Do you use a project management system? If not, why? A good system can make a big difference in how you plan and organise your time, not to mention your stress levels!
Sometimes it can be daunting to begin with a new app or software, especially if you don’t understand the features, or maybe you don’t have time to sit and learn about it. But that’s where this guide comes in! Here’s everything you need to know about ClickUp, a project management system that can help you grow your business and manage your time more effectively.
What is ClickUp?
ClickUp is a project management solution that enables you to easily manage your business, team, and all your tasks in one place. Designed for individuals as well as teams, there are plenty of ways that ClickUp makes life easier. Here are a few of the reasons why I love using this project management system:
- Communication – collaboration between team members has never been easier than with ClickUp. Get instant messages and notifications to do with tasks, much like a chat thread. You can see who’s online, invite people to projects, and each team member can see who else is watching or involved in the project or task. This means questions or problems can be sorted out quickly, and everyone knows what each other is working on.
- Tasks and Subtasks – each larger task can be divided into a number of smaller subtasks, helping to break projects down into chunks. You can assign responsibility for any task or subtask to different team members. This step-by-step overview allows each person to see clearly what is expected at each point of the journey. When everyone knows what they are doing, it saves so much time!
- Task Status and Dependencies – another useful feature of ClickUp is that you can add dependencies to tasks, so that it shows what needs to be done, in order, before the task is complete. You can also customise the task status, such as marking it for review, open, in progress, issues found or done. Colour coding means you can see how your projects are progressing, all at a glance.
- Automation and Integration – there are lots of useful automation tools to use in ClickUp, where you can trigger an action once a condition is met. Inside a task, there’s an option to track time. You can also sync to calendar, integrate your email accounts, proof and edit PDFs and much more. New apps, or ClickApps are often developed, so there are always plenty of new ideas to try. If you feel overwhelmed by features, you can toggle off the ones you don’t need.
- Free Forever Plan – what makes ClickUp stand out even more is that it is free to use. You have the option to add unlimited tasks and unlimited members for free, unlike other project management tools that want you to subscribe for a fee each year. With the free version of ClickUp, there are more than enough features for most businesses. But, if you did want some advanced features, such as unlimited storage and integrations, you can even make a deal to set your own price!
If you are still on the fence about using a project management system like ClickUp, I recommend checking out the ClickUp and AskYvi YouTube channels, as these show some really helpful tips on making the most of this tool. They can also help you get started more quickly, especially if you don’t have time to read through the learning guides shown on ClickUp.
A good project management system can be a game changer for your business, not to mention the benefits it brings to your own time management. For more advice on using ClickUp, or for any other questions about online business management, feel free to get in touch!
Managing time effectively is about more than upping your productivity. It helps you think creatively, enjoy your work, and get a work/life balance that benefits you and your business. Time management is key to feeling good about what you do, but to do that, you need systems. Here are some examples of systems that can help you organise your time so that you become more organised and efficient.
Before we dive into the nitty-gritty of time management systems, it’s a good idea to think about who you are. Your personality plays a key role in how you tackle tasks, your style of operating, and how you interact with others. When coming up with systems to help you manage time, something that works with your personality is going to be better than something that doesn’t fit well.
Tried and Tested Time Management Systems
This is a great idea for all those procrastinators out there (you know who you are!). The Pomodoro Technique is where you use a timer set for a specific amount of time. During that time you commit to working on a task without distractions. When the timer stops, you stop. Traditionally the timer is set for 25 minutes, followed by a short break, but you can set it higher or lower to suit your individual preference.
What is good about this is that you can fool your brain into working on those less appealing tasks. After all, we can all stand 15 minutes of concentrated effort, even if we don’t feel like it. But, what happens during that time is that we often find our flow. It becomes easier to finish the task. And if you don’t, then at least you have made progress, which is better than still being stuck procrastinating! All you need for this is a timer and willingness to commit.
Forget to-do lists, time blocking is a far more effective method of organising your time and tasks. Time blocking gives you a visual representation of how your day, week or month is planned out. There are apps out there you can use, good old Google Calendar or even a spreadsheet works as a daily planner.
Using colours for time blocks helps you differentiate between activities. For example, you could use different colours for different clients, or one colour for admin type tasks and another for scheduled meetings. You don’t have to stop with work either, you could schedule time blocks to include time spent with family, exercise and relaxation.
Time blocking helps you get a balance between work and life, because you can see exactly where your time is being spent. If your planner shows too much of one colour, then maybe it’s time to delegate or make some changes.
The 1-3-5 System
Rather than a traditional to-do list (that often simply makes us feel overwhelmed), the 1-3-5 system is where you write down a series of tasks you want to complete that day.
- 1 high priority task/ large task
- 3 medium tasks
- 5 small tasks
This makes your priorities easier to manage, and helps you to make progress without feeling overwhelmed. It is amazing what you can achieve, and how much better your time is spent when you have a system, as you stop wasting energy trying to do it all at once.
Most of us will be familiar with time tracking apps. Many entrepreneurs and freelancers use them to track billable hours. But, it is also very useful as a tool to show you what you spend most time doing. Time tracking apps that I use are Rescue Time, and Timing App. These can be set to run in the background so you can review how you spend your time when it suits you.
Having this insight means you can devise a new schedule where you spend appropriate amounts of time on tasks, and organise your time more effectively. It helps you to see where to streamline your processes, such as through using automation. Or what tasks you could outsource to a VA or OBM.
My Business Task Audit is another way to gain that insight into time spent on tasks. Its free, and could give you that organisational push you need to take control of your time, rather than it controlling you.
When we have poor time management, we have more stress and are less productive. Having some simple systems in place can transform how you work, increase your energy levels and make you feel more positive. It is amazing how a simple shift in how we spend our time can transform how effective we are at work, as well as how we feel.
If you are looking for some help in developing systems and processes that can make more of your time, feel free to get in touch!
In your business, have you ever stopped to really consider how many tasks you do on a daily, weekly, or monthly basis? It may surprise you. It’s no wonder that so many of us feel overwhelmed at times. What if there was a way to cut down on tasks, without compromising on the quality and quantity of your output? Well, there is! It’s called the art of delegation!
What can I delegate?
Delegating is where you offload some of your tasks to others, freeing up your valuable time. When you are busy with the day-to-day operations, it can be hard to know exactly what can be delegated and to whom. First, you need a breakdown of all the jobs you do within your business, and that’s where the Business Task Audit can help. It helps you identify everything that you do, so you can get a clear idea of what can be outsourced to someone else.
Benefits of delegation
The most obvious benefit of delegating tasks is that it helps you to manage your time. This enables you to improve your focus on other jobs, or creative thinking, strategizing, or even just have some time to yourself!
If you are not ready to hire someone, or outsource tasks, you can make use of automation tools to help you work smarter. Rather than delegate to a person, hand over your email marketing, social media, call scheduling and more to software and apps instead!
Better time management has the added effect of making you more productive and drives forward the growth of your business. So, delegate those time-consuming tasks!
Should I outsource to a VA or an OBM?
A VA (virtual assistant) can be a fantastic asset to your business. They are usually well-versed in many of those repetitive admin tasks, understand how to use lots of different software and business tools, and can help take some of those everyday jobs off your list.
But, what if you want to outsource more complex projects? That is where an OBM (online business manager) can help. An OBM can handle entire projects, use their analytical skills to improve workflows, and can assist you in strategic planning for the growth of your business. They can look closely at your business systems and create alternative ways of working that are more effective. An OBM has those higher-level management skills. They get to know your business and bring fresh ideas that could help take it to the next level. Read more about the differences between a VA and OBM.
Take the leap!
So often as business owners, we feel as if we must be in control of all aspects of our business. This means that we under-delegate, or think that in order for things to be done right, we must do it ourselves. After all, it would take time and effort to train someone new. Or, perhaps it is a fear of failure that makes it so hard to let go of our ways of doing things.
It is important to remember that delegation will benefit your business. When you are juggling too many tasks, YOU are the one who is more likely to make mistakes. Whether you hire an OBM, a VA, or pass some extra tasks on to your existing team members, delegation will help your business run smoothly and lower your stress levels!
If you’re ready to take charge of overwhelm and make better use of your time, begin by downloading my Business Task Audit. It’s a simple process, and a valuable experience. When you see how much time you could save and how much more you could achieve by delegating, you’ll be excited to start!
Do your workflows enhance your business? Or do they hold you back? Do you even have effective workflows in place, or are you scrambling to get tasks done and solve the problems that arise each month? It’s a common issue among many businesses, in that you and your team are so caught up in managing the day-to-day, there never seems to be the time to take a step back and look at the bigger picture. Yet, getting the right workflows in place is essential for saving time and improving efficiency.
What is a workflow?
A workflow is a set of actions and results that must be performed in order to get a job done. To map out a workflow, you can use digital tools and software, stick notes to a wall, or even use good old-fashioned pen and paper to recreate the processes and show them as a flow chart. This gives you a visual, step-by-step guide to how things are currently working and who is responsible for each part of the process. Having a bird’s eye view makes the big problems obvious, or could highlight the smaller sticking-points you were not aware of, putting you in the position to make effective changes.
Taking the time to map out your current workflows is key to getting a full understanding of how your business runs. To get the most from mapping workflows, begin with the areas of your business that cause you the most hold-ups. This helps you to get the urgent changes in progress and bring the most benefits to your business.
If you have a team of staff, a workflow map means everyone knows exactly what is expected of them, and in what order. When looking at workflows, it is important to get input and feedback from team members who are carrying out the processes, as they know first-hand what works well and what the hurdles are.
Mapping workflows allows you to create simple processes to save time, such as automating actions that are repeated frequently. For example, in setting up email auto responders or creating templates to use for common documents, you and your team are already saving time and energy. When you begin to look at your workflows in more detail, you will see even more ways to improve efficiency. No matter how busy your day-to-day operations are, it is worth taking the time to map workflows because the benefits are exponential.
Benefits of Effective Workflows
Effective workflows can help simplify tasks, cut out unnecessary steps that are a waste of time and productivity, and create a streamlined approach that runs almost on auto-pilot. This not only benefits your own team, but efficient workflows create a good experience for your customers and clients.
Effective workflows set standards for your business that are always upheld and can be relied upon by yourself, your team and your clients. It eliminates unnecessary work, reduces errors, saves time and boosts productivity. Not only that, but when jobs are broken down into smaller tasks, it lessens that sense of overwhelm that contributes to work-stress.
It’s amazing how many positive effects come from efficient workflows, not only for a business but also for the team behind it. When everyone is working ‘from the same page’ it increases communication, team spirit and even brand image. It’s a win-win for everyone involved, from business owners and staff to customers or clients.
Ready to start?
When you are caught up in the daily grind of running of your business, it can sometimes feel overwhelming to stop what you are doing to map workflows, or review existing ones. As an online business manager (OBM) I can help you improve the way you work, creating a more efficient and productive environment from which you can drive the growth of your business. If that sounds good, get in touch to see how we could work together!
Simply put, business systems are a combination of strategies, tools and processes that help coordinate activities and allow people to work together and to achieve a specific goal, or solve a problem. No matter what the task, a series of actions need to be completed in order to get it done. Systems may work well, or they may not! But, every business, even the smallest, needs effective systems in place to facilitate the day to day running, encourage growth and maximise profits.
The right systems bring many benefits to a business. Not only do they ensure that the needs of both the business and its customers/clients are met, but it does so in a way that makes operations cost-effective and efficient.
Types of Business Systems
Every business needs systems, but what they are and the priority of each one will depend on the business niche and the business goals. As a rule, each business area typically has its own systems that enables movement in steps from point A to point B. Areas of business such as payroll, human resources, inventory management, marketing and accounts each has a set of actions, processes and software that are different from one another, but they all add to the journey that achieves a goal or solves a problem.
Some systems may be small, such as sending out email campaigns. Others may be larger and more complex, such as on-boarding new clients or staff members. It is also important to work out who is responsible for running each system, so that it works properly. For example, if a payroll system does not have someone to ensure all the necessary inputs are made in the right time frames, it would lead to a lot of unhappy employees!
Successful business systems create easy workflows, but it is important to realise that systems also need to be flexible so they can be adapted when business needs change. For example, a change in the market, new rules and regulations, or changing demands of a supplier, could create gaps in output or bottle necks that slow down productivity. Having flexible systems in place helps to keep business flowing during times of change.
Whatever the purpose of a system, it needs to run smoothly to reduce the need for additional work and supervision, allowing business owners and their staff to work smarter, not harder.
Do your business systems need upgrading?
Good business systems create standards for consistent output, streamlining your processes and operations. This also makes your business more profitable. However, creating the right systems and implementing them can be a challenge, especially where old systems that worked previously are no longer up to the job.
Sometimes when we have done things in a certain way for a long time, it can be daunting to make changes, especially when there are many other correlating links in the chain of action that may also need to be changed. That is when hiring an Online Business Manager (OBM) can help.
Developing new systems can be a time consuming process, but it is worth it in the long run. An OBM can look at the systems you already have in place and, with a fresh set of eyes, can see what works well and what could be improved. They have the skills and expertise to tweak existing systems, or completely overhaul them, by developing new processes and finding the right tools to create better workflows for your business.
When business systems work well, it means that time and energy is not wasted and can be channelled into new areas of development, or give business owners the chance of a better work/life balance. If that sounds interesting, get in touch to see how we can work together!
Sometimes the words ‘Virtual Assistant’ (VA) and ‘Online Business Manager’ (OBM) are used interchangeably. While both are support roles for a business, there are some key differences between the two. If you’ve been considering hiring a VA or OBM, knowing the difference will help you decide what level of service you need for your business.
What is the role of a VA?
When your business grows and tasks become too much to handle with the capacity and resources you have, outsourcing to a VA is a great option. Whether it is help with general admin, or specialist tasks such as social media management, a VA has the expertise to take on many common business processes on your behalf. A VA takes direction from you, so when you want help, you send your VA tasks for completion.
A VA often works for a number of clients, each for an agreed amount of hours per week.
What does an OBM do?
An online business manager is less task oriented than a VA, rather they focus their expertise on helping you manage your business to drive growth and increase revenue. Partnering with an OBM means you allow them to understand your business inside out, and use their knowledge to work independently and manage things as they see fit. The advantage with this is that you do not have to micro-manage, an OBM can solve problems and keep your business running smoothly without your input.
Another advantage of working with an OBM is that you can take time off work or put your effort into new projects without worrying about the details of your existing business. Your OBM handles it all!
Adding to the confusion between the two roles, there may be some VA’s that also offer OBM services, but an OBM typically dedicates more time to their clients and has a deeper level of business management knowledge. An OBM tends to have fewer clients, and charges a higher rate due to their higher level of business acumen and expertise.
Do you need an OBM or a VA?
The level of help you need, how much control you are willing to hand over, as well as your budget, will be factors in deciding whether to hire a VA or an OBM for your business.
If you are looking for someone to oversee the complete management of a project, want to hand over the running of some parts of your business, or need help with planning and strategy to take your business forward, an OBM is the right choice for you.
If you need more staffing power to speed up day to day tasks, you like to keep a close eye on your operations, or would prefer to hand over the less exciting jobs to free up your time, a VA is there to help.
It is easy to see why the two roles are often confused with one another, as there is some overlap with the types of activities that a VA does, and an OBM will oversee. But when you really understand the difference, the two roles are distinct.
There are many great reasons to hire an OBM, especially for small business owners and entrepreneurs who typically lack a balance in their professional and personal life. There may also be a point where you feel as if you are spending too much time managing your business, and not doing the creative thinking that made you start your business in the first place. Whatever the reason for hiring an OBM, it can make a huge difference to your time, stress levels and overall well-being, as well as enabling new business growth and direction.
If you are looking for an OBM to help take your business forward, feel free to get in touch.