Business

  • Everything you need to know about systems for your online business

    You have probably heard the buzz phrase ‘systems that scale’ in the context of building an online business. But you are still not sure what these words mean or why you should even pay attention to them right now. After all, that lengthy to-do list still awaits, right?

    Why you need systems for your online business

    While I could talk about why you need systems all day long, here are just a few of the benefits of creating systems to set yourself up for the success you want in your side hustle:

    Claim your weekends & family time back

    So many entrepreneurs struggle with hustling and working up to midnight and on weekends. While overwhelm is a choice, working without systems is a sure way of getting yourself overworked. Especially if you are busy with work that you wouldn’t be doing if you had the right systems in your business. You know those non-revenue-generating activities?

    Save loads of time

    Setting up just one system using my 4A Systems Setup method could save you up to 10 hours a month. Imagine what you could do with 10 hours? Spend more time with the kids? Have more time for self-care? Take time off?

    Take a week off without worrying that your business will fall apart

    What I mean by this, is that you want a business that doesn’t depend on you being there 24/7 for it to make sales. Heard of the phrase ‘trading time for money’? This becomes a thing of the past when you have systems. A good test of your systems is whether you could take a week off your business and still have sales coming in. If the answer to this is NO, then you need to continue reading this blog.

    Create a better client experience & make more income

    Yes, you heard me right! I see this all the time where entrepreneurs are obsessed with putting their best foot forward to win new clients. But the ‘red carpet’ treatment ends right there. Your client retention rate is way more important than your client winning rate. You are leaving money on the table if you don’t have a strong client management & after-sales experience. With the right systems in place, this can be easily embedded into your online business without having to spend more time on it.

    Get your ideas off your notebook & dream board and into reality

    How many ideas do you have lying around your notebooks? Are there products and services you have been dreaming about but have never seen the light of day? With systems in place, you could not only save time but also reduce the amount of time it takes to move an idea from just an idea to a money-making income stream.

    So? Do you want more clients & customers? additional income? More impact? More time freedom?

    Limiting Beliefs

    Before we go into the details of what systems are, let’s start with addressing some of the limiting beliefs that are holding you back from setting up systems in your business:

    “I don’t have time”

    The reason you don’t have time is because you don’t have systems to free up your time and stop spinning in overwhelm.

    My business is too small for systems

    Create simple systems and adapt as you grow. The whole point of creating systems is to make it easy to scale & grow your online business without being even more overwhelmed as it grows. Imagine if your business 10x today. Would you be able to handle all those extra clients & give them a superior customer experience? Or would it be chaos, and maybe even lose some of those clients because your business can’t handle that much right now? It’s time to build a business with the mindset that you are already a big business. The only way you can do that is by creating the systems now that can handle those big sales goals you have.

    “I don’t need systems when I am starting out

    The best time to set up systems for your online business is when you are starting out. Mainly because and you have fewer complexities to think through. This will also make hiring a breeze because you already have the systems. It’s so much easier to hand off tasks when you have a clearly laid out system for someone else to plug and play and get the work done.

    “I’ve already subscribed to lots of software apps

    A big mistake I see a lot of people making is when they subscribe to apps and tools because they saw someone else using them. The system always comes before the tools. You’ll only know which tools are best for your online business once you set up the systems the right way. Otherwise, you might end up on a money-spending spree on tools that are not a good fit, or tools you don’t need.

    “I’m not techie enough for systems

    You don’t need to have any tech knowledge to set up your systems. You just need to know how to run your business. Then plugging in the tech will be a much easier step in the process.

    “I want to keep a personal connection in my business with my customers”

    Systems will make me look like a robot. Again, systems are not tools or software. You also don’t have to automate everything in a system. There are tasks and activities that you can still completely personalize based on the brand and client experience you want to create.

    No one else can do it the same way as me

    Yes, I hear this all the time. And truth be told, I think this way too. First of all, this is simply not true. Someone else can do a fantastic job if you have the systems in place to enable them to do a great job. The mistake you are making is outsourcing work with no clear processes and systems in place. Systems will enable your team to do a great job without you micromanaging them.

    So, now that we have cleared the air on the mindset shifts you need to make when it comes to systems;

    What exactly are systems in the online business world?   

    A system ⚙ is a set of interconnected or related activities that help you achieve a specific goal in your business.

    A process 📝is a series of steps that helps you achieve a certain outcome within a system.

    A workflow ♻️ takes it even further and starts to make the process even more streamlined, more efficient and starts to actually help you save a lot of time. Instead of doing it manually or (worse) from your memory each time.

    Automation 🕹is what comes at the end, to help you save even more time with your system.

    In conclusion,

    Convinced that now is the best time to get those systems up and running in your business?

    Join me in a simplified systems session to learn how to set up your systems for good, click here to join -> rebeccakay.co/simplify

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  • How to Use the Power of 3 to Get Things Done

    How to use the power of three to be extremely productive in your business

    Do you wake up wondering when that magical day will come when your to-do list is shorter at the end of the day than when you began? Or the overwhelm of being an online business owner gets too much, and the excitement of starting your own business and being in control of your income is slowly dying? Those ideas that are lying around in the dozens of notebooks on your desk, unused, because you can’t keep up with all the ideas, and you don’t really know what to focus on, a.k.a shiny object syndrome?

    I’ve been there, and I totally can relate to how you are feeling. In one way, this is probably what led me to close my first online business, an online boutique. I don’t want you to get to that point because I know that you can build a business without overwhelm. You can scale it without getting stressed out or self sabotaging because you now resent what it has become.

    The method I am about to share has been a game-changer in my business and life. I call it the Power of 3. Which came up after realizing how easy it is for us busy moms to get into the habit of being busy, and not necessarily productive. I realized that the fewer things I had going on, the faster I could get them done. And move on to the next thing on my goal list.

    The Power of 3 method is simply restricting yourself to just 3 things that you want to accomplish each day, week and quarter.

    There is a lot of science and psychology behind prioritizing and selecting just 3 things to focus on. This is why I hate to-do lists and multi-tasking. The evidence is already out there that these habits inhibit your productivity and keep you distracted and unfocused, making it even harder to hit your goals. 

    So instead, here are 7 steps to using the Power of 3. This will help you start hitting your side hustle goals without overwhelm or trading family time for business…again:

    Step 1: Brainstorm all the ideas in your head about your business and what you want to do to hit your goals, starting with your quarterly Power of 3

    Pick 3 of those ideas that you think will give you the best outcome for the effort you will put into them. You also want to list them in order of their priority.

    Why 3? The brain easily grasps and remembers things in 3. Once you start adding more to 3 things, it can be easily overwhelming and difficult to remember.

    Instead, we want you to have bite-size results and success every week. And the Power of 3 is a super-effective way of achieving that.

    PRO TIP: Write out your power of 3 before the week starts. I like to do this on a Sunday evening. Before the noise and clutter of Monday comes and hijacks my list. This way you are putting down things that are actually moving you ahead instead of things that have suddenly become extremely urgent. Such as checking mails, replying to comments on Facebook groups.

    How do you know what you should prioritize? Ask yourself “what 3 things can I focus on this week to get me closer to my overall goal for the month”? Most often, these 3 things are income-generating activities like marketing or content creation or working on a new product. 

    Always keep in mind that your 3 activities are the 3 things that will get you 80% of the result you are looking for.

    Step 2: Turn your big 3 for the quarter into your power of 3 on a weekly basis.

    I typically go from 3 main things each quarter to selecting one of those 3 main things each month.

    I will then have 3 priorities each week to help me achieve the 1 main thing I am focusing on for the month.

    Ask yourself: What can you do to prepare for the 3 items that you must complete this week that are non negotiable?

    Step 3: Turn your Power of 3 into result-based activities. 

    So instead of saying “5 Customers next month”, say “Pitch & convert 5 leads into paying customers”. 

    Instead of “I want to learn more about Trello”, say that “I want to have created 1 new board in Trello to organize my business”. This will register in your brain more clearly as to what the next point of action should be. As opposed to keeping it vague.

    A result list is way more effective than a to-do list. Because at the end of the day, being busy does not translate into success. Doing the right things that will get you the results you want, is what we want to focus on.

    Step 4: Time block your Power of 3 RESULTS for the week into your schedule

    After doing the time block exercise, do you have enough time to work on your Power of 3? And you can get your free time blocking template here. Have you overscheduled yourself? Do you need to reduce your Power of 3 to maybe 2 or 1 result-based activity? This is based on how busy you are with other areas of your life in the upcoming week.

    Check out this post or this post for more tips on time blocking. And some of my best time management tips.

    On a daily basis, you will break down your weekly 3 into action steps that you can work on and chip away with as little as 20-minute time blocks.

    Step 5: Check if you are time-good or time-bad

    Once you have time blocked out for these activities, you can then assess if you have any spare time left to work on your wishlist, aka to-do list.

    First, leave a buffer for any overspills. We tend to underestimate how long it will take for us to work on these result-based activities, so I would always

    • Leave buffer time
    • Block out twice the time you think it will take to complete the activities

    Step 6: Review the past week + Adjust/Learn

    At the end of the week, don’t just go into the next week without 

    Reviewing what went well, and what didn’t

    What could you do better?

    Which distractions came in the way of achieving your top 4

    Doing a time audit to see how your time was spent, and whether there were any distractions that stopped you from achieving the results you wanted to see

    Adjust as necessary for the next week

    Step 7: Always practice gratitude. 

    It may sound like a woowoo thing to do, but trust me, you will be so glad you did it! It keeps you motivated and gives you even more confidence that you can totally achieve the results you want. Both for your business and even your personal life, the more you get those wins

    Never underestimate the power of completing just 3 result-based activities. If you do this consistently for one year, you will get to over 1,000 activities done and dusted. Imagine how that would feel and where that would take you in terms of your big goals?

    Next steps
    Use the time blocking template in this free guide to put your Power of 3 into action for the upcoming week. Let me know in the comments how you feel after completing this exercise!

    How to use the power of three to be extremely productive in your business

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  • How to spring clean your business

    Did you know you can spring clean your business? Here's a guide on how to effortlessly declutter and spring clean your business.

    Do you ever get to the end of the week, and wonder when you are ever going to get enough time to do those pesky little tasks that could make or break your business? This happens to me all the time. And that’s why I have found magic in setting aside time at the end of every month to spring-clean my business.

    Your wardrobe is not the only thing that needs regular decluttering. You will realize that those pesky tasks eventually need to get done. Guess what? Scheduling them into a spring-cleaning day is one of the best ways to tackle them.

    So where do you start?

    I have listed down 11 ways to spring clean your business every month. And the good news is that you only need 2 hours a month to do this exercise. The better news is that the first two or three times might take longer than 2 hours. However, once you have a system in place, you will find yourself speeding through these tasks even before spring cleaning day. And remember, this list is not exhaustive. 


    1. Review your goals

    Are your goals still aligned to your overall vision? Are you still crazy about your goals? Do they make you feel like you want to jump out of bed the second your alarm goes off, and start working towards them? Reviewing your goals is detrimental for your business and sets the pace for spring cleaning your business.

    Now is a good time to check whether your goals still matter to you. If they don’t, there is no shame in changing or removing them. What’s important is that you are motivated to hit your goals, because without motivation, you’ll struggle to make progress. You can check this post, or this post, or even this post to get hot tips on how to review & make your goals happen!

    2. Revisit your priorities

    Do you know what your priorities are? Are you practicing the ‘power of 3?’- my method to help you know your top 3 priorities and stick to them like glue!

    We often have an idea of what our priorities should be. But more often than not, our daily activities do not align to our priorities. A quick way of doing a self-check is to time audit yourself for a week. How much time did you spend on your priorities? How much time did you spend on non-priorities? 

    This is a good way to make sure that you are giving yourself enough time to focus on your priorities, and to make meaningful progress each week.

    3. Check your finances

    This is one of the most important but neglected areas when it comes to solopreneurs. I totally understand that looking at your finances is not the most comfortable thing to do. So let’s simplify it. Start by looking at your expenses. Especially those subscriptions. Are you making use of them? Can you make do with a cheaper package that still gives you all the features that you need?

    Let’s look at your income? Are all your incomes coming through as expected? Are there any payment declines that you need to look into?

    Once you start doing this consistently, it will get easier and less uncomfortable to look at your numbers. You can outsource the rest to an accountant, but do take a look at your numbers every now and then as the CEO of your business.

    4. Declutter your digital workspace

    You know that downloads folder that has 153628 files? When was the last time you cleaned it up? Chances are, you probably don’t need over 50% of what’s in that folder so the best way to get started is to clear it all off completely. Ok, if that makes you nervous, then move everything into one folder and label it “to clean up”. Take your time on each spring-cleaning exercise to move the files in that folder to where they should be, or to delete them if you don’t need them.

    As a rule of thumb, I delete and file in my downloads folder that I haven’t touched in the last 3-6 months.

    5. Tidy your physical workspace

    This is probably what came to your mind when you read the title of this post. Tidying your physical workspace is as important as tidying up your digital workspace. You want to work in an environment that makes you feel at ease and more productive, not one that gives you anxiety because of all the papers and notebooks that are lying around.

    Remove any paper that you aren’t going to use and scan the ones that you are going to use. Put them in a file and pack the file away. 

    Clear off old unusable tools – you know those pens that you keep as memoirs of the conference you attended 5 years ago? Unless it’s a sentimental item, I would suggest that you declutter and move on.

    This is also a good time to restock on the stationery that you use quite often, and give away any stationery that you haven’t touched in the last 3-6 months.

    6. Inbox Cleanup

    In order to get to inbox zero, just mark all your current emails as read and start afresh. I used to keep so many emails unread, thinking that I would get to them one day and read all of them in a go. That day never came, and I don’t think it ever will.

    If you really want to get back to emails at a future stage:

    1. Mark the important emails and move them to a “read later” folder
    2. Move the unimportant emails to a “read someday” folder

    It feels so much better when you have a “0 unread emails” inbox than when you have thousands of unread emails, which you probably won’t read anyway.

    You can also build up on your mailbox organization by creating filters and labels for all income email. I have created rules for incoming emails which will automatically move emails to specific folders depending on their title or the sender’s name. Pro tip: Don’t overdo the filtering, because you don’t want to mark important emails as “read” automatically and then miss out on seeing an email.

    Did you know you can spring clean your business? Here's a guide on how to effortlessly declutter and spring clean your business.

    7. Clean up your mailing lists

    While I don’t advocate for cleaning up dormant subscribers (unless their emails are bouncing or they have actually unsubscribed from your list), I certainly advocate for segmenting your email list. People have signed up to your email list for various reasons, so it’s important not to clog their inboxes with emails that don’t necessarily interest them.

    My favourite way of segmenting my email list is based on the reason they subscribed in the first place, for example:

    • Signing up for a freebie
    • Signing up for a waitlist for a new service
    • Registering for a challenge
    • Signing up for mom-specific content (and not all the other topics I talk about)

    This way, you can drill down and increase your open rates by sending relevant emails, without getting on your subscribers’ nerves.

    If you’re struggling to do all this with your email system, or you don’t have one yet, check out my current email system Flodesk, it’s the best ever! And here’s a coupon REBECCAKAY to get your subscription at 50% off the normal price, forever! 

    7. Refresh your social

    When was the last time you refreshed your social media bio and profile photo? Now would be a good time to do a sense check: does your bio still align to what your business looks like today? Does your profile photo represent the brand you are trying to build?

    You could also use this opportunity to make sure that your bio and profile is consistent across all your social media profiles. Make sure any links on your social media profiles (e.g. the infamous link in bio on Instagram) are working and are not leading to dead ends…

    You could also take the time to take stock of your content bank and organize any missing files (or start from scratch if you don’t have a content bank).

    8. Refresh your website

    Did you know that you lose SEO points for every broken link on your website? If you haven’t done this in a while, this is your chance to dust the cobwebs on your website and make sure that all your links lead your website traffic to the right places. 

    You could also create a page that redirects your website traffic to an offer or a page about your services, or your popular blog posts, if they happen to click on a broken link from your website. That way, at least they don’t feel like your website is suspicious.

    9. Check your analytics

    If you want to get the most out of spring cleaning your business, then you need to check your analytics. Any data that you come across that could help you make better decisions on a day-to-day basis, needs to be stored and organized properly.

    Think about what’s top of mind right now. Maybe you are trying to grow your website traffic. Or you are trying to get more organic sales from email marketing. 

    Then you want to take some time to check the analytics that are relevant to these goals. You could also create spreadsheets and populate them on a weekly basis. Then spend time during your decluttering session to have a deeper look at the numbers and make sense of what they mean.

    You can use your analytics to check:

    • What’s working and what isn’t?
    • What can be improved? 
    • What can be minimized and what can be emphasized to create more income and impact?

    10. Streamline your systems

    I could talk about systems all day. This is definitely one area that business owners tend to leave until it’s too late. So if you don’t have the time to look at those systems (and I would strongly suggest that you start making the time), then now is a good time to

    • Update your workflows
    • Clean up any systems
    • Automate any manual tasks
    • Use tools to link your apps or processes (IFTTT or Zapier)
    • Be open to trying out new apps only if existing software does not give a solution

    Add any task that you have been neglecting in your business to your spring cleaning list, and remember to be consistent in this exercise.

    What’s the first thing you are going to do the next time you spring clean your business? Drop it in the comments section below!

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  • Everything you need to know about quarterly planning for moms in business

    9 tips on how to go about quarterly planning for moms in business.

    There’s nothing that makes me more excited than a good afternoon of quarterly planning. A clear list of priorities and activities to focus on for the next 3 months.

    That’s why at the start of every quarter, I create a quarterly plan to stay on track with my goals & continue crushing them. I love quarterly goals and plans because it is a short enough period to pivot if you need to. But it’s also a long enough period to take action and make progress.

    Instead of having 10 goals to work on at the start of the year, why not have 3 goals to work on at the start of each quarter? This process is also way less overwhelming for me, and makes sense if you want to make bite-sized progress consistently over time. 

    I call them 90-day sprints but basically, a quarterly plan is an implementation plan. It helps you stay on track to achieving your short-term business goals.

    Here are some of the amazing benefits of creating quarterly plans:

    • Help you stay focused with fewer goals to work on each quarter
    • Easy to pivot during the year if things don’t work out as planned after one quarter
    • Quarterly planning makes it easier to break down your goals into specific months and weeks 
    • Creating a 3-month plan will help you keep laser-focused on your priorities as you have a short amount of time to complete your priorities
    • It helps you get realistic with your time and whether you have overplanned your quarter
    • When done efficiently, it’s so much easier to start taking action with a quarterly plan, than when you are just working aimlessly 

    Before we get into the details on how to create a quarterly plan, I want to share a few misconceptions about planning that you should stop believing:

    • Planning is a waste of time – I could spend that time doing the actual work. It is a waste of time if you don’t use the plan to guide your actions
    • Planning is only effective at the start of the year. You can create a quarterly plan anytime of the year, as long as you follow through on it.

    How to create a quarterly plan

    Step 1: Brain dump

    Use a clean white paper and literally write down all the projects or activities you want to do for your business in the next 3 months

    Step 2: Circle out the 3 most important projects 

    This is where you will need to exercise your judgement, intuition and experience in selecting the projects that you feel are the most critical in getting closer to your goals. If you are struggling to decide on what to focus on, you could get some help from a coach to help you.

    Step 3: Block out your big rocks

    Got any important events happening in your personal/business/work life? Block them out on your calendar so that you map out your priority projects with these dates in mind. You don’t want to launch something big in your business a week after your kids birthday. Use your big rocks to space out your projects so that you have enough time to get things done without overplanning yourself.

    Step 4: Map out your top priority projects in a calendar

    I use a big re-writable calendar that I got from a local book store. You can get yours at amazon.com or use a digital calendar too.

    I love paper calendars, because I get to write everything out and see if my projects fit into my available time. It’s a great visual tool.

    Step 5: Write down your mile markers for each project

    Quarterly planning can be quite overwhelming if you don’t break up your goals into mini-goals. These are what I call ‘mile markers or ‘milestones’. What are those important milestones in your projects? Write them down and use them to map out when you want to reach them.

    Step 6: Create a monthly implementation plan

    Before the start of the quarter, create a weekly plan for each of the next 12 weeks. This way, you know what your 1 thing is going to be each week. You can use this free guide to get your weekly and monthly planning templates. You can then prioritize that one thing into your most productive business hours

    Step 7: Track your progress

    What doesn’t get measured, doesn’t get done. Therefore, track your progress with your quarterly plan on a weekly basis. If you are only working on 1 project at a time (and I highly recommend you do this instead), then track the KPIs that are related to that project

    Step 8: Plan out your social media content plan 

    Once you know when you are going to have major events/launches, you can then plan out your social content so that it is aligned with the seasons/ events in your business.

    At this stage, you only need to write down 12 weekly themes. At the start of each week, you can go into the details and start creating your posts, but you don’t need to do that now.

    Step 9: Take time to reflect 

    What is working and what isn’t? Can you do more of what is working and scale back on what isn’t working? Do you need to tweak the things that aren’t working and see if you can make them work? Do you need to pivot? These are all questions that you should ask yourself at the end of the quarter, and do an honest evaluation of how well you have performed. 

    Remember to focus on the process, and the results will work out themselves. Don’t be too fixated on the results.
    Need help creating a solid quarterly plan your business? Join my free community on Facebook by clicking on this link where we plan our business activities every month in a free live workshop. Workshop is exclusive to group members only!

    9 tips on how to go about quarterly planning for moms in business.

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  • How to start time blocking and become extremely productive

    how to start time blocking and become extremely productive

    You may have heard of it, and you might even be doing it in some form or shape. Time blocking is a productivity method that sounds just like its name. It’s a way of blocking time in your calendar to get specific tasks completed. The same way people block time in your calendar for meetings, reminders, events, you can also block time in your own calendar to complete those priorities. Now that we have an idea of what time blocking is, lets talk about how to start time blocking.

    Time-blocking Vs To-do List

    So, is time blocking the same as working off a to-do list? The answer is NO!

    To-do lists almost always leave you frazzled wondering how and when you are going to get done with the 13854602 tasks on the list.

    Time blocking on the other hand, is a more strategic way of prioritizing your time. And getting the most out of the limited time you have in the day.

    I don’t know about you, but my to-do list never ends! You don’t want to be working off a list that never ends, because not only does that leave you overwhelmed, it also leaves you feeling unaccomplished.

    Instead, when you time-block, you choose the activities that are going to give you the highest return on your time spend.

    You get laser focused on completing those activities within the time block that you have allocated towards it.

    You ditch the distractions and get over the consequences of overwhelm, which is usually inaction.

    In short, these are some of the benefits of time blocking. It helps you:

    • Focus on the very important priorities – I call them the ‘Power of 3’
    • Minimize distractions
    • Release the tension and anxiety of trying to get everything done
    • Reduce mental fatigue and decision-making on what activities to work on (because you have already time blocked your calendar ahead of time)
    • Save time wasted on switching between tasks (studies have shown that it can take you up to 15 minutes to get back into a task after switching from another one)

    If you are convinced that time blocking will save your sanity and get you back control of your time, here is how to get started;

    1. Plan ahead

    As part of my weekly planning, I decide on my ‘Power of 3’. My most important priorities, and make sure I allocate time in my calendar towards these priorities.

    2. Paper or digital time blocking

    Decide on how you are going to block out your time. I have a free time blocking template which you can use to get started right away.

    Digital time blocking is also a great way of organizing your time blocks. I prefer using a paper time blocking template first, and then transferring this into my task management system, Asana. Writing it down first, helps me visualize my time better, and be more intentional about how I am planning out my time.

    3. Split your calendar into blocks of time

    Blocking out your calendar is one of my favourite tips on how to get started with time blocking. I like working in small blocks of time because I find it easier to talk myself into spending 20 minutes to get something done than an hour to do it. Split out your calendar into 20-minute blocks and allocate activities to the blocks.

    I make sure I leave out some time blocks blank deliberately so that I have extra time for any unplanned activities. This is also useful when you are working on a task and you are not sure exactly how much time you will need to complete it. 

    Generally, we tend to underestimate how much time we will need to complete a task. Creating the buffer space reduces the tension and disappointment of not completing a task in the exact time estimated for it.

    4. Block out appointments & meetings you can’t reschedule 

    I call them the big rocks, because these are activities that you can’t move around. These are activities that you must work around, like a big rock.

    Block out your big rocks at the start of the week, so that you have a better idea of exactly how much time you have for everything else in your life.

    5. Block out your business hours

    If you don’t set aside time blocks for your business, then working on your business will become something you do out of choice or when you feel like it.

    Instead, decide on which time blocks you will commit to your business consistently. And allocate your priorities to those time blocks.

    For example, I have two-time blocks everyday that I commit to my business unless I have a big rock that needs to go into that time block instead. I typically work on my business in the morning hours from 7-8 am in 20-minute time blocks, and I do the same thing from 8-9pm.

    This way, I know ahead of time, how much time I have for my business tasks, and that makes me realistically plan out how many tasks I can get done in a day.

    6. Schedule your power of 3 into your business hours

    If you don’t prioritize your time, time blocking will become a to-do list on your calendar. We don’t want this! 

    The whole point of time blocking is to schedule your most important priorities in specific time blocks in your calendar.

    You can use the to-do list matrix below to decide on which activities you should prioritize and time block first.

    Everything else can be time blocked if you have spare time towards the end of the week, or if you complete your tasks in a shorter space of time than what you had planned for them.

    how to start time blocking and become extremely productive

    7. Take stock of your progress

    The best way to make time blocking even more effective, is to keep track of how you are using your time in your time blocks. This way, you can start to

    • pick out what tasks are consuming more time than estimated
    • Identify what your distractions are, and how to tame them
    • Pick out when is your best time to do certain activities
    • Review your results for the week and use this to improve your time blocking for the next week

    I love using Toggl time tracking tool to track how much time I am spending on different activities. It’s a really useful way of tracking whether I am actually doing what I had planned to do, and whether I am overestimating or underestimating how much time I need to complete certain tasks.

    Top tips to make the most of time blocking

    1. Batch similar tasks

    This is one of my favourite productivity hacks. Instead of repeating the same task throughout the day or week, batch the task and do it once. This way, you are not toggling between tasks unnecessarily, and you are saving mental space. 

    I batch my content creation to one time block in the week, typically Saturday mornings from 6-7.30am. This way, I don’t spend time during the week creating content, and instead I can focus on other high level activities for my side hustle.

    2. Batch your days

    The same way you batch similar tasks, you can also batch or theme your days. A typical theme would look like this:

    • Mondays – pitching & meetings
    • Tuesdays – FB Groups
    • Wednesdays – learning
    • Thursdays – coaching
    • Fridays – admin & email

    This way, you know that if the day passes without you working on the theme of the day, you will have to wait until next week to get it done. So it keeps you focused and stops procrastination.

    3. Use your timer

    I use my timer when I am working on my time blocks to help me be aware of how much time I have spent on a specific task.

    My timer also keeps me focused on the specific task that has been allocated to the time block. Multitasking and time blocking don’t go hand in hand, so your timer is an important part of getting the most out of your time blocking approach.

    It also reminds me to take breaks in between time blocks so that I don’t get burnt out or spend too much time seated in my chair without moving.

    4. Quick fire tasks

    Ask yourself: can your task be completed in less than 10 minutes?

    If yes, allocate that task to those extra pockets of time that you get in between meetings or activities that have taken less time than planned.

    There is no need to time block quick fire tasks, if they can be completed in less than 10 minutes, otherwise you will take up the entire block of time when it wasn’t necessary.

    5. How many tasks to complete a day

    If you are just starting out, your best bet is to cut down your planned tasks for the day by half. Focus is the priority here, so the less you have to complete, the more focused and productive you will be. 

    You can start adding to your tasks for the day as you get more comfortable with your time estimations but start with your Top 3 priorities before even thinking of doing anything else.

    How to time block your day and boost your productivity

    Create buffer time for mishaps. Especially as a working mom, unplanned things will always come up like a visit to the doctors clinic or a child who needs to be picked up from school earlier than planned. 

    Less is more. Piling your time blocks with many activities is only going to leave you overwhelmed and disappointed when you don’t accomplish what you have planned for the day. Always start with few and very important priorities and build it up from there.

    Be flexible. With time, you will need to switch up your time blocks, maybe even make them longer depending on your working style, block out even more time for the big rocks, etc. Be flexible and adapt as you go along

    What’s your favourite time blocking tip?

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