Work Time vs. Availability: Time Management Strategies for Busy Entrepreneurs

Aug 11

Written By

Executive assistant optimizing meeting efficiency for a client.

Time management is a fundamental skill for every entrepreneur, virtual assistant, and executive assistant seeking to scale their work and protect their productivity. In the fast-paced world of entrepreneurship, it’s easy for the lines between “work time” and “available time” to blur.

This post breaks down the difference between the two, explores the challenges they create, and shares actionable strategies to help you optimize your schedule and better serve your clients—without burning out.

Understanding Work Time and Available Time

In the daily hustle and bustle of running a business, it's crucial to differentiate between work time and available time. Work time refers to the hours dedicated to focused, deep work on tasks and projects that move the business forward. On the other hand, available time is when an entrepreneur is accessible to clients for communication, meetings, and addressing their needs.

Common Time Management Challenges Entrepreneurs Face

Entrepreneurs often struggle to balance work time and available time due to:

Clients who expect constant communication
Overflowing inboxes and message notifications
Long or unproductive meetings
Difficulty prioritizing urgent vs. important tasks

Sound familiar? This is why we train and mentor our executive assistants to excel at balancing proactive work with the reliable, responsive client support that sets our team apart.

Another challenge arises from lengthy and unproductive meetings. While client collaboration is essential, entrepreneurs must optimize meeting time to ensure it adds value and helps accomplish objectives efficiently.

Wondering how you can mitigate these challenges?

Effective Time Management Strategies

Communicate Clear Working Hours

Setting clear boundaries is the first step towards efficient time management. Entrepreneurs should communicate their working hours to clients explicitly. Letting clients know when they can expect focused attention fosters mutual respect and establishes realistic expectations. This is especially helpful—and a requirement—for our virtual assistants who often support multiple clients.

Encourage Prioritization

When faced with multiple tasks and client requests, it's essential to prioritize. Encourage clients to identify urgent and critical items, helping you manage your time effectively and focus on high-priority projects that drive tangible results.

Optimize Meetings

Meetings can consume a significant portion of an entrepreneur's time. Collaborate with clients to make meetings more productive. Suggest having an agenda, setting time limits, and ensuring that discussions are results-oriented. This approach ensures that meetings are purposeful and lead to actionable outcomes.

Protect head-down work time

Distractions, such as emails, Slack messages, and other notifications, can impact productivity. To maintain focus during work hours, entrepreneurs should consider setting aside specific blocks of time dedicated to deep work. Silence distractions and communicate to clients that you will be in full productivity mode during these periods.

Our executive assistants also use time blocking, allowing them to stay focused and complete high-value work without interruption.

Embrace flexible work schedules

As an entrepreneur, you have the freedom to create a work schedule that suits your peak productivity hours. Some individuals work better during unconventional hours or have personal commitments during traditional working hours. Embrace a flexible schedule that optimizes your performance and aligns with your client's needs.

In Summary

Mastering the art of time management is a transformative step toward scaling a successful business. Learning to set a clear divide between work hours and available hours will help increase productivity while maintaining client satisfaction. You will feel better, and in turn, so will your clients.

Remember, your time is a valuable asset; manage it wisely, and watch your business thrive!