However, there is a culprit that many entrepreneurs deal with that is a roadblock to their success, disorganization and a dysfunctional back office. But, there is a powerful solution that can transform the way you manage your business: the art of delegation. 

In this blog post, we will explore effective strategies for mastering the art of delegation, overcoming disorganization, and reclaiming control of your back office. By implementing these simple techniques, you can optimize productivity, eliminate overwhelm, and set a solid foundation for success and sustainable growth.

Understanding the Power of Delegation

Delegation is not about relinquishing control or being a weak leader. Neither is it the quick fix that will eliminate you feeling overwhelmed by your business. On the contrary, it is a strategic approach that empowers you to leverage the skills and expertise of others. By delegating tasks that are not aligned with your core strengths, you can free up your time to focus on high-value activities that drive growth. Delegation allows you to scale your business, foster a collaborative work environment, and achieve a better work-life balance. 

But delegating is a strategic solution that requires preparation. You have to be prepared mentally as the business owner. And your business has to be organized and prepared or you’re going to create more chaos and suck other people into it. Delegating without proper preparation can lead to some serious inefficiencies, miscommunication, and you are not going to get the results you want. By taking the time to prepare and plan for delegation, you can make sure you hire the right person, set clear expectations and provide the guidelines they need to meet your expectations.

Overcoming Disorganization and Reclaiming Control of Your Back Office

Disorganization in your back office can hinder your productivity and create a sense of chaos. And I’m not just talking about your digital files being disorganized. They way you work is probably disorganized as well. 

To overcome disorganization, you need to start by assessing your workload and identifying tasks that can be effectively delegated. Then you need to prioritize critical activities that require your unique expertise and assign the rest to capable team members. But until you get organized, you can’t identify they type of help you actually need. And if you don’t have any documented processes or systems in place, then you need to start with reclaiming control of your back office. 

And I strongly suggest you seek support from a business strategist like me or someone else even. We specialize in streamlining operations, optimizing workflows, and bringing order to the chaos. And a back office assessment helps me gather the information I need to help you develop efficient systems, implement organization strategies, and transform your back office into a well-oiled machine.

If you don’t know how your business should operate, how can you explain that to someone else so that they can help you? You can’t! And clear communication is vital so that you can set expectations and everyone knows exactly what they need to do and how to do it. 

Transforming Your Business with Delegation

Implementing delegation goes beyond simply assigning tasks. It involves creating a positive and growth-oriented environment within your team. Foster open communication, provide continuous support, and recognize the achievements of your team members. Encourage a culture of accountability, where everyone takes ownership of their delegated responsibilities. Additionally, leverage technology and automation tools to streamline processes and improve collaboration. By combining effective delegation with optimized systems, you can transform your business into a well-organized and efficient powerhouse.

Mastering the art of delegation is a game-changer for overwhelmed entrepreneurs seeking to regain control of their back office. By understanding the power of delegation, overcoming disorganization through effective strategies, and transforming your business by reclaiming control of your back office, you can optimize productivity, eliminate overwhelm, and achieve remarkable success. Embrace delegation as a strategic tool, empower your team members, and unlock your business’s true potential.

Take the first step today by booking a back office assessment with me. During this 2-hour recorded call, we’ll explore your current business operations, identify areas for improvement, and create a customized action plan to streamline your workflows, optimize your systems, and get you ready for successful delegation.

Remember, getting your business prepared for delegation is crucial – because a disorganized business will only lead to more chaos and stress. So why not take advantage of this opportunity to get your business in the best shape possible, ready to hand over tasks confidently and achieve the results you’re after?
Don’t let your business hold you back any longer. Book your Back Office Assessment with me today, and let’s work together to unlock the full potential of your business through the art of delegation.

If you would like to hear the expanded version and learn more about a special offer you need to take advantage of, check out the podcast episode below.

1:42 – Learn more about the power of delegation

3:34 – How to plan for and prepare to delegate

4:35 – Learn about the different types of business owners when it comes to delegating

7:07 – The mindset shift you need to make when it comes to the state of your back office

12:14 – How to find if if you’re business is ready for you to delegate

Links mentioned in this episode:

Book Your Back Office Assessment

Let’s connect online 

Connect With Me On Instagram: @the_shannonbaker

The post Mastering the Art of Delegation: Overcoming Disorganization and Reclaiming Control of Your Back Office appeared first on .

Many people have tried to achieve work-life balance, but it’s becoming increasingly clear that it’s a myth. The truth is that work-life balance is impossible to achieve. It’s based on the assumption that work and life are two separate entities that need to be balanced. 

However, the reality is that work and life are interdependent, and they influence each other in various ways. Work-life integration, on the other hand, recognizes this interdependence and creates a synergy between the two.

What is work-life integration?

Simply put, work-life integration means creating harmony between your personal life and work life. Then they work together instead of competing against each other. It’s a more holistic approach that allows you to achieve your personal and professional goals while maintaining your overall well-being. 

By integrating the two, you can have the best of both worlds. Most importantly, you can grow your business and still have time for your family, friends, and hobbies. In the long-term, work-life integration enables you to live your legacy and avoid burnout. You don’t have to sacrifice one for the other.

How Digital Calendars Boost Productivity

One of the biggest advantages of using digital calendars is they help you be more efficient and boost your productivity. You can eliminate the need for paper planners, sticky notes, and other tools that clutter your workspace. Instead, you can access your schedule from anywhere with an internet connection. This makes it easier to stay on top of your personal and work schedule.

You can see your work and personal life in one place, which makes it easier to manage the two. By scheduling your personal commitments alongside your work schedule, you can avoid overbooking or double-booking yourself. This causes unnecessary stress and frustration. And you can share your calendar with your team or family members. Making it easier to coordinate events and appointments with everyone. 

Additionally, digital calendars offer features like reminders and notifications, making it easier to remember important deadlines, calls, and appointments. You can also schedule recurring tasks, making it easier to stay on top of routine tasks like self-care, team meetings, client follow-ups, and project deadlines.

Digital calendars also offer features like color coding and recurring events. This makes it easier to stay organized and manage your time effectively. For instance, you can color-code different types of events like work-related, personal, and family events so you can quickly identify them. 

And if you want to be more intentional about the way you use your time, then a digital calendar will definitely help. It can help you maximize the time you have available by scheduling your tasks and appointments in a way that makes the most sense to you.

Tips for Better Work-Life Integration with Digital Calendars

How can you use a digital calendar to achieve better work-life integration? Here are some tips:

1. Use a Hybrid Approach: While digital calendars are great for organizing your schedule, it’s important to use a hybrid approach that includes both digital and paper planners. Paper planners can help you visualize your goals and priorities, while digital calendars can help you stay on track with reminders and notifications and see things at a glance.

2. Time Blocking: Time blocking is an effective way to limit the number of tasks you work on and determine how long it will take to complete each task. By scheduling tasks in advance, you can avoid overbooking and ensure you have time for personal commitments.

3. Schedule Breaks: Don’t forget to schedule breaks throughout the day. Taking breaks can actually improve your productivity by reducing stress and increasing your focus.

4. Set Boundaries: Set boundaries around your schedule to avoid overworking and burnout. Use a digital calendar to set clear start and end times for work-related tasks, and stick to them.

5. Prioritize Your Tasks: Focus on one priority at a time and stick with it until it’s complete. Avoid assigning more than three tasks per day to avoid feeling overwhelmed.

6. Sync Your Calendar: Be sure to sync your personal and business calendars with an online scheduler so you don’t overbook yourself.

7. Use Reminders: Set reminders for important events, deadlines, or calls. This can help you stay on track and ensure that you don’t miss anything important.

8. Celebrate Small Wins: Celebrate your progress and milestones along the way to stay motivated and committed to the planning process.

9. Review and Adjust: Regularly review your planning process and adjust as needed. Keep an open mind and be willing to try new approaches to help you stay motivated and committed to your planning process.

Achieving a work-life integration that enables you to live your legacy is not an easy feat, but it is achievable with the right tools and mindset. By using digital calendars, you can significantly improve your productivity, efficiency, and organization, allowing you to focus on your priorities and still have time for yourself and your loved ones.

Remember, the key to successful work-life integration is not work-life balance, which is a myth, but rather, creating synergy between your work and personal life. By setting boundaries, time blocking, prioritizing, and using tools like online schedulers, you can achieve better work-life integration and live your legacy.

So take action now! Start planning your day in advance, and use digital calendars to boost your productivity and achieve better work-life integration. Your legacy is waiting for you to take the first step.

If you would like to hear the expanded version, check out the podcast episode below.

2:59 – What is work-life integration?

6:29 – How using a paper planner differs from using a digital planner

9:56 – How I plan my month and week

12:33 – Common roadblocks to planning and how to overcome them

16:54 – Tips to help you stay on track

Links mentioned in this episode:

Episode 125 – How An Online Scheduler Will Help You Manage Your Time

Episode 131 – Business Risk Management: Why Your Business Needs a Backup System and Emergency Preparedness Plan

Episode 132 – Productivity Tips for Busy Consultants to Create an Intentional Lifestyle

Check out the MY-T Society Membership

Let’s connect online 

Connect With Me On Instagram: @the_shannonbaker

The post Top Tips to Master Work-Life Integration with Digital Calendars appeared first on .

I know you’re a hard worker and that you are passionate about what you do. I also know that you are dedicated to your clients, your business and your family. But sometimes you feel like you’re juggling so much that you can’t really enjoy your work and your personal life. You often find yourself having to choose one or the other.

That’s why today I’m going to talk about the three P’s of productivity with you: Prioritization, Planning, and Progress. And I’m going to share some practical tips to help you get organized so you can achieve your goals and prevent overwhelm.

I don’t know about you but sometimes I feel like I just blink and the day is gone. Most of the time I’m organized and I have a plan for the week. But I still can’t seem to get everything done. Do you find yourself feeling the same way?

This really is a common struggle because we’re all busy women juggling a business, family, some of us have day jobs and personal passions, and we should still be taking care of ourselves (which we don’t always do). But we only get 24 hours. So being intentional with our time is essential. Otherwise, we end up with a chaotic mess and a constant feeling of overwhelm. Sounds familiar, right? It can feel a lot like trying to stuff a week’s worth of groceries into a tiny purse. One of the cute ones we buy when we go to a wedding that only holds your phone and lipstick.

Well, fear not, my friend! Today, I’m going to share the three P’s of productivity with you: Prioritization, Planning, and Progress. These life-changing principles will help you get organized, achieve your goals, and take back control of your precious time. Think of it as upgrading from that tiny purse to a spacious, well-organized personalized tote bag where everything has its place and you can find it! 

Why do you need to pick priorities?

Simply put, you can’t do everything. The hardest lesson to learn is that you get overwhelmed when you try to do it all. Therefore, you have to prioritize to be intentional with your time. In fact, a study by the Harvard Business Review found that professionals who prioritize their work are 1.6 times more likely to be high performers and 2.4 times more engaged in their work.

So, how can you prioritize tasks? 

Imagine yourself as a gardener tending to a beautiful garden. In order to keep the garden healthy and thriving, you need to prioritize which plants need the most care and attention.

Before you start, it’s important to have a clear overview of your commitments for the next 90 days. Sit down and look at your calendar, making sure it’s up-to-date. Make a list of all personal and business events taking place, such as doctor appointments, weddings, graduations, baby showers, vacations, kids’ breaks from school, conferences, and networking events.

With your calendar in hand, pick one thing that is most important in your personal life first. This will be the driving force behind how you spend your time over the next 90 days.

Now, since spring is in full effect and I love plants let’s talk about how to prioritize tasks like a pro gardener:

Identify the “plants” in your garden: Start by making a list of all the tasks you need to complete, including work projects, household chores, personal goals, and social commitments.

Determine the needs of each plant: Assess the importance and urgency of each task by asking yourself questions like, “What are the consequences if I don’t complete this task on time?” or “How does this task contribute to my overall goals?”

Arrange the plants in order of priority: Organize your tasks with the most needy (most important) tasks first, followed by the less needy (less important) ones. This will give you a clear picture of where to focus your time and energy.

Tend to the neediest plants first: Tackle your tasks in order, starting with the neediest “plants.” By focusing on the most important tasks first, you’ll ensure that you’re making progress on the things that matter most, even if you can’t complete every single task on your list.

Adjust your gardening plan as needed: Life is unpredictable, and your priorities may shift over time. Regularly reassess your task list and adjust your priorities accordingly to stay on track and maintain a flourishing garden.

By mastering these steps and keeping your calendar in mind, you’ll become an expert at prioritizing tasks, allowing you to manage your time more effectively and achieve your goals. Now that you have your priorities, let’s talk about planning.

How can you create a simple plan and stick to it? 

Having a plan reduces stress and helps you achieve your goals faster. When planning your weeks, focus on your personal priorities first because they are going to dictate what you can realistically do in your business. Then, based on your priorities, pick 1-2 tasks you can complete every day until you can check your top priority off your list. Once that is done, move on to the next priority.

Remember, it’s important to plan your week to do less and leave white space so that you can rearrange tasks when life throws you a curveball. A great planning strategy is time blocking, where you allocate specific chunks of time to different tasks. Time-blocking is basically the process of setting specific times of the day for specific tasks. It’s a way to train yourself to be more productive by doing less! You don’t even need a to-do list, which is pretty cool.

Here’s how it works: first, figure out how many hours you have each week and each day to work with. Start by creating a sandwich for your day. Identify the time you want to get up and the time you want to go to bed first. Then, block out your non-negotiables, like work, family time, and self-care. Once those are set, you can start breaking down your tasks into smaller chunks and assign them to your time-blocks.

It’s important to not assign more than three tasks per day to avoid becoming overwhelmed. And make sure to identify when you are most creative and when you are least creative to assign tasks accordingly. But as you time block your schedule I want you to remember a few things. You need to build in whitespace, especially between calls. Using an online scheduler makes this easy. Just set your scheduler to add some padding after your calls.

And this one is really important. Don’t forget to build in breaks to just move around a bit and time to eat. You need to take care of yourself and these are easy ways to do that.

It might take a little bit of time to get used to time-blocking, but give it a try for at least 90 days.

How can you tell if you’re making progress?

If you’re a perfectionist in recovery like me, you might struggle with decision paralysis and procrastination. But guess what? To overcome perfectionism, remember that small steps matter. Progress is more important than perfection. 

One way I’ve been able to keep track of my progress is by writing my wins, small and big, on little note cards and pinning them to my wall of wins in my office. I write the win on the front and the date of the accomplishment on the back. All of the cards serve as physical reminders of what I’ve accomplished. This motivates me to stay focused and keep moving forward. And this is really important when your progress is at a slower pace than others. 

So be sure to track your progress and hold yourself accountable. And don’t forget to celebrate small wins along the way – they’ll keep you motivated and help you enjoy the journey as well.

So there you have it, the three P’s of productivity: Prioritization, Planning, and Progress. By embracing these principles, you can transform your work-life integration for the better and achieve your goals more efficiently.

As a bonus, I want to let you in on a fantastic resource exclusively available to members of the MY-T Society membership. Inside the membership are goal setting worksheets, which not only help you set realistic goals but also includes pages for weekly planning using the time blocking tips I shared earlier. These tools will enable you to seamlessly plan your weeks, considering your personal commitments and non-negotiables, and maximize your productivity. 

I want to invite you to join and take advantage of a special offer. You can join for just $30 for the first three months. Then it returns to the founding members rate of $47 for the lifetime of your membership. Go to theshannonbaker.com/membership and enter the code BETA. Once you enter your credit card information, be sure to check your email for a message with the subject line “Access your purchase from MY-T Society.”

If you have any questions about the membership please DM me on Instagram or let me know what you think about this episode or the MY-T Society membership.

Links mentioned in this episode:

Check out the MY-T Society Membership

Let’s connect online 

Connect With Me On Instagram: @the_shannonbaker

The post Productivity Tips for Busy Consultants to Create an Intentional Lifestyle appeared first on .

Now is a good time to do a little spring cleaning of your business and decluttering so that you can head into spring with some renewed energy. These tips are going to help you spring clean a few areas of your business so you can start the new season with a clean, organized plate which contributes to your productivity.

why now? Because spring is a great time of the year to clear out the clutter in your business so that you can really align your business operations with your goals for the year. In the past few episodes I’ve really focused on the way your business is set-up and the way it operates. The beginning of the year is a great time to look at the big picture of your business as well as your mission and vision so that you can maximize the time you have and make some great things happen in your business. 

Once you’ve identified the strategic moves you want to make to grow your business, you need to make sure your business operations can support that. The tips I’m going to share will help you do some sprucing up so that you end up with a clean, organized and efficient business. And you can get a lot accomplished in those mom cracks of time. 

Do Some Device Cleanup

We spend our lives on our phones, tablets and computers. That being said, yours is probably a hot mess. Not to mention, you probably need to wipe it off. I won’t talk about all of the things you touch before touching your phone or all the places you take it. So just take a few minutes to clean your phone, earbuds, and any other phone accessories, your tablet and your laptop keyboard and mouse.

You also need to scroll through your camera roll and delete some photos and videos. All of us have things in there that are just taking up storage space. Now before you do this, make sure you are backing up your phone data on a regular basis so you don’t lose anything. My iPhone automatically backs up to the cloud and my photos and videos are set to automatically get backed up to Dropbox. That way I don’t have to worry about losing anything I delete to save space.

Next go through your apps and delete any you don’t use. If you haven’t opened an app in the past six months and you don’t see yourself doing so for another six months, delete it. If you have an iPhone you can enable the ‘Offload Unused Apps’ setting which automatically removes apps you haven’t used for some time. The great thing about this setting is the apps aren’t actually permanently deleted from your phone. Your data and documents remain on your device and you can re-download the app whenever you want to. Also, if you don’t want your phone to automatically delete certain apps (even if you don’t use them a lot), you can set the offload function for certain ones. And whatever apps you’re keeping should be organized into folders. This will make it easier for you to locate them which saves you time. 

Cleanup Your Inbox

Chances are your inbox is cluttered and out of control! One of the biggest culprits is probably the number of newsletters you’re subscribed to. So get started by unsubscribing to those unread newsletters. Think about setting up an email just for downloads, seminars, online courses, etc. I did this and it has been a game changer! 

I also have rules and folders set-up which automatically sorts my emails by subject or sender as they come in. This saves me a ton of time. But this only works because of the file structure that I have. So you may need to establish one for yourself so that you can set up some automation to do the sorting for you as well. Check out this blog post for a few Gmail hacks you may want to try.

Now I’m not going to leave you hanging because I’ve actually shared a lot of the details about this on the podcast before. There is actually a three part series I did called the Productive Home Business Series. I cover organizing your business, your digital and paper files and so much more. Links to all three episodes are below.

The Productive Home Business Series, Part 1 – How to Organize Your Documents

The Productive Home Business Series, Part 2 – How to Tame Your Inbox and Take Control of Your Time

The Productive Home Business Series, Part 3 – How to Run a More Efficient Business

Speaking of paper files…

De-Clutter Your Office Space

Whether you have a designated home office or a corner in your home where you work, there are probably a few piles of paper you need to tackle. Now is a good time to through them and get them organized. Keep what you really need, shred and recycle the rest that you don’t need. Get rid of old appointment books; throw out old sticky notes and that outdated to do list. Try switching to digital tools to schedule your appointments and organize your notes. Use an electronic calendar like Google Calendar or iCal that will give you reminders. Try using an app like Trello to organize those notes and random thoughts that generate ideas for your business. 

In this blog post I actually share three ways you can organize your business using Trello. You can organize your digital links, your business contacts and even your business leads. Be sure to go back and listen to that episode for the details. 

Refresh Your Website

When was the last time you really looked at your digital presence? Make sure your website has been backed up and set a schedule to do so regularly and make sure all of your plug-ins are updated. Also think about giving your website a fresh look by changing the colors, and updating your images. Switch things around to give your customers a fresh experience. And make sure you check your links. Do they all work or has something changed and you have broken links. If the direction of your business has evolved over the past year or so, this may be a good time to consider updating your wording or even rebranding your company to make sure it accurately represents you online. 

Refresh Your Social Media Accounts

When was the last time you made changes to your social media profiles?  Now is a great time to update these as well!  Add a current photo of yourself, make sure your link in your Instagram bio works. Add new projects to your LinkedIn profile, add publications or other relevant achievements. 

You should also review who you follow online if you haven’t done this in a while. Social media has a big influence on our thinking. So there may be some accounts that no longer align with your business or your values. Or you may simply be in a different phase of your business and have simply outgrown some accounts. It’s ok to unfollow them especially if you aren’t interacting with them. I’ve made it a habit to do this type of cleaning once a quarter. That has helped keep the people in my feed that I want to see and interact with. 

Now if you’re wondering why you should even think about doing any of this. Simply put, it will help you just feel so much better as the new season arrives. Spring flowers are about to start blooming, everyone is about to start planting their flowers, the trees are going to be turning green soon…everything around us is going to be beautiful very soon. Your environment is a reflection of your mental state. So when you look around and your office is clean, your screen is smudge free and you can find the app, the email or the document you’re looking for quickly…you will be motivated and more productive.

So block out some time to get the cleaning done in 10-15 minute increments at least two days a week or more if you can. You will be amazed at how much you can get done in those mom cracks of time. 

So I want to thank you for tuning in this week. I am excited that spring is right around the corner. I’m looking forward to taking longer walks outside and sipping my coffee in one of my happy places. If you follow me on Instagram you will get to see them on a regular basis. If not, let’s connect! I’m @the_shannonbaker and I look forward to connecting with you. DM me and tell what you like about spring. I would love to hear from you! 

The post Easy Spring Cleaning Tips to Boost Your Productivity appeared first on .

Are you finding it hard to prioritize your business growth? You’re not alone! Social media plays a huge part in this because we’re bombarded with ads in addition to all the offers we either see online or that come straight to our inbox. So how do you determine what you should move forward with and what you need to pass on totally or delay pursuing until later?

Today I’m sharing three tips that are going to help you make that decision so that you can prioritize your business growth. This topic came to me as I sat down and did some reflecting on where my business is now and where I want it to be by the end of my year which is August 31st not December 31st. Yes you heard right. Last year I decided that September 1st was my January. So in Shannon’s world, I’m closing out Q2 at the end of this month which is why I’m doing some mid-year reflecting.

There have been some external factors in relation to my day job that have ignited some new fires within me. I won’t go into them but let me just say, I’m really motivated to make some things happen that I’ve had on the back burner on my business. So I myself am now very focused on prioritizing my business growth as well. 

So I started this process by deciding to take on a bit of a brand refresh because my messaging wasn’t feeling aligned with my values. So I’ve been doing some professional development behind the scenes to get myself together and now I’m taking action. So if you have been feeling some kind of way about where your business is, then I encourage you to pay attention to the tips I’m going to share today, And you don’t need to take notes unless you want to because there will be a transcribed blog post of this episode on my website.

There are going to be an infinite number of opportunities that will come up in your business journey. And many of them are going to look like great opportunities at first glance. But you already have a tight schedule so you need to evaluate those so-called opportunities and determine if it’s something that you REALLY need to grow your business. In order for it to be beneficial, it has to be introduced at the right time and you have to have the resources available in order for it to work to your benefit. So how can you make that decision? That’s where these tips will come in handy.

1. Review Your Mission and Vision

Now if you just started your business you may not have a mission and vision statement. But you need to carve out time to write yours out. And if you’ve been in business for a while, you probably haven’t reviewed your mission and vision statements in some time. So now is the time to change that. 

I’m in the process of a brand refresh so I’m revising my mission and vision statements because they have changed over the almost 10 years I’ve been in business. The biggest shift has occurred since I started this podcast two years ago. Now I will be honest and tell you this is going to require you to carve out at least 30 minutes to an hour each to effectively update your statements. But it is worth it to keep your business moving forward. 

So let’s talk about your mission statement first. This defines your values, fundamental goals and reveals what your business does, who you do it for, how you do it, and the results you help others achieve. It also shapes the decisions you make in your business every day. It boils down to whether the choice you’re making helps you achieve your mission. Is it aligned? If it isn’t, then you need to pass. So I’ll share a few examples. 

Starbucks’ mission statement is, “To inspire and nurture the human spirit – one person, one cup and one neighborhood at a time.” 

If you don’t know, Starbucks is one of my favorite spots. And personally, I feel they achieve their mission and the best part is that they offer seasonal ways to make it happen. Think about it, one of the biggest ways we connect for networking in person or online is on coffee chats. And let me tell you, I have had my share of conversations at a number of Starbucks. What about you?

I also have my seasonal favorites that I look forward to. I really love the seasonal cups and I have a cabinet full of Starbucks coffee mugs from different states. My goal is to collect as many of them as I can and my girlfriends help me with that mission. My best friend loves to “shop” for a mug when we have coffee together. So I am living proff that Starbucks has accomplished their mission where I am concerned.

Another mission statement that I love is Convertkit, which is the email marketing platform I use and love. Their mission statement is, “We exist to help creators earn a living online.”

And again, they live up to their mission! I switched to Convertkit years ago and it has been a game changer as far as my email marketing is concerned. My favorite features are the tagging option and link triggers. Both of these features help me target my subscribers with additional email funnels based on the things they are interested in. My chat with Bev Feldman who specializes in helping solopreneurs build out their automations in ConvertKit. will give you an idea of some of the features. Click here to check that out. If you want to try Convertkit for free, click here.*

My point is you need a clear mission statement to understand and communicate what you stand for. Then you need a clear vision statement because it helps you prepare for tomorrow. That’s why you need to be specific. But specific doesn’t mean complicated. Here’s an example…

Apple, “To make the best products on earth, and to leave the world better than we found it.”

That short statement captures their values and aligns with their mission. I think you would agree that they have done just that. So don’t make it complicated. Identify what you will accomplish in the future and incorporate your values. 

How does having a clear mission and vision help you with prioritizing your business growth? If you know where you are supposed to be going, when opportunities arise you will be able to determine if it fits into the plan to move you forward and you will decide if you should say yes, no or put it off until a later time. 

This is vital information to create a strategic plan for your business. If everything went according to your strategic plan over the next 3, 5, or 10 years, what does your business look like? What kind of successes do you have? Spend the time to define your mission and vision statements and chart out a plan that gets you there.

If you want some help with this, DM me on Instagram and I can direct you to someone who has a resource that will help you identify both your mission and vision statements.

Now once you know where you want to go you need to identify your priorities. How can you do that? Tip number 2…

2. Set A Goal to Focus on For the Next 90 Days

Your goal is the outcome you want to achieve and you need the deadline so that you can create an action plan. Now when this episode goes live it’s the end of February and you may have already set big goals for the year or for Q1. That’s great! 

But I only want you to pick one goal to focus on for 90 days. You may be wondering how you can do that. Simply put, you pick a big scary goal for the year. Then you break it down into smaller steps you can take every 90 days or every quarter to get there. That’s why the first step is to identify your mission and vision which drives the goals you set. Let me illustrate that.   

Let’s say your big goal for this year is to make $25,000 in your business. You start by looking at what you made last year. Then you have to look at the services you offer and any digital products that you have or can offer to reach that goal. You would need to generate $6,250 every quarter to reach that goal. The next step is to determine what you need to market to bring in that amount. That would drive your marketing message. So maybe Q1 would be to increase your email subscribers by 20%. Great…now what?

Think about what resources this will require. How many hours do you have to focus on marketing your business online? Look at the return of investment, meaning how long will it take you to recoup the cost, time, and energy that you will have to put into achieving that goal. 

By gathering this data you will have the data you need to create a step by step plan to reach your goal. So it would identify what platforms you need to be active on, what you are going to post and when. Do you need a new lead magnet or can you refresh one you already have? Is your nurture sequence set-up that would lead from that freebie to a paid service or product? Those are some of the things you would need to consider for that goal. And then you can create an action plan to achieve that. Then rinse and repeat the process for each quarter. 

And once you have it all written out, imagine what your life would be like when you achieve them. Notice I said when, not if. And this can be your reality if you have the right systems in place in your back office which leads to tip number 3.

3. Assess Your Business Operations

No matter what your goals are and no matter how good your plan is, if you do not have systems in place in your business you will not be able to achieve sustainable growth, if you ever have any at all. 

So you REALLY need to audit your back office and get some processes documented and incorporate some automation. There are six core systems every business needs to be able to achieve sustainable growth and I have talked about all six in other episodes. But you can check out this blog post and this blog post for detailed information on those systems.

Now I know many of you are solopreneurs and are DIY-ing your systems. And that is great but can also be frustrating! I’m just like you. But I also know the importance of making an investment to spend time with someone who has expertise in areas that I don’t. So I am a huge fan of paid consultations also known as pick your brain sessions. 

So if you want to pick my brain and shorten the learning process when it comes to your back office systems, I can help you with a mini systems audit. This can be done during a 30 minute System Strategy Session with me. We get on a Zoom call and together we will identify which of your systems you need to focus on immediately so that you have the resources in place that you need to reach your goal. When you get off that call, you will know exactly what you need to work on. I know you have a process in a place already and we will start with what you have and identify what you still need. We can also talk about some automation options to save you time and make things work more efficiently and consistently.

Remember, there’s no straight path to success. There will be obstacles that will arise and have you rethinking yourself and your strategic plan. Ignore the things that don’t fit into your plan. So let’s do a quick recap of the tips so you can stay focused and prioritize your business growth in 2022.

Create or refresh your mission and vision statements

These are vital parts you need for your strategic plan and will help you determine if that opportunity fits into the plan to move you forward or not. You also need to sit down and write out your goal for the year and break that down into quarters so you can create an action plan in 90 day increments. That will help you identify the things you need to stay focused on.

And once you have those plans and goals written out, you need to look at where your business systems are right now and determine what gaps you need to fill in so that you can achieve your goals. Business systems are the foundation of a strong and successful business. They are also the doorway to the time and mental freedom you need to focus on your zone of genius. So don’t be afraid to ask me for help getting yours in place. 

So I want to thank you for tuning in this week. I am excited that I have real action takers like you in my community. Women who are invested in achieving sustainable growth in their business by creating systems so they can work smarter not harder. Don’t forget you can find a link to the episodes I mentioned and to schedule that strategy session with me in the show notes. 

If you would like to hear my revised mission and vision statements, DM me on Instagram @the_shannonbaker.  I would love to share it with you! 

*This is an affiliate link. I may receive a small commission if you sign up for an account – at no extra cost for you.

Links mentioned in this episode:

Episode 62:  3 Sexy Systems You Need for Startup Success

Episode 72: 3 Systems You Need in Your Sustainable Growth Strategy

Episode 86: How to Use ConvertKit Automation to Nurture Relationships and Grow Your Business with Bev Feldman

Schedule a Systems Strategy Session

Connect With Me Online

On Instagram @the_shannonbaker

The post How to Prioritize Your Business Growth with So Many Things To Do appeared first on .

Let me guess, you’re here because you are looking to boost your productivity. Let’s focus on your tight schedule.

Are you ready to take control of your calendar? If so, you need to start with using an online scheduler. This is an easy way to put put some boundaries in place, especially around your business. So in this blog post, I’m sharing some benefits you can experience by using an online scheduler. This tool will be a game changer for your business. This will also elevate the customer experience you provide which will lead to business growth. 

So let me start by pointing out the obvious. You already have enough on your plate. The thing is, if you aren’t using an online scheduling tool, you are wasting time and losing out on opportunities.

Stone-age appointment setting, meaning you’re playing phone tag or sending emails back and forth, can be quite frustrating and time consuming! A scheduling system helps you eliminate that. No matter who you are or how long you’ve been in business, you have to have a schedule to get things done. And you have to manage your time and understand how to control your calendar instead of your calendar controlling you. 

When you work from a home office, your day job if you have one, your business and family life intersect on multiple levels. It’s hard to separate them all but you can successfully switch between them all with boundaries and self-discipline. You need to put boundaries around what you can to protect your sanity and your productivity. When it comes to your business, an online scheduler is the best way I recommend you do that. 

Once you get an online scheduler set-up and synced with your calendar, it is pre-set with your availability for calls and people can make appointments when it fits both of your schedules. Plus people can pay you when they book their appointment. That’s the tip of the iceberg!

So let’s talk about a few more benefits you can experience if you use an online scheduler in your business to boost your productivity and grow your business. 

It Works 24/7 Without You 

Having an online scheduling tool enables people to book appointments with you at all hours, every day of the week without you having to lift a finger or get involved.

Research shows that 35% of customers prefer scheduling appointments during non-business hours, and 40% of online bookings actually happen after working hours. I know I fall into the category of someone who schedules appointments at odd hours. That’s because I usually finish my work day, complete a few business tasks including scheduling appointments between 5 pn -6 p.m. before I stop to prep dinner. 

People want to book their appointments with you when it’s most convenient for them. In the busy and fast-paced world we live in, that can often mean they are scheduling appointments outside of your business hours. And I hope you have set business hours. That is a key boundary you need to make sure you aren’t always available for your business.

Since you can’t sit by the phone 24/7, an appointment scheduler enables you to attract clients and business opportunities even when you’re not available. Plus your existing clients have the same access to your calendar as well.

The scheduling tool syncs with your calendar and displays the services you offer and all available time slots. So your clients or potential clients can reserve the time that works for them and you after clicking one link. Then your online scheduler adds the appointment to your calendar and gives people the option to do the same so everyone is on the same page.

An online scheduling tool will also send automatic confirmations and reminders which reduces no-shows. Those emails also take the hassle out of rescheduling or canceling appointments. 

By allowing people to change their reservation online, they don’t have to reach out to you via email or on the phone to reschedule. Are you liking what you’re hearing so far? If you’re shaking your head yes, then you’re going to love this next benefit. 

It Gathers Info and Vets People For You

Before you hop on a call, would you like to have the important information in one location that you can refer to easily? Well, if you use intake forms with your online scheduler, that is exactly what you get! 

Here’s an example. Imagine your calendar filling up with qualified leads through your free call. You can use an intake form to gather the data you need. This will help you to get a feel for whether or not this person is a good fit. It will also help you determine if they are even ready to work with you. You can find out things like how long they’ve been in business, what they’re struggling with, why they are seeking to get help now, and even what their budget may be.

Intake forms are a huge time saver for podcasters! You can create an intake form to gather all of the pieces you need for your podcast guest. No more waiting until the last minute to get their bio, headshot, links to their social profiles and freebie if they have one. And this data is attached to the appointment confirmation which comes to your calendar. If you actually go into Acuity and look at the individual appointments, you can see the information as well. 

I use different forms for different appointment types. You can also add multiple forms to a single appointment type. At least you can in Acuity which is what I use. An integration that I have set-up in my account as well is for any appointments that will be conducted on Zoom. The link is automatically included in the reminder email everyone gets the day before their appointment. How is that for boosting your productivity! 

Then you can just include the link to your calendar for your appointments in your email templates. I hope you’re using response templates to save time for the messages you repeatedly send. Once the appointment is booked, everything else happens behind the scenes.

You Can Work Without Interruptions

One of the biggest ways you can boost your productivity is by being able to work without being interrupted by phone calls. You can eliminate this distraction by designating specific days and times for your calls. If calls come in outside of those designated times, do not answer them. Why?

Has this ever happened to you? You are in the zone getting work done. Then you get an unscheduled phone call from someone. After spending 30 minutes on the call, you realize you just aren’t a good fit for each other. So you hang up and spend the next 30 minutes trying to remember what you were working on. If you ever remember, you can pick up where you left off. By the time you do, you have to wrap up the day because it’s time to go pick up the kids from school. Or the call was from a client, you were on the phone with them for an hour. And you solved their problem for free.. 

I got tired of this happening to me. So I limit ALL calls to specific days and time slots on my calendar. This allows me to conserve energy because I’m not switching back and forth between tasks. Instead,  I’m prepared to take a few calls in a row when my brain is in the same mental space. Then after my last call, I can send follow-up emails or do whatever I need to do before I move on to the next task. 

Since I have response templates set-up in my Gmail account, I can quickly create those follow-up emails and schedule them to go out the next business day if needed. This method works well for me because I time block my schedule. That is another way to boost your productivity. If you want to know more about time blocking, feel free to check out this blog post. 

I can go on and on about the benefits of using an online scheduler. But I’m going to leave these three benefits with you and wrap up with this point. In order for you to boost your productivity as a solopreneur, you need to create systems in your business. And your scheduling system is one of the six core systems you need to get in place or that you need to update and use. This will boost your  client’s experience and reduce the amount of time and money you’re wasting booking appointments manually. And if you haven’t done this because you’re a control freak, it’s time for you to let go! 

If you’re still on the fence or have some questions about automating your appointments, book a Tackle the Tech Discovery Call with me. It’s a free 15 minute call where we can chat about your challenges, whether it’s with the tech or it’s just an internal struggle. See how easy that was?!

I hope these tips have helped see how an online scheduler can help boost your productivity by helping you take control of your calendar. It’s a game changer and people will actually appreciate that it’s easier for them to get on your calendar.

I would love to hear your thoughts on this post. So feel free to DM me on Instagram @the_shannonbaker and let me know. Or take a screenshot, post it in stories and tag me. I would love to hear from you!

The post How an Online Scheduler Will Boost Your Productivity appeared first on .

This post is a mix  of the top productivity tips from the articles and podcast episodes published in 2021. These tips will give you a headstart on the new year. So enjoy these snippets and feel free to check out the full blog post if you want all of the tips that were originally shared.

Ditch the Hustle Mentality

We need to break the cycle of the hustle mentality because it keeps you busy, but it doesn’t get you the results that you want. So enjoy this snippet and avoid adopting this unproductive mentality next year. Check out the entire article in the post How to Stop Wearing Busy as a Badge of Honor and Be More Productive.

It seems to me that people feel like busyness is a badge of honor, that means that you’re important and successful. But you don’t have to be busy to be important. And successful people aren’t always busy. So really, it’s a mindset shift that we need to make. We need to talk about being more productive and getting things done. So my goal is to influence as many women as possible to get them out of that hustle heart mentality and help them adapt to a more balanced way of living.

Here is simple three step process to help you with that.

Step one, put boundaries around your schedule so that you can identify the time that you really have in your schedule for things outside of those non negotiables. 

Step two, make time for the more important things. Be intentional about how you use the remaining time in your schedule. Be sure to select goals that are based on the season that your life is in and create a detailed action plan that you can implement in small steps every day to make progress. 

Step three, create routines in your life so that you can handle all the things that life throws your way. These routines will help you preserve energy, reduce your stress levels, because it promotes feelings of order indirection which they are things that we can control, which is contrary to life in general. So create some routines in your life like right now. 

In a nutshell, if you’re truly happy with being so busy all the time, then forget everything I said in this episode. But you have to be honest with yourself about the lifestyle that you want. Either way, be conscious about how much you take on at one time. Don’t adopt that hustle mentality. But be intentional about how you spend your time and work smarter, so that you build a thriving business, and you have time to spend however you want so that you enjoy your life. 

Do Less Manually to Get More Done

You know, I had to include some tips about business systems, right? There are some very specific systems that you need in your growth strategy next year. So here’s quick productivity snippet to help you with that. Check out the entire article in the post 3 Systems You Need in Your Sustainable Growth Strategy.

So the first one sounds like a no brainer, but it’s one of the ones that’s commonly overlooked. That’s the money management system. Now, I know that you know, you need to keep an eye on your money. And why you may think be thinking, well, that’s just common sense. Guess what, most business owners do not know their numbers. And because of that, many small businesses do not survive.

And now let’s talk about system number two, a backup system. Now you may be scratching your head about this one, but in a nutshell, a backup system is a plan B to keep your business running as a solopreneur. You need this to be in place so that your business can survive and thrive. arrive without you, the best time to prepare for an emergency is to have a plan in place before the emergency arises.

Declutter and Organize Your Digital Files

There is no time like the present for you to get this done. Remember to create a file structure that makes sense to you. Check out the entire article in the post The Productive Home Business Series, Part 1 – How to Organize Your Documents.

If your folders don’t make sense, or you can’t find your files, you won’t stick with your system. But this doesn’t have to be hard. Make one folder for any files that you can’t figure out where to put them. This is a place for everything that doesn’t really fit into your main folders. But once you start getting your files in place, you’ll see if you need to add some additional folders for other categories that emerge. And then you can eventually store those files somewhere.

Remember to work in small increments. You can’t organize years of papers or files and chaos in one night. So you need to take baby steps. You know, I’m a huge fan of working in small increments like 10,15, 20 or 30 minutes, that allows you to gain momentum, see the progress you’re making. So it encourages you to keep going and you don’t get overwhelmed with the process.

So when you schedule time to sort your files, notice I said scheduled time, so be sure to just put it on your schedule and set your timer when you start sorting. But when the timer goes off, stop and move on to the next test that you have for that day. But do this consistently until all of your files are cleaned up. And as you start to save new files, put them where they belong right away. That way you aren’t creating new piles that you will have to clean up later.

I hope these snippets have you excited about the idea of being more productive as we go into the new year. There are even more tips in the actual episodes so be sure to check those out.

This has been a truly amazing year and I really appreciate your support each and every week. So I would love to hear your thoughts on the podcast. Feel free to DM me on Instagram @the_shannonbaker. I look forward to sharing more productivity tips and strategies with you. If there is a specific topic you would like to hear on the show, please let me know that too! I want to make sure I continue to provide the resources that help you succeed. 

Links to the Full Episodes Mentioned 

Episode 54 – How to Stop Wearing Busy as a Badge of Honor and Be More Productive

Episode 72 – 3 Systems You Need in Your Sustainable Growth Strategy

Episode 58 – The Productive Home Business Series, Part 1 – How to Organize Your Documents

The post My Top Productivity Tips for Busy Women in Business appeared first on .

So you’re ready to evaluate your tech tools and possibly save money! I’m excited about this topic and I’m excited to help you reduce your expenses hopefully.

Now I want to remind you that you need to make this a priority now so that you can start the new year off with reduced expenses. ButI don’t want you to feel bad if you evaluate your expenses and you realize that you have been paying for tools you don’t use or don’t remember signing up for. I’ve done the same thing in my business. Thats why I audit my tech tools every quarter and recommend you do the same. The minimum you should do is twice a year.

There are a lot of reasons this happens to us. One is we don’t track what we’re paying for and we put payments on autopay each month. Or we pay for a year because we get a deal but then we never make time to really learn how to use the tool. Then someone we know or trust introduces us to another great tool that is so amazing. They tell us all the things it does for them and then we sign up for that too! 

The problem is we’re already paying for one or two tools that do some of the things this new tool does. So now we have multiple tools that do part of the same thing. So evaluating your tech tools is a great time for you to review your existing processes. That way you can select the tool that makes your process more efficient and results in a streamlined system. You’d be surprised how tech tools change over time because of new features. You just need to take time to see what they are and make an informed decision.

So I think I’ve pointed out enough reasons about why you need to evaluate your tech tools. Now let’s talk about how you can do this without it taking too much time. Let me start by telling you that this doesn’t have to be complicated. 

Some of you manage your finances with accounting software like Quickbooks, Xero, Freshbooks or some other software. But I know everyone isn’t at that level yet. So let me tell you, this can be managed using a simple spreadsheet. When I work on money management systems with my clients we start off putting everything in a spreadsheet. Then the data is transferred over to their accounting software. To learn more about creating a money management system for your business, be sure to check out this blog post . It’s from my chat with Stacey Isetta of The Small Business BFF. Stacey shares a simple process that will help you create a bookkeeping system that will help you keep an eye on your numbers. And you can maintain this system in as little as 10 minutes a week!

If you want to know more about the three systems you need to create sustainable growth, check out this blog post. And one of those systems is a money management system . It will help you track the money coming in and going out of your business.

Step 1 – Look Over Your Accounts

You need to identify your monthly recurring expenses. Grab your bank statements and a highlighter. Highlight all payments that are automatically deducted from your account. Do the same with your credit card statements if you’re using one for your business. And if you have a PayPal business account with a Debit card, review your account activity there as well. Make sure you keep an eye out for annual payments you have made as well.

Step 2 – Create A Spreadsheet with the Payment Details

Now I want you to create a new document in either Excel or Google Sheets. Then you need to create a column for each of these categories for your recurring expenses:

• The name of the tool

• The date it comes out of your account each month

• The amount

• Which account the payment comes out of

• What you use the tool for.

Once you’re listed all of your recurring expenses, repeat the process for annual expenses. You can skip a line and start entering them or you can create a separate tab for these expenses. I recommend keeping them together so that you can compare all of the pieces at a glance.

Step 3 – Decide What to Keep and What to Get Rid Of

Now that you have a fully updated list of all the things that you know you use, you need to make some decisions. What tech tools will you get rid of and what will you keep? So create another column in your spreadsheet  and label it notes. Put the answers to these questions in that column. 

Do you use it regularly? Do you still want to use it? Are there new features you need to learn so you can get rid of one of the tech tools you’re paying for?THen decide if you want to keep it or let it go. 

And as for those monthly recurring expenses, will you save money if you switch to the annual plan opposed to paying every month? If you can afford to do that, go for it!

Step 4 – Evaluate Your Tools Regularly

You need to make this review process a recurring task. My preference is that you do this review quarterly. But I know that may not work for everyone. So at the minimum do this review every six months, midyear and the end of the year. 

Now I realize this is going to be a little bit of a project. But once you have all of the information collected all you have to do is keep it updated. 

BONUS: This list of tech tools is a great springboard to cleaning up your digital security. Do you know the login information for all of the accounts on your list? If you don’t use a password management tool like LastPass, I’m going to make an educated guess and say you reset your password a lot. Well it’s time to change that. You need to start using LastPass today! 

It’s one of the tech tools I can’t run my business without and I use the free version! You only need to remember one master password and then it securely stores all of your passwords in one central location. There is a web version and a mobile version so that you can access your log-in information on the go. The web version automatically detects a new sign-in and asks you if you want it to store the information and it will autofill your information the next time you log into that site. 

Now inside of LastPass, you can organize your log-ins into categories and sort your accounts to find information quickly. You can also create secure notes and store banking info, credit card, info and more. And if you outsource any tasks for your business and need to share your log-in information, you can securely share your password with someone else that uses LastPass. You can allow them to view or not view what the password is and you can rescind access to your shared password later.

Now remember, this needs to be a priority for you this month. Once you have this list you will be able to make an informed decision about your tech tools. For those that you like, you’ve probably stopped reading the updates. Don’t worry, I have too! But if you finish this evaluation and realize there is a gap in your tech tool box, then feel free to DM me on Instagram and ask me for a recommendation. 

But I am going to ask you if you completed this evaluation before I give you a peek into my tech toolbox. So make sure you insert time in your schedule to get this done, even if you have to break this project down into 15 minutes time blocks. Just don’t leave it to chance!

I hope these tips help you save money in 2022! If you would like to connect with me to ask me questions or just for support, feel free to DM me on Instagram. 

Links Mentioned In This Episode

Episode 53 – 4 Steps to Create a Simple Bookkeeping System as a Small Business Owner with Stacey Isetta 

Episode 72 – 3 Systems You Need in Your Sustainable Growth Strategy 

Connect WIth Me Online 

Follow Me On Instagram: @the_shannonbaker 

Make new connections in The More Than Capable Mompreneur Community on Facebook

Follow the Facebook Page: The More Than Capable Mompreneur Podcast

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One of the best things you can do to be productive is plan out your week. But what can you do when Murphy’s Law kicks in and throws your plan off?

Most people throw in the towel but I don’t want that to be you. That’s why my chat with Mridu Parikh, the Stress Squasher, is just what you need!

Shannon Baker 

I am excited to be talking with another productivity expert and mompreneur in my community. And we’re going to be chatting today with Mridu Parikh. She has a podcast, Productivity on Purpose, which we were chatting before we started recording. And I just let her know her podcast is like one of the productivity podcasts I listen to to help me get outside of my own head. Because even though I talk about productivity, I need tips from another expert outside of myself as well.  So she is one of those people that I go to when I need to make sure I keep myself on track. But before we jump into today’s topic, which we’re going to be talking about how to be strategic with our thinking, our time planning, and what to do when life just blows all of that up. So tell us a little bit about your background and your business and how you came to do what you do.

Mridu Parikh  01:04

Shannon, first of all, I’m so excited that we’re doing this I we were just saying how we have both been influencing each other and we could uh, we could really use another one of us in our lives. So I’m so excited that we’re gonna be sharing this with your audience today. So thanks for having me. I am Mridu Parikh. I am the founder of Life is Organized. I help multitasking mompreneurs wake up with a plan so they get controlled their demands and distractions at work. And at home. I’m on a mission to put the kibosh on your reactionary and do it all myself mentality. So women can focus on what really lights them up every day.  I’m actually a former professional home organizer turned productivity pro. So I love to bring both the organization side and the productivity side into life right into your business and at home because y’all I think we all know that life is not integrated, right? It’s integrated, rather, it’s not compartmentalized. It totally meshes into one. 

So when I started my business, as a home organizer, I was really focused on that on the systems in your home, with your meal planning, with, you know, billing everything in the home front. And over time, as I realized, as I was building my business, I’m a mom, I had two young kids, I was doing the home organizing, I myself was actually really falling behind I’d say, on my own goals in the sense, like, I was having a hard time prioritizing it all. I was feeling overwhelmed and scattered, although my home was organized.  

There were other areas in my life that I felt like a little bit deficient. And so I started going on this personal journey of how do I get more focused? How do I find more time in my day for everything? How do I show up as like a good mom and a great business owner. And as I was going through that personal journey, and training and really delving into that productivity and time management world, I was also noticing the same struggles with my clients. Like they were sometimes struggling to get their organization completed because the same thing, they’re like, I just don’t have the time to do it. And so naturally, between what I was personally going through and what I was, what I was doing to my clients, my company, Life is Organized evolved from the home side to the productivity side. And now I really marry them both. So that’s what I get to do now.

Shannon Baker  03:35

I love it because you give some great tips. So usually when I’m listening to your episodes on my walk, I’m shaking my head like yep. I felt that. Experienced that. I’m going through that now. Thanks! This is what I needed. So like you said, life happens. The key to being successful is being able to merge our life in our business because we can’t compartmentalize the two.  Like you said, what happens in one impacts the other. So with that being the case and like the women that you’ve worked with, what other than lack of time, have you seen holds them back from reaching their goals in their business?

Mridu Parikh  04:17

I think one of the number one things it’s funny you and I just just talked about this before we got on, is this lack of clarity. And what do I really want?  And what’s truly most important to me, right? So here’s, here’s what I think most women do, because we are kind and we’re loving, and we think we know exactly what we want. So typically, if you ask women, what is it you really want out of life, they’d be like, I want to be really present for my family. I want to be really healthy. I want to grow a successful company, right? I want to feel like a great role model. And then they have those those goals and they’re kind of pretty universal, right? But then you kind of look at the way they’re spending their time where they’re putting their energy and it’s not really in alignment with those goals.  Right, it’s not helping them show up as the best version of themselves at home, or in their work or as that role model or with their health, and where they’re spending their time is and sometimes in the weeds, and some of the minutia, just some of the nonsense, with the distractions, often responding and reacting to other people’s demands. So until we’re absolutely clear on what is it that I really, truly, truly want and get very connected, and I think like anchored in that it’s hard to really just move your life and systemize your life until you’re very clear on that. So that’s why I say first thing you’ve got to get crystal clear on was it what is it that you want? So then then we can start creating your life around that? Does that make sense? 

Shannon Baker  05:02

Oh, absolutely. And that’s why, and I’m sure this is probably the same for you. The first thing I ask my client is why, like, why do you want to do this? Why now especially a business owner who’s been in business for years. Why are you deciding now that it’s the time for you to put systems in place because that goal of the why determines how you approach getting things done? So when it comes to time, we know that’s like critical to the strategy. Like even once you get that clarity, what’s the next step you would recommend someone do? It’s like, I’d identify the goal, like I was sharing with you, for me, it’s really focusing on niching down my branding even more as I move forward with my business. So when someone identifies what is their main focus, what would you recommend that they do next, to start to create a plan to make that happen?

Mridu Parikh  06:47

So typically, I’ll take my clients through a four step process. And the first is what we just talked about that goal and clarity. So I love this example, like, okay, I want to get really honed in on my branding, the second thing we would do is start creating this time in alignment on your schedule. So actually putting it pen to paper or on your digital calendar, When am I going to carve out that time? In theory, this sounds a lot easier than it typically is as well, like, oh, okay, easy, I know what I want to do. And I put on my calendar, except that when you get to your calendar, and you look at your to do list, you see your to do list is overflowing. There’s really not a lot of time left in your day between your work and your appointments and your family and your health and everything else. And now you’re struggling to fit it in. 

So this requires some transition, some changes, some tweaks. Maybe you need to delegate something. You need to let go of something else. Maybe you need to reprioritize.  You know, maybe we just need to take something else off and make room for this now and save something else that was a priority is going to, you know, I’ll be working on that next month. And so we actually want to create that time on your calendar.  And then the third thing is to create some type of system or process around it, which I know is your jam. But I always say that if you do the first two steps, right, if you’re really clear on what you want, even if you put that time on your calendar, you shifted things around, you’ve made the space for it. If you don’t have a system around it, girl, we all know it’s gonna fall apart, right? And like a day or two days, maybe a week, you’ll stay consistent for a little bit and then it’s gone. Right? And that’s out the window. 

So then we want to create some type of system and process around it, which again, will probably take some tweaking, like, Where do I need to do I create a system to get assistance with this? Do I just create a system around my environment, so it’s more conducive for me to get that goal done? Is there a checklist I want to create? Is there a workflow, you know, when we really systemize it.  And then the last piece is creating some type of boundaries around all of that. So again, you can have your goal, if you get it on your calendar, you can create the system. But if you can’t put up the boundary to say that this is my time, or this is my commitment, or don’t disturb me during this, this time, then of course, it’s all going to fall apart again and you risk failure. So that’s kind of the framework that works for any goal, whether it’s in your work or your business, or your health or with your kids.

Shannon Baker  09:13

And I love it, especially the last one about boundaries. Anyone who listens to the show or follows me online knows I am big on boundaries. And I always say no is a complete sentence. Because if we don’t put those boundaries up, once we get that clarity, like you said, you can have the plan, but we’re gonna keep putting things in that space that’s supposed to be there for us to work towards our goal or work our plan, and it’s going to shift our priorities to things that are not going to move the needle forward in our business like we want. But now for those of us who may be a little bit more disciplined, we’ll create the plan, will put those boundaries in place. But then we know Murphy’s Law kicks in especially if you have kids or for me, it’s also older parents with doctor’s appointments. Like something always happens that throws that plan into like a spin. So, like, I know, Mridu both of us time block our schedules. But you could have the best schedule in the world, and then a kid gets sick or you get sick, whatever happens, throws off your day. So when that happens, and I love the tips that you share on your app, your podcast about this. How do you suggest we keep it flexible so that we can at least get something done? Even if it’s not everything on our plan.

Mridu Parikh  10:42

Yes, such a good question. Because we all know, just like you said, no matter how well you plan, something, or the other can throw, you know, the can throw it off, and it’s unforeseen. And no matter what boundaries you put up, something can happen and really put a wrench in it. So first of all, I’d say I think it’s the mindset that we go in with when we’re creating a plan. It’s really important when you’re creating it; and I absolutely believe that, you know, planning is the key to your success. So you make your daily plan, you get on your calendar, you time block, you’re still going in with it with a sense of this is fluid. And this is not a one and done, right?  We don’t just like plan it in the morning, and then that’s it, see you later. See you in a week, my plan, right? It’s kind of my plan is open all day long on my laptop. And when something gets thrown off, it’s something that’s out of my control, right? That’s not within my boundaries. Then I’m not fretting immediately or throwing everything up in the air because I’ve already come into the thinking, you know what, this was a great stake in the ground, but there is a chance that something can change. And they can flow, right. And because it’s fluid, you’re more prepared to change with your plans.  

So I do think first of all, we want to come in with that mindset that it’s not like a one and done, I’ve done my plan, I’m done. It’s more like, here’s a fluid roadmap for my day. Okay, so once that once you kind of come in with that, then when your plan gets really derailed, instead of starting that negative talk of oh my gosh, I can never stay on top of this or another, nothing ever goes my way or I’m not good enough for this. Instead, just step back for a moment, reassess, and reprioritize. And typically, there’s just a couple of questions you want to ask yourself. So let’s say you have, you know, maybe five different tasks on your plan for the day. They’re time blocked and something completely out of left field comes in, throws it off. And now you’re, you know, you’re an hour or two behind. Now go back to that plan, right? We’re not just gonna throw up our hands and say, I’m never not good at this. It’s never gonna work for me. Just go back to it and say, Okay, first of all, identify what got thrown off. Simply like, what did I get to. What got thrown off the plan? Okay, so very, very simple. Let’s just like take baby steps here.  

Second, say okay, other things that got thrown off, what are the most important to accomplish today, like, literally, I can’t obviously can’t fit these all in, because I’m a couple hours behind. But before my head hits the pillow tonight, this must get done. Sometimes it’s something deadline driven. Sometimes it’s something that you’ve been procrastinating for a long time. And you’re like, this is what’s gonna make me feel most successful if I just nail this and get this out of the way. So it’s not like hanging over me all night, right? Maybe that’s it. Maybe it’s something that is just a key priority for you and you’re on a streak like you’re going to the gym or going for a walk. And it’s so important you don’t want to miss it. So you want to identify what is it that absolutely 100% must get done today, not just in terms of deadlines, but what makes me feel really, really accomplished and rewarded.  

And then finally, when can I reschedule it again. Don’t throw up your hands and just say, Oh, it’s terrible at this. No, it’s just like shift things around. Maybe you can make time for it later in the day, it’s one of your top priorities. Maybe you shifted to the next day, Maybe through this process, because you’re short on time, another amazing benefit comes out of it and you recognize an opportunity for you to delegate that task. You’re like oh my gosh, I have no time it is important. I’m gonna have my assistant or my husband or my child or my mama or my marketing director, you know, someone else work on this for me.  Another amazing benefit that can come out of it is that because you’re short on time, now, you simply become more efficient, right? 

It’s like Parkinson’s Law, like the amount of time you have is the amount of time you’ll use. So sometimes even though I might have time blocked an hour for a particular task, like let’s say I want to write out my thoughts for my podcast that week, and things get all messed up in my plan and now I have only 25 minutes left in my day and in my timeframe. Then it’s amazing how I can get my thoughts out in 25 minutes I just because I’m under the gun and you can do it. So it is really amazing when you just have to step back and ask yourself these simple questions, how you can get back on track and more importantly, feel so good about what you got accomplished. Instead of like self deprecating.

Shannon Baker  15:05

Oh, yes, I love that. And one key I found that really helps to be able to basically kind of move the pegs around in your schedule like that is having whitespace. Like I did a whole episode on this. You have to put whitespace into your your schedule because it’s not efficient for you to have meetings back to back, to back, to back, to back and never give yourself a break, because then you’re worn out. But also like, you know, you mentioned if something happens, and you need to move things to another day, where will you move it if every day of the week is jam packed from the time you get up to the time you go to bed in the evening? Then you’re really frustrated! And that’s why most people give up on time blocking because they’re putting too much stuff in their schedule. It just is not realistic. Or you know, the word I try not to use is balanced, it just is not aligned. That’s a better word, not aligned with the type of life that we’re trying to create. So I love those things.

Mridu Parikh  16:04

Yeah, I totally agree. I think that’s where time blocking goes all wrong. That’s why it gets a bad name. Because you’ve are just over stuffing their schedules. I call it buffer time, but whitespace is the same, it’s just new. So if I think something’s gonna take me 15 minutes, I’ll put 30 minutes on my calendar, if I think it’s gonna take me 45 minutes, I’ll put 60 on the calendar, right? I’m always leaving buffer for exactly these things. Sometimes things take longer, sometimes things come out of nowhere. And but the best thing that happens to you and buffers, things take less time than you think. And you have this extra time. And that’s just like the best feeling!

Shannon Baker  16:37

Exactly! An easy way that I’ve learned how to do this on days that I take calls like Fridays, I do podcast recordings, or the other days, I have calls, my acuity scheduler is set to put a specific amount of time in between bookings, so that people can’t book appointments with me, like lined up back the back. And I didn’t do that at first. So I would have days where I’ll have like three podcast recordings in a row and wouldn’t have time to get up. And like even just do something as simple as stretching goes to the bathroom. But just crazy. Sitting there two hours just recording and talking. But speaking of tools, and systems, which is my jam, what systems do you use, to help you manage your time and be more strategic with your productivity?

Mridu Parikh  17:32

Well, I’m all about simplicity, I find anything that feels even slightly complicated or cumbersome, is going to shut me down, it’s going to paralyze me. And it basically I’m just not going to use it. So I’m like, what’s the simplest way to keep track of what I have to do when I have to get it done and to really motivate me to do it. So I use just really basically mostly two tools, maybe three, but one is Evernote, which if you’re not familiar with it is a list making app. There’s many different types of these, it’s not the be all end all, it’s just what I’ve used for a long time. So I use Evernote for kind of on my list and keeping track of everything in my life. And then I have my Google Calendar, where I’m really time blocking, setting goals, reverse engineering, thinking through my weeks doing all my planning is on that. 

And then in terms of an actual another tool, everything’s mostly in my Google Drive, where I have sheets and docs and just everything’s really organized. But for the most part, I feel like if I can very effectively use which I do my Evernote and my Google Calendar, those two alone are like my life savers, to the point where if I didn’t have one or the other, I couldn’t get anything done. And so that’s how I know that I really come to rely on them and that they’re really working for me and not against me. So my advice would be don’t get caught up on the tool. definitely keep it simple, don’t overcomplicate this, just find something put a stake in the ground, maybe one list making app or tool that anything that you like, and then one calendar app and start that marriage between them.

Shannon Baker  19:03

And that is key. Finding what works for you because everyone has something that works for them. I see people who love Asana Asana mentally did not work for me. I love Trello because I can create the checklists, check them off, it hides the things which then eliminates the overwhelm for me mentally and I love that even the tools that you use, you can use them on the go on your mobile device or or even if you’re at your computer, which is really key because we’re not always at home so if we always have access to the information we can keep up with it. Unlike you know back in the day when if you wrote it on a post it note it was sitting on your desk or stuck to something at home and you’re not there where you can get access to it so electronic that you have access all the time definitely is key to helping with this process. So read through I have appreciated this conversation, I’ve been looking forward to it all weekend, it wasn’t going to be good. So before we wrap up, you have some amazing resources on your website. So tell everyone about that the resources you’re giving them access to.

Mridu Parikh  20:14

Shannon, thank you so much for sharing with your audience. So the best way for us to connect if you’d like what you’ve been hearing, you want to find out more is to come on over to Life is Organized, calm, and where you can get some free resources over at Life is Organized, comm forward slash resources. There are a few there, you can take your pick or get them all, but they’re about how to stop feeling overwhelmed how to finally stop procrastinating, and how to get and stay focused.

Shannon Baker  20:41

Yes, so in addition to that, and I’m going to drop a link to that in the show notes. You can listen to her podcast, which is productivity on purpose. It’s amazing. I love her episodes, her interviews, great conversations, so make sure you check that out. And then Are there any other places that they can connect with you online?

Mridu Parikh  21:03

I’m over on Instagram and Facebook. But I would say honestly, between the podcast and the website is probably where we’re going to get to know me best and where I can serve you best. So I think she had an IU we were both just talking about how we were in scaling back a little bit on social media to make room and prioritize. So for what’s really a better connection to a more meaningful for us and for our clients. So I’d say you know, podcast and website is probably the best bet.

Shannon Baker  21:33

Okay, great. And I’ll drop links again to both of those in the show notes. So thank you again for sharing these productivity tips with us today. I have again truly enjoyed the conversation. Great way to round out my week.

Mridu Parikh  21:46

Thanks so much.

To hear my chat with Linda listen to episode 90 of the podcast. Click below and tune in on your favorite platform.

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When you launch a podcast you have no idea how many moving pieces there are! So let me be the first to tell you that you need to organize all of the pieces.

I struggled with this at first. But after being a podcaster for almost two years, I finally have a pretty good system. Well at least it works for me. My filing system helps me stay organized so I know exactly where to find important podcast information.

I use four tools regularly with my podcast: One Drive, Google Drive, Trello and Airtable. So two are for file storage and two are for organizing and tracking all of the pieces. As I talk about each of the tools I will explain how I use them both. 

Now you don’t have to organize your files this way. Let me say that again. You don’t have to organize your files this way. Don’t forget I’m just sharing what works for me. 

How I Organize Podcast Files Using One Drive and Google Drive

Now you may be scratching your head wondering why I use two cloud storage platforms. So let me explain why. I am all about keeping expenses low. So if I don’t need to pay for cloud storage I am not going to. 

I plan to be podcasting for years to come so I knew I would run out of space in Google Drive. And since we have 1 terabyte of storage in Google Drive, I use that to store my video and audio files. I have connected my Zoom account to One Drive. That way all recordings are automatically saved where I want them. When an episode is edited, the final recording is saved in the corresponding folder for that episode number. 

So what do I store in Google Drive? That’s where I store everything else I need for each episode, images, show notes, my scripts and all of the information I need for my podcast guests. 

Now when it comes to organizing the files, I create a folder for every episode and label it with the episode number. That keeps them in numerical order. In One Drive I have an additional folder inside labeled FINAL which is for the final recording which is the file that gets published.

In Google Drive I have a few more folders, one for draft episodes, one for published episodes, and one for all of the templates I use for the podcast (show notes, emails I send to my podcast guests) and one for SOPs for the podcast. 

I also have a folder for unused images I may want to use. When I decide to use it, I upload it into my Canva account and delete the file from the folder. 

Now keep in mind this is my system, but you can store all of your files in one location. Just remember to label things so you can find them. 

How I use Trello

I use Trello to keep track of my podcast ideas and manage my podcast content. I have a list for my card templates for solo and guest chat episodes. There is a card that I use to record the episode information (EP #, the title and the SEO keywords). I also have a template with the checklists for solo and guest chats. These checklists are automatically added to the cards as they move from list to list. I talked about this automation in detail in this blog post.

I also have lists for each phase of my podcast workflow: for solo episodes there is a list for topic ideas, recorded episodes and published episodes. For guest chats, there is a list for scheduled chats, recorded chats ready to be edited, edited chats that can be published and published chats. 

Without this system in place I would never be able to keep up with where I’m at in the process with each episode, especially guest chats. This also makes it easy for me to complete my podcast schedule because I can look at the recordings I have in my bank which makes planning a breeze.

How I Use Airtable

I use Airtable as a dashboard to track all of the pieces I need for every episode. This also serves as my podcast content calendar which makes planning my social media content a lot easier. 

But this isn’t how I started using Airtable. At first I would put in deadlines for creating my script, show notes, images, and getting my blog post up. I quickly realized I needed to be more flexible getting everything done. 

So I struggled with this for quite some time until I listened to an episode of Uncommonly More with Stacey Harris and she described the dashboard they use with their clients. Then the lightbulb went off and I realized how I could use Airtable more effectively. So this is how I use it now. 

I organize the tables within the base by quarter so it doesn’t get overwhelming to look at. 

1st Column: Episode Topic/Title: The topic is usually broad at first until I do more SEO keyword research to find what will work best. Once I determine when I am going to publish that episode, I add the episode number.

2nd Column: Actual Publish Date

3rd Column: Episode Type: I choose if it’s a published or unpublished solo of chat episode

4th Column: I put a link to the episode folder in Google Drive

5th Column: Once the blog article is published I add the link to the article

6th Column: If I mention any previous episodes, I record the numbers here. It makes it easy to complete my show notes.

7th Column: I identify the call to action that I used (Join my Facebook Group, Download a freebie, Book a Call with Me, Etc.)

So that is how I use my favorite tools to organize the files for this podcast. And the best part for me, I can access the information on the go because all four tools work on mobile devices! 

But let me remind you one last time, this is my system. It’s important for you to organize your podcast content to save you time so you can easily find and track all of the pieces. 

If you would like me to help you lay out your filing system, set up Trello or even Airtable, schedule a 60 minute Clarity Call with me. You don’t have to do this alone and I would love to help you so you can enjoy the journey as your podcast grows without being overwhelmed!

Would you like to be start pitching yourself to be other podcasts? Be sure to check out the chat I had with Christina Bizzell. She shares tips that will help you know what you should and should not do when pitching yourself. Click here to check it out.

This post contains affiliate links. If a purchase is made, I may receive a small commission at no extra cost to you.

If you would like to hear the audio version of this episode, be sure to check out episode 77 of the podcast. Tune in on your favorite platform by clicking one of the links below.

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