Time Management Hacks for Construction Pros: Mastering Job Sites and Bookkeeping

Construction pros are like firefighters and master multitaskers. Juggling tons of tasks just comes with the job, from managing job sites and coordinating with subs to keeping your books in order.

With so much on your plate, nailing time management is crucial. Balancing on-site work with bookkeeping can be a real challenge, but it’s key for smooth operations and growth. Let’s dive into some practical time management tips to help you keep everything on track.

1. Prioritize Like a Pro

One of the best time management moves is to prioritize your tasks. Knowing which tasks are critical and hitting them first helps you stay organized and focused.

How to Prioritize:

• Make a To-Do List: Kick off each day by listing out everything you need to tackle. Include both job site duties and bookkeeping tasks.
• Identify High-Priority Tasks: Figure out which tasks are mission-critical for the day—think urgent project deadlines, client meetings, or financial reports.
• Use the Eisenhower Matrix: This tool helps you sort tasks into four quadrants based on urgency and importance. Knock out the urgent and important stuff first.

Here’s a scenario: you might need to submit a crucial bid for a new project while also updating financial records. By prioritizing the bid and scheduling time for bookkeeping later, both tasks get done without cutting corners.

2. Set Bookkeeping Time Blocks

Trying to squeeze in bookkeeping tasks whenever you have a spare moment often leads to sloppy record-keeping. Instead, set specific times dedicated just to bookkeeping.

Tips for Scheduling Bookkeeping Time:

• Block Out Time: Reserve specific times each day or week for bookkeeping tasks. Treat it like a meeting or project deadline.
• Avoid Peak Hours: Choose times when you’re less likely to be interrupted, like early mornings or late afternoons.
• Stick to a Routine: Consistency is king. A regular bookkeeping routine keeps financial tasks from piling up.

You can set aside every Friday afternoon for financial reviews. This habit prevents bookkeeping tasks from becoming overwhelming.

3. Delegate and Outsource

Construction pros like you can’t do it all alone, otherwise, you’re setting yourself up for early burnout. Delegate tasks to your team and outsource when necessary to focus on running your construction projects instead.

Tips for Delegating and Outsourcing:

• Identify Tasks to Delegate: Decide which tasks can be handed off to your team, like data entry, payroll, or basic bookkeeping.
• Hire a Bookkeeper: Consider hiring a professional bookkeeper or using a remote service for accuracy and efficiency.
• Train Your Team: Invest in training your team to handle specific tasks well. This reduces your workload and boosts efficiency.

If you’re spending too much time on payroll, you may want to hire a part-time bookkeeper. This allows you to focus more on managing job sites and building client relationships.

4. Streamline Your Workflow

Workflows (and systems) to me really helped me and my team save so much time. When you create efficient workflows, you reduce task-switching and minimize interruptions.

Steps to Streamline Workflows:

• Group Similar Tasks: Batch similar tasks together to minimize context switching. Set specific times for calls, emails, and financial tasks.
• Use Checklists: Create checklists for routine tasks to ensure nothing gets missed and streamline processes.
• Implement SOPs: Develop Standard Operating Procedures for common tasks to ensure consistency and efficiency. This one is SUPER important because you can easily use these SOPs whenever you hire someone new in your team. This saves you time with training/teaching, and they can refer back to it any time if they have questions.

5. Set Realistic Deadlines

Setting realistic deadlines helps you stay on track without feeling overwhelmed. Unrealistic deadlines lead to stress and burnout, hurting productivity and work quality. Don’t set yourself up for failure by setting unrealistic deadlines that are impossible to meet.

Tips for Setting Deadlines:

• Break Down Tasks: Divide larger tasks into smaller, manageable steps with their own deadlines.
• Account for Buffer Time: Construction pros include buffer time in your schedule for unexpected delays or issues.
• Communicate Deadlines: Clearly communicate deadlines to your team and clients to keep everyone on the same page.

Tip: When you’re working on a large renovation project, break it down into weekly milestones with specific deadlines. This makes the project more manageable and allows for monitoring progress and making necessary adjustments.

6. Take Care of Yourself

Of course, never forget to take care of yourself. In fact, the oxygen mask principle applies in this case. When you take good care of yourself physically, emotionally, and mentally, you’ll be able to show up as the boss CEO that you are for your team and your clients. It’s okay to hustle, in fact, I’m a fan of it. But make sure you strike that balance where you’re aware when overworking takes over your life.

Self-Care Tips:

• Take Breaks: Schedule regular breaks to rest and recharge.
• Stay Active: Incorporate physical activity into your routine to boost energy levels and reduce stress.
• Get Enough Sleep: Ensure you’re getting enough rest to stay focused and productive. This is actually super underestimated. When there are days I feel like I’m ‘off’ my game, I just try to get enough sleep and I feel like a brand new person the next day.

Start taking short breaks in between and go for a walk when you can. These small changes can improve your focus and energy levels, boosting your overall productivity.

Conclusion

Balancing job site responsibilities with bookkeeping tasks can be tough for construction professionals, but effective time management makes a huge difference. 

At Beyond Books Solutions, we get the unique challenges construction pros face. Contact us to see how we can help you manage your finances more efficiently and support your business growth!