Best Tools and Technology to Improve Time Management

Best tools and technology to improve time management
Time management plays a vital role in the success of small businesses. Whether you’re running your own business single-handedly, overseeing a small team, or managing a larger workforce, handling your time effectively is crucial. As a business owner with numerous responsibilities, effective time management becomes even more critical.

Thankfully, an array of tools and technologies are available that can simplify tasks, enhance time management skills, and boost productivity, with new solutions constantly emerging to further cater to these needs.

Let’s look at some of the tools and technologies that can assist small business owners in managing their time better.

Inexpensive Tools to Kickstart Your Journey

Before we look at time management tools that cost money and have a learning curve, let’s consider a couple of inexpensive options you should be using.


Your calendar is more than a place to mark appointments and events. It can be your secret weapon for successful time management. By fully exploiting its capabilities, you can order your tasks by priority, allocate ample time to each activity, and gain a clear outlook of your day. By scheduling everything, from project deadlines to personal commitments, you’re better prepared to manage your time effectively. Regularly reviewing your calendar can help spot potential clashes and adjust your schedule as needed.

Setting aside specific time blocks for focused work or breaks can enhance productivity and ward off procrastination. A visual overview of your daily, weekly, and monthly obligations helps you make informed choices about how to spend your time. Essentially, instead of letting time slip away or feeling swamped by endless tasks, you can use your calendar to take charge of your schedule and strike a balance in your life.

To-Do List

Maintaining a to-do list is a well-known strategy for improving time management. However, the secret lies not merely in compiling the list, but in its structure. Segmenting larger tasks into smaller, manageable parts can make formidable projects seem less intimidating and reduce procrastination. Ranking tasks on your to-do list allows you to concentrate on what’s truly important, making you more productive and cutting down decision fatigue.

Interestingly, a to-do list acts as a visual cue of your daily goals and responsibilities, which can significantly heighten motivation and responsibility. Crossing off completed tasks generates a sense of achievement that propels you towards handling the remaining items.

Pomodoro Timer

The Pomodoro Technique champions the idea of treating time as an asset that should be managed meticulously. It splits work into short periods, usually 25 minutes each, followed by a brief pause, enabling individuals to maintain their focus and prevent burnout.
Distractions and interruptions often compromise focus on the task at hand. The beauty of the Pomodoro Technique is that it promotes task prioritization and reduces procrastination by dedicating concentrated bursts of energy to complete them within definite time limits.
You can utilise a simple kitchen timer, or search ‘pomodoro timer’ online, and you’ll find a range of physical timers and timer apps to suit your preference.

Time Tracker Software

Time tracking software plays a role in streamlining processes by helping businesses understand how time is spent. Popular software options, such as Toggl, Harvest, and Clockify provide businesses with a platform to monitor the time invested in individual tasks and projects.

Utilizing time tracking software in businesses offers several advantages:

  1. It reduces the need for oversight,
  2. It ensures recording of time,
  3. It provides flexibility in managing tasks,
  4. It promotes discipline within the company,
  5. It enables monitoring of employee effectiveness,
  6. It boosts motivation and productivity levels,
  7. It can be seamlessly integrated with payroll systems,
  8. It saves time when invoicing clients.

This data is invaluable for identifying areas of improvement effectively allocating resources and establishing realistic timelines, for upcoming projects.

Project Management Tools

Project management tools can greatly enhance productivity and time management for businesses. By utilizing project management software, businesses can experience benefits, including;

  1. Improved Scheduling,
  2. Clear goal establishment,
  3. Efficient resource management,
  4. Easy progress tracking,
  5. Early identification of issues,
  6. Accurate forecasting of workloads,
  7. Encouragement of teamwork,
  8. Simplified project analysis.

Platforms such as Trello, Asana, and offer user interfaces that make task creation, assignment, and monitoring a breeze. These tools also promote communication among team members, ensuring everyone is on the same page and actively contributing to the project’s progress.

Communication Tools

Good communication is crucial for a business to succeed.

Small businesses can take advantage of tools like Slack, Microsoft Teams, Zoom, and Sessions to improve their communication and collaboration.

These platforms allow instant messaging, file sharing, and video calls, and make it easier to work together without relying on long email chains.

Cloud-Based Storage Systems

Say goodbye to the frustrations of file storage for small businesses with modern cloud-based options like Google Drive, Dropbox, and OneDrive.

These services offer convenient storage for documents, spreadsheets, and multimedia files.

By utilizing the cloud, authorized users can easily access files, fostering collaboration and eliminating the risk of data loss.

Cloud storage provides benefits that include;

  • Convenient accessibility and redundancy,
  • Enhanced protection for data,
  • The ability to collaborate on documents and files,
  • Scalability to accommodate business needs,
  • Savings in terms of cost and resources,
  • Compliance with data storage regulations,
  • Backing up important data.


Small businesses have the opportunity to revolutionize their operations by leveraging automation. This involves using tools like Zapier, Make and IFTTT to streamline tasks and enhance productivity.

These platforms allow users to create automated workflows that connect apps and systems, simplifying processes. Whether it’s automating email responses or inputting data, these tools enable business owners to focus on important tasks while everyday operations run smoothly in the background.

Customer Relationship Management (CRM)

Customer relationship management is crucial for the success of small businesses. CRM systems like HubSpot, Salesforce, and Zoho serve as repositories for customer data, making it easier to organize contacts, monitor interactions, and manage sales pipelines.

By automating aspects of customer relationship management these tools empower small businesses to nurture leads, enhance customer satisfaction, and drive revenue growth.

Key benefits of CRM systems include;

  • Improving customer service
  • Boosting sales
  • Enhancing customer retention strategies
  • Providing analytics
  • Increasing efficiency
  • Centralizing information in a robust database
  • Managing communication with potential leads
  • Improving customer segmentation

Accounting Software

With tools such as QuickBooks, Freshbooks, and Xero, small businesses can finally say farewell to the tedious task of manual bookkeeping. These software applications streamline various financial operations, from invoicing to expense monitoring, and even managing payrolls. Utilizing such accounting software allows proprietors of small enterprises to access instantaneous updates about their fiscal status, enabling them to make well-informed decisions that stimulate business growth. However, the sheer volume of available accounting systems might seem overwhelming. That said, picking the right one can significantly simplify your life and help your business thrive.

Social Media Management Tools

For small enterprises, establishing a robust digital footprint is crucial. However, managing multiple social media platforms can be a time-consuming task. Thankfully, there are resources, such as Hootsuite, Buffer, Loomly, and SocialBee, that can schedule posts and monitor audience engagement with your content. These tools also provide insights into the performance of your posts across various social media. The advantage of using these resources is that they allow you to maintain a strong social media presence without the need to personally oversee every single detail.

E-Commerce Systems

Small online businesses can’t do without e-commerce platforms such as Shopify, WooCommerce, and BigCommerce.

These platforms offer easy-to-use options for managing product listings, handling orders, and studying sales data.

By automating e-commerce tasks, small businesses can improve the shopping experience for customers and concentrate on important business analysis and planning.


While today’s small business world is much different than twenty, ten or even five years ago, you still have only 24 hours in a day, and this fact will not change. Finding ways to save time while improving and streamlining your business is a must.

The tools and technologies available for managing time in small businesses have the potential to bring about a revolution in how entrepreneurs handle their daily tasks and operations.

These resources, ranging from software for project management to apps that track time, offer efficiency and organization that can ultimately result in increased productivity and profitability.

By embracing these innovative solutions, owners of small businesses can simplify their workflows, allocate their time more effectively, and concentrate on strategic growth opportunities.


Other articles in this series:
The Importance of Time Management for Small Business
Mastering Time Management: 14 Essential Strategies to Boost Efficiency in Small Businesses

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