Do You Have a Project Management System in Place?

The key to successfully running an online business is to consistently get stuff done—especially the income-generating stuff.

Do You Have a Project Management System In Place?

However, getting stuff done is a challenge when you have to keep track of so many moving pieces, like:

  • creating
  • delivering
  • engaging
  • learning
  • marketing
  • networking
  • planning
  • prospecting
  • publishing
  • reading
  • replying
  • researching
  • selling
  • serving
  • updating and upgrading
  • writing
  • … and more!

Remember the days when staying on top of everything seemed so simple—even enjoyable?

Yeah, that was then. This is now.

You're in a different league now. You're playing a bigger game.

You have tons of ideas—GREAT ideas!

You have something to share with the world, and people are paying attention.

They want MORE. You want to deliver.


The Other “Stuff”

I know. There's all this stuff that needs to get done.

And this stuff gets in the way of the all the other things you want to create.

The solution? Systems, processes, workflows, standards of operations, to-do lists, procedures… WHATEVER you want to call it.

You need to put those in place.

Why? They keep you organized. And productive.

They reduce stress, overwhelm and procrastination.

Reduce stress, overwhelm, procrastination--> Put a simple project management system in place. Click To Tweet

The way to getting systems, processes, workflows, standards of operations, to-do lists, procedures… WHATEVER you want to call it in order is documenting and tracking all that stuff in a project management program.

Sure, notebooks, Post-It Notes and whiteboards have served you well in the past.

But, like I said before, you're playing a bigger game. You need to step up your game.

That means getting organized and documenting every repetitive task you do.

I see you rolling your eyes and can hear you say BORING!

But seriously, it's the only way to grow and be profitable.

And I know you know I'm right.

Where to Start

Having systems, processes, workflows, standards of operations, to-do lists, procedures… WHATEVER you want to call it in place is useless if you don't have a tool (or tools) to help keep you on track.

There are many, MANY online project management tools to choose from, with fees ranging from free to hundreds of dollars per month (or more).

So, start by choosing a project management tool. One that fits your needs, situation and budget.

If you don't already use a project management tool, here are some for you to consider:

This is only a small sample of the HUNDREDS of project management tools available, so do your research, ask colleagues for recommendations, try a few out.

What is the best tool? The answer is simple: The one that you'll use!

I currently use Asana for to-do lists, and Evernote to save correspondence templates, swipe files, research, client documents and podcast interview profiles.

Now What?

Now that you've chosen a project management program, you will, for the next week, document all the stuff you do each day.


Open a new project or start a new folder for each new task and give it a title (i.e. New Client Intake Process).

Type out each step you take to complete each task.

Keep it simple.

For example, when working with a new client, your workflow may look something like this:

  1. Send intake questionnaire.
  2. Schedule discovery call.
  3. Send PayPal invoice.
  4. Schedule coaching call.
  5. Send follow-up email.
  6. Add contact information to newsletter list.

Of course, that's a very basic process, and you'll need to add more steps. But by keeping it simple, you get it done.

Getting stuff done, at it's most basic level, is better than waiting until you can get it perfect.

You'll obviously add more detailed steps and refine your process are you go through it again and again.

Do that for each and every repetitive tasks you do in your business.

For one, it makes it easier the next time you accomplish that task.

And second, it makes it super easy to identify which tasks you can delegate, AND it reduces training time by providing your assistant a standard of operation.

Here are some processes to document:

  • Publishing weekly blog post
  • Posting on Facebook daily
  • Scheduling podcast guests
  • Selling info products
  • Webinar post-production
  • Posting to YouTube channel
  • Securing speaking engagements
  • Monthly affiliate promotions
  • International air travel arrangements
  • Creating content upgrades

I guarantee that the time and effort you put into documenting your processes NOW will be well worth it in the future.

You can thank me later!

Taking Things One Step Further

Once you have most of your processes in place, your next step—and this is really the mecca of project management—is to automate as many tasks as possible.

I'll tackle automating tasks in another post.

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