How to get things done and optimise your personal efficiency

“There’s always too much to do, in too little time.” “The workload is really overwhelming.”

Things we often heard from founders we’ve interviewed or I coach or mentor.
Optimising your personal efficiency is key to assure you stay resilient as a founder. The high demands of running a startup often lead to loss of focus on what truly matters. Optimising your personal efficiency is key not to just to get more done; it’s about getting the right things done and maintaining your energy and focus so you can lead your company effectively.
By implementing small but impactful changes—like time-blocking your calendar, known when and how to say no, and delegating tasks— you can free up hours in your week to for example focus on strategic growth opportunities or other things that matter most at the moment.
These changes do not only improve your own efficiency, they significantly boost your company’s performance and your fulfillment. = Long term resilience.
Here are 8 things we’ve learned to optimise your personal efficiency as a startup founder or leader:
1. Focus on the right tasks
  • High-impact tasks: Identify the 20% of your efforts that deliver 80% of the results (Pareto Principle). Focus on what drives the most value for your business.
  • Say no: Avoid taking on tasks or opportunities that don’t align with your company’s goals or your personal strengths.
  • Time-blocking: Schedule specific blocks of time for deep work, meetings, and breaks. Treat these blocks as non-negotiable.
  • Avoid multitasking: Focus on one task at a time to maintain quality and speed.
  • Identify your sweet spot: Know your strengths and focus on what only you can do. Limit other tasks to a certain maximum time or outsource or delegate things that others can handle effectively.
  • Trust your team: Invest time in building a capable team and empowering them to take ownership of their responsibilities.
  • Use productivity tools: Tools like Asana, Trello, or Notion can help you organise tasks and streamline communication.
  • Automate repetitive tasks: Use software to automate invoicing, email follow-ups, or data entry.
  • Morning routine: Start your day with habits that set the tone for focus and productivity, such as exercise, journaling, or reviewing your priorities.
  • Daily planning: Spend 5–10 minutes at the start of each day planning your key priorities and aligning them with your goals.
  • End-of-day reflection: Evaluate your progress, identify what went well, and plan improvements for tomorrow.
  • Create a focused workspace: Set up an environment free from unnecessary interruptions for focused work.
  • Set boundaries: Make sure co-workers know when they can and can’t distract you. Use noise-cancelling headphones if needed.
  • Control digital distractions: Turn off non-essential notifications and consider tools like Freedom or Focus@Will to stay on track.
  • Take regular breaks: Use techniques like the Pomodoro Technique (25-minute focus intervals) to maintain energy levels throughout the day.
  • Maintain your health: Exercise, eat well, and get enough sleep to sustain peak performance.
  • Work in your energy zones: Schedule high-concentration tasks during your most energetic hours.
  • Reflect and iterate: Regularly evaluate your productivity habits and adjust what’s not working.
  • Stay inspired: Read books, listen to podcasts, or join founder communities to learn efficiency hacks from others.
  • Seek mentorship: Learn from experienced founders who can help you avoid common pitfalls.
  • Lean on your network: Share challenges with co-founders or trusted peers to offload stress and gain fresh perspectives.
By focusing on optimising your personal efficiency, you’re not just improving your daily workflow—you’re building the foundation for sustainable growth and resilience as a founder.

What works for you? What do you find most effective to boost  your personal efficiency?