There can be something deeply satisfying about running an online business – until you realize you’re drowning in endless tasks that suck up all your time and energy. The solution? Trim the fat and streamline your processes, so you can spend less time on the grind and more time on what matters most.
Below are seven ways to kick unnecessary workloads to the curb, and no, it’s not all about automating absolutely everything – because humans are still useful, apparently.
1. Outsource Like a CEO, Not a Control Freak
Let’s be real for a second; no matter how much you might want to, you can’t possibly do everything. The quickest way to free yourself from menial tasks, therefore, is to hire others to do them. For Shopify merchants, this could mean outsourcing product photography, order fulfillment, or social media management. But here’s the catch – don’t just outsource the things you hate; offload tasks you like but aren’t central to your business’s growth. For example, instead of personally responding to every customer query, you could hire a virtual assistant or use a customer service automation app like Gorgias. It’s hard to let go, but the mental bandwidth it frees up is worth it. Don’t worry, you’ll still be the boss; only now, you’re a boss with free time.
2. Kill Your Darlings – The Tasks, Not Your Dreams
Sometimes the workload swells because we cling to tasks we think are necessary (and they probably aren’t). It’s time to be brutal with your to-do list. If something doesn’t directly drive revenue or customer satisfaction, ask yourself why it’s there in the first place. For example, that weekly email newsletter might be a great idea, but if it’s not driving conversions, you can either cut it down or automate it using something like Klaviyo’s workflow system. That weekly report you’ve been creating? Maybe no one’s actually reading it. Give it the ax.
3. Automate (but Not Like a Robot)
A 2024 report shows that automation can save businesses between 10% to 50% on costs related to manual processing, with 57% of IT leaders confirming these time and cost-saving benefits. Additionally, more than 85% of business leaders believe that automating workflows enables employees to focus on strategic goals, reducing unnecessary labor.
Yes, automation is the buzzword of the century, but it’s not about replacing yourself with a string of algorithms. Think smarter, not harder. Automate some things – order fulfillment, automated invoice processing, inventory updates, or customer emails – but leave the human touch where it matters. Shopify merchants have access to powerful tools like Shopify Flow, which can automate repetitive tasks like sending alerts for low stock or tagging high-value customers. Think of automation as your digital intern; it’s there to handle some of the boring stuff, while you handle the ‘next-level’ tasks.
4. Become a Master of (Strategic) Procrastination
Here’s a controversial opinion: not all procrastination is bad. Strategic procrastination can actually reduce your workload. Got a task that’s been hanging over you for days? Wait a little longer, and chances are it’ll become irrelevant or someone else will handle it (if you’re lucky). Don’t procrastinate on important deadlines, of course, but for some key areas? Wait it out and see if it fixes itself. This can be especially useful for ecommerce businesses – perhaps a customer inquiry can be resolved with an automated FAQ or chat function, saving you the hassle of responding manually. Essentially, pick your battles.
5. Shrink Meetings – Or Just Cancel Them Altogether
Meetings, meetings, meetings – sometimes crucial, often not. If you want to instantly cut down on wasted time, start by slashing the number of meetings you attend. For the ones you can’t avoid, cut the length in half. Magic happens when you realize that most things don’t need an hour to discuss. In ecommerce, daily or weekly meetings can often be replaced by automated reporting tools like Google Analytics dashboards, or Shopify’s built-in analytics that provide key data without needing endless discussions. As the saying goes: ‘This could have been an email,’ or better yet, ‘This could have been ignored.’
6. Set Ruthless Boundaries With Your Clients (and Yourself)
Client work expanding beyond what you signed up for? Time to draw the line. Be clear with clients from day one about what’s included in your service. That little ‘quick tweak’ they asked for? It may well be a slippery slope toward a workload avalanche. If you’re an ecommerce business running on Shopify, make sure your policies for returns, refunds, and customer service response times are clear on your website to avoid scope creep and overwork. And hey, while you’re at it, set boundaries for yourself. Just because you can respond to emails at 11 p.m. doesn’t mean you should; your business won’t implode overnight if you take a little time out for yourself.
7. Invest in Tools, Not Toys
There’s no shortage of fancy gadgets and apps claiming to save you time. Spoiler: most of them don’t. Be selective. For Shopify merchants and DTC marketers, tools like Oberlo (for dropshipping), ShipStation (for fulfillment), and Yotpo (for reviews) can save countless hours on routine tasks. Invest in tools that truly shave hours off your day, whether it’s a project management system that keeps everything in one place or a scheduling tool that stops the back-and-forth dance of finding meeting times. If a tool doesn’t directly simplify your life, ditch it. More apps can sometimes mean more integration headaches. Simplify your stack and focus on the essentials.
A Word on Wellbeing
Statistics reveal that 40% of employees experience burnout symptoms, a factor directly tied to excessive workloads. However, companies investing in employee wellness programs, which target workload management, show improvements in productivity and lower turnover. Whether you’re a one-man-band, a small team, or part of a larger enterprise, a well-balanced approach to workload distribution can significantly boost engagement and efficiency.
Less Really Can Be More
Cutting down on your workload doesn’t have to feel like solving a complex riddle; it’s about getting strategic, letting go of the fluff, and focusing on what makes your business actually tick. For Shopify merchants, it’s about using the right tools and strategies to streamline day-to-day operations. Because at the end of the day, the goal isn’t actually to work less – it’s to work smarter.
