7 Ways to Improve the Way You Work and Get More Done
There are a lot of moving parts to a service-based business.
Between nurturing new inquiries, keeping up with your to do list, marketing your business, and managing your inbox and client communication, it’s easy to feel like your business controls you.
But the truth is — your day doesn’t begin in the morning. It starts the night before.
By building structure into your routines and setting clear boundaries, you can take control of your schedule and set you — and your business — up for success.
And here's how I recommend you do that.
Build a Consistent — and Realistic — Evening Routine.
Tomorrow begins the night before. And a simple evening routine helps you mentally prepare for tomorrow's tasks.
This evening routine could include the following:
Set your top 3 priority tasks for tomorrow.
Make sure your workspace is clean and ready for work.
Review your calendar and ensure events aren't overlapping.
This routine shouldn't take you more than 10-15 minutes and can help you wake up with more clarity and less chaos — thus, making you more productive.
Build a Consistent — and Realistic — Morning Routine.
Not everyone is a 5am club member—and that’s okay! The best morning routine is one that is both consistent and works for you.
Your morning routine could look like this:
10 minutes of quiet time.
(This can include drinking coffee in peace, journaling or meditation/deep-breathing).
A quick review of your high priority tasks.
Getting yourself dressed and ready for the day prior to sitting down to work.
The key is to stay consistent and pick habits that help improve your mindset and protect your energy.
Color Code & Time Block Your Calendar.
If you block out a chunk of time on your calendar for a certain task, you're more likely to follow through on it.
You can even color code these events/tasks to give you an at-a-glance view of your next focus for the day. Color coding could look like this:
Pink → Calls or Business Events
Yellow → Deep Work
Blue → Admin Work
Green → Breaks or Personal Time
*Quick Tip: Adding a 10 to 15-minute reminder prior to these blocks of time, can help mentally prep you for what's next on your calendar and, ultimately, keeps you on track.
Create Set Call Days in Your Schedule.
Are you making yourself available for calls every single day of the week? That can get exhausting fast! Instead create 2-3 days of the week where you take all of your calls.
On the days where you don't take calls, you'll get longer uninterrupted time for client work, planning, editing and content creation.
*Bonus: It also prevents you from having to put on a full face of make-up and do your hair every single day of the week.
Time Yourself on Tasks & Break Them Into Segments.
Have you ever spent 1 hour on something you thought would only take 10 minutes? Timing yourself gives you a reality check and helps improve your time management.
A great way to prevent this is to break larger tasks into smaller sub-tasks.
Instead of "Create a Proposal" you could segment that into "Write a Project Outline" → "Edit Proposal Template" → "Add Pricing" → "Send to Client with a Canned Email".
Segmenting a task helps it feel more manageable and keeps you on task if you happen to get distracted. Plus, you can keep track of how long each segment takes.
*Bonus: You can create a template like this in ClickUp and apply it to a task with time estimates so you know how long something will take you. Need help implementing this? We can help!
Utilize a Productivity Method & Set a Timer.
Do you hyper-focus on tasks or get lost in work? The Pomodoro Technique (25 minutes on, 5 minutes off) with a timer can work wonders to keep you focused.
Knowing you only have a set amount of time to finish a task increases urgency, reduces distractions, and prevents perfectionism.
It's okay if this method doesn't work for you. I recommend trying a bunch of different productivity methods each week and deciding which one works best for you. Here is an article explaining the different productivity methods.
Have a Hard Stop and Stick to It.
As a business owner, it’s tempting to keep working “just a little longer.” But over time, that can easily lead to burnout.
Decide when your workday ends — and stick to it! Set an alarm, create a consistent 10 to 15-minute evening routine and fully disconnect. Your future self will thank you!
Final Thoughts
The way you structure your day impacts how you work. Creating consistent and sustainable routines and implementing these strategies can improve the way you work.
Remember → You don’t need to make these changes overnight. Start small. Pick one or two of these shifts this week. Then build your schedule from there.
Your time is valuable. Create a life and business that treats it that way!
