Even with all the tools available today to make processes or the completion of projects easier, the workload for business owners or entrepreneurs continues to increase.
With more options comes more distractions, which can result in inefficiencies and unproductive behaviours. Often, this leads to the feeling of being overwhelmed and losing motivation to complete projects.
We all want to experience the sense that things are flowing with ease in our lives. Therefore, having fewer things to do is the starting point. A lot of productivity methodologies focus on how we can do more with less, either in less time or with less resources.
While that’s valid and useful, wouldn’t it make sense to reduce our workload in the first place so we have fewer things to deal with?
5 Steps You Can Take to Reduce Your Workload
Here are five simple steps you can take to reduce your workload which ultimately means you will have fewer things to attend to and more time to do the things you really enjoy.
- Assess what you are currently working on. Assessing means knowing what’s on your plate and when it needs to be done by. Entrepreneurs, especially those who are experts in certain fields, have a tendency to get excited about new ideas or new projects, but find it challenging to see it through all the way to completion.
That has the case for me too and now I’m more diligent about what projects I take on. Here is a simple process I use to assess the projects I’d like to work on and more importantly, the projects I’m more likely to complete. This is the summarized process.
- Write down all the projects you’d like to work on or are currently working.
- From the list above, choose the top five you’re most interested in or is most important to you.
- Write down those five projects in a table in the left-hand column.
- Create five additional columns with the heading Passion, Experience, Research, Knowledge and Total. (This is the PERK Method for project prioritization.)
- Score under each of the headings out of 10, for each of the five listed projects, how passionate you are about the project, how much experience you already have in relation to that project, how much research you’ve already done, and what your level of knowledge is for the project.
- Add each of your scores for the five projects and write them under the Total column.
- The project with the highest score is the one you are most likely to complete first, followed by the next highest score and so on.
Following this simple process will help clarify what you need to focus on next. It also frees your mind from worrying about all the other things or projects you were thinking of previously. As you complete projects, add new things to your list by following the same process.
- Outsource anything that is not your core talent. As entrepreneurs, we try to do most things ourselves, especially solopreneurs (those who run their businesses alone). The easiest way to reduce your workload is to find service providers, who typically are contractors, to complete tasks for you for a fee.
For example, I outsource all my graphic and website design work, as that is not my skill-set. There are providers available online who can do work ranging from content creation, book editing, audio or video editing to offering virtual assistant services.
- Ask for help. This can be asking for resources, ideas, support during a promotion or campaign, or asking for a solution to a challenge you’re facing. The challenge is many people find it difficult to ask for help. I wrote previously about the importance of asking and what prevents people from asking.
- Start saying NO more often. We can only work on a few things at any given time. Completing what we currently have on should take priority over anything new (unless there are exceptional reasons for doing so). Don’t take on new projects until existing projects have been completed. Learning to say no is so important, which is why I wrote a post about it titled, “Why Saying NO is Critical to Your Success.”
- Get better at managing emails. Email is a very important communication tool, however it can be a major distraction if it’s not managed well. How much time do you spend a day either reading, deleting or replying to emails?
I can spend up to two hours per day dealing with emails, although I have significantly reduced that time in recent months. One of the best definitions I have come across for an inbox is, “It is nothing but a convenient organizing system for other people’s agendas.”
At the start of every year, I usually go through a process of unsubscribing from mailing lists which no longer serve me. I encourage you to do the same.
You can also set-up rules within your email system that can help manage your emails and you can also set up folders for sorting your emails. Two folders I have set-up are labelled “Action” for anything that requires me to do something, and “Waiting” for anything I’m waiting on someone else to do something.
These are simple steps to reduce your workload and free up more of your time to do the things important to you. My motto is to do less instead of getting better at doing more.
Question: Which of these steps did you find most useful? Why?