? Evernote
allows you to keep notes, ideas, photos and even audio in one place which is then searchable online
8. PasswordBox: Allows you to keep trackof all yourpasswords simply and securely
9. Basecamp: This is a project management app forteams that workremotely, allowing you to
manage and deliverprojects on time and keep communication away from youremail
Nineappsthatcould
boostyourproductivity
1.SageOnem
obileapp
2.GoogleAppsforBusiness
3.Google+
Hangouts
4.Trello
5.Dropbox
6.Hootsuite,TweetDeckand
SproutSocial
7.Evernote
8.PasswordBox
9.Basecam
p

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4. Workingfromhome
Studies showthatpeoplewhoworkfromhomeare,onaverage,more
productivethantheirofficecounterparts.There’snocommuteandtherecan
be fewerdistractionsifyouhavetherightset-up.Thereareafewkeypointsto
thinkaboutwhenyoudecidetoworkfromhome.
Createadedicatedworkspace
It’s vital to separate work and home life as much as possible. Whether you have a dedicated room
or a corner space, you’ll need to keep it tidy and try and separate it from any domestic clutter.
The ideal scenario is a room of your own. If you don’t have a spare room, consider creating
an office in an attic or a garden shed. A separate space allows you to work without too many
interruptions; it also enables you to close the door on work at the end of the day.
Investintherightequipment
You can run a home office with little more than a desk, chair, computer and phone. But you do
need the right kit. Make sure your chair is designed for computer work and that your desk is the
right height. The screen should be at eye level, your feet should be flat on the floor and your back
should be straight – that’s not easy if you work at the kitchen table. You’ll also need Wi-Fi and
perhaps a printer too.
Don’tblurthelines
Being at home can present a whole new range of distractions – last night’s washing up, the lure of
the TV, snacking and noises from the rest of the family. It’s important to be disciplined with your
time. Set a daily start and stop time and don’t drift in and out of work mode. It’s not just about
productivity; it’s also about making sure that work doesn’t intrude on your time off.
Beprofessional
Just as you would in an office, you’ll need to work out how to handle and store sensitive
information. You need to keep customer data and sensitive financial information safe. In an
increasingly paperless world, you may not need lots of filing cabinets but you do need storage
solutions for your paperwork and any supplies you stock. Health and safety laws also apply
wherever you work so make sure you check out the handy ‘getting started’ guide on the Health
and Safety Executive (HSE) website.

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Studiesshowthatpeoplewhoworkfromhomeare,onaverage,more
productivethantheirofficecounterparts.There’snocommuteandthere
canbefewerdistractionsifyouhavetherightset-up.

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5.Officesystems
Having therightsystemsinplaceiscrucialifyouwanttomakethemost
ofyourtime.Accountingandbookkeepingsystems,filingsystemsand
businesssoftwarecanallhelptomakesureyourbusinessrunssmoothly.It’s
alsoimportantforbusinesscontinuitysothatthebusinessdoesnotsufferif
keymembersofstaffleave.
Good systems give you facts at your fingertips; they help you identify problems and help you
make better decisions. Key business systems include:
• Bookkeeping systems: Sage One Cashbook is an easy, low-cost way to record money
going in and out of your business, keep an eye on your cashflow and collaborate online with
your accountant or bookkeeper if you have one.
• Accounting systems: Sage One Accounts is a more advanced system that allows you
to create and email invoices, submit VAT returns online and connects with Sage Pay too if
you’re selling online
• Payroll systems: If you’ve got employees to pay, you’ll need a payroll system that is
up-to-date with the latest legislation. Sage One Payroll costs from just £5 a month and is
compliant with HMRC legislation like Real Time Information (RTI) of PAYE and Automatic
Enrolment of Workplace Pensions.
• Sales management systems: A system like Sage CRM, will help you to keep all your
customer data in one place, identify prospects and maximise sales.

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Havingtherightsystemsinplaceiscrucialifyouwanttomakethemost
ofyourtime. Accountingandbookkeepingsystems,filingsystemsand
businesssoftwarecanallhelptomakesureyourbusinessrunssmoothly.

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6. Lookingtothelongterm
Day-to-day‘firefighting’oftenmeansthatsmallbusinessownersdon’tmake
time toplanahead.Thisiswhathappenswhenyouaretoobusyworkinginthe
businesstoworkonit.
Planahead
Planning ahead is vital if you want your enterprise to grow stronger. Having a robust business
plan gives you clear goals and something to benchmark against. The best timeframe to focus on
is one to three years. Your plan should include market research, financial data, sales forecasts
and marketing and pricing strategy.
Learntodelegate
In our ‘Growth Survey’, 95% of respondents said they had plans to grow their business with
16% planning to take on more staff and 14% planning to use more freelancers and outside
consultants.
If you started out as a sole trader (or still are one), you’ll know how difficult it can be to hand
tasks over to others. It can be tempting to think that it would be easier just to do it yourself but
delegating is a vital part of managing your time.
The first step is to choose the right tasks to pass on to others. As the business owner, you should
be focusing on core business strategies such as finding new customers and developing markets.
By delegating some specific tasks, you can free up time to drive your business forward. A good
place to start is to identify those jobs that just don’t play to your strengths and which are better
done by someone else.
If you don’t have the budget to recruit a full-time member of staff, you can employ freelancers,
consultants and virtual assistants. Delegating is about communication, support and trust. You’ll
need to brief your staff well, set clear goals and expectations, give them deadlines and review
progress. Make sure you provide any necessary resources and training and be clear about levels
of responsibility.

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6.Lookingtothelongterm
Lookafteryourself
Pressure and stress are never far away when you run your own business. But when the buck
stops with you, it’s important to look after yourself.
Get the basics right first. Lack of sleep will adversely affect your performance; it can impair your
memory and it won’t improve your mood either. It’s also important to get regular exercise. If you
are stuck in the office for hours or you work at home, regular mini breaks are vital – look up from
your computer screen from time to time, have a glass of water or take a quick walk around the
block. Make sure you are eating properly and avoid too much caffeine.
Running a business is a marathon, not a sprint, and you need to develop mental toughness to
stay the course. Relaxation techniques such as deep breathing, meditation or exercise can help.
Don’t let negative thoughts bring you down. Focus on the positives by remembering the reasons
that you set up on your own in the first place and focusing on your skills and strengths.
You can hear some great advice on dealing with stress and focusing on what’s really important in
life in our ‘Sage One Hangout with Brad Burton’.
What is mindfulness meditation?
‘Mindfulness’ meditation is a proven way to reduce stress. A study by the University
of Oxford found that an online mindfulness course offered by the Mental Health
Foundation reduced anxiety by 58%, depression by 57% and stress by 40%. This
simple technique allows you to let thoughts drift in and out of your mind as you
concentrate on your breathing. There are lots of online courses and just ten minutes a
day of mindfulness meditation can give your brain a rest and help you take a step back
from the day-to-day stresses of running a business

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6.Lookingtothelongterm
Improveyourwork-lifebalance
Facebook’s Sheryl Sandberg makes a point of going home at 5.30pm every day to have dinner
with her family. Richard Branson advocates making time for play as well as work. These highly
successful business people are committed to creating a work-life balance that works for them.
How you plan your work-life balance is entirely up to you. It could involve making time to pick up
your kids from school or making sure that you have time in the week to enjoy your passion, be it
cycling, going to the gym or amateur dramatics. Creating a balance is good for you and it’s good
for your business.
How to improve yourwork-life balance
• Try to keep to regularwork hours
• Make time for family, friends and hobbies
• Do regular exercise
• Take small breaks to avoid burn out
• Set limits for checking email and social media
• Delegate more

20. Pressure and stress are never
far away when you run your own
business. But when the buck
stops with you, it’s important
to look afteryourself.

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