Category: Virtual Assistants

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.

Admin Tips

Simple Cybersecurity Rules Everyone Should Follow

Cybersecurity is a shaky topic. Some people are good with risks online. Others have every security software and protocol in place. Some are great about following guidelines at work but completely ignore them at home (or vice versa.) Whatever your views, tendencies, and opinions, there is one fact that we are all faced with – cybersecurity incidents are on the rise and here to stay. As we add more software, apps, and devices, we increase the number of gateways available to hackers to access our data. So what can be done?

Well, a lot – which is part of the confusion and problem, right? Where do you start when there are so many options out there?

Here are a few simple ways to protect yourself and others through healthy cybersecurity behaviors.

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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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Admin Tips

3 Tips to Create Reusable Checklists

There are good checklists, and there are ineffective checklists. I know…WHAT?!

One of the easiest ways to stay productive, keep organized, and manage workflows is to create checklists of the actions that need to be completed.

However, you need to be mindful of which type of checklist you will use as there are good checklists and there are ineffective checklists.

I’m going to share how I create a not just great checklist, but a reusable checklist that will save you time and increase productivity.

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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

3 Services to Contract for Your Business

One of the biggest mistakes a business owner can make is believing they can do it all. While entrepreneurs can (and often do) wear a lot of hats, there are great risks in believing and attempting to run your business by yourself.

Sure, you could do research on all the tax codes and piece together something that sounds like a good contract. You could build automations through multiple apps and grind yourself into the ground executing all your day-to-day tasks and business development.

Or…

You could hire an expert to help you. And trust me, the experts are far more affordable than you think.

If you’re ready to offload some work or fill knowledge gaps in your business, here are the top three contractors I recommend you start with.

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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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