Managing an Increasing Workload: Tips for Small Business Owners

hello00927
Jul 28
4 min read

Running a small business means juggling a growing list of tasks, responsibilities, and deadlines. If you’re wondering how to manage an increasing workload without burning out, you’re not alone. According to a recent Uswitch.com survey, 70% of UK entrepreneurs feel guilty taking time off from their businesses, and nearly half work more than 40 hours per week.

Want to learn how to manage your workload more effectivly so you're not so overwhelmed? Keep reading for practical tips and strategies to help you reduce stress, and keep your business growth on track.

Actionable Tips for Managing an Increasing Workload

1. Prioritise your tasks

Not all tasks are created equal, so it’s important to differentiate between urgent and important activities from those that can be rescheduled or deleted.

Use the Eisenhower Matrix: Draw a simple four-quadrant grid labelled Urgent & Important, Important but Not Urgent, Urgent but Not Important, and Neither Urgent nor Important. Place your tasks in these boxes. Focus first on tasks in the Urgent & Important quadrant, delegate or schedule the others accordingly.
Try the 1-3-5 Rule: I personally love this one! Each day, choose 1 big task, 3 medium tasks, and 5 small tasks to complete. This helps you avoid overloading your to-do list and prevents you from feeling overwhelmed.

2. Break big projects into smaller steps

Large projects can feel intimidating, which often leads to procrastination. Break them down into manageable chunks with mini deadlines. This makes progress visible and keeps you motivated.

Create mini deadlines: For example, if you’re launching a new website, break the project into stages like content writing, design review, testing, and launch. Assign deadlines for each stage.
Use checklists: Write out all the small tasks involved in each stage. Checking off items gives a sense of accomplishment and keeps momentum going.

Example: Instead of “organise a webinar,” break it down to “choose topic,” “invite speakers,” “create registration page,” “promote event,” and “prepare follow-up emails.”

This approach reduces overwhelm and helps you tackle projects step-by-step.

3. Be realistic about your time

It’s easy to underestimate how long tasks take, which can cause you to overload your schedule and feel frustrated when you can’t get everything done.

Track your time: For a few days, make a note of how long frequent tasks actually take you. You might be surprised! Use this info to plan your day more accurately.
Include breaks and buffers: Add extra time between meetings or tasks to handle unexpected delays or quick rests. For example, schedule 25-minute work blocks with 5-minute breaks (the Pomodoro Technique).
Prioritise daily: If your day looks too full, decide which tasks can wait or be delegated. Accept that you can’t do everything at once. You're a human, not a machine!

Example: Instead of blocking your whole morning for “admin,” schedule 45 minutes for emails, 30 minutes for invoicing, and leave some free time for urgent tasks that pop up.

Being realistic helps reduce stress and keeps your day manageable.

4. Use tools to stay organised

Digital tools can help you keep track of tasks, deadlines, and appointments without relying on memory or scattered notes.

Project management tools: Use platforms like Trello or Asana to create boards or lists for different projects. Assign deadlines, add notes, and track your progress. For example, you can have columns like To Do, In Progress, On Hold and Completed.
Calendar apps: Google Calendar or Outlook can schedule your day and send reminders. AI-powered apps like Clockwise can automatically find the best times for meetings and block focus time to protect your most productive hours.

For more examples of great digital tools for small businesses, I have a guide to the best tools you should be using to work smarter and improve productivity.

5. Avoiding perfectionism: Embrace the 80% rule

Whilst I’m not suggesting that you should settle for always being mediocre, avoid feeling like every task must be done perfectly before you can move on. This mindset can slow you down and increase stress. A helpful strategy is the 80% rule, which encourages aiming for about 80% perfect, instead of 100%.

The idea is that most tasks don’t need to be perfect to be effective. For example, a report or presentation that’s 80% done will often achieve the desired result without the extra hours spent chasing perfection.

Try setting time limits for tasks and commit to finishing when you reach that “good enough” point. Practising self-compassion by accepting imperfection can free up mental space and keep your workload manageable.

6. Delegate when possible

One of the best ways to manage an increasing workload is to delegate tasks that don’t need your direct attention. This is where a virtual assistant can make a real difference...

Delegating to a Virtual Assistant

Trying to do everything yourself can quickly lead to burnout. Delegating routine or time-consuming tasks frees you up to focus on growth and the bigger picture.

As a virtual assistant, I provide support tailored to your needs, from managing your inbox and calendar to handling social media, marketing, and project coordination. I help you put systems in place, automate repetitive tasks, and keep your day running smoothly.

Working with a VA means you get expert help without the cost or commitment of hiring full-time staff. It’s a smart way to lighten your load and regain control over your time.

The Negative Effects of a Heavy Workload

I’m sure you know this already – but just a reminder that carrying too much work can have serious consequences for your business and wellbeing. Research shows that many small business owners feel under constant pressure, with some reporting difficulty switching off from work and experiencing stress-related health issues.

A heavy workload can lead to:

Burnout and exhaustion: Long hours and constant stress can drain your energy and motivation.
Reduced productivity: When overwhelmed, it’s easy to lose focus and make mistakes.
Poor decision-making: Stress affects your ability to think clearly and take calculated risks.
Work-life imbalance: Spending too much time on work can harm relationships and personal wellbeing.

Recognising these risks is the first step to managing your workload better and protecting yourself and your business!

Final Thoughts

Learning how to manage an increasing workload is about working smarter, not harder. By prioritising tasks, breaking projects down, using the right tools, and delegating, you can reduce stress and improve your productivity.

If your workload feels overwhelming and you want support to manage it better, I’m here to help. Send me an email or book a call and let’s make your workload more manageable!