Q&A with Nikki Hesford: How Smarter Systems Can Boost Business Efficiency and Growth

For many business owners, “being busy” feels unavoidable. But are you busy with the right things? We spoke with Nikki Hesford, Growth Specialist at the Blackpool Growth Business Academy, about why so many businesses feel stretched and how smarter systems can create more time for growth.

Q: We often hear business owners say, “I’m just too busy.” Why do you think that is?

Nikki: Most of the time, it’s not that business owners don’t have enough hours in the day, it’s that their time isn’t being used as effectively as it could be. Too often, valuable time is spent on activities that maybe feel urgent but don’t directly contribute to growth, for example long meetings, repeated admin tasks, constant back-and-forth communication. The result is a lot of time and energy being used, but not always in the areas that make the biggest difference.

Q: Where do you see businesses losing the most time?

Nikki: Meetings are one of the biggest culprits. I always ask myself: could that 2-hour meeting be a 15-minute call? Could that call be a shorter Loom video? Could that Loom video be a quick voice note? Could that voice note be an email or a text?

I see many businesses losing 10-15 hours a week through unnecessary and lengthy communication. That’s almost two full working days which could have been spent focusing on sales, strategy, or customer experience. And then there are repetitive admin processes, things like manually preparing invoices, collating raw data into spreadsheets, or writing up meeting notes. These jobs might only take 15–20 minutes each, but when you add them up across a whole team, they account for huge amounts of lost productivity.

Q: How can businesses tackle this problem, and what role does the Blackpool Growth Business Academy play?

Nikki: It comes down to discipline and process. Businesses should regularly review how they work and ask: is there a more efficient way? Technology can really help, Loom for example, allows you to record a quick explainer video instead of scheduling a meeting. Tools like Calendly remove the back-and-forth of appointment booking, and digital forms let people provide information in advance, freeing up valuable time.

At the Academy, we help businesses identify and implement these kinds of solutions, from QuickBooks for real-time financial insights to AI tools that write meeting agendas, generate reports, or create website policies.

We also run events and workshops, like our AI masterclass, which show business leaders how to apply smarter systems in ways that are practical, accessible, and deliver real impact. For some, that might mean adopting project management software to see exactly what each employee contributes; for others, it might be streamlining routine admin. The result is the same: hours saved, clarity gained, and a stronger foundation for growth.

Q: Which sectors can benefit from this approach?

Nikki: Every sector can benefit by rethinking the way they work. A restaurant can streamline reservations. A tradesperson can automate quotes and invoicing. A retailer can use smarter inventory systems. A salon can organise bookings. A professional services firm might use project management tools that give visibility of billable work per employee, business leaders can measure productivity and set KPIs. The principle is the same: look at the tasks that are repetitive, time-consuming, and non-revenue generating, then ask whether they could be automated, simplified, or restructured.

Q: What’s the one piece of advice you’d give to business owners who feel overwhelmed?

Nikki: Take a step back and review how your time is spent. Ask yourself whether the tasks filling your diary are the best use of your skills as a business owner. Often, small adjustments, whether that’s embracing a booking system, implementing QuickBooks for better financial visibility, reducing unnecessary meetings, or delegating routine tasks, can unlock hours of additional capacity every week. And that extra time can then be invested in growth, innovation, and building stronger customer relationships.

If you are a Blackpool based business leader looking to manage your time more effectively, book on to one of our workshops today or contact Nikki and the team at the Blackpool Growth Academy for tailored support.