Time is Money! Mastering Lean Six Sigma for Effective Time Management
Jo Rawald • October 6, 2024
Learn how to apply Lean Six Sigma techniques to streamline time management and boost productivity.
Let’s be real for a moment—when you’re running a small business, your time is your most valuable resource. But somehow, there’s never enough of it, right? Every
minute counts, and it often feels like you’re trying to juggle a thousand things at once => managing operations, handling clients, leading your team, and squeezing in strategic planning. The overwhelm is real, I get it. But here’s the thing, you don’t have to do it all yourself. In fact, you shouldn’t.
One of the smartest things a business owner can do is buy back their time. That’s right. Hire other people to do the tasks that eat up your day and aren’t directly contributing to your bottom line. When you invest in outsourcing those repetitive, time-consuming jobs—like mowing the lawn, cleaning the house, or even managing your inbox—you free yourself up to focus on what really drives profits in your business.
Now, couple that mindset with the proven power of Lean Six Sigma, and you’ve got a recipe for success. Lean Six Sigma is all about maximizing your time, streamlining processes, and boosting productivity. It’s a powerhouse approach that can transform the way you manage your business, and best of all, it allows you to focus on doing what you do best—leading your business, not managing every tiny detail.
In today’s fast-paced world, the phrase "time is money"
couldn’t ring truer for small business owners. Your ability to manage time effectively directly impacts your bottom line. This is where Lean Six Sigma becomes your not-so-secret weapon. It’s not just for big corporations. Small business owners, just like you, can use these strategies to eliminate inefficiencies, reduce waste, and supercharge productivity.
Why You Need Lean Six Sigma for Time Management
Lean Six Sigma is a methodology that combines two world-class business improvement philosophies—Lean
and Six Sigma. Lean is all about eliminating waste and creating efficient systems. Six Sigma focuses on improving the quality of processes by reducing defects and using data to make better decisions. Together, they form a system that can transform how you manage your time and resources.
And here’s the twist—when you apply Lean Six Sigma principles to your time management, you’re not just getting better at juggling tasks. You’re creating an entire framework where both you and your team can focus on what truly drives profits. By spending money to hire people to take over those non-revenue-generating tasks, you’re freeing yourself to focus on what you do best, growing your business.
Step 1 | Identify What’s Stealing Your Time
Before you can fix a problem, you need to know what the problem is. One of the core principles of Lean Six Sigma is identifying
"waste"—those activities that don’t add value. In time management, these are the tasks and distractions that are stealing your valuable hours.
Ask yourself these questions:
- How much time do I spend on tasks that don’t contribute to business growth?
- Are there any repetitive tasks that could be automated or delegated to someone else?
- What distractions are pulling me away from high-value activities?
Let’s be honest, we often don’t realize how much time we’re spending on things that don’t
matter. You could be responding to emails all day long, attending meetings that don’t need to happen, or spending hours on admin work when someone else could be handling it. The key here is recognizing these time-wasters and taking immediate steps to eliminate or delegate them. And yes, that might mean paying someone to do it for you. The payoff? You’ll have more time to focus on high-level business decisions.
Example. Let’s say you run a small law firm. You and your paralegals spend hours filling out forms and filing documents manually—tasks that could easily be automated with the right software. By identifying this as a time-waster, you can look for solutions that streamline these processes, saving you hours each week.
Step 2 | Use the DMAIC Process to Master Your Time
Lean Six Sigma revolves around the DMAIC
process, which stands for Define, Measure, Analyze, Improve, and Control. It’s a structured approach that helps you pinpoint the root causes of inefficiencies and implement long-lasting solutions. Here’s how you can use the DMAIC process to get a handle on your time management.
- Define the biggest time management challenges in your business. Are you constantly feeling behind on deadlines? Is your team spending too much time on tasks that aren’t adding value?
- Measure how much time you and your team are currently spending on different tasks. Track your time for a week or two using time-tracking tools or even a simple spreadsheet to see where your time is going.
- Analyze the data to find the root causes of inefficiencies. Are there bottlenecks in certain departments? Are communication delays eating into productive time?
- Improve by making changes. This might involve automating tasks, restructuring workflows, or hiring an assistant to handle repetitive tasks. For example, if you’re drowning in emails, it might be time to delegate that responsibility to a virtual assistant.
- Control the improvements by creating systems and procedures that maintain your new, efficient way of working. Make sure these improvements stick by having clear processes in place.
Example. I was working with a small construction company who found that their project managers were wasting time driving
between job sites to update clients. By identifying this as a problem, we were able to implement a system for remote project updates using video conferencing and mobile project management apps. The result? Hours saved each week, projects moved faster, and client satisfaction improved.
Step 3 | Apply the 5S Method for Time Management
One of the most practical tools from Lean Six Sigma is the 5S Method. Originally designed for physical workspaces, it’s just as effective when applied to time management. This simple strategy will help you organize your day and keep your focus on what truly matters.
- Sort your tasks, separating the essential from the non-essential. Focus only on what truly drives value for your business.
- Set in Order by organizing your tasks based on priority. Use a system like time-blocking to make sure the most important tasks are tackled first.
- Shine your schedule by eliminating unnecessary meetings and streamlining communication. Avoid time-consuming back-and-forth emails by delegating or using project management tools.
- Standardize your routines to keep everything organized and consistent. If your mornings involve responding to emails, for example, make that process as efficient as possible and pass off the repetitive parts to someone else.
- Sustain the systems you’ve put in place for long-term success. Review your processes regularly to ensure you’re staying on track with your time management goals.
Example.
A small marketing agency applied the 5S Method to streamline their task management. They sorted and prioritized their workload, set up project management software to track tasks, and eliminated unnecessary meetings. The result? They boosted their output without working more hours, all while maintaining focus on high-value work.
Step 4 | Eliminate Bottlenecks with Lean Six Sigma Tools
Bottlenecks are a major time-waster in any business. Whether it’s waiting for approvals, dealing with outdated systems, or managing communication delays, bottlenecks slow down your entire operation. This is where Lean Six Sigma’s toolkit comes in handy.
One effective tool is Value Stream Mapping (VSM), which allows you to map out every step of a process and identify where time is being wasted or bottlenecks are occurring.
Example. Imagine running a small manufacturing business and discovering that your production process is delayed because materials aren’t arriving on time. By mapping out the process, you can pinpoint exactly where the bottleneck occurs and take steps to eliminate it. This might mean finding a more reliable supplier or adjusting your inventory management system to keep things flowing smoothly.
Step 5 | Focus on Continuous Improvement
Time management isn’t something you fix once and forget about. One of the most powerful aspects of Lean Six Sigma is its focus on continuous improvement. This means you’re always looking for ways to improve your processes and eliminate inefficiencies. The goal is to create a culture within your business where time management is constantly evaluated and refined.
Encourage your team to share ideas for streamlining tasks and reducing inefficiencies. And regularly review your workflows to see where additional improvements can be made. The more you invest in making your processes smoother, the more time you free up to focus on growing your business.
Example.
A small IT consulting firm noticed that their client onboarding process was taking longer than expected. By reviewing the process and gathering feedback from employees, they introduced automated onboarding tools that cut the time in half. This continuous improvement mindset led to ongoing efficiency gains across the business.
Why Small Business Owners Need to Buy Back Their Time
You might be thinking, "I’m a small business owner, and I don’t have time for a complex system like Lean Six Sigma!"
But here’s the thing—you don’t have time not
to. When you buy back your time by hiring others to handle low-impact tasks, you free yourself to focus on what truly matters.
Unlike big corporations, you don’t have endless resources or teams of people to manage every detail of your business. It’s often just you and a small group, meaning your time is even more precious. By applying Lean Six Sigma and investing in hiring help, you create a leaner, more efficient business model that allows you to do more with less.
The Benefits of Buying Back Your Time with Lean Six Sigma
When you incorporate Lean Six Sigma and the philosophy of buying back your time, the benefits are clear.
- Increased Productivity. You’ll get more done in less time by eliminating time-wasters and streamlining processes. This frees up your schedule for high-value activities like strategic planning and growth initiatives.
- Better Work-Life Balance. Effective time management means you’re not constantly working late or feeling overwhelmed. You can reclaim your evenings and weekends without sacrificing productivity.
- Higher Profitability. When you manage your time well, you’re able to take on more clients, complete projects faster, and improve overall efficiency, all of which lead to higher profits.
- Improved Team Efficiency. Your team will also benefit from improved workflows and time management, allowing them to focus on high-impact tasks and contribute more effectively to the business.
Ready to Buy Back Your Time?
If you’re ready to take control of your time, streamline your operations, and boost your productivity, Lean Six Sigma is your ticket. It’s not just about getting more done—it’s about getting the right things done in less time, all while increasing your profits. And remember, you don’t have to do it all yourself. Buy back your time by investing in help, and watch how your business—and your life—transform.
Book a Free Discovery Call
with me today, and let’s work together to improve your time management and skyrocket your productivity. Time really is money—let’s make sure you’re investing it wisely!
By the time you finish this blog, you’ll have a game plan to take back control of your time and business. Lean Six Sigma isn’t just a corporate buzzword—it’s a tool that can transform the way you work, no matter the size of your business. Let’s connect and get started today!
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