Some of us are good at keeping a dozen balls in the air, gliding from one project to the next and managing numerous business projects with ease. However, most of us have our limits. If you put too much on your business schedule, mistakes are likely to occur.

Business executives may have many different interactions during an average day — when they talk to the accountant, the graphic designer, the lawyer, the copywriter, and numerous clients and vendors. In each case, they must “switch hats” and assume a different role to meet the needs of each associate.

Here are some tips to keep more balls in the air as you juggle all the tasks you manage, while wearing all those different hats.

1. Prepare a job description of your routine tasks. What are your responsibilities? Who needs a call daily? What reports do you need to review monthly?

In your job description, sort out your business tasks by your different roles as manager. There’s your fiscal role, your management role, your communications role, strategic development role – you wear a lot of different hats.

Sort out your activities to more clearly define the different roles you play within your organization. One advantage of doing this is that you may discover you’re spending time on tasks that could be delegated to someone else, freeing up your time for more valuable tasks.

2. Create time to grow the value of your business. Too often, small business owners are caught up in the details of daily work. As the owner, or top-tier manager, you need time each day, each week, to evaluate just how to grow your business through improved efficiencies, expanded service area, or the acquisition of a competitor.

Don’t let all of your daily roles limit one of your most important responsibilities – strategic business development. That takes time. Plan for that time daily, either by yourself or with a well-run, short meeting of stakeholders.

3. Learn to delegate. As your business grows, you’ll have less and less “hands-on” time. It’s likely you’ll have less time to attend to the small details and routine business functions. Learn to assign tasks to trusted employees who: (1) have been trained to perform the assigned tasks; and (2) report to you directly so you can keep the big-picture view of day-to-day business activity.

4. Use temps and outsources. When it’s crunch time, call in the reserves. Don’t try to cover a heavy work load by piling more and more tasks on yourself or your employees. Use temps to handle the basics. Hire an ad agency to design your company flyer. If the work load continues to grow, consider hiring more permanent employees.

5. Stay focused on client care. Your clients pay the bills and keep the doors open. One of your primary roles should be customer service. A telephone call to a long-absent client may resolve an issue, and get that person back. Use client relationship management (CRM) software to track client and customer relations and keep those paying customers happy. As the business owner, never lose sight of client needs, no matter how many tiny details you have to manage each day.

6. Scale your business. Don’t grow too big too fast. Scale your business growth to suit your company assets – physical and human. When company growth comes too quickly, many small business owners are unprepared. Not enough inventory. Back orders. Late shipments. No space. Strong, steady growth enables your company to evolve – to grow at a sensible pace. You’re better able to manage the growing workload, better able to prioritize your time, delegate responsibility, and see a long list of satisfied customers.

7. Take time for yourself. We all need down time – time to get away from the business and focus on family, hobbies, a get-away vacation – “me time”.  Give yourself the time you need to think, envision, plan, and see things with a fresh set of eyes. To be effective, you have to stay fresh, clear your head, and develop new perspectives on business activity. A little time away from the business may be just what you need.

Small business owners spend a lot of time each day moving from project to problem, from challenge to solution. Make the most of your time each day and help your business grow steadily and smartly.

The information provided is presented for general informational purposes only and does not constitute tax, legal or business advice.