Running a small business often means wearing many hats - sales, admin, customer service, marketing, and more. But not every task deserves your time and energy. The more you can streamline your operations, the more time you’ll have to focus on what really matters: growing your business and serving your customers.
Why It Matters
Time is one of your most valuable resources. According to Business.govt.nz, many small business owners spend hours each week on admin tasks that could be automated or delegated. Streamlining your operations can reduce stress, improve efficiency, and even save money.
4 Ways to Work Smarter
1. Spot Time-Wasting Tasks
Not all tasks are equal. Some are essential, while others just eat up your time.
What you can do:
Track your time for a week - note what you’re doing and how long it takes.
Identify tasks that don’t directly grow your business or serve your customers.
Ask: Can this be automated, delegated, or dropped?
Examples:
Manual invoicing, chasing payments, repetitive emails, or double-handling bookings.
2. Use Tools to Automate Admin
Automation can save hours each week and reduce errors.
What you can do:
Use accounting software like Xero to speed up invoicing and GST tracking.
Try Calendly or Square Appointments for online bookings.
Use Stripe, PayPal, or Go-Cardless for easy online payments.
Tip:
Start with one tool that solves your biggest admin headache - don’t try to automate everything at once.
3. Outsource What You Can
You don’t have to do it all yourself. Outsourcing frees up your time and brings in expert help.
What you can do:
Delegate regular bookkeeping, social media, or website updates to a freelancer or virtual assistant (like Varntige).
Use an VA agency or student to help with small one-off tasks.
Consider hiring part-time help for admin or customer service.
Tip:
Start small. Outsource one task and see how it goes. Focus on jobs that drain your energy or require specialist skills.
4. Review Suppliers and Cut Unnecessary Costs
Regular reviews can uncover savings and improve service.
What you can do:
Compare prices for internet, phone, insurance, and supplies.
Ask your current suppliers if they can offer better rates or packages.
Review those recurring subscriptions and cancel any services you are no longer using or that you aren’t getting value from (you can always sign-up again or pay for a one-off if you need to).
Tip:
Set a reminder to review your suppliers and subscriptions every 6–12 months - it’s easy to forget!
Final Thought
Working smarter doesn’t mean doing more - it means doing what matters most. By streamlining your operations, you’ll free up time, reduce stress, and create space to grow your business with confidence. At Varntige we use a wide range of tools in our own business and for our clients so can help you find the right solution for you. Book in for a free 30 minute chat to see what we can suggest for you.
Coming Up Next…
In the final post of this series, we’ll talk about looking after yourself—because your wellbeing is just as important as your business’s success.
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Post One: Feeling the Pressure?
