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5 Tips to Plan and Organize Work as an Entrepreneur

May 18, 2023 | Latest, Marketing Tips, Organizational Tips

5 Tips to Plan and Organize Work as an Entrepreneur

For female entrepreneurs and small business owners, it can be a juggling act to stay on top of everything that you need to do in your business. From planning out your day to project planning, and everything in between. Staying organized is key to helping you sustain your business for the long haul and create a work-life balance. But how do you keep up and stop falling behind, chasing your tail? In this blog learn 5 time management tips to plan and organize work as an entrepreneur.

Time and time again we see entrepreneurs lack the know-how or skill to organize their time efficiently. When you are a solopreneur or small business owner, you often lack the support to be able to juggle every aspect of your business. 

Which can leave you feeling like you are constantly spinning your wheels, without gaining much traction! From working with team members to completing important tasks and managing your personal life, it’s easy to feel overwhelmed. 

However, with a little bit of organization and planning, you can ensure that your days are productive and efficient. The fact is, if you are a small business owner, you need to understand the best way that you can control your time in an efficient way.

plan and organize work

“It’s not always that we need to do more but rather that we need to focus on less.”  Nathan W. Morris, author and finance expert

Organizing work and creating a project plan, can make a huge difference to your productivity.

This is crucial especially when your business starts to grow. But how do you manage your time and stay ahead without the overwhelm?

Why You Need to be Organized as an Entrepreneur?

As an entrepreneur, you are responsible for every part of your business. From managing finances to creating marketing strategies, there is always something that needs to get done. 

This can often lead to a chaotic life where it seems like you are constantly putting out fires and struggling to keep up with the demands of your business.

Being organized is a necessity to keep up with your business demands. 

It holds the key to being efficient and productive for the long haul and reaching your goals.

Without it, life will be a struggle and you will soon find yourself burning out in the process.

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Bigger Picture

Being organized helps your business in big ways. By staying on top of your daily work, money, and goals, you can make better choices that move your business forward.

When you’re organized, problems won’t surprise you as much. You’ll be able to handle challenges better and stay focused on where you want your business to go.

So being organized isn’t just about your daily to-do list. It’s about planning ahead so your business goes in the direction you want. 

When you keep things organized, you can steer your business toward success more easily. You’ll know where you stand, where you want to go, and what to do next.

That makes it easier to achieve your business goals in the long run. The key is to organize your operations, track your finances carefully, and keep your goals in mind every day.

That gives you the information you need to make smart decisions, helping your daily work connect to the bigger picture. 

Then you can guide your business step-by-step toward your vision of success.

5 tips to plan and organize work as an entrepreneur

Work-Life Balance

Creating a project schedule, and monthly, weekly, and daily tasks to manage your time and projects, is key to helping you reduce your overwhelm and stress.

When we have so many things to get done and do not have any clear specific goals or tasks mapped out, it’s easy to lose focus. 

Mapping out your time and documenting all of your tasks in a way that works best for you, will be a game changer for you and your business.

You will find yourself having more time to focus on certain aspects of your business and bring more personal time into your life. Creating a better work-life balance. 

We honestly wouldn’t know where we would be without mapping out our tasks and using an online organizational tool like ClickUp or Trello. We simply wouldn’t be able to get the things done that we need without the overwhelm!

trello

Work-Life Balance

As an entrepreneur, it’s easy to get sidetracked by new ideas and opportunities. When you’re organized, you can maintain focus on your core business goals. 

Start by creating a clear mission statement that summarises your business vision and purpose. 

Refer back to this often to guide your decisions to ensure new projects align with your central goals. 

Having a defined mission will help you decide what to say “yes” or “no” to. Staying focused on your long-term vision while handling immediate tasks takes discipline. 

But organization can help you get there, leading to sustainable business growth.

Time is an Asset

Your time is one of your most valuable assets as an entrepreneur. When you stay organized, you can use your time wisely and prevent wasted hours. 

As your business grows, continue to evaluate how you spend your hours and adjust schedules when needed. 

For example, you may need to bring on a virtual assistant to manage your emails or schedule appointments with clients. Alternatively, you may need to hire a social media manager to write content, edit videos, or schedule posts.

Don’t be afraid to outsource tasks so you can focus your time on higher-level growth strategies. 

Managing your time well ensures you’re spending enough time on the projects that matter most and moving your business vision forward. Your time is precious, so stay organized to use it effectively to achieve your goals.

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Meet Deadlines

As an entrepreneur, you likely have many projects happening at once with tight deadlines to deliver results to clients or launch products. 

Staying organized is crucial for completing projects on time. Create systems to track deadlines across projects so nothing falls through the cracks. 

Schedule tasks out in advance to ensure you make progress toward deliverables each day versus scrambling at the last minute. Also, plan for the unexpected by building in buffer time. 

This will also help you meet deadlines, making your clients and team happy while building your reputation. 

At Haymes Digital Marketing, we use a project management tool to ensure we track our projects and tasks to meet deadlines. Our favorite is ClickUp. We even created a blog post explaining how it has helped us in managing tasks and projects. 

You can read our blog post here to learn more about Clickup and how it helps our workflow.

5 tips to Help you Plan and Organize Work

1. Create an Action Plan

The first step to organizing your day is to create an action plan. Start with writing down all of the specific tasks that you need to get done and by when. 

Begin with your overall goal and then break that goal down into actionable steps.

Creating a clear plan will not only help you get control of your time, but it will also help you feel less overwhelmed as everything that you need to get done is no longer taking up your mental space. 

Creating an action plan is a powerful first step in the planning process. You will be able to identify specific objectives and create daily priorities to help you more easily get to the finish line!

Start by identifying the specific tasks that you need to complete and the due dates for each one. Create a monthly plan, weekly plan, and then a daily plan.

By doing this, you can allocate your time effectively and ensure that you focus on the most important tasks and in what order.

plan and organize work

2. Use an Organisational Tool

One of the best practices that you can do when it comes to managing your time and getting things done, is to use an organizational tool or project management software platform. These tools will become your best ally when it comes to getting things done in your business.

In the beginning, your pen-to-paper to-do list may work, but as your business begins to grow and you soon have 101 things that need to get done, this method will not only make it more difficult to track your progress but will be more time-consuming. 

The good news is that there are many amazing free online organizational tools that you can use to help you manage your daily routine and keep track of your progress. One great tool that can help you create an action plan is Trello.

plan and organise

Trello is a visual project management tool that allows you to create Kanban board lists for your projects. One of the simplest online tools that you can use, and that is why many of our clients love it!

Trello’s visual approach to task management makes it easy to see the big picture and identify what needs to be done next. You can visually create lists, change colours, add images, files and so much more. 

Trello uses colour coding, labels, and icons to help users quickly identify tasks and their status. You can easily add team members, communicate with your team, and track progress. It quite literally can save you a lot of time.

Trello also integrates with a wide range of other online tools like Slack, Google Drive and Dropbox. Making it easy to connect Trello to your existing workflow and other tools. 

trello

Another amazing organisational tool that we love is ClickUp. ClickUp is a more advanced tool than Trello and has many additional features.

With ClickUp you can create custom task lists, track time, set due dates and collaborate more easily with team members. You can also customise ClickUp to suit your needs and create automated workflows. It’s also integrated with other popular tools.

ClickUp works well for more complex tasks when your business begins to grow and you need to stay on top of multiple tasks, projects and due dates. Making it our number-one choice and tool that we use at Haymes Digital Marketing.

ClickUp is more complex than Trello with a steeper learning curve. But once you learn the ropes you will love it as much as we do. 

plan and organize work

3. Set Aside Time for Specific Tasks

Another important tip for organising your day is to block out time for specific tasks. For example, you might dedicate the first hour of your day to checking emails, or the end of the day to plan for the next day.

By setting aside specific blocks of time for your tasks, you can ensure that you are making progress and avoiding distractions.

Make a point to block out your time in your business calendar and turn off distractions.

To get started with time blocking, keep in mind these key best practices:

Identify your goals

First, identify your most important goals and high-impact tasks and prioritize those in your calendar. The activities that will move your business to the next level should get the first dibs on your schedule. 

Don’t let lower-value busywork or interruptions crowd out time that is allocated to high-priority tasks. If the task is related to your most important goal, dedicate uninterrupted time to it.

Set aside a time 

When blocking time, make sure to give yourself big chunks of time for important projects or tasks that require deep thinking. 

Challenging tasks need you to focus for longer stretches without getting distracted. Shorter blocks of 15-30 minutes may work well for tasks like returning emails or phone calls. But for doing your deepest, most valuable work, give yourself plenty of quality time to really get into the flow. 

Think about your own habits and energy. If you know you can power through an analyzing task for 60 minutes before needing a breather, go ahead and schedule a full hour to get that done. 

Or if your focus fizzles out after half an hour, then start with 30-minute time blocks for your brain-heavy work. Test out different time block lengths for important projects and see what duration helps you buckle down and get into that productive zone.

plan and organise

Build a buffer time

When you’re mapping out your schedule, make sure to leave some buffer time between your time blocks. Things often take longer than we expect, so adding extra wiggle room can make a world of difference. 

Give yourself an extra 5 or 10 minutes between meetings and tasks. That way, if the first activity runs over, you have a few minutes to regroup before the next thing. 

Don’t pack your calendar too tight with back-to-back-to-back blocks of time. Leave some breathing room for little breaks, transition time, and flexibility. 

Having at least a few minutes between each scheduled task will help avoid that stressed, frazzled feeling of jumping from one thing to the next. Allow space to recharge, regroup, grab some water, or take a brief walk. 

Keep your schedule reasonable with pockets of space here and there, and you’ll feel more relaxed while staying on track.

Combine similar tasks

When planning your time blocks, look for opportunities to combine similar tasks together and knock them out in one go. 

For instance, instead of spreading out phone calls all throughout your week, block time to power through all your sales calls at once. Dedicate a chunk on Tuesday mornings for ploughing through your whole call list without interruptions. Or gather up all your different reporting tasks and do them together on a Friday afternoon. 

Combining related tasks into batches makes you more efficient. Crossing a whole task category off your list gives you a nice sense of accomplishment! 

So pay attention to opportunities to group similar to-do’s together into one super productive time block.

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Stick to them

Once you’ve planned out time blocks for your important tasks, do your best to stick with them. Use any tricks you can to avoid disruptions during those key blocks of focus time. 

When you feel the urge to sneak in random little tasks remind yourself “No, I set aside this chunk of time for Project X and need to stick to it.” 

Don’t let yourself get tempted into drifting off and doing unrelated things. This time has been specially carved out from your day for a specific purpose or priority task. 

Review your schedule 

Get into the habit of reviewing your calendar the night before and each morning. This gives you a chance to tweak your time blocks as needed. 

If new tasks pop up or priorities shift, go ahead and move blocks around. If a meeting gets delayed, reclaim that time for something else important. Check in on your schedule consistently to keep it optimized.

Over time, pay extra attention to when you feel super focused and productive. Make notes about your energy levels at different times of the day. 

Then use those insights to schedule your most challenging work for when you’re at your peak. Reflect often on when you do your best work and tailor your time blocking around that.

Revisiting your time-blocking strategy regularly helps you constantly improve it. Experiment with what works best for your work style and energy rhythms. It takes commitment to stick to time blocking. 

But once it becomes a habit, it can totally transform how efficiently and effectively you use your day. Tweaking as you go helps time blocking work its magic.

4. Track Your Progress

Tracking your progress is essential for staying organized and motivated. There’s nothing more satisfying than ticking things off on your to-do list!

The sense of accomplishment and feeling of making progress will help you feel less overwhelmed and more excited!

plan and organize work

This is where a tool like Trello or ClickUp has some of the best features you can access for free, to help you track your progress and mark everything that has been completed.

It will also help keep you up to date with your weekly to-do list and plan out your day.

5. Take Care of Yourself

It’s easy to get distracted throughout the day by notifications, social media, co-workers, and other disruptions. While some distractions are inevitable, you can take steps to minimise them and stay focused. 

Start by identifying your biggest time wasters. Social media, email, and web browsing often top the list. Then, make a plan to limit them.

For example, you could turn off notifications, set a timer for social media, close distracting tabs, and ask colleagues not to interrupt you during certain times. 

Also, try to create a distraction-free environment. Find a quiet space if possible or use noise-cancelling headphones.

Silence your phone and close apps not needed for your current task. Clean up physical clutter as well.  

Finally, be mindful when you feel your focus wavering. Pause what you’re doing and take a quick break to reset.

Stretch, meditate, or go for a short walk. Then, return to your work and eliminate any new distractions that arise.  

Staying focused is a skill that takes practice. But putting things in place to minimize disruptions will help boost your productivity and ability to plan effectively.

Guarding your time allows you to make the most of it.

plan and organize work

In Summary

As an entrepreneur, the key to creating balance and staying ahead of the curve is to organize your day and map out your tasks. Get all of your thoughts and tasks out of your head and onto your chosen system.

This process will bring you clarity, focus, and motivation to move forward and take action!

Without this process, the mental fatigue of constantly thinking and worrying about everything that you need to get done will simply keep you paralyzed from making any progress at all. 

Next Steps

The key to business success is to take the time to plan, organize your time, and take action.

By following these five tips and using organizational tools like Trello and ClickUp, you can stay on top of your work tasks, track your progress, and achieve success in your business. Making a big difference to your life as an entrepreneur!

The free version of both Trello and ClickUp has a lot to offer and will help you manage your time the right way. You will soon be a time management ninja in no time!

And when you find yourself overwhelmed with the amount of tasks in your business, remember that you don’t have to do it all alone. You can always delegate it to a virtual assistant (VA).

If you need help, book a call with us and see how we can assist you in lightening your workload and maximizing your productivity.

Disclosure: Some of the links in this post are ‘affiliate links.’ This means if you click on the link and purchase the item, we will receive an affiliate commission.

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