Starting a business is not that different from launching a rocket—it involves multiple moving pieces that can quickly spiral out of control if not kept in check. As a startup owner with a small coffee roasting business, I have certainly experienced both the thrill and chaos of managing everything. Remember, productivity is not a matter of simply trying harder; working smart is what maximizes your hours. With that said, let me share a few stories before getting into the dirt. Ready to launch your venture to new heights? Here we go.
- Define Specific Goals
Not using any set goals as boundaries in a startup is akin to setting sail without a compass—you defy all odds and will not get far. Imagine how much better achieving a target feels compared to not having one in the first place. Encourage your team to meet particular targets that contribute towards achieving a larger goal, like increasing monthly sales by 10% or rolling out a new product by Q3.
Back when I began my roastery, I was wildly out of focus. I would be roasting beans, trying to chase suppliers, and even working on my website. Had I not set a goal to acquire three wholesale clients in six months, I would have been directionless. The difference was that with a goal in place, I was able to use a project management template, which gave me a guide and felt like having a GPS at hand. Set one big goal for your startup this week. You will thank us later.
- Utilize Tracking Tools To Track Time Spend
There is a saying that goes, “You can’t improve what you don’t measure.” This saying applies to time, your startup’s most critical resource. Tracking time using time-tracking apps like Controlio allows you to view where your time is independently spent. These put tasks such as meetings, creative work, and even admin work into various buckets. This information gives you the transparency to eliminate waste and focus on productive activities.
I recall spending far too much time trying to get my shop’s Instagram to look ‘perfect.’ Thanks to the Controlio app, I now know turning social media into a productive tool was only costing me two hours a day. Now I only spend 30 minutes, while the other half goes into building supplier relations, which has allowed my wholesale orders to double. Track your team’s time for just a week; the results will transform the way you view smart workflows.
- Automate the Mundane
Tasks that are repetitive, such as invoice creation, email follow-ups, or even social media posting, will drain your employees’ morale. These tasks can easily be accomplished by automation tools, giving you space to do more advanced work. Consider automation as the intern of your startup who works non-stop without taking coffee breaks.
With the help of Zapier, I was able to reconfigure the order confirmation process for my customers. This saved me an hour every day, which I used for experimenting with new coffee blends. As a result, my sales increased. Try to locate one mindless activity your business requires, such as scheduling, and try utilizing software like Zapier or Hootsuite to simplify those processes. You will be grateful to your to-do list.
- Foster Open Communication
Every productive startup is heavily reliant on open lines of communication. Poor communication or leading information can create a bottleneck for projects and demotivate your employees. Encourage frequent check-ins for communication to update everyone on their milestones using Slack or Microsoft Teams.
The first time, my baristas and I got tangled with ordering inventory because of a sticky note system. Slack has access to update channels daily and improved our communication with one another. Take advantage of team chat channels and create a 15-minute date every week to celebrate open communication. It is like greasing your startup machinery.
- Purposefully Prioritize Tasks
Every task has its unique value. The Eisenhower Matrix, which focuses on both urgency and importance of tasks, can help sharpen your focus on what truly matters for the growth of your startup, such as product development and customer outreach, while allowing you to delegate or postpone other simpler tasks for a later time.
I would try to respond to emails at the start of my workday, thinking it to be productive. In reality, it made me lose focus on other important tasks, such as sourcing ethical beans. Setting up a project management framework allowed me to tackle prioritization head-on, directing my attention towards growing my brand. Consider trying the exercise of listing out daily tasks and categorizing them as either “urgent/important” or “neither.” You will be surprised by how much clarity it provides.
- Focus on Employee Training
Your team’s skills are your business as a whole, and putting resources into nurturing their development will increase productivity. Focus on providing ongoing training, workshops, or even online courses to improve skills and retention in the workforce. A motivated and skilled team will improve organizational efficiency dramatically.
She returned with ideas that transformed our coffee counter into a social media hotspot after I sent my head barista to a latte art class. That buzz brought in new customers, which shows that the investment paid off. Set aside funds for one skill-building expense for this quarter, even if it’s just a free webinar. It can encourage creativity and foster loyalty.
- Schedule Downtime to Recharge
While the hustle culture may be a badge of honor, it burns you out and wrecks productivity. Make it a point to schedule breaks, and advise your team to step away at least once in a while. After all, a rested mind is as creative and efficient as a smartphone that’s fully charged.
Like many others, I believed working 12-hour shifts was the norm. It’s not until I crashed and burned that I realized that was a terrible approach. Now, I allocate Sunday mornings to hiking, and my team gets a no-work hour midweek. For me personally, it works wonders, and the team comes back sharper too. Consider mandating a 15-minute daily downtime for the team. You’d be surprised how such a small change can yield significant results.
Conclusion: Build a Productivity Powerhouse
In the pursuit of trying to explain how a coffee burns, I realized boosting productivity works in the same way: if you want to help your business, focus on the key parts and don’t shy away from putting in the effort. Everything from setting precise goals to investing in your team pays off. My roastery went from being wildly scattered to organized, all because I implemented these changes, and I can’t wait for you to experience the same shift.
Are you prepared to elevate your startup to the next level? To experience this feeling as early as this week, make sure you try at least one suggestion, such as applying a project management template or trying time tracking. Your business will operate smoother and feel like it has the potential to take off. Let’s build a startup that is fun, productive, and profitable.
