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How to Manage Your Workload (and Stop Feeling Overwhelmed)
As a business owner, it’s easy to feel like you have to do everything yourself. But if you don’t learn how to manage your workload, burnout will creep in, and both your business and personal life will suffer.
If you’ve ever asked, “Am I running my business or is it running me?” – you’re not alone. The good news? A few simple shifts can help you take back control and stay productive.
Here’s how to manage your workload effectively and maintain a healthier work-life balance:
1. Set and Stick to Office Hours ⏱️
Letting work bleed into your personal time is a fast track to burnout. One of the first steps in learning how to manage your workload is setting clear office hours.
Tips to set boundaries:
- Choose work hours that give you time to recharge (e.g., 7 a.m. to 6 p.m.).
- Share your availability on your website, email signature, social media, and voicemail.
- Include an emergency clause in your voicemail but clearly define what counts as an emergency (e.g., injury or property damage).
Respecting your own schedule sets the tone for how others interact with your business—and helps you stay grounded and energized.
2. Delegate What You Can 🗣️
Effective delegation is a game changer when you’re learning how to manage your workload as a business owner.
You don’t need a full team to get started:
- Outsource tasks you’re not skilled at, like bookkeeping.
- Hire a virtual assistant for scheduling or customer calls.
- Train someone reliable to handle repeat tasks.
Delegation frees up your time so you can focus on what you do best.
3. Prioritize and Plan Your Day 🗓️
Another key to managing your workload is to stay organized. To-do lists, time blocking, and prioritizing tasks can help you focus on what really matters.
Tips for planning:
- Set realistic daily and weekly goals.
- Plan tasks around your peak energy hours.
- Review and adjust your priorities weekly.
Planning ahead reduces stress and keeps you on track.
4. Automate Repetitive Tasks 🤖
When you automate the repetitive parts of your business, you create space for growth. It’s one of the smartest ways to manage your workload efficiently.
Consider automating:
- Scheduling and calendar management
- Invoicing and payment reminders
- Customer follow-ups and communication
Look into tools like Calendly, Project 2 Payment, or QuickBooks to streamline operations and save time.
5. Take Breaks to Protect Your Energy 😴
It may sound counterintuitive, but taking breaks helps you do more. Rest and recovery are crucial if you want to sustainably manage your workload.
Simple energy boosters:
- Use the Pomodoro Technique (25 minutes work, 5-minute break)
- Take a short walk or practice mindfulness midday
- Schedule time off and stick to it
Rest improves focus, creativity, and long-term productivity.
6. Learn to Say No 🙅♂️
Overcommitting is a hidden workload killer. Set clear boundaries and protect your time.
Tips for setting limits:
- Don’t accept every project, especially if it’s not a good fit.
- Be honest about timelines and capacity.
- Remember, saying no to one thing often means saying yes to something more important.
Boundaries help you do your best work without stretching yourself too thin.
Take Back Control of Your Time
Learning how to manage your workload isn’t about doing more, it’s about doing what matters most. With the right habits and tools, you can create a business that runs with you, not over you.
Start with one change today—set work hours, delegate a task, or automate a process. Your future self (and your business) will thank you.
Resources:
- NAPO, “Use These 3 Steps to Steal Back Time”: https://www.napogetorganized.com/2025/01/09/use-these-3-steps-to-steal-back-time/
- Built for the Trades: How to Achieve Work Life Balance as a Trades Business Owner https://youtu.be/xiXem43_kuE?si=_9k0QXegiiimU_z1
