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Organize your CRM

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Organize Your CRM: A Step-by-Step Guide

You know it’s time to organize your CRM. You know that CRM systems are vital, but HOW they are vital to you and your business, you are a bit fuzzy on the details. I was too, up until I started really diving into why and how I wanted my Customer Relationship Management tool to work for me. 

The main purpose of CRMs is to manage of customer data, increase productivity, and drive growth in your business.

 A CRM can become easily overwhelming and therefore completely ineffective. That’s why I wanted to dive a little deeper into how to organize your CRM. 

You will discover best way to go about organizing your CRM by familiarizing yourself with the functionality, segmenting and classifying your types of contacts, maintaining your organization and creating the habit of making your CRM a large part of your business.

Prepare to optimize your customer data management with our comprehensive guide on organizing your CRM!

Understanding your CRM and Its Importance

Effectively organizing customer data, a CRM system plays a significant role in managing customer relationships for small businesses. You can find out more in my last blog post about Choosing a CRM that works for you. Implementing your information and your CRM in the right way will help your small business achieve its sales and marketing goals.

From spreadsheets to email marketing, a good CRM system can provide a centralized hub for sales teams and reps to access client information, track leads, and manage pipelines. If you are going to grow your business outside of referrals from family and friends, having something to organize your information is …. inevitable.

You can start with a spreadsheet if there’s nothing else available, but you would be surprised at the number of inexpensive yet effective CRM systems out there (Namely my own and my colleague’s Notion template!) 

Start to organize by familiarize yourself with your CRM

The first step to organizing your CRM for your business is to play with it and figure out how it works. Most CRMs that have a monthly charge have free trial periods to test out their product, and there are many “training” videos out there that can give you a good flavor for the CRMs you are considering. Explore all of its features and functionalities making a list of the aspects that capture your attention. Read the periodic emails the CRMs send out and engage with the community to learn best practices and tips from other users. Additionally, make time to analyze your data so you can really put your CRM data to work in your business strategy—and knock it out of the park when it comes to hitting your business goals.

When I start to use a new tool, the first thing I do is click every part of the tool that I can to figure out where things are and ask myself questions:

  1. Can I find my way around it easily?
  2. Does it offer the MAIN features I need in a CRM tool?
  3. Does it have an easily accessible database and reporting function?
  4. Does it integrate with other tools or with Zapier/Make?

Organize your CRM checklist

Organize your CRM by segmentation: Contacts, Organizations, Pipelines, and Stages

The second aspect to organizing your CRM is Segmentation. Segmenting your CRM is the best way to effectively categorize and track contacts. By updating data for organizations within your CRM, you can efficiently manage relationships with different entities.

Setting up pipelines in your CRM facilitates the tracking of sales processes while designing stages provides clarity on the progress of customer interactions. Proper segmentation not only improves data organization and accessibility but also saves you time and effort. Which is the whole point… isn’t it?

Organizing your CRM by Defining and Managing Contacts

When it comes to organizing your CRM, defining and managing contacts is pretty much the most important step.

Collecting essential contact information such as phone numbers and email addresses in your CRM allows for easy access and communication. Make use of data fields and custom fields within the CRM system to store relevant details about each contact, ensuring that all the necessary information is easily accessible and CORRECT.

Knowing who you are talking to, and what their position is in a company gives you a lot of information and detail to CLOSE the sale and make sure you are spending time with the decision-making people… not just their assistant… unless they have the power to purchase what it is your are selling. 🙂

Interactions that you have with these contacts need to be tracked as well, make sure it is something you either can maintain, or easily add. Sometimes there are CRMs that automatically add transactions if they are emailed through, but it needs to be from a specific email address set up to integrate. Make sure you know what the boundaries are for things like this. Sometimes it is better practice to get in the habit of recording transactions than relying solely on automation.

Defining and managing CRM information

Categorizing and Tracking Organizations

You also should track Organizations. Yes… organizations and contacts ARE different. They can be related to each other, but the organization is a separate entity from the contact. I recommend creating separate categories or tags for different types of organizations in your CRM. This way you can see the types of organizations that you are attracting, as well as those that seem to need your services more.

You can then track documents (Proposals, pricing sheets, contracts) related to each organization.

Also important are social media profiles and website links. Noting beats having all of the pertinent information in one place and easily accessible.

Some CRM systems allow you to assign team members responsible for managing relationships with specific organizations. This may be for larger organizations, but something to also think about when planning for your company’s growth.

Setting Up and Streamlining Pipelines to better organize your CRM

So… now we are getting down to the nitty-gritty. Setting up Pipelines. (Check out this explanation if you are fuzzy on what a Pipeline is in relation to a CRM).

To effectively set up and streamline pipelines in your CRM, it’s definitely important to define the stages of your sales process. This is where I typically have fun by mapping out the “process” of sales with my clients and figuring out what the pipelines (and stages) are by their typical activities.

I like to relate Pipelines to parts of my marketing process to see where my leads are coming from. Facebook page, attended a webinar, downloaded a freebie… as examples

What is your Sales Process?

This also helps define the timeline of each prospect into your lead funnel which BOOM helps you figure out what your future workload will be (and also how much moolah you may be bringing in, and who doesn’t love that?).

Additionally, using a CRM to generate visual representations of your pipeline’s performance helps in identifying areas that need improvement. Data analysis anyone?

But let’s chat about that later….

Designing and Navigating Through Stages

So now that you have your Pipeline figured out, it’s time to clearly define what happens that moves a deal (or a potential sale) from one stage to another. Stages and Pipelines can be a little confusing when dealt with together, but I think of a Stage as a part of the Sales process that boosts the individual along to a particular kind of sale.

Example: A pipeline may be a specific service you offer, like a 1-hour coaching call. The client downloads your freebie, signs up for a webinar, and then decided they want to work with you 1:1.

A stage may be a “fit” call to see if you would work well together, then a proposal, then an acceptance of the proposal.

Sometimes the works Pipeline and Stage can be synonymous, just make sure you know how you are organizing your leads and opportunities. (More information can be found here from a respected CRM blog)

Most CRM dashboards allow for an overview of deals in different stages, while notifications and reminders help to stay updated on any stage changes when they happen.

What stages do your opportunities go through to work with you?

Organize your CRM Stages

How to Keep Your CRM Clean and Organized.

Organizing your CRM

Regularly analyzing and maintaining your CRM data is crucial for its accuracy.

You can’t make good decisions based on bad data. You can in fact make BAD decisions. (or as my son would say “sus” decisions)

This is why I encourage making a habit of cleaning out your CRM… daily at first if at all possible.

Making a habit of making sure the information is clean and up-to-date is the key to making the tech work for you.

Make time to analyze your data.

In order to get the most out of your CRM, it is important to set aside time for analyzing the information.

Consistently reviewing the analytics of your CRM allows you to acquire a deeper understanding of customer behavior, which in turn assists you in making well-informed business decisions.

Start to identify trends and patterns within your data, so that you can optimize your marketing and sales campaigns for better outcomes. (To find out more about what and how to analyze CRM data, I have found this article quite helpful)

Furthermore, analyzing customer data enables you to identify more ways to sell, and perhaps who the types of products and services your customers are interested in. More services = more $$ and happier clients.

CRM analytics can also offer a means to measure the effectiveness of your customer service efforts, especially if you also track your client engagement after their initial purchases.

By devoting time to analyze your data, you can harness its power to propel your business forward.

Managing Duplicates and correcting “bad” data through your workflows

Some of the most common issues within any database, let alone a CRM, are duplicate entries or inaccurate connections.

The best course of action is to correct or train your team to correct these as they see them. That way the issues are not issues anymore. However, if that isn’t something that will happen right away, there are plenty of tools and features offered by your CRM systems to efficiently merge or delete duplicate records. Even in the CRM I created within Airtable as it’s platform, there are ways to identify and merge together duplicates.

If you are finding there is a bunch of “bad data” within your CRM, start a project to identify and rectify the inaccuracies. These could be outdated entries or individuals who are no longer with a company that you have worked with. Sometimes the issues will stand out to you, other times they will not. A little research on the older entries may be helpful (I have found LinkedIn can be helpful for this).

Also, establishing guidelines for data entry can also help reduce the occurrence of duplicates (like searching for an email address prior to adding an individual to the system.) Make it a point to regularly train and educate your team members on how to effectively manage duplicates in the CRM system, whether it be as it happens, or if you go through the tool once a month for “clean-up duty”. By creating searchable fields in your CRM, you can make your data even more accessible and spend less time sifting through information. This allows you to focus more on working leads through your pipeline.

Manage duplicates in your CRMs

Make organizing your CRM part of your routine.

Time to make it routine, and incorporate management tasks into your or your team’s schedule.

Set reminders and notifications to prompt regular updates and keep your data up to date.

Make CRM usage a priority for yourself and your team!

 

So, in a nutshell, organizing your CRM is essential for effective customer data management and streamlined business processes.

it’s not difficult to do, but it does take some time and habit formation.

  1. Familiarize yourself with your CRM and its functionalities
  2. Define the data that makes up your contacts, organizations, pipelines and stages
  3. Once set up, create a system that will keep your CRM clean and organized.

Investing in a customized CRM can be worth it, as it allows for tailored solutions that cater to your specific business needs. Take control of your CRM organization and experience improved efficiency and productivity in your business operations.

What are some other common questions when it comes to CRMs?

Frequently Asked Questions

What are the Common Challenges in CRM Organization and How to Overcome Them?

One way to address the common obstacles faced by CRM organizations is to adopt data validation and de-duplication procedures. Conducting regular audits and cleansing of data helps maintain its accuracy. Simplifying the processes for collecting data can reduce the chances of important customer information being overlooked. Integrating CRM with other business tools and systems enables smooth transfer of data. Additionally, automating data collection and entry for your team can minimize human error and ensure the cleanliness of your data.

How does CRM Software Aid in Better Customer Data Management?

CRM software plays a crucial role in improving customer data management. It centralizes customer information, automates data entry and updates, enables efficient segmentation for personalized outreach, tracks customer interactions, and facilitates effective customer service through historical data.

Is Investing in a Customized CRM Worth It?

Investing in a customized CRM can greatly benefit your business. By aligning the CRM with your specific needs and workflows, it increases productivity and efficiency. Personalized experiences and targeted communications improve customer relationships. Custom access controls enhance data security. Leveraging the full potential of a customized CRM drives business growth.

Looking to learn more? 

Check out these blogs:

How to choose a CRM that works for you

Business Documents Every Entrepreneur Should Have

Simple Task and Project Management

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How to choose a CRM that works for you

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What CRM Should I Use?

 

The right CRM can make or break your business. It’s not just about collecting data, it’s about understanding what that data means and how you can use it to drive sales and improve customer service.

When you start your business, the first thing you need to do is figure out a way to accept money from your clients. The second things to do is organize all of the information that you will be creating, sifting through, and understanding in order to actually have the business run well.

I will explore the importance of a personalized CRM, the essential features of a good CRM, and common pitfalls to avoid when choosing a CRM, and take a deep dive into a self-made CRM based on a popular database tool, Airtable.

We’ll take you through Airtable’s key features, seamless integration potential, simplicity, interactivity, and customization abilities that set it apart from other tools out there. We’ll also compare Airtable with Notion for customizing your CRM database.

Lastly, we’ll share some tips on how to effectively use your Airtable CRM and overcome potential roadblocks. Read on to learn why Airtable is the perfect solution for businesses looking for a powerful yet flexible CRM platform.

What CRM is best for me? Airtable

To effectively manage my business, I need comprehensive knowledge of my pipeline, including buying preferences and interactions. Airtable is a customizable platform that combines the convenience of a spreadsheet with the robustness of a database. It integrates seamlessly with other tools, making it an adaptable choice for CRM.

Understanding CRM and Its Importance in business

As a quick review, CRM, short for customer relationship management, is an essential tool for businesses in managing customer relationships and improving sales.

CRM’s help businesses effectively track and analyze customer interactions, enabling them to provide better customer service. This is something we could all work on in today’s client-centric world.

Additionally, CRM helps streamline the sales process, improving efficiency and productivity.

With a CRM, businesses can make data-driven decisions based on customer data analysis.

Implementing a CRM system, such as Airtable, can lead to increased revenue and business growth.

The CRM I have created in Airtable is a power platform that offers various features and functionalities that allow businesses to manage contact information, track sales information, and even collaborate with teams. I wholeheartedly believe Airtable’s integration potential, simplicity, and interactivity make it a good choice for businesses looking for a reliable but flexible CRM solution.

Why you may need a personalized CRM

One advantage of a customized CRM is that it allows businesses to customize fields and workflows based on their specific needs. By creating their own templates and layouts and even automation, businesses can easily manage their data. This flexibility allows for seamless adaptation to changing business needs.

With a customized CRM (based on a generalized template), businesses can capture and track the precise information they need, from contact details like phone numbers and email addresses to sales team and support team interactions.

Whether it’s integrating with popular tools like Microsoft and Slack or capturing contact information from social media, a personalized CRM enables businesses to align their system with their unique sales processes.

Essential Features of a Good CRM

Of course, a customized CRM won’t help you by itself… You need to understand what a CRM should contain at its core to make sure you are covering the bare necessities. (If you are singing to yourself right now, you are my kind of person).

A good CRM provides the following:

Contact management capabilities for storing and managing customer information efficiently.

Workflow automation is an essential feature that saves time and improves productivity by automating repetitive tasks.

Integration with other apps and platforms, such as email and project management tools, enhances efficiency and streamlines workflows.

Customization options enable businesses to tailor the CRM to their specific needs, ensuring flexibility and adaptability.

Reporting and analytics features provide valuable insights for decision-making and strategy, allowing businesses to make data-driven decisions.

By incorporating these essential features, a good CRM empowers businesses to effectively manage customer relationships and drive growth.

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A Look at Popular CRM Platforms

When it comes to popular CRM platforms, there are quite a few that have been advertised in recent years. This article goes through some of the top advertised and used CRM’s in our industries and may be worth a look if you are on the search for one.

Some of the ones you have heard of may include:

Salesforce stands out for its robust features and scalability, it is possibly the most “stacked” CRM available today.

On the beginner’s side, Google Sheets offers a straightforward and free option for basic CRM needs

Even a project management tool like Trello, Monday.com or ClickUp, can be adapted for CRM purposes.

Even Mailchimp, known primarily as an email marketing platform, also offers basic CRM capabilities.

Some other well-known CRMs include Dubsado and Honeybook, which include automation and pretty form capabilities.

These platforms provide various solutions for businesses of all sizes, allowing them to manage customer relationships effectively.

Limitations of Popular CRM Platforms

So while the previously mentioned CRM’s may be popular, there are some limitations to be aware of. Salesforce is robust but is usually too complex and expensive for small businesses or startups.

Google Sheets lacks advanced CRM functionality and scalability.

Project Management or Mailing tools have limited CRM capabilities compared to dedicated platforms.

Dubsado and Honeybook doesn’t integrate well with other database tools, making comprehensive data analysis difficult.

So while niche CRMs offer specialized features but lack the flexibility of general CRM platforms. Businesses using niche CRMs may face challenges when their requirements evolve or expand, and integration with other systems may be limited, leading to clunky workflows and inaccurate information.

Introduction to Airtable as a CRM

I’ve realized over the last three years of working in small businesses that Airtable, a versatile information management software, can also be used as a powerful customer relationship management (CRM) solution.

With Airtable, businesses have the flexibility to create their own custom CRM databases in a highly customizable workspace.

Easy visualization and management of sales pipelines can be seen in the Kanban view yet still be able to see an entire list of all recent leads with the grid view, all using the same information.

Additionally and even more importantly, Airtable seamlessly integrates with other apps and tools, providing a seamless flow of information.

Its internal automation can pull in information from separate databases, allowing the information to be entered once but used and analyzed in multiple different places. For example, you are able to look at a contacts information, see the company they are from as well as all interactions the company has had with your sales team, in one place.

Equally as important, it’s user-friendly interface makes it accessible to users with varying technical skills.

By leveraging Airtable as a CRM, businesses can efficiently manage their contacts, track sales activities, and streamline their follow-ups in a simple and effective manner.

While many free templates are available for Airtable, there are also some more well-thought out airtable templates for just this use-case.

My Airtable CRM contains an easy-to-navigate table of contents page, that connects to separate tabs of Opportunities, Organizations, and Contacts.

Additionally, there are easy-to-fill-in forms to help enter in data and information, as well as ways to integrate information from other data sources (lead capture forms, schedulers and similar lead-entry points).

You are also able to send emails directly from Airtable to a potential client with a click of a box and using previously created templates of emails and add your own.

Collaboration features enable seamless teamwork, allowing sales teams to work together on activities. Additionally, Airtable’s integration with other apps through platforms like Zapier enhances its functionality, enabling businesses to centralize their data and streamline their workflows.

The Simplicity and Interactivity of Airtable

Possibly the best feature of Airtable is that it offers a user-friendly interface that simplifies data management.

While I may be a bit of a data nerd, loving the spiderweb of connections that data points have with other tables, I know I am not in the norm. With Airtable’s drag-and-drop functionality, organizing and arranging data becomes effortless, and dare I say it… FUN. Collaborating with team members in real-time is seamless, enhancing productivity. Anything that makes me more productive and is fun is a winner

Its simplicity and interactivity make it an ideal choice for businesses looking to streamline their CRM processes.

Why Choose Airtable Over Other CRMs?

We believe Airtable stands out among other CRMs for several reasons.

It offers a flexible pricing structure, including a free plan and affordable paid options. You are also able to share views of Airtable without giving full access and therefore having to pay for more users.

With Airtable, businesses have complete control over their workspace, allowing for customization and scalability.

Airtable, as a customer relationship management (CRM) platform, offers seamless integration with various apps and tools. It enables you to integrate with other popular software, including it’s own interface views, allowing for a unified and streamlined experience.

Additionally, Airtable’s integration with Zapier makes it easy to sync data with other platforms, enhancing your workflow efficiency. Furthermore, you can integrate Airtable with email services enabling you to consolidate your contact information and manage follow-ups effectively. The flexibility of Airtable’s API also allows for smooth integration with other systems, giving you the freedom to tailor your CRM to your specific needs.

In a day and age where everyone is looking for the 1 tool that “does it all”, it’s much more likely to find a tool that “connects them all” and that is Airtable.

Effective Use of an Airtable CRM template

To make Airtable a super-effective CRM, I have taken a deep dive into how small businesses use CRM’s and figured out how to simplify all the “bells and whistles” into one streamlined platform. I have taken advantage of Airtable’s wide range of field types for comprehensive data capture, ensuring that anyone who uses the template can capture all relevant information such as phone numbers, email addresses, and contact details. I have created a well-structured sales pipeline within Airtable to efficiently track and manage leads

While a customizable tool may sometimes have some roadblocks, or complexities that other tools may not have, the freedom to create what you actually NEED and not force you into the CRM shape-hole they provide is worth the learning curve. And there is always an Airtable support to help you with your questions.

Airtable vs Notion for a custom CRM database

Another simple yet effective tool for CRM’s would be the note-taking application Notion. In recent years, Notion has built up it’s database features, making it a great contender with Airtable for building database-backed applicawtions.

When comparing Airtable and Notion for a custom CRM database specifically, it is important to understand the key features and functionalities of both platforms.

Airtable offers a robust spreadsheet-like interface that is highly customizable for managing customer relationship management (CRM) data.

On the other hand, Notion provides a versatile task management system with a rich set of tools for organizing and collaborating on projects.

Evaluating the ease of use and user interface of both Airtable and Notion is crucial in determining which platform best suits your CRM needs.

In the end…

When choosing a CRM, it is crucial to consider your specific needs and requirements. Airtable stands out as a powerful CRM platform that offers a range of features and benefits for businesses of all sizes. With its seamless integration potential, simplicity, and interactivity, Airtable provides a personalized and efficient CRM solution. Whether you are looking for a custom CRM database or need to overcome potential roadblocks, Airtable can effectively meet your CRM needs. But at the end of the day, the software that is best, is the one you will USE.
 

Frequently Asked Questions

Q.How easy is it to migrate data from my current system to a new CRM?
Migration ease varies between CRMs. Some provide tools and support for easy migration, while others might be more complex. Before committing, inquire about migration support, especially if you have a lot of data.

Q.How does mobile access impact CRM effectiveness? 
Mobile access can be essential for businesses with on-the-go sales teams or those who need real-time data access from various locations. Ensure that the CRM offers a robust mobile app or mobile-responsive platform if this is crucial for your operations.

Q.How do I ensure the security of my data in a CRM?
Check for encryption, data backup, GDPR compliance, and other security protocols. Some CRMs may also offer two-factor authentication and role-based access for additional security.

Looking to learn more?

Check out these blogs: 

Business Documents that every Entreprenuer should have

Simple Task and Project Management

Essentials of Business communication

 

Mastering Team Communication: Key Strategies for Small Businesses

Operations Management, Uncategorized / By

Mastering Team Communication: Key Strategies for Small Businesses

 

“Good communication is the bridge between confusion and clarity.” – Nat Turner

 

This quote is especially true when considering the communication within your team in your business.

Communication between team members, whether it be from employee to manager, CEO to team or team member to team member is like a bridge between two people, and the only way to make sure that the message doesn’t fall through the cracks is to make sure your messages are communicated on a well-constructed system.

Does your communication bridge look like this?

or this?

It is a competitive world for small businesses today, and it can be difficult to manage a team and be able to instruct, and communicate with them in a way the makes their role, their jobs, and your expectations of them clear.

Let’s explore the significance of effective team communication while providing insights and tools tailored for neurodivergent, women-owned businesses to boost collaboration, maximize productivity, and embrace their unique strengths.

Your team is your most important asset, Now is the time to help conquer communication challenges within your team. This this article will help you learn how to establish the habits and systems to create the clarity in communication across the board.

You stoked? Me too, let’s get started.

The Power Couple: Tone and Clarity in Communication

 

Having a perfect combo of tone and clarity in your messages does more than just boost communication – it’s the helps create an unstoppable and empowered team. It sets the stage for everyone to feel heard, valued, and inspired to share their ideas.

Let’s discuss each piece of this and how they work together in team communication.

What is tone? Why does it matter so much? Tone tells the underlying story or context of what you are trying to relay.

Tone

 

Refers to the attitude and emotions you convey in your message. It’s the subtext, the feel of what you say or write, and it comes to life through your choice of words, expressions, and even punctuation. In communication, the tone can make or break relationships, trust and collaboration.

Have you ever received an email that starts with…. “Per my last message”…

You can tell right away that the tone of the message is irritated and a bit passive aggressive.

If the email starts with something more along the lines of, “Hey! I’m sorry my last message wasn’t clear enough. What I meant was ……”

A few extra words conveys that you aren’t angry, but still pointing out that you answered the question but may have not been a way that the person understood.

Both messages convey the same information, but the tone sets a different atmosphere for the recipient.

Clarity

 

Equally important, if not more so, is the clarity of the message. It doesn’t matter if you spend 30 minutes structuring an email, if the information isn’t clear to the reader, then it’s not going to have its intended effect. When your message is crystal clear, there’s less room for misinterpretation, which ultimately leads to better collaboration and productivity.

“Great, I get it Ana, but I ALWAYS think my message is clear… at least to me. How can I make sure it’s clear to others?”

Well I’m glad you asked! How do you make sure your message is clear? Let’s see the following list for some pointers on how to make sure your messages are well-rounded, hit all the main points and doesn’t leave any pertinent information out.

Structure it: Organize your message in a logical and coherent manner. Start with a clear purpose, followed by supporting details and a concise conclusion. (Bonus point! create a template to create all of your messages from this! << insert message template here >>

Be specific: Use concrete, straightforward language. Provide examples and details that leave no room for doubt instead of vague statements and industry jargon. Write for an 8th grader!

Keep it concise: Say what you need to say in as few words as possible. Sometimes being too wordy can muddle your message and obscure the points you’re trying to make.

Ask for feedback: Checking your team’s understanding of your message can catch any potential misinterpretations or confusion, and provide an opportunity for further clarification. This is especially good to go over in meetings to make sure everyone has a understanding of any decision or action items.

So, to put these two concepts together, your communication tone, clarity and ability to see any possible issues or perspectives is a message that will not only help your team communicate with each other, but your approach to them as well.

The following list is good to keep in mind.

  • Be approachable: A friendly and relatable tone encourages open dialogue and sets the right mood for magnificent brainstorming sessions.
  • Keep it clear: Concise, specific messages help avoid the “lost-in-translation” trap, ensuring your team stays in sync and runs like a well-oiled machine.
  • Embrace empathy: Your team is more than just a cog in your business machine. Show compassion, and it will not only elevate morale but also strengthen your team’s bond.

Placing emphasis on team communication is simple, but not necessarily easy.

Devote time and energy to improving your team’s communication, and you’ll see the wonders it does for your overall productivity.

  1. Determine communication methods. Always communication the same type of message the same way. (examples include: Project-based communication within the project. Personal communication within your messaging tool. Team-communication on an agenda and meeting.
  2. Keep messages brief
    • Hi XXX
    • State positive message or introductory sentence to the rest of the message
    • State question, comment or main point of the message. If it’s a longer message, use bullet points when possible.
    • Wrap up message with pleasant outgoing statement. Good to have a few of these on hand.
    • Salutation
    • Name

Online Communication Tools: Beyond the meeting

 

So now that we’ve got the basics down, we can start to look at the cool tech that can help us communicate better with our remote teams. Nowadays, remote teams are more and more common, thus making communication tools even more important than they ever were before.

In the small businesses I have been involved with, there are three key tools that always need to be present in order to ensure smooth communication. No, these don’t include email. (Actually, email should be the LAST way to communicate with your team.) You need a way to allow your team to understand your company goals and vision and always have access to it, as well as a way to see the projects and tasks they need to do as well as talk about them, and lastly a way to have quick conversations, cheer each other on, or celebrate as a team.

(I am going to purposely leave out Zoom or video meetings for now, as they could be an article on their own with all the tools and digital meeting decorum they require)

👉👉 Check out my YouTube on Communicating using ClickUp 👈👈

 

Understanding your business at a glance

 

There is so much information and history for every kind of business, as to who you are, how you serve your clients, what you do, it’s hard for anyone working with you to grasp it all at once.

This is why I recommend utilizing Airtable as a way to bring all of your company’s information together in one place.

  • Typically the first thing I create for clients that utilize airtable is Business Hub, or Executive Hub that houses everything the business employees or the CEO needs to know about the business and find at the drop of a hat. I’ve also heard this termed as a “wiki”. It’s basically a table of contents for things like Brand boards, Zoom Links, Services, Team details, Course notes.

The reason I prefer creating this in Airtable is because you have the ability to view the information ins multiple different ways, making it easy to understand from anyone’s perspective.

  • Without a doubt, a Task List, or Project Management tool should be a no-brainer when it comes to increasing better communication. My preferred tool for this is ClickUp. Although it claims that it is the one app to replace them all, it really is a show-stopper when it comes to project management and task communication.

I can’t express the importance of keeping project communication within the project, and not in separate emails or slack messages or gosh-forbid…. TEXT messages.

The more you want your business to grow and be self-sustainable, the more important this becomes, and although excel or google sheets can be a great starting place, being able to create projects, send emails from the projects, track hours, associate documents within a variety of ways is the right amount of functionality for businesses that aren’t ready for the ERP systems, but find Trello too limiting.

  • Last but not least is the way to send quick non-project-related messages, random questions, or ideas to the group. While ClickUp has a chat functionality, most of my clients prefer the quickness of Slack. I too am a fan, as long as I’m able to turn off the annoying “Click-click” sound effect every time someone messages!

I only warn that it doesn’t become a distraction to work, or in your home personal life.

So with three tools, you have a good amount of support to clarify and help.

In essence, tools like ClickUp and Airtable aren’t just the sprinkles on your donut.

They’re game-changers for boosting productivity, clarifying team requirements, and creating a group that doesn’t just finish tasks, but totally nails their goals. So, let’s step up our digital game and embrace the future.

The Power of Active Employee Contribution and Casual Interactions

 

Now let’s take a deeper dive into the world of communication statistics. Here we’ll highlight the instrumental role of employees in strengthening communication. We’ll also explore why venturing outside the cubicles and conference rooms for some team-bonding can work wonders.

First, let’s look at the role of each team member in the realm of communication:

  • Employees aren’t just “cogs in the communication machine”. Each one is a vital player, intertwining their unique perspectives to create a vibrant tapestry of ideas.
  • This level of engagement morphs the workplace into a dynamic hub of collaboration and innovation.
  • The floor should be open to all voices. Whether it’s an innovative idea, constructive feedback, or a concern, every contribution helps navigate the ship.
  • Active listening is our secret weapon. Communication isn’t just a one-way street, it’s a dual carriageway where speaking and listening play equally crucial roles.
  • Nurture a culture of transparency. When openness becomes our second nature, trust thrives, paving the way for robust and healthy communication.

Then there is the added benefit of socializing outside of work:

In the digital and remote age, it looks a little bit different than meeting with friends at a happy hour, but there are still remote ways you can enjoy each other’s company. The following are the benefits

  • Deeper Connections. Sharing a laugh over a cup of coffee (digital or otherwise) or on a Zoom call helps to build bonds that transcend work roles and responsibilities.
  • Socializing unveils various sides of our colleagues. Understanding these different facets fosters mutual respect and empathy, two linchpins of effective communication.
  • Fun gatherings are morale-boosters. Sharing excitement for non-work-related events can inspire and introduce a deeper level of commitment, paving the way for open and enthusiastic communication.

In a nutshell, employees are integral components in shaping communication, not just passive receivers. Keep the conversations flowing and make room for shared experiences.

Frequently Asked Questions

 

Q1: How can I get my team to communicate better with each other?

Nailing this is like acing a triple backflip! Fostering an environment that encourages open dialogue is key. Value every input, promote active listening, and provide constructive feedback. Empower your team with the right communication tools to keep everyone on the same page.

Q2: What are the 4 C’s of effective communication?

Ah, the fantastic four! They’re Clear, Concise, Coherent, and Complete. These ensure your message is understood and doesn’t resemble a riddle from an ancient prophecy. Keep your message clear and to the point, maintain a logical flow, and provide all necessary information. Now you’re talking!

Q3: What role does empathy play in effective business communication?

Empathy is like the secret sauce in your communication burger. It helps you understand team members’ perspectives and respond effectively. It’s about tuning into their frequency and acknowledging their feelings. Remember, a little empathy can turn a good communicator into a great one!

Q4: What are some common barriers to effective team communication and how to overcome them?

Just like hurdles in a race, these can slow you down but not stop you. Barriers could include unclear instructions, information overload, or technological hiccups. Overcoming these takes patience and strategy. Provide clear guidelines, don’t bombard your team with excess information, and ensure access to reliable communication tools. Let’s leap over those hurdles together!

In conclusion:

 

Empowering your team with effective communication is the secret sauce to boosting productivity and fostering a strong, collaborative work environment. So, harness these insights, step up your communication game, and watch as your business blossoms into a powerhouse of innovation and success.

Looking to learn more?

 

Check out these blogs: 

Business Documents that every Entreprenuer should have

Simple Task and Project Management

Top 5 ways to simplify your life

The Essentials of Business Communication

Operations Management, Uncategorized / By

Essentials of Business Communication

 

 

What if I told you that the secret to a successful business isn’t just a great product or service, but how you approach business communication?

I have often stated that even if everyone is speaking the same language, no one really understands the same language.

Ever heard of the phrase, “It’s not what you say, but how you say it”? That holds true in business communication as well.

Effective business communication can build strong relationships with clients, improve team collaboration, and ultimately lead to higher profits. So, pay attention to how you communicate – be clear, concise, and empathetic. It can make all the difference in your business’s success. wondered why some businesses thrive while others struggle. The answer often lies in communication. Whether it be in messaging to potential clients, members of your own team, or the clients themselves, how, when, and where something is communicated is much more than a sentence.

I have spent years in different types of businesses, large and small, and the one thing they all struggled with was communication. It is a large part of why I am such a fan of project management tools and spreadsheets and the “facts” they can provide so efficiently. But the fact is that communication is much more than words written on a page.

Communication is so vital to pay attention to in your business because it drives collaboration, productivity, and overall success, not only for you but for your clients as well.

Today I am exploring the role of effective communication in business.

Key aspects such as clarity, active listening, empathy, and feedback are discussed as crucial components. Improved communication can enhance productivity, strengthen workplace relationships, and drive business success. By mastering these skills, we can transform chaos into clarity, making the business journey smoother, especially for neuro-spicy business owners.

I just had an instance yesterday with a client, where I was locked out of her bank account. I needed access to it because I am in charge of running payroll. In order to reset the password I had to use her debit-card number as proof that I was allowed access to the account.

I entered the card number multiple times, along with her password, birthdate, and a multitude of other numbers.

In frustration, I let her know about the problem (instead of just trying to keep it to myself) and asked if anything had changed that I should know about.

Lo and behold, she told me she received a new debit card a few days before.

Had I NOT reached out to her, had I not explained the issue regarding the types of info I was using to get her into the account there is no way that she could have known that the new debit card was needed to regain access.

Think of the hours I could have spent talking to representatives of the bank before they clued me into that.

This is SUCH a big subject, that I have decided to dedicate the next 3 blogs to talking about communication within our businesses, from understanding the styles of communication to getting your team all on the same page and finally how to use these newly found skills to serve your clients effectively.

There is so much to be said about this, and of course, I will be making videos of how to improve your communications with my favorite tools, ClickUp and Airtable… and maybe a few others along the way.

What is Business communication? Why Does It Matter?

 

Ever feel like you’re juggling a million tasks at once, trying to keep your business running smoothly while also attempting to maintain clarity in your business communications? You’re not alone. As a neuro-spicy business owner myself, the complexities of workplace communication can sometimes (nay… all the time) seem overwhelming.

So, let’s dive into the heart of what business communication actually is, and more importantly, why it matters so much in your business, (and also your life).

At its core, communication is the process of sharing information between people within and outside a company. It is how we express our ideas, convey decisions, give feedback, negotiate deals, and collaborate with our team and clients. It’s the emails you send, the meetings you hold, the presentations you deliver, the emails you send, and even the non-verbal cues you give out… yes, even on Zoom for you fully-remote peeps.

Now, you might be thinking, “Sure, I communicate every day. But how can I make it more effective?” First of all. Kudos for even THINKING about how your communication may be missing the mark on the effectiveness scale. So many business owners don’t evaluate the delivery of messaging, but rather on the receiving end.

Effective communication is made up of a few key pieces:

Clarity in your message:

Your message needs to be clear and concise to avoid misunderstandings. Remember, in communication, especially business communication, simplicity is your best friend.

You don’t need to tell your colleague the story about how your dog escaped from your yard and then your kids were late to school which meant you had to call the school and that is why you are 5 minutes late to the meeting. You can just state that you had a home emergency and that you apologize for being late.

Clarity in messaging may mean communicating pleasantly or directly, with only essential information.

Active Listening is half the solution:

Communication is a two-way street. Listening to understand, rather than respond, is super important to good communication.

Active listening isn’t just about hearing the words that are said; it’s about understanding the message behind them. It means also asking follow-up questions, showing empathy, and confirming our understanding of the person giving the message.

Much like a kid playing with putty, we need to experiment with the information being given to us to make sure we are understanding it and can really figure out what it can do.

I have been known to rephrase what a client says many times just to ensure I understand their process or the context of a specific workflow.

Another example would be to ask how someone came to a specific conclusion, or if there were any other details that could be added.

What other types of active listening techniques can you think of that would be beneficial for your business communication?

Empathy is understanding the situation from their angle:

Understanding and acknowledging others’ perspectives helps build stronger connections.

In my experience, there is nothing stronger to keep a team member loyal to your company and vision than one you strive to understand and see their view on the situation.

Empathy is one of those words that can feel a little “fluffy” and unnecessary, but the fact is that we are all human with different experiences that create a different lens that we see the world through. Taking a step back to attempt to put on that lens will not only increase your understanding of a teammate’s messages but also allow them to be freer in their want to contribute and communicate with you.

Constructive Feedback

 

Constructive feedback helps your team grow, and welcoming feedback on your own work demonstrates your commitment to improvement.

Communication is not about talking at someone, it’s about engaging with them and feedback is what allows this engagement to happen. It’s what turns monologues into dialogues, information into understanding, and plans into action.

Think about it. When you share an idea with your team, do you want them to nod along passively, or do you want them to respond with their thoughts and suggestions? I’m betting it’s the latter. That’s feedback in action. It shows that your message has been received and considered.

Feedback can also act as a mirror, reflecting how our messages are perceived. Let’s say you’ve just delivered a presentation, and afterward, a colleague says, “I liked your points, but some of the slides were a bit confusing.” That’s feedback. It helps you see your work from a different perspective, and it provides you with valuable insights for improvement.

Feedback may not always be comfortable, but it can be valuable. It’s a two-way street that requires giving and receiving. It helps us correct course, affirm strengths, and continuously improve. It makes us better communicators, better leaders, and better team players.

 

Mastering the Art of Communication

 

Now, why does all of this matter, particularly for communication for ADHD business owners? Well, mastering the art of effective communication can create profound changes in your business. It can boost productivity by ensuring everyone understands their tasks and goals. It can improve workplace relationships by fostering understanding and mutual respect. And ultimately, it can lead to greater business success by streamlining operations and enhancing customer interactions.

Think of good business communication as the glue that holds all the parts of your business together. When it’s missing or ineffective, things can start to feel a bit… chaotic. But with clear, empathetic, and effective communication, you’ll see a transformation. The chaos subsides. Things start clicking into place. And the day-to-day running of your business becomes that much smoother.

So, fellow ADHD-business owners, let’s embark on this journey of mastering internal and external business communication together. Let’s delve into the specifics of communication for ADHD business owners, simplify, streamline, and say goodbye to chaos!”

👉👉 Check out my YouTube on Communicating using ClickUp 👈👈

 

People Also Ask —

Q: What are some practical strategies for improving business communication?

A: To enhance business communication starts with clarity and simplicity in your messaging. Encourage active listening within your team, promoting a culture where everyone seeks to understand before responding. Cultivate empathy by appreciating diverse perspectives. Provide and invite constructive feedback to facilitate continuous improvement. Lastly, consider utilizing tools like ClickUp to streamline communication.

Q: What are some common barriers to effective communication and how can I overcome them?

A: Common barriers can include language differences, cultural nuances, physical noise, technical jargon, and emotional blocks. To overcome these, aim for clarity and simplicity in your messaging. Use common, easily understood language and present ideas in a structured way. Practice empathy to understand cultural variations, minimize distractions when communicating, avoid unnecessary jargon, and foster an environment of openness and trust to navigate emotional hurdles.

Q: How can ClickUp help improve communication in my business?

A: ClickUp is a versatile tool that offers numerous features to enhance communication. With its integrated chat feature, you can instantly discuss ideas, progress, and issues with your team. ClickUp’s task feature ensures everyone is aligned on their responsibilities, facilitating transparent communication about project progress. The platform’s recording feature allows for efficient, time-stamped communication, where verbal and visual cues can be shared for more nuanced understanding. All these features together make ClickUp a one-stop communication solution for businesses.

Q: How can I adapt different communication styles for various situations in my business?

A: Adapting communication styles involves understanding the context and the recipient. For instance, when dealing with conflict, an assertive style is often beneficial. When presenting a new idea, a more persuasive and engaging style may be suitable. In team collaboration, open and inclusive communication helps everyone feel valued. Recognizing the communication styles of your colleagues and adapting your approach to match their preferences can also improve mutual understanding and productivity.

Looking to learn more?

Check out these blogs: 

Business Documents that every Entreprenuer should have

Simple Task and Project Management

Top 5 ways to simplify your life

Business Documents that every entrepreneur should have.

1 Comment / Operations Management, Uncategorized / By

Business Document Folders

Business Documents Every Entrepreneur should have

 

Running a service-based business is all about outstanding experiences for your clients. But we know that behind the scenes, there is a bunch of important business documents, that play a crucial role in ensuring smooth operations. I’m sure I’m not that only one that find managing all of this “paperwork” can be overwhelming and time-consuming.

Nonetheless, organizing your business documents is vital for complying with legal requirements, simplifying decision-making, and enhancing operational effectiveness.

Well-organized documents improve team productivity, business profitability, and client satisfaction. These essential documents and how you organize them will determine how effective your communication is and how happy your stakeholders are.

Important Documents for Business Operations

 

Business operations documents not only help your business stay organized but also foster strong client relationships and ensure your clients receive top-notch service they can rave about. Here are some essential documents, with a personal touch, for smooth business operations.

Documents on Table

  1. Business Reports: A thorough analysis of your company’s performance, including sales figures and financial reports, is crucial for making informed decisions and strategizing future plans. Make it a habit to update and review your business report regularly to stay on top of your company’s growth and pinpoint areas ripe for improvement.
  2. Bylaws: Company bylaws are like the friendly neighborhood guidelines that outline the rules and regulations governing your business operations. These documents keep your business on the straight and narrow, ensuring compliance with the law and adherence to established guidelines.
  3. Business Plan: A strategic roadmap for your business, detailing your aspirations, marketing strategies, and the wonderful potential customers waiting for you. A well-crafted business plan helps you make smart decisions and attract investors and partners eager to be part of your success story.
  4. Templates: Use templates for various documents, such as business letters, invoices, and memos, to maintain consistency and clarity. This practice ensures that your company maintains a professional image while also streamlining communication with clients and stakeholders. It’s like having a secret weapon for your business communication!
  5. Email: Use email for communication with your cherished team members, fresh new hires, and valued clients. Email is an efficient and cost-effective way to keep everyone informed and updated on company news, exciting announcements, and project progress.
  6. Case Studies: Share your success stories with potential new investors and stakeholders, showcasing your business’s capabilities. Case studies offer valuable insights into your company’s performance and spotlight your expertise in your field. It’s like giving them a front-row seat to your greatest hits!
  7. Non-Disclosure Agreement (NDA): A legally binding document that wraps your intellectual property and sensitive information in a warm, protective blanket. NDAs are essential for safeguarding trade secrets and maintaining a competitive edge in the market.
  8. Employment Agreement: A contract between you and your employees, outlining the terms and conditions of employment like a friendly handshake. Employment agreements help protect both parties’ interests and establish a clear understanding of expectations and responsibilities.

Documents for Client Management

 

Ah, client management! The lifeblood of any business and the source of both our joys and frustrations. To keep things running smoothly and ensure we’re all on the same page, there are some essential pages we need to have at the ready.

  1. Partnership Agreement: Think of this as the prenup of the business world. A legal document that outlines the ins and outs of your partnership, such as roles, responsibilities, and rights. It’s the perfect way to ensure that everyone’s playing by the same rules and helps prevent those pesky partnership squabbles.
  2. Personal Information: Spiderman learned the hard way, “with great power comes great responsibility.” Well, handling sensitive client information is no exception. Keep your clients’ data under lock and key, and be sure to comply with data protection regulations to avoid those dreaded legal complications and fines. No one wants to be “that business” in the headlines.
  3. Clear Advantages and Disadvantages: No one’s perfect, and neither are your products or services. Be upfront about potential drawbacks and offer solutions to tackle them. Clients appreciate honesty, and being transparent will only strengthen your bond (just like couples’ therapy, but for business).
  4. Business Letters: Ah, the art of crafting a good ol’ fashioned business letter. Ensure your letters are clear, concise, and strike the perfect tone to maintain a positive impression. Remember, you never get a second chance to make a first impression—unless you have a time machine, that is.
  5. Regulatory Documents: Nobody likes legal trouble. Keep your business on the straight and narrow by staying current with industry regulations and safety compliance standards. A little extra effort now will save you from a world of headache and costly mistakes down the road.

Documents for Financial Management

 

Financial management is a vital aspect of your business, and having the right documents in place can help you make informed decisions, streamline processes, and optimize resources.

Financial dollar sign and paper dollars

  1. Invoices: Maintain a record of all invoices sent and received to track your business’s income and expenses. Regularly review your invoices to identify trends and areas for improvement.
  2. Business Insurance: Ensure that your company has the appropriate insurance coverage to protect against unforeseen events and minimize financial risks.
  3. Simple Language: Use clear and straightforward language when drafting financial documents to ensure that all stakeholders, including lenders, can understand your company’s financial position and performance.
  4. Bank Account Documents: Open a separate business bank account to manage your company’s finances and maintain a clear distinction between personal and business transactions.
  5. Financial Report: Prepare regular financial reports to analyze your business’s profitability, cash flow, and overall financial health. Use these reports to make informed decisions about investments, resource allocation, and growth strategies.
  6. Feasibility Studies: Conduct feasibility studies to assess the viability of new projects or business ventures. These studies help you determine whether a project is worth pursuing and identify potential risks and opportunities.

Organizing and Storing Your Documents

 

Get your business documents organized and under control – trust me, it’s a game-changer! While I could write a whole series on this topic, I can’t help but mention some vital tips here.

You’ll find some digital organization tips for your documents that will help you take control and tame that paper chaos.

  1. Be specific and categorize: Use clear, concise labels, color-coding, or other organizing methods to make finding documents a breeze. I’ve got all my documents all organized in specific folders on Google Drive, with a “hub” in Airtable, categorized by type. 
    Check out my video on my Executive Hub.

  2. Group similar documents: Keep similar documents together to save time and reduce the chance of misplacing essential info. Client documents get put in client folders, financial documents nestle in the financial folder, product descriptions in the product development folder… you get the idea!

  3. Go digital: Embrace cloud-based storage options like Google Drive or Dropbox for easy accessibility and security. It’s 2023, after all! While I’m a die-hard fan of physical notebooks for brainstorming and learning, I also appreciate the value of digital document management. It not only saves space but also gives your team easy access to what they need without constantly bugging you.

  4. Back it up: Protect your hard work against data loss or theft by having backup copies of all crucial documents. Do a purge: Make it a habit to review and toss any outdated or unnecessary documents regularly. Keep what you genuinely need, and keep it organized. I know it sounds like I’m channeling my inner corporate guru, but it’s true. Backing up your documents, especially the important ones, is essential in our digital world. I use Google Drive and have it set up to sync with my desktop. This way, I can create copies on my hard drive (external or internal) of all my vital documents.

Check out my YouTube videos and my specific one below for how to use Google Drive-stream on your desktop, making accessing files super-simple and quick! 

Organizing and managing your documents might seem like a daunting task, but it is crucial for maintaining compliance, streamlining decision-making, and enhancing operational efficiency. By categorizing documents, maintaining clear communication with clients and stakeholders, and using digital storage solutions, you can ensure that your business remains organized and prepared for success.

Remember to periodically review your documents, update them as needed, and back up your data to protect your business. With well-organized documents, you can focus on delivering exceptional experiences for your clients, growing your business, and enjoying the rewards of your hard work.

FAQ’s

What types of documents do I need to start a business?

You will need to create a business plan, register your business with the appropriate government agencies, obtain any necessary licenses and permits, and draft legal documents such as partnership agreements or articles of incorporation.

What financial documents do I need to keep track of for tax purposes?

For tax purposes, service-based entrepreneurs need to keep track of important financial documents such as income statements, balance sheets, and tax returns. Other documents to keep track of include invoices, receipts, and bank statements.

What legal documents do I need to have in place to protect my business?

To protect your business legally, you may need to create contracts, agreements, and policies. Examples of legal documents include client agreements, employee contracts, and privacy policies.

How often should I review and update my documents?

It’s a good practice to review and update your documents on a regular basis, such as annually. This will help ensure that your documents are up-to-date with any changes in your business or industry.

How do I ensure that my documents are compliant with relevant laws and regulations?

You can consult with legal professionals or seek out industry-specific guidelines to help ensure compliance. While most of my documents live in Google Drive within pre-defined folders, I have them all linked together in my Executive or Team Hub in Airtable where I can quickly find whatever I am looking for with a search or by creating a quick view for those categorized as Documents.

 
Love, Ana

 

Looking to learn more?

 
Check out these blogs:
Using ClickUp – Beginner Edition
How to find your data FAST
Top 5 ways to simplify your life

Let’s chat!
Find me on Instagram and Facebook! 

Simple Task and Project Management

Operations Management, Project Management / By
As a neuro-spicy individual, I know how frustrating it can be to manage tasks and stay organized.
 
ADHD or not, organizing everything in today’s world is challenging and can sometimes feel like we are constantly chasing our tail. As I like to say “The juggle is real”.
 
The key to combating this chaos is actually quite simple, though difficult to achieve at times especially if you are being pulled many directions.
 
The fact is, no one can multi-task on multiple tasks at one time, especially when both of those tasks need concentration and focus. The only time it is possible is if you are doing something that requires low cognitive effort, like walking while listening to a podcast.
 
The only real way to work through tasks, is to do them, one by one. In order to do that you need a method to put them in a place where they can be easily referenced (a project management tool of sorts) and a way to find them easily that matches the context of the “project” they are part of.
 
In this post, I’ll be sharing some tips and tricks to help you become a better project and task manager. Whether you’re a busy entrepreneur, a working mom, student, or financial analyst moonlighting as an underwater-basket-weaver, these strategies can get you to stay on track and get things done. Getting things done is the key to opening your life up to all possibilities.
 
 
 
So, grab your favorite beverage (extra caffeine recommended) and let’s dive into the world of project and task management. You might just find that it’s not as boring as you thought, and that mastering online task management and project management can make you feel like a total ninja in your day-to-day.
 

Categorizing your tasks

 
Managing the “to-do’s” in life and business can be a daunting task in itself, and even more so if you struggle with ADHD or simply have too much on your plate. This is why I recommend categorizing your tasks into 3 groups to help contextualize each.
 
  1. Repeating operational tasks
  2. 1-time tasks that will take less than an hour to complete
  3. Project-based tasks that are either client-related or internal project related.
  4. Okay, this is a bonus one, but it’s also important to create emergency tasks, just in case there is something that needs emergency attention, like a downed website… or a pandemic or something.
 

Repeating Operational Tasks

 
These are those operational, repeating tasks that MUST be done to keep your business running. They can fall into any category of your business; marketing, operations, finances, etc. They are well-defined and have to happen at a regular cadence in order to function.
 
Like me and my coffee in the morning. Anyone relate????? ☕☕☕
 
These are daily, weekly, monthly, quarterly, even yearly tasks that need to be put on your agenda to make sure you dont’ disappoint a client or… get audited by the government. (YAY taxes)
 
Daily tasks might include routine activities such as checking emails or responding to messages, I prefer a “Daily activities’ task that has a checklist of everything I need to do every day, check emails, contact my clients, put out a social post, respond to questions.
 
Weekly tasks can include preparing for upcoming meetings or setting up appointments. I have “reviewing my finances” and “going through my newsletters” as one of my weekly tasks (usually done on Fridays when I have more “breathing” room)
 
Monthly tasks could include reviewing financial reports or analyzing progress towards long-term goals, while project-based categories could involve working on specific assignments or projects.
 
 
 

1-time tasks

You know those pesky tasks that need to be done, but don’t necessarily fit into a project or category? You know… like, you know you need to create a project plan for XYZ but you can’t put it under XYZ because it doesn’t exist yet
 
Or you need to remember to remove a client from their group program chat 2 weeks after the official end of their program, but it can’t be automated, but doesn’t really make sense to add it to the program workflow?
 
Yes, these tasks. They need to live someplace where they will get the attention they need.
 
I use the following rules to make sure I know what tasks belong in this category.
 
  1. The task must take an hour or less to complete (or it needs to be it’s own project)
  2. The task must not belong to an existing project or timeline
  3. The task is not an “idea” or something that belongs in a brain-dump area.
 
WARNING: Do not make this a dumping ground for all tasks that come into your head. The purpose of managing your tasks is so that you can more easily understand the context surrounding it and to make educated decisions on the correct priority of it.
 

Project-Based tasks

All previous project managers will innately understand this one.
These are all the tasks related to specific projects with an end goal (or a sprint goal) that you are currently working on.
 
These are usually Client projects, or internal business projects that have specific deliverables, timelines and people responsible.
 

Emergency Tasks

 
This is exactly what it sounds like. Tasks that need to be thrown to the top of the “important” pile. That should be highlighted in Red with exclamations after that require everyone to stop what they are doing and focus on the highest priority of all.
 
Use this one wisely, it should really be an “emergency” when used. Functionality of the business is impeded or someone unexpectedly is in the hospital and all of their tasks need to be delegated to someone else.
 
Effectively categorizing tasks is critical to getting the most out of your time and resources.
 
Putting them in the right places in your project management or task management tool is important for you and your team’s understanding of what is part of a project with a timeline, or what can be done in other parts of the day.
 
 

How to create project categories in your PM tool

There are some of you that subscribe to the “nesting doll” theory of project management, where every task belongs to some sort of project. While that is a good theory, it is not as usable as one may think. Categorizing as stated above not only keeps tasks where they belong, but also allows for the “organized chaos” that business can bring, without blowing the whole organization system.
 
Depending on the tool that you use, this can be done with folders, sub-categories or columns. Plain old to-do lists can be color coded to separate each of the tasks.
 
I challenge you to take a look at the tasks that you have for the next week, and categorize them using this FREE tool I created.
 
Task Organization Worksheet 👈
 

Defining the Scope of the Task/Project

 
Defining the scope and requirements might not sound like the most thrilling part of your project, but trust me, it’s important.
 
Keep in mind, this is for longer-term projects that have an ultimate final goal… repeating operational tasks will be talked about in a different section.
 
Especially when you are in the throws of doing all the things, and managing all the people… having an understanding from everyone involved in the project what the deliverables are, how long it will take and who will be working on it is pretty dang important.
 
I always create a project document, that outlines all the pieces of information that the project will be about, anything specific about that project that needs to be thought of, and who will be responsible for making it actually HAPPEN. (In many cases, that’s you!)
 
I recommend including the following:
 
  • Name and Description of project
  • Overall Goal of the project.
  • When should the project be completed
  • What are the deliverables from the project?
  • What tech needs to be involved?
  • What is the workflow of the final product?
  • What are the potential issues with this project?
  • Who will be working on this project?
  • What are all the existing files/assets that are part of this project?
  • Kickoff meeting.
 

Breaking down Projects into Tasks – Subtasks – Checklists

 
It’s easy to tell someone to make you a sandwich, but chances are, if you just do that, you are not going to get the sandwich you are hoping for. This is why breaking down projects and/or tasks into smaller sub-tasks is important.
 
When a task seems overwhelming or too large to tackle, breaking it down into smaller, more manageable pieces can make it feel less daunting.
 
To do this, start by identifying the key steps or components required to complete the task. You can do this on a document or word file, whatever you find easiest to use. Each step will have specific instructions for it and may need to be broken down even more.
 
Sometimes a task may have different parts, but doesn’t necessarily need to have “sub-tasks” added to them because they are something that everyone knows to do anyway. In this case, I recommend creating a checklist within the description of the task if possible, to still be able to support a new employee, or just help double-check for those more experienced.
 
Doing this will help the team stay more focused and organized. Your managers and CEO’s can track progress and identify roadblocks more easily and be able to hit deadlines first.
 
Also, breaking down tasks into smaller parts can also help with prioritization and using everyone’s time efficiently. Because the more you get done, the less you have to do!
 

 

Set clear deadlines and identify priorities

 
The job of the project manager is not only make sure that task are completed, but that they are completed by their deadline and are able to identify which tasks need higher priority in order to keep the entire project moving in the right direction.
 
These deadlines help communicate to the team how to manage their workload as well as assisting the managers in how to best support the team.
 
To do this, you simply need to add a “due date” to each of the tasks in the list. In many cases, the priorities will be the tasks that are due or almost due. In other cases, there may be a very hot job that comes across your plate, or something that needs to be done immediately in which case the Manager should communicate (or put a task in the “emergency” section of the Project Management tool) to make sure the initiative has the right support
 
Once you do this, it is imperative to encourage the team to meet the deadlines, and don’t fall into the trap of “Oops, deadline passed, oh well”.
 
You know what I’m talking about.
 
If this starts to happen, then there is a subtle message that goes out to the entire team that deadlines are optional, and they become less effective in the long run.
 
Once everyone is on board, and use to prioritizing due to deadlines I know you will notice how much more quickly things get done.
 
Increase that productive, not the stress level! D
 

Assigning tasks to team members

 
Okay, so we know what the task is, we’ve broken it down, we have given it a due date…. and now what?
 
Well we need SOMEONE to work on it!
 
Accountability people! It’s worth it’s weight in gold.
 
Every task, big or small should have an assignee.
 
This will ensure that everyone is crystal clear on their responsibilities and the workload is distributed evenly. That what we love… even Steven!
 
You should assign the tasks according to the “role” of the individual doing it. For example, I wouldn’t assign an account manager a task of posting social media (unless it was part of their role description), even if it’s part of a project they are assigned to.
 
All tasks in my opinion should be assigned by a project manager or whoever is in charge of creating the projects. Those “doing” the work should be focusing on doing, not thinking who should be in charge of the next step. I could write a whole other blog post about this… so I’ll stop there 🙂
 
When you look at the task, think to yourself, “What role does this fall under?” and put the person in THAT role on that specific task.
 
 

Conclusion

 
So these are just a few tips to think about when organizing the tasks for your business, whether you are just 1 individual, or you are working with a team. The importance of categorizing, defining scope, assigning due dates, priorities and who is responsible is the framework of a project that is well communicated and effective.
 

Looking to learn more?

 

Check out these blogs: 
Using ClickUp – Beginner Edition
Digital calendar organization system

Also sign up to get my Task Categorization tool to help start getting them organized.

 
Check out my YouTube channel where I walk through these concepts using ClickUp (my favorite project management too) 
 
 

Want to chat? 
Find me on Instagram and Facebook! 

Create a Business Hub with Airtable

Operations Management / By

 

Do you feel like your business is a chaotic mess ??

 

Do you not know where anything, or any project is at any point in time? Are you constantly putting out fires and feel as if you can never get ahead? You need a business hub. My preferred tool for building these is Airtable. 


Let’s discuss…… 


In my first ever YouTube video. I talk about how and why I created my own business hub and many of my clients within Airtable.
I have used many tools in my years in business, inside and outside of corporate America. I have always been drawn to spreadsheets with columns and rows because of the way they relate to one another and how organized it is.

Before I even knew what an Executive Business Hub was, I would organize all of my links, information, and even some passwords (which I DONT recommend now) in a Google sheet with lots of tabs and separate sections. It worked for a while, until I saw what Airtable could do. (More on that in future blogs).


Long story short. An Executive Hub is like a table of contents for your business.

 


It is a place where you have all of your important information including Links, Data, important dates, and contact information. The idea itself isn’t novel, but finding a consistent place to store it and access it is.

Watch my video on YouTube and check out my Executive Hub Template link below 🙂

 

You can find some of the bullet points below in my video as well!

  • Creation of a Business Hub
  • All the things in business that a business needs access to 
    • Product/offer information
    • Team information
    • Quick Links
    • Important Documents
    • Courses and Notes
    • Staff Team directory
    • SOP List
    • Goals for the organization
    • Tech stack
  • How to create an executive hub in airtable
  • Organization and Visualization makes it even more powerful

 

If you want to see a great use-case for ClickUp, check out my Executive Hub used in the video. This is an excellent tool for all CEO’s or anyone running their own or someone else’s business. 

 

Check out my Executive Hub Airtable template! (What you see in the video!) 

 

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