As I launch a new side business (my training academy) I am finding myself overwhelmed with so much to do. I have to look at my “to do list” with the criteria of “which project HAS to be done NOW?” I really hate that feeling of perpetually being behind and it isn’t like me. My clients love me and I don’t want to disappoint them but how do I get it all done?
I do have a couple of tricks that I do so I stay organized and on target for project completion. The first one is my promise sheet. I take a sheet of paper (sometimes I just print the week’s blank calendar from Outlook). I make sure it has the days of the week and I just jot down what has to be done on certain days. I put down all my client ezines and when the draft is due to them and when it needs to be scheduled to send. I also list any promises I have made to my clients as far as deadlines. On Sundays I usually plan out my week with the promises and as I make a new promise I add that on the day and time that it was promised. I like to be specific in my expectations of when projects will be complete with my clients and this has really helped. I know I have to put it down somewhere on my “promise sheet” so when I am getting the details from the client I ask for a specific deadline for various milestones of the project.
Another trick I use (although I doubt it is really a trick, more like a system) is Central Desktop. I track all milestones and project deadlines in there and my clients each have their own workspace. I break the project down into manageable chunks with deadlines and details. My clients can login and see what has been done. Every Monday I send out a status report with hours used month-to-date and they know to check Central Desktop for the specific status of a project.
And my last trick is to build my team. I have a lot of client websites that are wordpress so I just hired a wordpress person to help me. I also put it out to the universe (and posted it online) that I need HTML help, social networking help and shopping cart help. So on Tuesday I have a bunch of 15 minute interviews set up. I have been resisting building a team as I didn’t want to manage a bunch of subcontractors (or have a multi-VA team), but I don’t have a choice anymore. I NEED HELP! I also need the subcontractors to work on my academy as well. I should be able to manage the subs with Central Desktop and I have also been investigating www.myclientspot.com which tracks projects, time spent, retainers, etc.
I know my overwhelm is only temporary and the side effect of my growing pains. So my question is—can I get it all done without my head exploding? I will let you know next week!
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