business

  • Asana vs. Trello vs. Clickup: Which one is right for your business?

    Are you having trouble picking the best task management tool for your business? Here's a detailed post on the pros & cons of Asana, Trello & Click-up and tips on how to pick the right tool for your business.

    In this post, I will share some of the best task management tools used by online business owners. I will give you a view of the pros and cons and how to determine which one is right or best for you and for your business.

    In this podcast, I talked about what a work management space or system is. And today I will give a review of some of the tools that you can use to put your work management system to use. To briefly recap, a work management system is a way to streamline how you perform your business’s day to day activities and how to delegate them to your team members or to outsourced members.

    A work management system makes sure that everything is more streamlined and organized. It replaces the whole notebook and sticky notes all over the place kind of system. And it’s used interchangeably with the words; project management or task management. In case you’ve heard those words as opposed to a work management system, they all mean the same thing.

    Misconceptions of task management tools

    There’s one right tool that everyone should be using

    The first misconception is that there is one right tool that everyone should be using. I know depending on the people you follow on Instagram or on social media, you may have seen people promoting a specific tool because that’s what they specialize in. They will want to put that specific tool in the best light.

    You cannot switch task management tools

    The second misconception is that you cannot switch work or task management tools once you settle on one today. It’s like you’re stuck with it for life and there’s no going back.

    First things first; There is no one right tool that everyone should be using. It is all relevant to your business, your business needs and how you as a person prefer working.

    For the second misconception, you can always change project management tools. In fact, some of the project management tools have a functionality that allows you to migrate your tasks and workspace from one specific tool to their tool. This functionality was created because they know that sometimes you might need to change tools in the future. And that’s why that functionality is there.

    So, you can definitely change tools once you pick one. But it’s obviously best to pick one and stick with it because switching tool comes with a lot of change management that you need to take into consideration. You’ll have to learn a new tool all over again. And that’s more time you’re spending, trying to learn a new tool instead of trying to further grow your business or serve more clients or focus on what you do best.

    Asana, Trello & Click up

    I am focusing on Asana Trello and Click up. These are the three most popular task management tools use by online business owners and specifically in the coaching industry. There are others out there but I’ll be focusing on these three.

    Before I give the pros and cons, here’s some background based on hardcore facts about these companies.

    Asana netted $142 million in revenue in 2019, Trello netted 1.6 billion in 2020. Trello is owned by a company called Atlas. Atlas as a company is what netted the 1.6 billion, but it’s still a good indicator of how well Trello is doing because it is part of this company.

    Click up is probably the newest of the three companies and the newest of the three tools. Click up has been estimated to have a net asset value of $1 billion. And it’s estimated that they made revenues of $30 million in 2019. It’s evident that their revenues are lower, but it is a newer company, but it’s still valued at quite a high amount.

    The reason I shared these statistics is to show that these are all great companies. The financials, performance and profit of a company is a good indicator of how well they are selling and how well their core product or service is doing. The fact that all these three companies are doing relatively well is an indication that their tools are good for use.

    Remember, there is no one tool that is better than the other. It is all relevant to your business. The most important thing is that you pick what works for you.

    During my VIP day session, I help you perform a systems audit and we also do a review of the tools that would be best for your business and how you want to run your business. If you need extra help in figuring out what is going to work best for you can reach me here.

    Advantages of Trello.

    1. Works well for visual people & its user friendly.

    Trello is great for visual workers and it is super user friendly. It has a really nice user interface and you can drag and drop tasks around.

    2. Works great for people who are starting out

    For me, Trello is more of a database or a way to store information. As opposed to a way to track and manage and monitor and delegate tasks. This is my view based on how I have been able to use it. It is still a great tool if you want to start off with something that’s really simple and user friendly.

    Disadvantages of Trello

    1. Inability to view all your tasks

    You can’t see all your tasks in one dashboard. Because tasks are organized based on the board in which they belong. It’s not possible to have a view of all your tasks that are on all your boards. This is why I think it’s best for storing information, as opposed to tracking all your tasks in the different moving parts of your business.

    2. Not ideal for collaborating & managing tasks

    It’s also not the best for collaborating and managing tasks since your tasks are grouped by board. And you may have different tasks across different boards.

    It’s also not possible to see tasks that you’ve allocated to different team members as opposed to the tasks that are grouped by board.

    3. The Kanban style view

    Trello was built on a Kanban-style view. This is where you view tasks as a group of lists, which are then part of a board. And your tasks are moving downwards and your lists are moving to the right. This is the default view in which you view your tasks.

    It is possible to view your tasks by calendar view. But Trello wasn’t built for you to be able to view your tasks from a different point of view such as; Calendar view, Gantt chart view or timeline view. The timeline view allows you to see when tasks are starting or when tasks are ending.

    I actually used Trello when I was started my coaching business. I then switched to Asana after two months of using Trello. Because I realized that it just wasn’t going to work for what I wanted to achieve in my business and how I wanted to support my clients.

    Advantages of Asana

    1. User friendly

    Asana is also a really great tool in terms of its user-friendliness. It has a really nice user-friendly interface and it’s very easy to learn and understand.

    2. Works well for team collaboration

    Asana works really well with teams because you can actually view tasks that you’ve allocated to others. You can view your tasks in one dashboard. As opposed to viewing them in segmented different boards, based on how you have organized your tasks in your business.

    3. Has a free version

    Just like Trello, Asana also has a free version. You can get by with the free version for quite some time, as you learn how to manage tasks. And how to use project management tools and features effectively. I would highly recommend you start with the free version, especially if you’re not sure if you’re going to stick with that tool for the long haul.

    4. DIY Set up

    With Asana you can totally set it up yourself. You do not need to have an expert help set up. Unless you really do not want to get involved in the tech and you would really rather have someone else help you set it up. I can help you set up Asana if you prefer having someone help you with that. This is one of the services I offer my clients.

    Disadvantages of Asana

    1. It’s expensive to upgrade

    It is a bit expensive to upgrade. Because you have to buy a license for each user and that’s how Asana has set up their pricing.

    For example, if you have a team of three you will need to have a license for each team member. And if you have clients in your work management space you will have to have a license for each client. And at the minimum you will need to buy five licenses, each license is valued at around $999.

    Therefore, the minimum entry price in order to unlock all the premium features is about $55-60. This is quite steep especially for online business owners who are just starting out. Since there are so many other tools that you need to subscribe to in order to run your business effectively.

    Some of the basic features like start date, viewing tasks assigned to others are only available on the premium version. Unfortunately, there are quite a number of great features that would be nice to have on the free version. But they can only be accessed if you’re subscribed to the paid version which is a tad disappointing.

     2. Limitations on how to view tasks

    There are limitations in how you can view your tasks. Asana offers viewing tasks from more points of use than Trello. With Asana you can view tasks by calendar i.e., you’re able to view how your tasks in a specific project fit in your calendar. It has the list view option and the board view or Kanban style view (Trello’s default view).

    But there are other more advanced views that are not available on the free version of Asana. For example, if you want to view your tasks by timeline or chart view, this is not possible on the free version.

    Now that being said, Asana is my preferred tool currently. Because of the balance between its user-friendliness and the number of features you need to get by with managing your business.

    Click-up

    Click up is the new kid on the block of all three task management tools. As I was researching how Click up started, I learnt that they assessed the tools that were there in the market. And assessed all the gaps that those tools were not fulfilling. And how they could help businesses further streamline their business management.

    I definitely think they have achieved that and they embody that in terms of the tools and features they keep adding to their tool.

    Advantages of Click up

    1. It’s cheaper to sign up

    Click Up is much cheaper to sign up for if you want to go onto the premium and paid version from the onset. They have a free version available but from my point of view, you almost need to sign up for the paid version in order to get the best out of it.

    2. Lower Cost per User

    The cost per user is also lower as it is around $5 per user at their lowest-paid version in comparison to Asana, which is around $999.

    3. It replaces a lot of other tools

    Click up can be used as a database, it can be used as a calendar. And they’ve recently introduced their emailing feature. With the email feature, it’s possible to send emails from Click up as if you were sending it from your Gmail account.

    4. All in one tool

    Click up is marketed as an all-in-one tool. But I would like to qualify this by saying all-in-one tools do have their weaknesses.

    I will use an example of a coach who specializes in helping graphic designers grow their businesses. That coach is much more specialized and is going to deliver a much better service to designers than an all-rounded business coach who helps anybody and everybody. The same goes for tools. A tool that is specialized in streamlining one area of your business is going to be way better than one that does all the things.

    I feel like the other functionalities on Click Up such as; emailing, calendar and database are all great. However, they will not have all the features and functionalities that Calendly would have when it comes to calendar management. Or the features and functionalities that Airtable would have to manage information in a database.

    5. Offers more ways to view tasks

    Click up offers way more ways to view tasks. I counted around 11 different ways to view your tasks as opposed to Asana which is around five and Trello which offers only the Kanban view style. This is quite a big plus for people who want to view their tasks in many more different ways than just the typical group or list view.

    Click up also offers embedded views. Meaning you can see things from other apps within Click up. They offer integrations just like Trello and Asana. But they go a step further and allow you to actually open documents or files within Click up without going to that specific app.

    For example, you can access and open Google files without actually going to Google drive and having to open your file from there.

    6. Offers more features & functionalities on the lowest version

    Even on the lowest version, Click up has a lot more features and functionalities. But remember to ensure that those features and functionalities are going to work for and fit in your business.

    Disadvantages of Click up

    1. Extremely steep learning curve

    Click Up’s con is that it has an extremely steep learning curve. And I would not recommend DIYing your Click up set up especially if tech is not your strong part. I would only recommend DIYing if you have enough time to learn it and to set it up properly at the get-go. If you want to DIY setting up your work management space in the shortest amount of time, then I would not go for Click up.

    However, there are a number of different experts out there. There are so many different OBMs integrators, myself included, who can help you set up Click up. And you won’t have to get bogged down into the details of the tech. And trying to understand all the features and functionalities.

    2. It can be overwhelming

    Due to all these features, bells and whistles that come with Click up, it can be quite overwhelming. This is why it’s best for you to get someone to help you set it up.

    What to consider when picking a task management tool for your business

    Here are a few things to consider when picking which tool is going to be right for your business.

    1. What does your company and team look like now? And what do you envision it to look like in the future?

    Are you a one-woman show or a lean team? Or do you plan on growing your team into a fully-fledged business and corporation type kind of setup? Depending on what you envision your team to look like, that will determine whether to go for something simple, like Trello or something that has all the features and functionalities like Click up.

    2. What do details and project management meant to you?

    Are you a visual or detail-oriented person? Is project management something you’ve always wanted to incorporate in your business and make the most use out of?

    Or do you want something that is simple to replace your notebooks so that you don’t have to lose view of your tasks? And you don’t have to take 10 minutes trying to find out where you wrote that important note about your business.

    3. Do you have the support & investment you need to set up your preferred tool?

    Lastly, do you have the support in getting up to speed? Or are you going to have to do this on your own? You obviously need some investment in getting support to help you set up a complicated tool like Click up. In comparison to a tool like Trello and possibly Asana, which you can set up on your own.

    The investment is going to be a key consideration in deciding which one you settle on for your business.

    Nine Must have features for a task management tool

    Here are nine features that I would say your task management tool should have.

    1. An overview of all the tasks in your business, in one place.
    2. Being able to drill down to specific teams or team members in your business.
    3. Ability to switch between different views because people work differently. You might prefer working with a list view while your team members might prefer working with another type of view. And you want to be able to easily switch between different views so that you are getting the most out of the tool. While maximizing your productivity at the same time.  
    4. Ability to integrate easily with other apps to further reduce manual work. For example, you can integrate your task management tool with Slack. That way you can discuss specific tasks on your work management tool on Slack. Without having to copy and paste the task that you are referring to as you are communicating with your team members.
    5. Being able to time track when you are performing certain tasks. Time-tracking is so critical in making sure that you understand which tasks take a lot of your time. Which tasks could you potentially delegate and save so much time on? Toggl is the time tracker that I use and I’ve integrated it with my Asana workspace. And you can definitely integrate it with click up as well. I’m not sure that Trello has that functionality.
    6. The ability to easily collaborate with team members. Collaboration in terms of messaging team members, assigning tasks and following up easily all within your task management space. Ensure that this is as simple as possible so that you’re not getting bogged down in the details of the work management space. Or worse, you have your work management space, but you’re still using email to do back and forth task assigning.
    7. Automating recurring tasks. This is one of the features I love about Asana because you can easily automate recurring tasks without having to create a new task all the time.
    8. Having task templates which is really important in putting your SOPs into play. And making them real living documents in your business by creating tasks that are related to your SOPs. On Asana you cannot create task templates on the free version only on the paid version. Whereas with Trello, you can create task templates both on the free or the paid version. And on Click app, you can do so both on the free or the paid version. So that’s just something to think of.
    9. A tool that offers you customer support. Otherwise, you will spend hours and hours trying to figure out something in your task management tool. Yet you could have contacted online customer support and they would have given you the answer immediately.

    In conclusion,

    All the three tools that I have talked about today, Trello Asana and Click app are all great. And they are backed by great companies, which is evident from the statistics I shared about their revenue and performance to date.

    PRO TIP: Determining which task management tool is right for you depends on your business. What is best for how you work and how your team members work?

    I would recommend trying each of the tools maybe for a week or two and see which is the best fit. Get feedback from your team members if you have a team. Let them tell you which one they feel more comfortable with the pros and cons.

    If you need help to get onto the right task management tool from the get-go, we can chat about my VIP day. And how I can support you with this. We’ll also talk about the other different systems that you need in your business to get your business streamlined.

    As stated earlier, trying and testing them out is really great, because they all have some form of free version. Then. make a decision once you have gotten a feel of all of them. Be intentional not to prolong this because you do not want to spend hours and hours trying to figure out which one is good for you. Settle on one and if your business outgrows its features and functionalities, then upgrade to a different one.

    Listen to the full podcast here.

    Are you having trouble picking the best task management tool for your business? Here's a detailed post on the pros & cons of Asana, Trello & Click-up and tips on how to pick the right tool for your business.

    READ MORE...

  • How to take a real vacation from your business

    As a solopreneur, have you ever been on a real vacation? Learn how you can take a real vacation from your business without it coming to a halt.

    There’s a misconception that online business owners don’t have the luxury of disconnecting completely from their business. Well, I’m here to tell you, you definitely can! To make it real and practical I actually went on vacation so that I can share some of the practical things that I did for my business. I am hoping that by sharing these tips you’ll realize that you can take a real vacation from your business.

    I am sharing the things that I did to ensure that I enjoyed my well-deserved time off without being constantly tethered to my phone, trying to figure out what’s happening in my business. In order to take a real vacation from your business, you definitely need to do a lot of planning in advance.

    Reasons why you should take a real vacation from your business

    Rest happens in the resting phase

    I recently saw a post on Instagram, where someone asked; What if you actually needed to take time off to rest in order for me to be more productive? And that totally resonated with the book a have been reading i.e. the 5:00 AM club. The author, Robin Sharma talks about growth happening in the resting phase. Growth actually happens in the resting phase as opposed to the performing phase of your business when you are in the throws of the daily hustle and grind.

    Why is that? Reflect back to when you have come up with the most amazing ideas in your business. Think about when you have come up with those amazing kick-ass strategies that have seen you level up income in your business. When have those ideas come up and when have those plans come up?

    They’ve probably come up when you’re in solitude and quiet. As opposed to when you have been so busy working on that to-do list and trying to get all the tasks done. That’s why it is important to take time off to rest and to review and think of your business. You don’t need to do anything formal like writing down notes or work on your laptop.

    Use the time off to totally disconnect so that you can take time to reflect and think of;

    1.      What has worked well in your business?

    2.      What could you maybe do differently?

    3.      What are those ideas that you could come up with during that time of rest and minimal distractions from the outside world to make your business even better?

    It’s an opportunity to uncover your team’s strengths

    It’s also an opportunity to stretch your team and uncover strengths you never knew were there. Here’s how. You have a number of tasks that you do as the CEO that you’ve never delegated to your team members. Going on vacation is a great opportunity to know if they could actually do some of those tasks once you assign them to your team.

    You’ll be able to see what will work because they are going to have to do those tasks, whether you are there or not. And maybe they might not have access to ask you questions and to get clarification. It’s a really great way to see how they work under pressure and when they are stretched.

    You might come back and they’ll tell you that they actually enjoyed a specific task, which would be a plus for you. Because that would be one less thing for you to do. And one thing for your team members to do and to do really.

    Having fun

    You only have one life to live. If you are going to live your life, working all day, all week, all year long, where is the fun in that? Right. You want to be present as a mom if you’re a mom. You want to be present with your family if you’re going to taking time off with them. It’s the only way to enjoy the things in life that you actually started your business for.

    A lot of us started our businesses to get more freedom. Location freedom, time freedom and to have more flexibility. Now, if you are not taking time off, you are not having freedom. You just replaced your 9-5 with a business that probably takes away more freedom than when you had your 9-5.

    How to prepare your business for an actual vacation

    Tip 1: Plan, Plan & Plan

    The first thing is you want to do is plan your vacations well in advance for at least two to three months. That way you have time to make sure you’ve prepared your business for when you actually take that time off.

    Go through your list of tasks in your work management space, and it’s also an opportunity to do a task audit. This will help you identify the tasks that are solely on you to do, and what could you possibly automate or delegate.

    I know sometimes it’s difficult to know what you could automate because you don’t know what you don’t know. Maybe you don’t know that some of the tasks you’re doing manually can actually be automated. Feel free to reach out to me here once you’ve done your task audit and I could share a few tips and pointers on what you could possibly automate.

    Tip 2: Work on your tasks upfront

    Put in some time every single day for at least a month or two weeks to work on the tasks that you typically do upfront. There are a lot of tasks you can actually batch upfront without even having to delegate or automate them.

    And the one that comes to mind right now is content creation! Content creation can be done upfront you don’t have to do it on the go. You actually shouldn’t be doing it on the go, because that is when you can have a major content burn.

    Think of other tasks you can do upfront, like client deliveries. You could probably move the dates forward so that you can finish some of the deliveries in advance. Consider completing some of the milestones of your projects so that you don’t have to work on them immediately after you come back from your vacation.

    Tip 3: Systems to support your business while away

    Ask yourself what are the systems that your business could use while you are away? Systems are a long haul and a long-term game. It’s not something that you can wake up today and have a fully-fledged system tomorrow. It’s something you need to think of upfront.

    But there are certainly certain activities you can do upfront before you take a real vacation from your business. This will sort of set the wheels running in getting your systems in place. And maybe you already have systems in place. For example, a client management system that you use to automate your client onboarding and management process. But there could be certain things in your client management system that you could optimize to make it more efficient.

    If you don’t have any systems in place, think of some of the tasks that are critical in your business. Especially income-generating activities around lead generation, client management & onboarding and how you can potentially automate a few of those tasks upfront.

    Like I said earlier in this blog, you don’t know what you don’t know. I would love to have a chat with you once you have figured out the priority tasks in your business. The tasks that you potentially need to have automated and tech to help you support your business while you are on vacation.

    Business activities that could be automated

    Email Marketing

    Email marketing is an area that requires system support while you take a vacation is your email marketing system. You can definitely schedule your emails to be sent out to your email list while you are away.

    Lead generation & tracking

    You can set up an automation so that your lead generation spreadsheets are updated while you are on vacation from your business.

    Inquiry Management

    Set up an automation to manage any inquiries made about your services while you are away. Your business doesn’t have to come to a halt just because you are taking time off.

    As a solopreneur, have you ever been on a real vacation? Learn how you can take a real vacation from your business without it coming to a halt.

    Tip 4: Automate and or delegate

    Be very careful around delegating versus automating because there’s no need to delegate tasks that can be automated. That is going to be a waste of time on your team while you are away. Try not to delegate tasks that you could automate. If you aren’t sure that you can automate them, let your team members research and see if there’s any way, they can automate some of these tasks.

    There’s one thing that we recently automated in my business. At the back of my mind, I knew that it could be done I just hadn’t done it. Every member that joins our Facebook group they are meant to get added on to our email list. Previously, the process was manual where we had to copy and paste that information from Facebook group onto our email list.

    So, a few weeks ago as I was preparing to take a vacation from my business, I created automation with Zapier and Flodesk i.e. my email marketing system. Now every time someone joins our Facebook group, they automatically get added on to our email list. And now my VA has saved close to an hour of her time every week trying to do this.

    It’s so important to also look at your systems from that point of view. That way you can free up time with your team and have them focus on the more higher-level activities that actually require human interaction and engagement.

    Tip 5: Set an autoresponder

    The next step is to set your autoresponder responder.  Make sure you have a solid, auto-responder. Be very clear on when you will be away and who can be contacted while you are away. If there are any frequently asked questions around your services, include them in your autoresponder.

    Include details on where they can find out about your services by adding a link to your website. You can also embed your service guide or just attach it to your autoresponder so that people can have a look at your services while you away. And make sure it is very clear whether you are going to be partly available or not available at all.

    When I started in my career, I was terrified of including that I wouldn’t be available for emails on my out of office email. I then realized that if you do not set your boundaries right, people are going to step right over your boundaries.

    And if you indicate that you won’t be available for emails, that doesn’t mean that you’re going to lose out on potential clients and leads. That could actually be an indicator to your potential leads that you’re actually a woman of integrity. And you know how to manage your business and they might want to learn how you’ve been able to do that.

    Don’t be afraid to set your boundaries in your autoresponder or on your out of office email. Because that is literally going to set the tone for how you enjoy your holiday or not.

    Tip 6: Communicate with your team

    Communicate with your team and let them know what you are going to do upfront and what they need to do. Delegate your tasks as early as possible, lean into your SOPs. If you don’t have SOPs create simple loom videos. These will help your team members understand what the tasks are about. That’s probably the fastest way you can delegate tasks in a way that there are not going to be left trying to figure out how to do it on their own.

    When you come back, make a point of creating documented SOPs around these activities. That way that the next time you take a vacation from your business, it will be easier. And you won’t have to do a lot of legwork upfront.

    Tip 7: Trust your team

    Trust your team members to handle things while you are away. I know a lot of us are superwomen and supermoms we want to do everything our way. Sometimes we don’t have sufficient trust in our team members to be able to handle things. But trust me, everything is going to be okay.

    Trust and empower your team members and they are going to deliver. And most likely they actually going to over-deliver and you will be blown away at what your team members can do in your absence. So, don’t be afraid to delegate.

    Tip 8: Set your boundaries & eliminate guilt

    Make sure you set your boundaries when it comes to your team. I’ve already talked about setting boundaries in your autoresponder but make sure you set your intentions and keep them.

    For me, my intention is at least in the first three to four days of my vacation, I am going to completely switch off from social media. And my VA is going to manage my social media platforms on my behalf. Your VA can help you engage with people on your behalf, they can help you manage your Facebook community if you have trained them upfront on how to do it.

    My plan when I take a vacation from my business is to switch off completely from social media. This allows me to zone in to just being present. I zone into thinking and reflecting on my life, my business and anything else I want to reflect on while I am away.

    Eliminate guilt by doing work upfront. A lot of times we don’t set boundaries because we feel guilty! We feel guilty that if we don’t check our emails or respond to a client inquiry within a certain period of time, things won’t work out or things are going to fall apart.

    But if you do the work upfront, you will be able to set your intentions and boundaries and keep them. You’ll remain true to your intentions while you are away on vacation from your business. And while you are.

    Tip 9: Take a day off once you’re back from your holiday

    You don’t want to return from your vacation and the next day you are back in the throws of the day-to-day activities of your business. Take time to ease your way back into work. And this is something that I was intentional about. On the first day, I eased my way back and I took the day off from my 9-5 as well.

    I use this time to check my emails, plan out the rest of my week, review anything that I need to review, check-in with my team members and my clients. This way you don’t have to have that sad feeling that your vacation has ended and you are back in the day-to-day hustle and grind. Just ease your way back in and feel more in control when it’s time to get back to work.

    In conclusion,

    I hope this blog inspires you to take a real vacation from your business soon. Plan out your vacation and spend time with your family and friends and yourself too.

    Listen to the full episode here.

    READ MORE...

  • How to have a CEO Day in your business

    Do you have a CEO day in your business? Having a CEO day plays a huge role in growing your business to new levels.

    Have you heard of CEO days, or do you have CEO days in your business? If you haven’t heard of CEO days, maybe you’ve been having back-to-back client calls, 12-hour days filled with busy work as you manage the day-to-day operations of your business. All this is normal.

    Obviously, there are ways to streamline your business so that you are not always in the hustle mode. But it is also important to have time for thinking and time for white space. White space happens when you take a step back to; strategize, think, reflect and plan, and not just always being in hustle mode. 

    Having a CEO day would be an amazing idea for you if you seldom have the time to slow down. I’m sure you’ve heard the phrase that sometimes we just need to slow down in our businesses to speed up. Because, when we are always busy and on the go, it’s difficult to take a step back and see whether the work we are putting in is aligned with our long-term vision and strategy for your business.

    What exactly is a CEO day?

    A CEO day is a really amazing way of keeping yourself in check with that strategy. Basically, a CEO day time that you set aside in your calendar to work on your business, as opposed to in your business which is what we typically do most of the time. It is the self-care version for your business that you would typically have for yourself as a person.

    This is not about catching up with client work, batching your content, or catching up with your team and to make sure that everyone is doing what they’re supposed to be doing. This is “You” time for your business. 

    How to structure your CEO days

    Step 1: Pick your preferred day of the week

    You have to be intentional! CEO Days will not happen for your business if you don’t make time for it. In the same way that self-care doesn’t just happen for ourselves if we don’t make time for it. I like to block out a day in my calendar every single week, and it doesn’t have to be a full day. Especially, if you are running your business with a 9-5, it could just be one or two hours as a start. 

    So, block out some time in your calendar and make sure it is very clear what that time is for i.e., CEO Day. The other things I avoid doing my CEO days are meetings, team follow-ups or collaborations. I really just want to dial in and focus on my business on that day. And for me, my CEO day happens on Mondays!

    Step 2: Plan in advance

    Don’t wake up on your CEO day and just ‘wing’ it. Take some time the day before your CEO day, or after your CEO day and come up with 1-3 things you want to focus on the next CEO day.

    And if you want to elevate it and add some fun to it, you can even go somewhere quiet outside of your usual working space. You could go to a co-working space or make it a weekend solocation. Anything that will get you excited about your CEO day is a big plus!

    Step 3: Protect your CEO time

    The most important thing is to make sure that you are being very protective of this time. Because we don’t have the time to do that on a day-to-day basis. 

    Try not to postpone or procrastinate about it because this is really your business’s version of self-care. And if you’re not making that time for self-care, you are going to be in this constant spiral of being busy all the time. Remember, if you can’t take that time to take the step back and really have that overview of your business and where it’s going, no one else is going to be able to do that.

    11 ideas for your CEO Day

    Here are a few ideas on activities that you can do on your CEO Day. 

    1. Follow up with leads that you know you’ve had in your business, but you haven’t had the time to follow up with them.
    2. Develop with new product ideas. 
    3. Develop business growth ideas.
    4. Reflect on your strategy, performance & anything else that has been on your mind of late
    5. Plan out your next quarter. Especially if you only plan out your quarter when the quarter starts, which is not the most optimal way of planning. Learn more about quarterly planning here.
    6. You could also do some digital organization, maybe your digital workspace hasn’t had some self-care in a while. And your downloads folder is not looking good. This is a good time to do that. 
    7. Clean up your backend: Check that your systems are working properly. Maybe there’s a system or a tool that you’ve been wanting to incorporate in your business and you know it’s going to help you save some time. This is a good time to look into that. 
    8. You could even do some mindset work which is so key as a business owner. Take time to journal and take stock of how you’re feeling about your business.
    9. Anything you don’t like about your business that you want to change? This is the time to do that reflection.
    10. This is the time to check in with your overall long-term vision and see where you are at right now, in comparison to what you had planned for your vision at the start of the year or at the start of the quarter.
    11. Lastly, you could just take the time to rest. It has been proven psychologically that rest is an important part of being productive and being the best version of yourself. 

    I hope this inspires you to start having your CEO Days or hours. And I would love to know how it goes. You can share your experience with me on Instagram. Listen to the full podcast episode here.

    Do you have a CEO day in your business? Having a CEO day plays a huge role in growing your business to new levels.

    READ MORE...

  • How I use Asana to manage my coaching business

    Do you have a task management system to help manage your business? I use Asana to manage my business and it's been a game changer. Here's how I use it.

    Here’s one thing I can say for sure since I started using Asana: I have spent way less time toggling between tabs trying to multitask and remember what I need to do next. Managing my business with Asana has made it so much easier to stay focused on the things that actually matter while keeping everything in one place. 

    Basically, Asana has become the control tower in my business. And the best thing? It’s free! While Asana does have a paid version, the free version has a number of powerful features and functionalities that will see your productivity go up significantly while saving time that we all need more of.

    If you want to start setting up your Asana workspace, check out this blog post where I give all the steps to getting started with Asana within a day.

    Here are just a few ways I manage my coaching business with Asana:

    Client Management

    I manage all my client projects and interactions within  Asana. For each client, I create a new project within my Asana workspace and then invite the client as a collaborator. This enables them to view, edit and complete tasks that I assign to them.

    It’s also easy for me to share resources with them through the Google Drive integration that comes with Asana. This way, we only stay in one digital workspace. And my clients know that all communication with them should go through Asana.

    I use Asana to create reminders for our client calls and assign homework to them ahead of time. They get to ask questions for clarification through the tool and can share their completed homework on Asana. As a result, we stay out of email exchanges and increase our productivity overall. It’s a win-win for me and my clients!

    Other benefits of managing your client’s on Asana:

    • Create template projects that can be re-used for each client
    • Saves time in the onboarding process
    • Keeps communication in one place
    • Easy to automate accountability & follow-ups with client

    Content Creation & Repurposing

    Content creation is a big component of every online business. However, it can be extremely time-consuming without a proper system in place.

    This is why I manage this aspect of my business in Asana. I have created a content creation team and a number of projects within it on my  Asana workspace, including:

    • Content creation workflows
    • Content bank
    • A Content calendar

    I have workflows for each type of content so that I don’t have to create the process from scratch every single time. This helps save mental space and speeds up the process of creating content. 

    I can also assign steps within the content creation process that don’t require me to do, to my virtual assistant. With Asana I can easily track the tasks that I have assigned to someone else. 

    There is also a messaging functionality within each task that makes it easier to communicate about specific tasks with my team members.

    The calendar view option in Asana allows you to view your tasks in a calendar format. Making it a great tool to plan and schedule all content in one place. I have a single project that I use to schedule all my content, including my podcast, blog & Instagram content.

    This also allows me to easily repurpose content across my platforms, saving me even more time without having to create content from scratch for each platform.

    Live launches

    Launching can be extremely stressful without a clear plan and a way of keeping organized and tracking what’s going on.

    I manage all my launches within Asana. Whether it’s a new website, project, a Facebook challenge, my podcast, it all goes in Asana.

    I use Asana to assign tasks to people on my team. And any contractors I outsource work to before the launch. I can easily see what’s happening on a calendar, and drag and drop tasks while in Calendar view, to manage my workload on a daily basis. Dragging and dropping the tasks in the Calendar view automatically updates the due date to the date on which the task has been dropped.

    Team Management

    Say Goodbye to back-and-forth emails. Asana is the only app you need to communicate with your team members. I still use Slack, but 80% of our communication is within Asana, which makes it easy to track and follow up.

    It’s important to give your team members an orientation of how your business works, how you manage your team members and any other important information they need to know. You can create a workspace with general information about your business within Asana, making it easier for everyone to access one source of information.

    You can also create a hub for your Standard Operating Procedures and Operating framework within Asana. This way, your team members don’t have to waste time trying to find out how specific tasks are done, they can easily find the relevant SOP within Asana.

    If you need help setting up your SOPs and becoming a more organized business for your team to thrive in, let’s hop on a call and see how we can help you.

    Additional Team Management Perks

    Asana also makes it easy to manage your team members by;

    • Assigning them tasks & easily following up on them
    • Viewing and tracking all messages sent to you in a separate ‘inbox’
    • Ease of tagging team members in tasks
    • Use of the message feature functionality to communicate with everyone in a specific project, without having to mention them individually

    Pro tip: You can connect Slack with Asana, and use Slack as a primary messaging tool with your clients. Once you connect Slack and Asana, you can refer to tasks in Asana through Slack or vice versa. Making it easier to track communication and tasks related to the communication.

    Want help setting up your task management tool? Check out my VIP day where we map out your processes and create a systems setup plan to get your Asana workspace set up in 30 days.

    Do you have a task management system to help manage your business? I use Asana to manage my business and it's been a game changer. Here's how I use it.

    READ MORE...

  • How to set up Asana for your online business

    Do you have a task management system for your business? It's not too late to get started! Here's a guide on how to set up Asana for your small business.

    If you aren’t using a task management system such as asana to manage your small business, you are missing out on a lot of time saved and productivity lost from using papers & emails to do so.

    Asana has become a central hub in my business, and since I started using it, I have eliminated:

    • To-do lists: Even though I plan my week ahead using my priority planner, my priorities eventually go onto Asana. And I use Asana to track them going forward
    • Notebooks & sticky notes: While I love good colour coded sticky notes, you’ll eventually outgrow them in managing the different moving parts of your business
    • Emails: I hardly ever send an email to a contractor or team member in my business. We communicate primarily through Asana and occasionally on Slack
    • Reminder apps: I have a personal project within my Asana workspace where I add all my errands and personal things that need to get done. I assign myself to each task and a date. That way, nothing falls through the cracks.

    As you can see, Asana is a powerful tool that you can use to replace at least 4-5 other apps/tools you may be using in your business. The problem with having so many different apps is that it gets confusing. And most times the apps don’t talk to each other. It also becomes overwhelming to have to open three different apps to figure out what you need to do everyday in your business.

    Asana eliminates the overwhelm, creating one central hub for everyone in your business to access and keep up with their tasks.

    The best thing? It’s free! There is a paid version, but you definitely do not need it to start streamlining your business today. 

    If you want to feel more organized and less scattered, here are the steps to get started with Asana in an hour:

    Step #1: Sign up for Asana

    You can either use your personal email or an email with a business domain to sign up for Asana. If you use an email with a business domain, you automatically get free access to adding 15 additional members to each of your projects for free. 

    Step #2: Decide on your organizational hierarchy

    Now it’s important to have a good idea of how you want to organize your Asana workspace. Asana is structured in 4 hierarchies:

    1. Teams: A team is a group of projects that belong to a similar area in your business. Think of teams as the main departments in your business, e.g. marketing, operations, clients, products
    2. Projects: A project belongs to a specific team in Asana. You could have more than one project in each team, depending on how similar or different the tasks in those projects are. For example, you may want to have a project for each product you have developed in your business. You may want to have a project for each social media platform you create content. 
    3. Lists: A list is a group of related tasks. Lists help you organize the tasks within your project. Making it easier to track, drag-and-drop and view your tasks based on the list in which the task belongs
    4. Tasks: A task is the actual activity that is tracked in Asana. You can assign people, dates, priorities, subtasks within tasks and many more options.

    The important thing to note is that there is no one size that fits all when it comes to your organizational hierarchy. Start simple, and build as you go along. You could also align your hierarchy to how you have organized your folders in your digital workspace. 

    Just make sure that you can easily track everything. Here’s an example of an organizational hierarchy for a small business in Asana:

    Do you have a task management system for your business? It's not too late to get started! Here's a guide on how to set up Asana for your small business.

    Step #3: Create your teams

    Once you have signed up and you have an outline of your hierarchy, you can start creating your teams. Click ‘Add Team’ to add a team.

    Step #4: Create your projects

    You can only create your projects once you have created your teams. Every project must belong to a team in Asana.

    Click on any team and click ‘Add Project’. You can either create a new project by;

    • using a template from the Asana library,
    • Creating a project from scratch (I use this option the most)
    • Creating a new project from a spreadsheet template (use this option if you have purchased done-for-you or downloaded our free team onboarding Asana template)

    Step #5: Add team members to your projects

    If you already have an existing team or contracts you have outsourced work to, it’s a good idea to get them set up in Asana. This way, you have one central place to manage your team and have a view of what everyone is working on.

    You can start by adding your team members to your workspace, and then adding them to specific projects or teams. This makes it more efficient for your team, especially contractors, as they only see projects and teams of which they are members. 

    You can also make projects private (no one in your organization will have access to a private project unless you invite them).

    PRO Tip: Once you have gotten comfortable with Asana, you can integrate a time tracking app like Toggl, so that your team members can track time spent on each of their tasks, to boost productivity, increase accountability and analyse whether you are getting more efficiencies from using Asana to manage tasks.

    Step #6: Create tasks

    This is where you will spend the most time. If you have a task list somewhere, now is a good time to copy and paste those tasks into the relevant projects in your Asana workspace. Once you have created your projects, you will need to create lists within those projects. You will then click ‘Add Task’ under each list to start creating a task.

    If you have Standard Operating Procedures already in place, you can also start to create the tasks that are relevant to your SOPs, and create the steps/workflows in your task card.

    Setting up recurring tasks is also a good place to start, as these are the tasks that are typically the most time-consuming. You can automate recurring tasks by setting the frequency at which the task needs to be completed.

    Once the task is completed, Asana will automatically create the same task with its new due date.

    Good practices when it comes to setting up tasks:

    1. Always assign a due date to a task that requires action
    2. Always assign a person to a task that requires action
    3. Mark tasks as complete once you complete them, and get your team members to follow suit.

    Step #7: Colour code and tag your tasks

    You can colour code each project so that you can track your project tasks when viewing all of your tasks in one view. This is called the ‘My Tasks’ view in Asana.

    I like to colour code my projects in the same team with the same colour. That way, I don’t have many different colours to deal with in my workspace, and it’s easy for me to remember which colour relates to which type of task. For instance, pink relates to content creation and yellow relates to client management tasks in my business.

    Hint: You can use the same colour codes for your task types as the ones you use in your Google Calendar. That way,

    everything is consistent and easy to remember.

    Do you have a task management system for your business? It's not too late to get started! Here's a guide on how to set up asana for your small business.

    A few other amazing features in Asana

    1. Phone app: Download the phone app to view everything that’s going on in your business while you’re on the go
    2. Messaging tab: You can send messages to your team within Asana
    3. Mentions using @: You can mention people using the ‘@’ sign in the comments section of each task
    4. Attachments: You can attach documents straight from Google Drive, or file uploads into each specific task
    5. Zapier integrations: You can integrate Asana with so many other applications in your business, and further reduce the amount of manual work done in your business
    6. Multiple project view: You can view your projects in board, list, calendar view formats. There are a few other view formats on the paid version, but the free version gives you enough formats to use as a start.

    In conclusion

    Asana is a powerful way to organize your small business and set up the right foundation for scalable growth. Not only does it eliminate the need for 10 other apps to manage your to-do’s and team members, but also gives you the ability to manage pretty much every other core area of your business efficiently.

    You can use Asana for;

    • Onboarding & managing client projects
    • Tracking leads & sales
    • Tracking key performance indicators
    • Setting & tracking goals and progress
    • Prioritizing tasks
    • Weekly planning 
    • Managing your teams
    • Managing launches
    • Creating a database of important business information
    • Bringing your SOPs to life
    • Creating and using templates for consistency and quality control

    Want to know what else you can do with Asana? Check out this blog and my community here to find out about other powerful ways to boost your productivity and scale your small business with Asana.

    READ MORE...