Getting more done in your business can easily be done if you automate parts of your processes.
Repeatable tasks can quickly adds up, consume big chunks of your day and prevent you from moving forward in your business.
Your current task management process might look something like this:
- Head to your project management tool
- Create a new task
- Assign a team member
- Add a due date
That’s a 4-step process, meaning 4 “jobs” you perform for that one task.
It might not sound like a big deal, but what happens when you have this same process happening 20 times each month?
It quickly adds up to 80 individual steps you can easily avoid by setting up a recurring task management system.
Let’s learn how you can set up recurring tasks with this 5 steps:
Perform a Task Brain Dump
What are all the recurring tasks you are currently performing in your business?
Recurring tasks are tasks that happen over and over again, on a regular basis. They can be daily, monthly, or even annually.
Things like: weekly team meetings, status reports, content creation, invoice reminders, paying bills, email responses, and much more.
Create a list of those tasks even if they are quick and simple ones.
Categorize Them
Put each task into categories by how often they occur, such as yearly, monthly, weekly and daily.
Having a visual idea of how tasks are aligned with your yearly calendar helps you identify the priorities for each period.
Your project management might look something like this:
Create a Task List in Your PM Tool
When you create a plan with reminders for what needs to be done and when, you have better chances to commit to each activity and its deadline.
This also reduces the chance for the task to get lost in the sea of to-dos in your business.
I personally use Asana, but there are many options out there such as Trello, Clickup, Monday or Teamwork.
Check out all the tools I have used in my business and recommend you check out
New here? I also have the following blogs to help you in your entrepreneurial journey:
And, of course, you should get your hands on one of my popular downloads available to help you boost your productivity and get more done in your business.
Use Instructions & Templates
Once you have the list of tasks in your project management as recurring tasks, add detailed instructions and templates to each subtask so anyone can perform them without your direct supervision.
You can use step-by-step description, images, attached templates or SOPs.
Some tasks will have a more detailed process to be performed so you might want to break it down into multiple smaller steps.
By adding instructions, you can tackle the task with a simple click of a button.
Get Your Business Orgnized for FREE
Create a business that you run with these 5 simple and free tools you can implement today!
Assign Team Members and Due Dates
Go over your new project management system and identify the tasks that can be delegated and the ones only you can do.
Assign each task to yourself or a team member and add a due date.
You can also choose how often the task should recur, that way once you (or the team member) complete it, the next occurrence will automatically populate in your board.
Final Thoughts
You have just completed your first automation. Congratulations!
Not only will you be saving tons of time moving forward, but you will also feel more in control of your business.
Are you ready for more backend automation? Then it’s time for us to connect!
I help busy entrepreneurs go from overwhelmed to streamlined by taking care of the backend of their business so they can make more money without doing more.
Let’s get on a call and identify how I can make your business run smoother and make your life a little easier.
About Me
Hi, I'm Bianca!
I’m a productivity specialist helping overworked and overwhelmed entrepreneurs ditch the long and repetitive to-do list by optimizing systems and simplifying the way they run their business. Learn how to get rid of steps or tasks that don’t contribute to your business bottom line.
More Inspiration
FREE for You
Let's have some fun!
Choose Your Freebie Experience
As an entrepreneur, where and how you spend your time matters. Growth and success depends on your talents being maximized. Learn your entrepreneurial type and know your abilities.
