9 Productivity Hacks for Small Business Teams Everywhere

As a small or medium-sized business (SMB) owner, how many tasks do you tackle in a day? 10? 50? 100? And how many of those are eating up your time? All of them? We thought so. So the question is, how do we get these tedious tasks out of the way to focus on business priorities?

The simple answer is to let technology do the work.

According to the latest edition of the Salesforce Small and Medium Business Trends Report, 88% of growing SMBs are increasing their technology spending this year. From simple workflow automation to artificial intelligence (AI), the right tools can help you reclaim hours of your time. Here are nine productivity hacks for small business owners that combine technology with smart habits to help you work more efficiently.

Your productivity hacks: 

• Hack #1: Use a free CRM to keep everything in one place
• Hack #2: Spend less time in your inbox with marketing automation
• Hack #3: Get your products online in just a few clicks
• Hack #4: Take control of all customer inquiries in one simple app
• Hack #5: Help customers help themselves 
• Hack #6: Keep conversations and work moving
• Hack #7: Bring your team, tools, and tasks together
• Hack #8: Turn insights into action with simple reports
• Hack #9: Use AI agents to get more done

Hack #1: Use a free CRM to keep everything in one place

A customer relationship management (CRM) tool helps you manage all your information and track customer interactions easily from one platform. This handy tool keeps all your business processes organized so you don’t waste time searching through emails or jumping between spreadsheets. And with a CRM especially for SMB, you can sell, market, and support customers — all from one platform. It’s one of the best hacks to boost productivity and simplify your daily operations. 

And, yes we did say free.

For example, Salesforce Starter Suite brings your sales, marketing, service, and commerce into a single platform. You won’t need multiple apps or expensive software — everything you need is in one place. Here’s how it can be one of the best productivity hacks to help you run your business more efficiently.

• Track customers: Keep all your customer details in one place, so you never lose important info.
• Boost sales: Track sales, send invoices, and manage purchases without needing extra tools or software.
• Market like a pro: Send personalized messaging campaigns for marketing and promotions that are clickable and trackable. 
• Automate tasks: Automate manual tasks like data entry, so you can pay attention to more strategic work. 
• Sell online: Create a branded online storefront with a built-in template and drag-and-drop design tools.
• Track metrics: Get data-driven reports on sales and marketing to make informed decisions.

Hack #2: Spend less time in your inbox with marketing automation

How much time do you spend in your email inbox? According to McKinsey, an average person spends 11 hours a week on email. That’s a lot of time, and it’s easy to lose sight of what’s important. Marketing automation is one of the smartest productivity hacks to work faster, helping you reach the right people at the right time without extra effort.

With marketing automation, you can build and launch email campaigns in minutes using pre-designed templates, no tech expertise required. You can also use AI to send emails when customers are most likely to open them, so every message feels personal and timely, without any extra effort.

And a smart marketing system does more than just send emails. It unifies customer data across sales, marketing, and service so you can segment audiences based on their actions. You’ll know who clicked, who’s interested, and who purchased— giving you the insights to refine your strategy in real-time. This makes it one of the most effective hacks for startups looking to scale quickly.

Hack #3: Get your products online in just a few clicks

Have an ecommerce shop? If you’re still managing orders individually, it’s time for a better way. Getting your products online is easier than you think: choose a storefront template, add your products, and go live. No coding. No complex systems. Quickly add payment links, let customers check out instantly, and share them everywhere (email, chat, social). Every click they make, every product they buy, it all flows into your CRM system and into your storefront metrics.

The real benefit? It saves you oodles of time. You don’t have to input the same product info over and over, or track down rogue payments. With tools like Starter Suite, you can launch an online store and get guided templates, drag-and-drop design tools, and mobile-ready layouts that sell your product fast from day one.

Hack #4: Take control of all customer inquiries in one simple app

Customers expect quick responses, no matter how they reach out — by email, through your website, or on social media. But managing messages across different platforms can get really overwhelming. A central inbox keeps everything in one place, so you never miss an inquiry. If you have a team handling customer support, a shared view helps avoid duplicate responses and errors, especially as you scale.

With Pro Suite, you can automatically route inquiries to the right person. This means faster answers and happier customers. You can also offer in-app and web messaging so customers can reach you directly. Everything syncs with your small business CRM, making it easy to track conversations and build better relationships.

Hack #5: Help customers help themselves

According to the latest edition of the Salesforce State of Service Report, 61% of customers would rather use self-service for simple issues. It’s safe to say that customers don’t always want to wait for support, and many prefer to find answers on their own. A self-service option saves time and keeps your team from repeatedly handling the same questions.

A well-organized help center gives customers instant access to common solutions. Self-service tools can include frequently asked questions (FAQs), knowledge bases, and AI-powered chatbots. A chatbot can answer simple questions or guide users. It can also connect them to a sales representative when needed.

But self-service only works if done right. A frustrating experience can make customers go away. 72% of customers won’t reuse a chatbot after a bad experience. To get it right, invest in clear, well-structured content and AI (like Agentforce) that understands real customer needs. The better the experience, the more customers will trust and use it.

Hack #6: Keep conversations and and work moving

Slow communication can be a real productivity killer. Messages and updates can get buried in emails, and before you know it, the team’s out of sync. That’s why it helps to have one place where everyone can connect and stay up to speed. Slack gives you exactly that — a central space where your conversations actually move things forward.

With Slack, you don’t have to waste time searching for old chats or asking for the same file twice. Everything lives in organized channels by topic or project, so the context is always clear. Need to catch up? AI-powered summaries help you scan long threads in seconds. You can also chat with clients, vendors, or anyone you work with, all from the same place. And if you’re away from your desk, the mobile app keeps you in the loop. Search a file or review what your team discussed earlier — it’s all right there when you need it. 

Hack #7: Bring your team, tools, and tasks together

When work is spread around too many places, it’s easy to lose track of what’s important. Slack for small business brings everything together in one place, so you don’t waste time switching between apps or chasing down updates. It also makes teamwork easier. You can chat, share files, and access customer info — all in the same space. It connects directly to your CRM, so everything you need is just a click away. Here’s how Slack helps you stay on top of your day.

• Automated workflows: Slack’s automation features allow you to simplify repetitive tasks and reduce manual labor, freeing up time for more strategic activities.
• Integration with productivity apps: Slack integrates with various productivity apps, such as Google Drive, Trello, and Asana, enabling teams to access and manage tasks from a single platform.
• Real-time notifications and updates: Slack’s real-time notifications and updates keep teams informed and aligned, reducing the need for lengthy meetings and emails, and enabling them to respond quickly to changing circumstances.

Hack #8: Turn insights into action with simple reports

Your business is constantly sending you signals through data — from sales numbers to campaign performance. But if you’re not looking at the right information, it’s easy to miss what matters. Simple CRM reports turn your business data into clear dashboards that show what’s working and what’s not, helping you make informed decisions faster.

Sales dashboards highlight what’s driving revenue. Service reports help you spot customer issues before they grow. Marketing insights show which campaigns are performing and where you can improve. And the best part? You don’t need to be a data expert to understand any of it.

With Tableau, you can turn insights into clear visuals that are easier to understand and act on. It highlights trends as they happen, helping you spot what matters and act fast. And because these reports are powered by Data Cloud, all your data (across sales, service, marketing, and commerce) stays connected and up to date. You get the full picture without digging through different systems.

Hack #9: Use AI agents to get more done 

An AI agent is digital labor that works for you 24/7. It can handle tasks and automate work — taking care of repetitive tasks so you can focus on serving customers and growing your business. 

With Agentforce, you can create and deploy AI agents that can handle tasks automatically across any business function. It is built right into your AI CRM, so you can equip it with any necessary business knowledge to execute tasks according to its specific role. And, according to the Salesforce Small and Medium Business Trends Report, 87% of SMB leaders using AI say it helps them scale and save time.

Here’s why using AI is one of the top productivity hacks for small businesses looking to optimize operations.

• AI can process orders: It can automate order entries and payment follow-ups to speed up sales cycles.
• AI handles pricing: It instantly provides customers with pricing details, discounts, and special offers.
• AI automates follow-ups: It sends reminders and personalized messages to leads and customers. 
• AI answers customer questions: It responds to FAQs, processes service requests, and provides instant help with minimal human effort.
• AI schedules meetings: No more back-and-forth emails. Agentforce finds a time that works and books it for you.
• AI finds and shares information fast: Need a file, report, or customer history? Just ask, and AI-powered search instantly pulls up what you need. It delivers quick answers to your team and customers by pulling relevant information from internal documents.

Fun fact: Agentforce can do all of the things we just talked about — automate workflows, handle customer service, build marketing campaigns, and streamline communication — so your team can concentrate on high-value tasks. 

And that’s just the start. Agentforce learns and improves over time, taking on more work as your business grows. The list of what it can do will only keep growing. 

Hack your productivity for your growing business

We appreciate you taking the time to explore these productivity hacks with us. At Salesforce, we’re always finding new ways to work smarter and help you do more with less. Salesforce for small business is built for businesses that need a simple, effective way to boost productivity. It’s quick to set up and easy to use, so you can start seeing results from day one. Less time spent on repetitive tasks means more time to prioritize serving your customers. And that’s the secret recipe to a productive business.

Start your journey with the Starter Suite today. Looking for more customization? Explore Pro Suite. Already a Salesforce customer? Activate Foundations and try out Agentforce today.

AI supported the writers and editors of this article.