In this solo episode, Matt Dart explains why many entrepreneurs mistake busyness for productivity and introduces a concrete, data‑driven method to reclaim time. He starts by having clients conduct a two‑week, 15‑minute‑interval time audit that logs every activity, categorises it (admin, operations, sales, finance, etc.) and rates its energy impact (energising, neutral, draining). The audit reveals that a typical founder spends about 44% of their time on draining tasks, and similar patterns appear across the team (e.g., ops managers and content creators doing admin work). Using these insights, Matt guides listeners through a three‑step process: identify the biggest bottleneck (e.g., onboarding, payment processing, automation), then decide whether to automate, delegate, or eliminate each draining task. He emphasizes reorganising the org chart so each role focuses on a single core function (admin, finance, marketing, client success) and dramatically reducing unnecessary meetings to a single 10‑minute weekly team sync plus a brief client‑success check‑in. The freed time is then redirected toward revenue‑generating activities like sales and marketing. The episode ends with a call‑to‑action inviting listeners to apply for Matt’s consulting service to map out their own time‑recovery plan.
Chapters
Alright guys, episode 141. Just want to say a massive thank you for you guys tuning into the podcast. We've actually doubled the amount of views that we're getting on the podcast. So if you guys have any feedback on what you want more of, we're trying to make these episodes nice and short and sharp, about 10 minutes each way, or each, each episode, so you can get as much value in a short amount of time. So Without further ado, let's get into today's episode. So the title is You're Not Busy, You're Disorganized. So if you don't know already, one of the things that we do with our clients, the first thing we do is get them to do a time audit, which we get them to audit every 15 minutes of their time for a 2-week period. And the reason why we do that is because most people think they're doing things, but they're actually not. They're not in the reality. So we want to get the data of the reality so we can make proper decisions. Okay, because a lot of people think they're doing something, or they, they think they're not doing something, but in reality they are. For example, a lot of people think they're not scrolling on their phone very much, but when you actually track it, you're actually scrolling quite a bit. Or maybe you're in meetings quite a bit. One of the clients that we work with, they just finished it, and they were doing 12 hours a week of unnecessary meetings. Nothing I hate more than just having a meeting just to have a meeting. Okay, so a lot of people are in this boat. So let me give you some stats about one of these clients that we've got, and we actually got them to do it for their whole team, uh, and it was super interesting. So here's some stats for you, and this, this might be similar to, uh, to what you might be experiencing. So we get them to order their time in 15-minute increments, and then we also get them to put it in the category of what they're doing, whether it's admin, operations, sales, finance, etc. And then we also get them to Say if it's energizing, neutral, or draining. Now, this founder, 44% of the business owner's tasks or time was draining. 44%. Can you imagine running a business with half the amount of time is draining work for you? And the reason why this is, is because he's actually back on the tools temporarily. Because he's helping build out systems and stuff, but he's actually been caught doing stuff on the tools. So what's happening right now with this particular client is we're actually working together to redo their org chart to figure out who needs to do what, because we kind of— everyone, no, everyone, we kind of have multiple people doing the same type of things. Okay, so this is super interesting. And then his ops manager, his ops manager was, I think, 30-something percent on things that were draining as well because his background is not the marketing side of things, it's operations and he was doing client success for marketing. So you see how we can really unravel what's actually happening if we have the data to go on. Another example, this is some crazy data. His content creation team or one person, this content creation person, 29% on admin. 29% on admin. That person should not be doing admin. They should be doing content creation, which goes from— if that person was just doing content creation and marketing, the ops manager wouldn't have to do it. So the ops manager can do the systems and operations so the owner doesn't have to do that. You see how it all flows? So you need to make sure your team is doing the right things, which is why we also work with our clients' teams. So yeah, I hope they give you some insights into what is possible. So from there, what we then do is we first identify the biggest bottleneck for what's holding them back, which in their case, it was their onboarding for this specific example. But it could be whatever, it could be payment processing, could be basic automations, could be GoHighLevel setup, it could be sales, whatever it is. So we find their biggest bottleneck. So this is from the time audit. Okay, find the biggest bottleneck on how we can get more time back straight away. And then literally bit by bit, week by week, get more and more time back. Okay, this is the first pillar of our process to help you get time back is we do the time audit, identify the data where you're spending all your time, and then we figure out, cool, can we either automate this, delegate this, or eliminate this process? Is it really worth it? And then we also do, cool, which ones are actually draining? So can we actually get rid of any of these draining tasks and give them to another team member? As in the owner, can the owner give this to another team member? Can we delegate this to someone else so the owner can focus on the things that actually move the business forward, which a lot of the time is the sales and marketing? Most owners still do the sales and marketing because that's the biggest revenue generating activity. Okay, so once we help you get back the time, a lot of people don't just sit on the couch and do nothing. They go, and spend more time on sales and marketing to make them more money, right? To give them more cash flow to then free up more team or to get more team members to do more of the things and then they get more and more time back. Okay, so this is the process, this is the cycle. So this is exactly what we help business owners with. So literally this is a bit of an insight into kind of our onboarding, I guess. So this is like perfect if you guys are sitting here and you're like, this is exactly what I need. Click on the link in the description, apply to work with us, book on a call with me, and we'll map this out together. Okay, because this is literally— so yeah, so many people need this type of stuff. But it's also super interesting to really just understand where is all your time going, what are the percentages of where your time is going, and what stuff is actually draining you, which one's actually energizing you. Because obviously, if you were just doing the stuff that was energizing, how much more productive would you be in the business? And And how much more productive would the team be if the team was just doing the stuff that they were meant to do? Not just doing stuff just because they have to, doing stuff because they want to do it. I.e., that you should have someone specifically for admin, you should have someone specifically for finance, you should have someone specifically for marketing, you should have someone specifically for client success. That should be their whole role. Okay? Because they're gonna get really, really good at that one thing. And then their focus doesn't, you know, get distorted between other things, right? And the other thing as well with meetings, like, if a meeting has to happen, it has to happen. But a lot of the time, a meeting is not a requirement. I can tell you now, for my business, we have one meeting a week, one meeting with the whole team for 10 minutes. Once a week. And second one that I have is for my client success where we talk about client results. That's 20 minutes once a week. So I have 2 meetings a week and that is it. So if that sounds like you, click on the description or send me a DM. Let's have a conversation and let's get your time back. Have an awesome day.
