One problem facing the busy entrepreneur is the sheer number of tasks to be completed within a limited time frame. Using time more effectively will result in time being saved – this is precious time that you can spend on other activities, either expanding your business or spending more time with loved ones.

Bunching is a method that we’ve identified for using time as efficiently as possible. It is the practice of identifying similar tasks and bunching them together to be carried out consecutively within an allotted time frame.

For example, as business managers, one essential task is to build and maintain relationships with high-value customers. Rather than haphazardly phoning one or two clients when we have a spare few minutes, it’s quicker and more efficient to dedicate a block of time and bunch all the calls together.

There are a number of advantages in using this Bunching method:

Firstly, it is good diary management. If we regularly allot a particular section of our diaries, (maybe every Monday afternoon or the first Tuesday of every month), everyone else in the office will become used to this. All staff members will know that this time is dedicated to client calls and will not interrupt with other business. Staff dealing with queries from clients can let the client know that you will contact them on a particular day – no more forgotten calls or missed opportunities!

Another advantage is that the Bunching method allows you to prepare everything that you need to perform the task once only. Clear your desk, make sure the telephone is at hand, make sure that you have all the information that you need about the clients you are going to call and that you know what you want to achieve from each of them. Review your telephone conversation technique and review the structure of the calls just once before sitting down and going through the calls one by one. Processing what you did not say right helps you to improve your calling technique.

After each call, dictate the notes about the call (highlighting any follow up actions that are needed), pass on the notes to be typed up and move on to the next call. Once all the calls have been made and your notes have been passed on for typing, the job is finished and you can then move on to another set of tasks.

This method is much more efficient than trying to call clients at random times. Eventually, your customers/clients will become used to the regular contact and will look forward to your phone calls – they will even be prepared with any queries they may have.

Of course, this does not just apply to telephone calls, but to all manner of tasks associated with running a business. As we adopt the practice of Bunching similar tasks together to tackle them in a single block of dedicated time, we will learn to use our time more efficiently. This will have the knock-on effect of allowing us to deal with those tasks in a more effective manner.