Category: Organization

Admin Tips

Decluttering Your Task List

Recently, I read a book that inspired me to declutter my home with a whole new perspective and vigor. Something just hit me right. It was methodical and practical. I tore through my house like a tornado and finally felt what all these decluttering books promise – relief, calm, mental space. Suddenly, I wondered, could I find this same magic in something that doesn’t take up physical space but takes up quite a bit of mental space?

My task list had become, admittedly, a bit overrun. A landing place for “I need to”s, “I should”s, and “One day I want to”s, my task list was a never-ending list of things that need action – if not now, then eventually. I did a great job of setting priorities and realistic deadlines. However, I had fallen into the trap of rescheduling deadlines for items that didn’t get finished without considering if that item still needed to get done. Seriously, one of my tasks had been rescheduled for six months… at that point, do I still need or want to do that?

This specific task came to mind when I considered decluttering my task list. This task took up mental space, dragging along with it the guilt and shame of rescheduling such a simple thing for months and months. For the first time, I took a step back and considered it in a different light.

Decluttering your task list is a quick process that can bring you immediate relief. Below are my tips for getting through it.

Create a Repository for Ideas

My task list was really bogged down with ideas that I had no plan for. I wasn’t even sure I still wanted to do some of them anymore. I created an easy-to-find document that I could move those ideas to and clear them off my working task list. There were even ideas I ditched entirely because they didn’t align with my business direction anymore. And anything that remained was moved into the pipeline to develop a plan and assign a due date. Ask yourself: is this an idea I’m still interested in?

Release Unfinished Projects

Often we start projects and then ghost them for some reason or another – get distracted, fall down the list of priorities, lose motivation. Then those projects stay on the list staring us in the face with their “why didn’t you finish me” judgemental eyes. With these projects, consider whether or not they are still necessary to your business. If it is, give it a realistic deadline. If not, archive it and release yourself from the unfinished guilt. Ask yourself: is this project still in alignment with my goals?

Delete the Unnecessaries

The unnecessaries – things we feel like we should be doing but aren’t impacting any other work and aren’t high priority. For instance, I had a task to set up a service account with a company so that it was there “just in case” I needed it. I hadn’t even had a use case yet – I just thought I might one day need it, so I wanted to set it up. Yet, I didn’t. And I pushed it out and pushed it out. Clearly, it wasn’t critical for me to set up this account, so I finally just deleted it. I’ll cross that bridge when I get to it. A lot of us have these tasks sitting on our lists. Things that seemed super important when we put it on the list but never actually get around to. Ask yourself: is this task necessary?

Once I went through this process, my task list was leaner, easier to manage, and felt more purposeful. I encourage you to do this to clean house and then revisit at least once a year to ensure you’re keeping your list focused on your current goals.

My favorite tool for keeping my task list organized is ClickUp. If you’re interested in setting up ClickUp for yourself or your team, my done-for-you VIP Day will get you from concept to implementation in one day. Learn more here.

Organization

3 Tips to Prepare for Holiday Time Off

Preparing for time out of the office for the holidays is frustratingly stressful. It’s supposed to be the most magical time of the year and somewhere amongst the gifts, parties, and holiday movies, we are still expected to carry our normal workload. The audacity!

All kidding aside, most people see an uptick in workload both personal and professional around this time of year and as we look at the glorious “Out of Office” blocks on our calendar – we start to get overwhelmed.

And not just because of our task list. “What if someone needs me?” “What if my technology gets glitchy?” “How do I actually step away and feel at ease?”

There are a few things you can do to ensure you can take real time off from work and know that your bases are covered.

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Admin Tips

How to Manage Your Files Effectively

Managing files can be overwhelming and let’s be honest… boring for some. 

But as I always say… my passion is your nightmare! 

Remember, an effective file management system boosts the overall efficiency of a company’s operations. It also organizes important information and provides a searchable database for easy access.

With that, I’m going to share tips on how you can manage your files effectively. If you’re looking to clean up your files or revamp how you store them, start with this question:

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Administration

3 Ways Automation Can Hurt Your Business

Okay – raise of hands… how many of you have been told that the way to get ahead in your business is to automate as much as possible?

I can’t tell you how many people are shocked to hear that, as a systems expert, I still do quite a bit of work manually. Sound like a contradiction? Not if you zoom out a little.

Automation is a great way to share the burden of your workload with tools and apps. However, unless done thoughtfully, too much automation can cause some serious problems for you. There’s a sneaky little trap hiding in automation and if you aren’t looking for it, you’ll end up in a pretty big hole.

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Business

Essential Systems for Entrepreneurs

Whether you’re just getting started or you’ve been at it for a while, running a business can be overwhelming. There’s a lot to consider – legal concerns, tracking financials, and getting all the work done.

In the beginning, we all start out doing the best we can. We go from day-to-day fielding emails, doing our best to stay on top of our task list, and hoping we’re piecing everything together correctly.

But then it happens. We start to grow. We have more than we can handle and we start drowning. We know there’s a better way to do things and the idea of bringing in some help is more stressful than we could have imagined.

There is a way to do it better – no matter where you are in your entrepreneurial journey.

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Admin Tips

3 Inbox Labels You Need to Use

Keeping our inboxes organized can be a bit of a nightmare. If you’re like me, your inbox is an extension of your task list, which makes everything a bit harder to keep straight. With the constant flood of messages, it’s hard to have insight into what you need to do, what you’ve responded to, and what’s important.

The key to optimizing an inbox is using the tools at your disposal to make it work for you – and therefore, eliminating some work!

If your inbox is a little out of control, I recommend starting with using these three labels/categories to give you visibility into what’s in store for you.

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Organization

5 Personal Board Ideas for Trello

When we think about task management tools, we consider all the ways they can help us work better, faster, more efficiently. But have you ever looked at your favorite tool and considered how you could use it to improve your life?

I’ve been using the task/project management tool Trello for almost ten years and have gotten creative with how I organize not only my work but my personal life using their flexible boards. Any time I feel like I need to create a special notebook or folder for information, I ask myself if what I’m looking to organize would be better set up in Trello. More often than not, the answer is yes!

Now, admittedly, I could go on and on about all the amazing ways you can use Trello, but below are my top 5 favorite personal board ideas.

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Admin Tips

Staying Organized with the One-Touch Rule

One of the biggest pain points with organization that has a significant impact on our productivity is the existence of piles. And when I say piles, I mean both physical and digital piles. For example, stacks of mail, unpacked boxes, unread email, a full but clean dishwasher. Things pile up and suddenly getting through the pile is no longer a task – it’s a project.

I offer a number of tools to help you work through the piles (have you checked out Detox Your Inbox?!) but let’s talk about how you stop piles from starting in the first place.

All you need to know is three little words…

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Organization

5 Steps to Becoming a More Productive Entrepreneur

As a business owner, you’re frequently wrestling with the challenge of how to get all the things done. How do you balance client/customer work and business development? How do you set priorities? How do you stay on task? How do you keep track of it all?

I get it. As a fellow entrepreneur, I understand there are unique challenges as you try to balance being the Chief of Everything and the CEO.

I have to tell you – there aren’t any secret tricks or hacks that will make you more productive. Our ability to get more done without draining the tank or operating in a constant state of overwhelm boils down to one thing… creating a solid foundation.

These 5 steps will help you strip your productivity habits down to the basics and rebuild so that no matter what comes your way, you can manage all the things without losing your mind.

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