Top 5 Productivity Hacks Every Online Entrepreneur Needs to Know
By: Alyece Smith
Introduction: As online entrepreneurs, we often wear a lot of hats: we’re creators, managers, marketers, and often our own customer service team. With so many tasks on our plates, it’s no wonder that distractions and burnout can creep up quickly. But what if you could take back control of your schedule and get more done in less time?
Let’s face it—productivity in the online world requires more than just a to-do list. After years of trial and error, I’ve identified five essential productivity hacks that can help you stay focused, organized, and on track with your goals. These aren’t just quick fixes; they’re game-changers that can transform how you work.
Let’s jump in.
1. Harness the Power of Task Management Software
When I first started managing my own business, I relied heavily on traditional to-do lists—writing out tasks in my notebook, on random sticky notes, and scattered digital reminders. While this worked in the short term, it wasn’t long before I realized that these scattered lists weren’t cutting it. Important tasks were slipping through the cracks, and I constantly felt overwhelmed by my own disorganization.
Enter ClickUp (though you could also use Trello, Asana, or Monday). These task management tools allow you to organize your projects, break them into smaller tasks, and set deadlines for each step. What makes these tools so powerful is the ability to break down larger projects into bite-sized, manageable tasks.
For example, let’s say I’m planning content for my blog and social media. In ClickUp, I can list out each step—research, drafting, graphic creation, editing, and scheduling—and assign dates to each. That way, I’m only focusing on one step at a time, rather than getting overwhelmed by the whole project. Over time, completing these tasks becomes a habit, and the once-daunting projects feel achievable.
Pro Tip: Review your task management tool each morning to set the day’s priorities, and again at the end of the week to keep a bigger-picture view.
2. Set Boundaries with Communication
If you’re like me, it’s easy to feel like you have to be constantly “on”—answering emails, checking DMs, responding to texts. But here’s the truth: if you’re always reacting to other people’s requests, you’re rarely moving forward with your own goals. One of the most powerful productivity hacks I’ve found is to set strict boundaries around my communication.
Here’s how it works: Instead of checking emails and messages all day, set specific times for these tasks. For me, this looks like checking my emails once in the morning and once in the late afternoon, with no interruptions in between. Same goes for social media DMs and texts. By blocking off time for communication, I’m no longer getting sidetracked throughout the day.
Trust me—most people will wait a few hours for a response. And the customers or clients who expect an instant reply may not be the best fit for a sustainable business relationship. So, set your communication times and make it a non-negotiable part of your day. You’ll be amazed at how much more you can accomplish.
Pro Tip: Turn off notifications on your phone and computer during focused work time. When you’re in the zone, the last thing you need is an unnecessary ping pulling you away from what matters.
👈 Need help getting control of your time? Checkout the Productivity Powerhouse Workshop!
3. Use Timers to Limit Time on Certain Tasks
Do you ever get sucked into tasks like scrolling social media or re-recording a reel, and before you know it, an hour has flown by? I certainly have! This is where timers come in handy. By setting a timer for tasks, you can add a bit of urgency to help you stay on track and avoid “task creep.”
For example, I’m currently working on growing my presence on Instagram’s Threads, which involves a lot of engagement. To make sure I don’t spend too much time there, I set a timer for 10-15 minutes. When the timer goes off, I know it’s time to move on, no matter what. This simple trick has kept me from wasting precious hours on social platforms, and the time limit actually makes me more focused and effective.
Timers are also helpful for tasks like content creation. If you give yourself unlimited time to film a reel or write a blog post, chances are you’ll overthink every detail. But if you know a timer is running, you’re more likely to get it done quickly and efficiently.
Pro Tip: Use a physical timer or a digital assistant like Alexa or Siri to keep track of time. Knowing that you’re racing the clock can help you work faster and more intentionally.
4. Use Your Calendar Like Your Secret Weapon
Here’s a saying I live by: What gets scheduled gets done. It sounds simple, but it’s a powerful reminder that we need to be intentional about our time. If you’re constantly feeling like you don’t have enough hours in the day, chances are your calendar isn’t being used to its full potential.
I like to schedule everything—from client calls and content creation to personal errands and family time. And I mean everything. If I know I need three hours to batch record reels for the week, I block that time on my calendar. Not only does this help me prioritize, but it also signals to everyone else in my life that these are my work hours.
This visibility is a game-changer. If someone tries to book a call with me during my scheduled content time, it’s an automatic “no.” And, because it’s on my calendar, I’m more committed to sticking to it. No more pushing things to “someday” or “later.”
Pro Tip: Time block similar tasks together to stay in the flow. For example, dedicate one block to content creation and another to administrative tasks, rather than jumping between unrelated tasks throughout the day.
5. Conduct a Weekly Time Audit
This last hack might take some extra effort, but I promise it’s worth it. If you’re struggling with productivity, a time audit can show you exactly where you’re spending—or wasting—your time. A time audit means recording every single thing you do in a day, hour by hour, for an entire week. Sounds tedious, but the insights are invaluable.
When I first did this, I was shocked to see how much time I spent on tasks that weren’t actually moving my business forward. I was spending hours checking social media, aimlessly researching topics, and switching between tasks. But once I saw it on paper, I was able to make real changes. I deleted non-essential tasks, grouped similar activities together, and cut down on the distractions that were eating away at my day.
By doing a time audit, you’ll find that there’s actually more time in your day than you thought. It just takes a little organization to make the most of it.
Pro Tip: Be honest with yourself during your time audit. There’s no judgment—just awareness. Once you see where your time is going, you’ll be empowered to make real changes.
Conclusion: Set Yourself Up for Success
Boosting your productivity as an online entrepreneur doesn’t require extreme discipline or massive changes. Instead, it’s about making small, intentional adjustments to your routine and environment. By using task management tools, setting boundaries, timing your work, planning on your calendar, and conducting time audits, you can reclaim control over your day.
The best part? These hacks will allow you to spend more time focusing on what truly matters in your business, rather than constantly reacting to tasks. So give these strategies a try and see how they transform your productivity.
If you want to dive deeper, check out my full podcast episode on this topic, where I share even more insights and examples from my own experience.
