You and I know that as entrepreneurs, we wear many hats. Some we enjoy more than others. However, sometimes, due to lack of resources, it is not as easy to hire the help we so desperately need. So, how do we manage the different roles and all the daily tasks that come with each roll; let alone our personal tasks, as well?
I began coaching Janice (not her real name) after she heard me speak about how I help entrepreneurs create their business to serve their life, not consume their life. She works from home, has several responsibilities for a number of organizations she is involved with for both business and pleasure, and is updating her company image after receiving a prestigious certification for her field. Janice had a “laundry list”, to say the least, of tasks for each which had her completely overwhelmed.
In one of our first coaching sessions, I shared with her an easy way to keep track of all the tasks for each project. Also, we created a simple system that makes the seemingly daunting list of tasks into manageable, achievable daily steps. Not only did she reduce her overwhelm, but has skyrocketed her business in just a short amount of time.
Here is what we did and you can too…
STEP 1: MAKE A LIST OF ALL YOUR “PROJECTS”, BIG AND SMALL
Make a list of all the different roles or “projects” for which you are responsible. Including, organizations you are involved with, meetings you attend regularly, client projects, etc. Writing it down helps you see visually all the responsibilities that cloud your head and drain your valuable energy. Be sure to include ALL projects; business and personal. Just because we are in business, does not mean our personal projects are to be segregated. When we learn to create harmony between business and personal responsibilities, we create a balanced life that runs smoothly.
STEP 2: CREATE SEPARATE PROJECT LISTS
Write down each role or project on a separate list. On each project list, jot down all the tasks that you need to do for that project. My good friend, Terilee, calls this step “Mind Dumping”. Getting it out of your head and onto paper begins to clear your mind and you will feel more in control. A great place to put these lists is in your organizer under separate tabs for quick reference. Some roles or projects may not warrant a separate list and just need to be put on your daily calendar as a scheduled task to be done.
STEP 3: CREATE A WEEKLY TASK LIST
The idea is to chunk it down into manageable pieces. Many of my coaching clients like to do it prior to the week starting. Others tend to do better by planning the next week prior to ending. Which ever your preference is does not matter. The important thing is that you take time out to plan the week. This step should take you 20 minutes a week, max! When you sit down, review each project list for what tasks need to be done the next week. Write the specific items on your Weekly Task list. Again, be sure to include your personal tasks.
STEP 4: PLAN DAILY!
I recommend taking 5-10 minutes each evening to plan for the following day. This one step will not only reduce the overwhelm, but you will accomplish more in less time! This step can be at the end of the work day or it can be prior to going to bed. Again, your particular preference is not what matters. What matters is that you just do it! When you plan each day, you will take 3 or 4 tasks from your Weekly Task list and schedule them in your calendar for the next day. If you have a full schedule the next day, you may only want to include 1 or 2 tasks for that day. Now, you may be able to complete more than 3 or 4. However, the key is to reduce your overwhelm. So, keep it to only as many as you feel you can accomplish in a day.
STEP 5: JUST DO IT!
I heard it said once, “Anything worth doing is worth doing poorly”. Sounds counter-intuitive, but the message is this; if we wait to doing something perfectly, we will never begin. So, the key to achieving anything you want is to get out their and “Just Do It”! Nike had the right idea!
© 2009 The Business of You
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