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Mastering Your Schedule: Effective Time Management Techniques for Entrepreneurs

by Mandy Pao

Today, let's dive into a topic that's the heartbeat of every business journey: time management. We get it – your time is as precious as that first cup of coffee in the morning. What’s more, effectively managing your schedule can make the difference between success and burnout - I’ve been there before. Since then, it has become incredibly important for me to ensure that I “work to live, not live to work”.

In this journey, I have accumulated tons of great tips to help you become the master of your schedule, without turning into a workaholic zombie. Because let's face it, balancing the hustle with a bit of zen is the real art.

Leverage the Power of Time Blocking

Entrepreneurs often find themselves pulled in multiple directions. Time blocking is a powerful strategy that involves allocating specific blocks of time to different tasks. By dedicating uninterrupted time to tasks such as brainstorming, client meetings, and email management, you create a structured routine that minimizes interruptions and multitasking. Use digital tools like Google Calendar to visualize your time blocks and stick to them rigorously.

I take this one step further. Not only do I block out times, but I also block out days and weeks for focused, uninterrupted work. Mondays and Tuesdays are my focused working days, where I don't schedule in any meetings and only work on heavy lifting work that requires most of my time, brain power and energy. On Wednesdays and Thursdays, I schedule my meetings, jumping off from the work I complete on the days before.  Every Friday is my “thinking day”. I switch off my devices, don’t respond to emails or messages, and take out time to either complete big-picture client work, plan and strategize about my business, or engage in a learning activity.

Plus, every three months, I take a holiday where I disconnect from everything - I literally uninstall WhatsApp, Instagram, LinkedIn and email from my phone.

Adapt the Pomodoro Technique

The Pomodoro Technique is a time management method that involves breaking your work into focused intervals, typically 25 minutes, followed by a short break. During these intervals, immerse yourself in a single task, eliminating distractions and promoting deep concentration. Once the timer rings, take a 5-minute breather. Personally, 25 minutes is too short to get in the flow of things and so instead I block out 60-minute periods. It is the perfect length for me to get uninterrupted work done while also finding my flow. This is followed by a 10 minute break where I get up, go for a quick walk or play with my dog.  And hey, guess what? It fights procrastination like a pro.

Prioritization Techniques

Another key aspect of time management is prioritization. Entrepreneurs often find themselves juggling numerous tasks, from brainstorming new ideas to overseeing operations. To master your schedule, start by identifying your most important tasks—the ones that directly contribute to your business goals. Start by asking yourself, "What's the one thing that'll move my business forward today?"

The Two-Minute Rule

Simple tasks can accumulate and drain your time and energy. The two-minute rule suggests that if a task can be completed in two minutes or less, do it immediately. Whether it's replying to an email, making a quick call, or setting up a meeting, addressing these small tasks promptly frees up mental space and prevents a backlog of minor to-dos. It's like cleaning up those tiny clutter corners in your schedule. Your future self will thank you for not leaving a trail of two-minute tasks behind! 

Outsource and Delegate 

You're awesome, but you're not a one-person show. As an entrepreneur, it's tempting to take on every aspect of your business. However, effective time management involves recognizing when to outsource or delegate tasks. Identify tasks that are time-consuming but don't require your direct involvement. Consider hiring freelancers, virtual assistants, or experts in specific fields to handle these tasks, allowing you to focus on high-impact activities that drive your business forward.

Organize your Notes and Thoughts

In the fast-paced world of entrepreneurship, the ability to effectively organize your notes and thoughts is a cornerstone of efficient time management. Embracing digital tools such as note-taking apps and cloud-based platforms can be a game-changer. Personally, I use Notion to effortlessly capture ideas, insights, and meeting notes in one central location. Utilize tags and categories to label your notes for easy retrieval later. It has been a game-changer! No longer am I running around trying to remember my tasks at hand or what exactly we spoke about the last meeting - it’s all there, super handy! 

Mindfulness and Self-Care

Amid the hustle, don't forget the most important person – you. Incorporate mindfulness techniques into your routine, such as meditation and deep breathing exercises. Taking breaks to stretch and move throughout the day can refresh your mind and boost creativity. Remember, a healthy entrepreneur is a productive entrepreneur.

For me this looks like:
Less is often more. No need to overcomplicate stuff.

  • At the end of the day, I wanna have that zest to play fetch with my doggo and take her for a walk.
  • I love coming home with a pocket full of positive vibes to share with my better half.
  • And nothing beats the joy of sharing the latest cool stuff happening at my company with my fam and buddies.

Stay awesome and keep it chill! Here are some great meditation apps that I use for incorporating mindfulness in my daily routine.

FAQ - Your Time Management Queries Answered

1. What if I have too many tasks to prioritize?

It's a common challenge, but don't fret! Start by using the Eisenhower Matrix to categorize tasks based on urgency and importance. This helps you pinpoint tasks that deserve your immediate attention.

2. How can the Pomodoro Technique beat procrastination?

Think of it as a productivity game. The timer creates a sense of urgency, making it easier to dive into tasks. Plus, knowing a break is around the corner keeps procrastination at bay.

3. Can time blocking really help me focus?

Absolutely! Time blocking sets clear boundaries for tasks. When you dedicate a specific block to a task, you're less likely to get sidetracked. It's like setting a GPS for your workday.

4. What if I'm not comfortable delegating?

Delegating can be tough, but remember the saying, "Teamwork makes the dream work." Start with smaller tasks and build trust with freelancers or assistants. Soon, you'll see the benefits of sharing the load.


Mastering your schedule as an entrepreneur requires dedication, discipline, and a strategic mindset. From time blocking to adapting the Pomodoro Technique, and even unleashing your delegation superpowers, it's all about making every tick of the clock count. And as you dive into this time management adventure, remember the ancient proverb: "The best time to plant a tree was 20 years ago. The second best time is now."

If you’re an entrepreneur struggling to keep up with the hustle culture and want to find ways to incorporate balance, schedule a call! I’d love to chat with you.

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