6 Steps to Reclaim Your Time and Boost Productivity

There aren’t enough hours in the week to do everything. 

You’re wearing all the hats—juggling tasks, chasing leads, managing projects—and it feels like there’s no end in sight. Week after week, you burn the candle at both ends, sacrificing time with family, and still feeling like you’re not moving the needle.

Sound familiar?

You’re not alone. Many builders reach a point where they’re maxed out, burned out, and feel stuck working in their business, instead of on their business.

But what if I told you it doesn’t have to be that way?

In this article, we’ll walk through actionable tips to help you free up more time, improve productivity, and ultimately grow your building company—without working longer hours.

The Turning Point: Jay Mostyn’s Story

A few years ago, Jay Mostyn reached his breaking point. He was completely burned out. Maxed out. He couldn’t push any harder and was ready to walk away from it all.

But then something changed.

Fast forward three years, and Jay has more than tripled his revenue—while working fewer hours. So, how did he do it?

He made one critical decision: to change. He stopped doing the same things expecting different results. If you want to see real growth, you need to shift your approach.

Here’s how you can do the same.

1. Start with a Time Audit

The first step to reclaiming your time is to understand where it’s going.

Every builder has the same 168 hours each week—whether you’re running a small operation or a multi-million dollar business. The difference is in how you use those hours.

A time audit is the quickest way to identify where your time is being spent and where it’s being wasted. There are plenty of apps available to help with this, or you can simply jot down your tasks throughout the day. The goal is to see, in black and white, how your time is being used.

Once you know where your time is going, the next step is to assign a value to each task. How much would it cost to hire someone to do these jobs? As the owner, your goal is to shift your focus to the high-value tasks, leaving lower-value tasks to others.

2. Delete, Automate, Delegate

After completing your time audit, you’ll have a clear picture of what’s eating up your time. Now it’s time to take action:

• Delete: Some tasks don’t need to be done at all. Zero-based thinking can help you determine what’s truly necessary.
• Automate: Many tasks can be streamlined using technology. Automation tools can save countless hours every week.
• Delegate: Anything that doesn’t need your direct input should be delegated to your team. Focus on the work that only you can do.

Remember, if you want to take on a new project, you need to let go of something else. It’s all about maintaining balance—otherwise, burnout is inevitable.

3. Focus on High-Impact Tasks

Not all tasks are created equal. The key to improving productivity is focusing on the high-impact tasks—the ones that truly move the needle in your business.

These are called Rocks, and you should be scheduling time each week to work on them. Start by planning your quarterly strategic goals, and from there, identify the big tasks that will have the greatest impact.

Once you have those tasks in place, make sure they’re at the top of your calendar. No distractions. No busywork. Focus on what drives the business forward.

4. Implement Daily and Weekly Huddles

You might think that adding meetings to your schedule will only waste more time, but daily and weekly huddles can actually save you hours in the long run.

When your team knows there’s a set time each day or week for updates and questions, you’ll minimise interruptions and keep communication clear and concise. Over time, this discipline will improve efficiency across the board.

5. Leverage Tools to Maximise Efficiency

There’s no shortage of AI tools and project management software designed to help you streamline your operations. Whether it’s managing compliance, reducing admin time, or improving client communication, the right tools can save you hours—sometimes days—each week.

Take advantage of them. Look for solutions like Perplexity (a cross between ChatGPT and Google) to improve research speed and make work easier.

6. The Power of Self-Discipline

The most productive builders aren’t the ones who take on every task—they’re the ones who are disciplined enough to say “no” to the wrong tasks.

Not every request is urgent. Not every problem is yours to solve. And sometimes, saying no is the best way to protect your time and focus on what really matters.

Take a breath before agreeing to new tasks. Ask yourself if this will move the needle. If it won’t, don’t be afraid to pass it on.

Your Next Step

If you’re serious about reclaiming your time, start by calculating the value of your time. Our free hourly rate calculator will help you see where your time is being underutilised, allowing you to delegate low-value tasks and focus on what’s most important.

Click here to download the hourly rate calculator and take the first step toward boosting your productivity and growing your building company.