Being a wife, a mom, a homeschooler, and an entrepreneur, I have learned over the years how to stay organized in order for my business to thrive and to serve my clients well. To say that I am in love with system and organization is such an understatement! This is true in my personal life, home life, as well as my business. I am super excited whenever I discover a new system. In today’s post, I just can’t wait to share with you behind the scene how I am keeping my business organized. I have tried so many systems and planners over the years, and I finally feel confident to share what has been working so well for me. I hope you will find this post inspiring, even if you aren’t a business owner, as you can easily tweak the same systems to organize other areas of your life.
Everyone’s preference is different when it comes to planning system and it’s never perfect nor one-size-fits-all. In my current season, I use a combination of digital and paper planners for organization. A digital management system is great for long-term goals and recurring tasks, while I also love the beauty of a pretty planner sitting on my desk.
1. ClickUp – is an online productivity platform to organize tasks and track projects, even assigning them to other users (but I don’t use this feature). The free version can already meet all my current needs. I love its seamless design, simplified look, and ease of use.
I first create Lists for different areas of my business: Maintenance, Content Strategy, On-Going Projects, Growth, Newborns Workflow, Portraits Workflow, and Keep My Hustle Holy (aka. goals & performance review). As a visual learner, I like to display my tasks in Board view, so I can clearly see my TO-DO, IN-PROGRESS, and COMPLETE tasks. You can add subtasks, due date, repeat task, etc. within each task. I assign each Lists a specific color, according to the color scheme of these cute color dot stickers, so I can match them in my paper planner. When I view all my Lists together in Calendar view (not shown above), each task and deadline is color-coded, and I am able to know what need to be done each week and each month.
2. Sugar Paper Planner (monthly spread) – Now it’s the fun part that gets me most excited! Nothing gets me more excited and motivated than a pretty paper planner. At the end of each month, after completing the monthly review and goal planning, I simply click on Calendar mode to view all my deadlines and tasks on Clickup. I copy everything for the following month onto my paper planner. Having a monthly view gives me a bird eye’s view and prevents me from over-scheduling. I strongly believe that I can only serve my clients well when I set good boundary of my time, and I take it really seriously!
3. Weekly Spread – is where the magic begins! I plan out with more details one week at a time and use color dot stickers to code my tasks. I love that everything that needs to be done are within a spread. Let’s realistic here, as a (pregnant) mom and a home educator, there is too much unexpectedness in my life. I often don’t get to finish what I need to accomplish in a day, having a weekly spread (instead of daily pages) allows me to catch up and finish all tasks before the end of the week.
I hope this little sneak peak of my business organizational systems. Are you a planner at heart? Share in the comments what systems and tools you are absolutely in love with! I would love to know!!
Teresa Yiu Photography is an APNPI certified and safe newborn photographer specialized in capturing family legacy in the Houston area, including Sugar Land, Katy, The Heights, The Woodlands, Spring, West University Place, River Oaks, Rice Village, Pearland, and Friendswood.
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