Mastering Time Management as an NDIS Business Owner

"Running an NDIS (National Disability Insurance Scheme) business can feel like juggling a thousand tasks at once. Between managing participants, keeping up with compliance, supporting your team, and growing your business, it’s easy to feel stretched thin. That’s where effective time management comes in."

Mastering time management isn’t about doing more—it’s about working smarter, prioritising what matters, and creating a balanced, productive routine. Here’s how you can take control of your time and make your NDIS business thrive.

1. Start with a Clear Plan

Every day runs smoother with a plan. Take time at the start of each day—or even the night before—to outline your priorities.

• Use a To-Do List: List the most important tasks you need to complete.

• Set Priorities: Focus on high-impact tasks first, like participant care or compliance deadlines.

• Be Realistic: Don’t overload your list. Aim for a balance between productivity and manageability.

A plan gives your day structure and helps you stay focused on what truly matters.

2. Prioritise Your Tasks Using the Eisenhower Matrix

Not all tasks are created equal. The Eisenhower Matrix helps you organise tasks into four categories:

1. Urgent and Important: Tasks that need immediate attention, like resolving participant concerns.

2. Important but Not Urgent: Tasks that contribute to long-term goals, like staff training or marketing.

3. Urgent but Not Important: Tasks you can delegate, like scheduling or admin.

4. Neither Urgent Nor Important: Tasks you can eliminate or postpone.

This framework ensures you’re spending your time on activities that drive results.

3. Delegate and Empower Your Team

You can’t do everything alone, and you shouldn’t try. Delegating tasks frees up your time for high-level responsibilities.

• Assign Routine Tasks: Use tools like Tekmatix to delegate scheduling, social media management, and participant communication.

• Trust Your Team: Empower staff to handle day-to-day issues without needing constant approval.

• Leverage Strengths: Assign tasks based on each team member’s skills and expertise.

Delegation not only saves time but also helps your team grow and take ownership of their roles.

4. Use Technology to Streamline Operations

The right tools can save hours of time and reduce the risk of errors. Platforms like eZaango, Tekmatix, and Xero simplify many time-consuming tasks:

• eZaango: Manage participant records, rostering, and compliance in one place.

• Tekmatix: Automate your marketing, including newsletters, blogs, and social media posts, while also managing appointments and workflows.

• Xero: Streamline invoicing, payroll, and expense tracking to keep your finances in order.

Technology helps you focus on your core responsibilities by automating repetitive tasks.

5. Set Boundaries Around Your Time

Boundaries are essential to protect your time and energy. Without them, it’s easy to get caught up in non-essential tasks.

• Limit Interruptions: Block out focused work time on your calendar and let your team know when you’re unavailable.

• Control Your Schedule: Avoid overloading your day with back-to-back meetings. Leave space for breaks and unexpected tasks.

• Say No When Necessary: Politely decline requests that don’t align with your priorities or goals.

Boundaries ensure your time is spent where it matters most.

6. Adopt the Pomodoro Technique

This simple time management method can boost focus and productivity:

1. Choose a task to work on.

2. Set a timer for 25 minutes and work without distractions.

3. Take a 5-minute break once the timer goes off.

4. After four cycles, take a longer break of 15–30 minutes.

The Pomodoro Technique helps you maintain focus while preventing burnout.

7. Plan Ahead for Compliance and Deadlines

Staying on top of NDIS compliance can feel overwhelming, but proactive planning makes it manageable.

• Use a Calendar: Mark important deadlines, like audits or plan reviews, in your calendar.

• Automate Reminders: Set up reminders in tools like Tekmatix for compliance checks or participant follow-ups.

• Break Down Tasks: Tackle large compliance requirements in smaller, manageable steps.

Planning ahead ensures nothing falls through the cracks.

8. Focus on One Thing at a Time

Multitasking often leads to mistakes and wasted time. Instead, focus on completing one task before moving on to the next.

• Eliminate Distractions: Turn off notifications or close unnecessary tabs while working.

• Group Similar Tasks: Batch tasks like emails or phone calls to streamline your workflow.

• Celebrate Progress: Check off each completed task to stay motivated and track your progress.

Single-tasking allows you to work more efficiently and effectively.

9. Regularly Review and Adjust Your Schedule

Even the best plans need tweaking over time. Take time at the end of each week to reflect on what worked and what didn’t:

• Evaluate Productivity: Did you complete your priority tasks?

• Identify Time Wasters: Look for activities or habits that didn’t add value.

• Adjust Your Approach: Make changes to improve efficiency in the following week.

Regular reviews keep your time management strategy flexible and effective.

10. Take Care of Yourself

Time management isn’t just about squeezing productivity out of every minute—it’s about creating balance. Make time for:

• Breaks: Step away from work to recharge your energy and focus.

• Exercise: Incorporate movement into your day to stay physically and mentally sharp.

• Rest: Prioritise sleep and relaxation to prevent burnout.

A healthy, well-rested mind is your greatest time management tool.

Work Smarter, Not Harder

Effective time management is about more than ticking off tasks—it’s about creating a business and life that align with your goals and values. With the right strategies, tools, and mindset, you can take control of your time and ensure your NDIS business runs smoothly and successfully.

Join My 6-Month Bestie in Business Program to Transform Your Time Management

If you’re ready to master time management and build a thriving NDIS business, my 6-Month Bestie in Business Program is here to help. Together, we’ll create strategies, systems, and routines that save you time, reduce stress, and allow you to focus on what matters most.

Click join now to join the program today, and let’s turn your time into your greatest asset!