This article was originally published in the Spring 2024 issue of ICON/REFINED. 

Are you working on a big business goal this year? Maybe you’re building a new website, creating a lead magnet, or finally getting your content calendar nailed down. But there’s just one problem: There’s only so many hours in a day, and you’re already strapped for time. 

But don’t worry—we’ve got you. Not only do we have magical powers in granting you added time to your day, but we’re also serving up techniques to get you moving to take action (for real). 

Most time management experts agree that if you want to accomplish a goal, you must schedule time to do the required work. Scheduling is a powerful tool that helps you to plan out what you need to accomplish in a day, week, or month. It also helps you to stay focused and make consistent progress toward accomplishing the goal. 

The first step to success is breaking the goal down into small, distinct tasks and estimating the amount of time needed to accomplish each one. Once you have a thorough understanding of the tasks and the time required, you’re ready to block time on your calendar to accomplish each task. 

But let’s be real. Sometimes you just don’t want to.

If the thought of scheduling your day in this way already has you overwhelmed, never fear. The productivity hacks below are designed to help you find the space to create your schedule as well as conquer procrastination and other nefarious timewasters. 

The Pomodoro Technique 

Developed by Francesco Cirillo, this popular time-management method involves alternating focused work time and frequent breaks for rest and rejuvenation. 

A “pomodoro” contains a 25-minute block of intense work time followed by a short five-minute break to stretch, relax, and refresh the mind. A full session is comprised of four pomodoros, followed by a 30-minute break. 

To get ready for a pomodoro, block your calendar for 2.5 hours—the length of a full session—and clear away all distractions (cellphone included). Then, set a timer for 25 minutes and get to work on a task. The objective is to give your undivided attention to your work until the timer rings. When the time is up, set the timer for five minutes and relax any way you please. 

After four pomodoros, congratulate yourself for all you have accomplished, and reward yourself with a 30-minute break. 

Create an Accountability Pod

If you have a big goal that will take a significant amount of time to accomplish, an accountability pod can help to keep you on track. The pod is a group of 3 – 5 individuals who meet regularly to set goals, track progress, and receive feedback and encouragement from each other. 

For an accountability pod to work, you need to be able to break your large goal into small, specific projects that can be accomplished within a set timeframe. You will share your planned projects and deadlines with your pod. 

The benefit of having the pod is that when you announce your intention to achieve a task before a specific date, you have a group of people to answer to when the due date rolls around. Knowing that you will have to report back about what you accomplished (or not) adds a sense of urgency to the task, making it more likely that you will find the time to do it. 

When creating a pod, it works best if the members have similar goals, so you can share learnings, brainstorm problems, and help each other along the way. 

Eliminate, Delegate, Automate

Can you find more time in your day by removing yourself from some of the tasks on your to-do list? Using the eliminate, delegate, automate approach, you might find an extra hour or two to focus on achieving other big goals.  

The first step is to identify tasks and commitments that can be eliminated. These are tasks that have a low return on investment and commitments that don’t offer a meaningful experience to you. Cut them out, and voila, you have more time. 

Next, delegate. As an entrepreneur, it’s easy to fall into the mindset that you need to be involved in everything—but that may not be the case. Ask yourself, “Is there someone else in my business who could take care of some of the tasks on my to-do list?” 

If you’re a solopreneur trying to do everything it might make more sense to hire a virtual assistant or a contractor to accomplish a task. Even something as simple as having your groceries delivered can give you an extra hour to focus on a project. Finally, don’t be afraid to ask for help from friends and family members, especially when it comes to family and domestic responsibilities. 

For business tasks, automation is the holy grail. Whenever possible, take advantage of technology to minimize tasks that previously required your manual effort. 

If you are not using a Customer Relationship Management (CRM) tool, it’s worth considering. A CRM can be connected to your project management tools, accounting software, website forms, and an infinite number of other platforms to automate sales, marketing, customer service, and operations work.  

Of course, we can’t forget ChatGPT and the ever-increasing number of AI tools to automate writing, design, data analysis, and so much more. Experiment with prompts and save the best ones in a reference document to streamline tasks that don’t require your human ingenuity.