Time Management Tools for Busy Entrepreneurs
Running a business often feels like there are never enough hours in the day. Between client work, admin, team communication, and long-term planning, time quickly slips away. That’s why choosing the right tools isn’t just a productivity hack, it’s a necessity.
For entrepreneurs who want to operate efficiently without sacrificing the quality of their work or well-being, a strong time management system is key. In this blog, we’re sharing practical tools that support better time control, greater business efficiency, and less overwhelm.
These aren’t just suggestions, they’re part of the daily workflow we use with our clients.
Why Time Management Systems Matter
Time isn’t just money it’s momentum. Every minute spent chasing updates, jumping between tasks, or waiting for replies adds friction to your workflow. When your time is scattered, decision-making becomes reactive, not strategic.
The right systems give you breathing room. They help you focus on what matters most by creating visibility, structure, and smart automation. That’s the difference between surviving the day and actually building your business.
1. ClickUp – Your Digital HQ for Tasks and Priorities
Best for: Organising your day, managing projects, and assigning tasks.
ClickUp is a central platform where you can see what needs doing, when, and by whom. Whether you're working solo or leading a team, it brings clarity to your daily workflow.
Why we use it:
Organises everything in one place no more digging through notes or juggling post-its.
Helps prioritise tasks, set deadlines, and track progress.
Custom views let you structure your workspace exactly how your brain works (Board, List, Calendar, and more).
Time tracking within tasks adds transparency and awareness to how your day is spent.
ClickUp takes the guesswork out of planning. You open it in the morning, and you know where to start.
2. Voxer – Quick Communication Without Interruptions
Best for: Voice messaging, updates, and day-to-day check-ins.
Voxer is a voice-first app that feels like a walkie-talkie for your business. It lets you send voice messages (plus text and images), but without the pressure of real-time calls.
Why we use it:
You can respond when you're available, no need to break your flow for every message.
Great for checking in with team members or contractors while multitasking.
Speeds up communication compared to email or long text chains.
If you hate constant Zoom calls but still want high-touch support, Voxer hits the sweet spot.
3. Ivorey – Automate the Follow-Up and Free Your Time
Best for: Automation, lead nurturing, and follow-ups.
Ivorey helps you automate the admin that often eats up your day. Whether it's sending follow-up emails, scheduling reminders, or nurturing leads, you can build workflows that run in the background.
Why we use it:
Automates repetitive tasks like reminders, emails, and form responses.
Handles follow-up sequences without you lifting a finger.
Keeps things moving even when you're offline or focused elsewhere.
Ivorey is a powerful time-saver because it keeps your customer experience consistent without adding more to your to-do list.
4. Google Meet – Quick Meetings Without the Clutter
Best for: Video calls and client catch-ups.
Not every conversation needs a full calendar event or fancy setup. Google Meet is a clean, straightforward way to jump on calls when needed.
Why we use it?
Reliable and easy to use—click the link and you're in.
No downloads, no fluff.
Great for screen-sharing during onboarding, reviews, or co-working sessions.
Even if you're focused on async communication, sometimes a face-to-face chat saves hours of back-and-forth. Meet keeps those chats efficient.
5. Canva – Creating Visuals Without the Time Drain
Best for: Branded templates, social posts, and client-facing visuals.
If you’re still spending hours designing content from scratch, it’s time to change that. Canva makes it easy to create cohesive, professional visuals in half the time.
Why we use it?
Branded templates speed up content creation and keep everything consistent.
You can collaborate with team members and clients inside the platform.
Batch your graphics, sales materials, or reports in one focused session.
It’s not just about making things look good—it’s about making things easier to manage.
Building Your Own Time-Saving Stack
Time management doesn’t come down to willpower it’s about structure. These tools help you work smarter by reducing decision fatigue, limiting distractions, and giving your brain fewer tabs to keep open.
But here’s the key: don’t overwhelm yourself by adopting everything at once. Start by identifying where you lose the most time. Are you constantly answering messages? Getting stuck in admin? Losing track of what to do next?
Once you know your biggest time drains, you can plug the gaps with tools that actually support your workflow, not complicate it.
Busy entrepreneurs don’t need more hours in the day—they need better systems. The right mix of time management tools creates space to think, lead, and grow your business with intention.
Whether you’re streamlining communication with Voxer, organising your brain in ClickUp, or letting Ivorey handle the background admin, each piece plays a part in giving you back your time.
Ready to simplify your business systems and create space to breathe? Book a free Breathe & Discover Call with us. We’ll help you identify where your time is going and how to take control of it again.