Michael Goshka, CEO of Planfix, a SaaS platform that cuts costs, reduces errors and automates workflows for smarter business operations.
While running my SaaS company for the past 14 years, I’ve tried almost every productivity trick out there. Initially, I believed multitasking would help me accomplish more. However, experience quickly taught me otherwise. Productivity isn’t just about doing more work—it’s about making the right choices, managing your team effectively and thoughtfully leveraging technology.
Why does productivity matter more than ever?
Entrepreneurs today face unprecedented demands on their time. According to recent studies, the average business leader spends a significant portion of their day handling emails, meetings and administrative tasks—activities that rarely contribute directly to business growth. Harvard Business Review highlights that executives spend up to 23 hours per week in meetings alone, no small number of which are considered unnecessary. These distractions and inefficiencies can collectively cost businesses billions of dollars per year in lost productivity.
But the need for smarter productivity strategies isn’t just about efficiency—it’s also important for survival in highly competitive markets. I’ve found that the ability to prioritize effectively, streamline tasks and manage personal energy can become a powerful competitive advantage, allowing leaders to accomplish more without burning out. To that end, here are some practical insights that have helped me, along with some lessons learned from other successful SaaS leaders.
1. Ruthlessly prioritize high-impact work.
Early in my entrepreneurial journey, I found myself overwhelmed by constant demands and distractions. Later, research from the American Psychological Association validated what I’d experienced firsthand: that multitasking can actually slash productivity by up to 40%. As a result, I adopted ruthless prioritization, focusing only on tasks directly linked to core objectives.
Inspired by successful leaders who had found strategic ways to protect their own time, I began scheduling 60-to 90-minute blocks each morning for deep, impactful tasks. If you’re like me, this simple habit can greatly improve your effectiveness, enabling you to tackle the most valuable activities first and delegate or decline lower-priority tasks.
2. Streamline communication and meetings.
Early on in my career, I would spend countless hours in meetings or responding to emails, even though I realized that doing so contributed little real value. Eventually, I learned the importance of being intentional with my communication. For instance, I recommend implementing meeting-free days and strictly enforcing clear meeting agendas, both of which can significantly reduce wasted time.
Controlling email overload is another way to improve. Adopting an “inbox zero” approach and using email management tools can greatly streamline communications and free up several hours a week, allowing you to focus more on things like strategic business initiatives and innovation.
3. Leverage automation wisely.
Ironically, despite developing our own SaaS platform designed specifically for productivity, we didn’t initially integrate its capabilities ourselves. The turning point came when we decided to deeply embed automation into every aspect of our workflow.
Automating repetitive tasks like project management, customer onboarding, reporting and internal communication can greatly increase your efficiency, allowing your team to redirect their focus to work that is more strategic, intuitive or creative. This internal application of automation can not only reduce tedious tasks but also provide invaluable insights into customer experiences, which you can use to continually refine your product and processes.
4. Delegate effectively and trust your team.
Initially, I tried managing nearly everything myself. This not only put more stress on me but also inadvertently created bottlenecks and slowed our growth. When I started looking to other SaaS founders, I realized the power of clear delegation and documentation. This led me to create detailed process playbooks and empower my team with greater responsibility and autonomy.
I’ve found that empowering others can multiply your productivity and significantly reduce your workload. Delegating more effectively can also enable you to concentrate on long-term growth strategies, innovation and customer relationships—areas where a leader’s personal impact is often the most significant.
5. Manage your energy, not just your time.
Working extreme hours was the norm for me. That is, until I started experiencing diminishing returns and burnout. Stanford research confirmed my experience with its findings that productivity sharply declines after approximately 50 weekly working hours. Meanwhile, more recent research found that companies that adopted shorter work weeks experienced boosts in both productivity and employee satisfaction.
One important part of managing your energy is prioritizing rest. Take regular short breaks throughout the workday, and get sufficient sleep and consistent exercise. I’ve found that these practices can help prevent burnout, enhance your creativity and improve decision-making—all of which are critical components for sustained success.
What practical steps can you implement today?
To effectively incorporate these lessons, I recommend starting with the following steps:
• Clearly define your priorities. Identify and guard your top two-to-three daily strategic tasks, scheduling uninterrupted blocks of time for them.
• Reduce meeting overload. Implement designated meeting-free periods or days, and consistently enforce clear meeting agendas and goals.
• Optimize email management. Adopt structured email practices (such as inbox zero), and leverage filtering tools to prioritize communications effectively.
• Use strategic automation. Regularly audit your routine tasks and automate them using effective, integrated tools—ideally leveraging your own product, if applicable.
• Delegate with purpose. Clearly document key processes and delegate tasks so that you can empower your team and free yourself up for more strategic thinking.
• Manage personal energy. Maintain regular breaks, adequate rest, and a healthy lifestyle to ensure sustained productivity and avoid burnout.
By following these practical strategies, you can transform your daily productivity, achieve better business outcomes and build a sustainable approach to long-term success.
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