The Productivity Zone

How to Set Up Your Simplified Planner So You Actually Use It

Alexandra — Mon, 01 Jan 2024 05:00:00 +0000

Setting up a new planner can be kind of… well, daunting.

Getting the planner is so darn exciting!! It’s shiny, pretty, and new. A clean slate and a fresh start for the months ahead. But all those EMPTY pages can be intimidating and scary.

Sometimes those empty pages scare people away from using the planner at all.

But let me tell you something, sister. That planner? It wants to be used!!

I use my Simplified Planner every single day and can’t imagine my life or business without it — and I want you to feel the same way.

That’s why, today, I’m sharing my complete planner setup system so that you can set up your Simplified Planner (or whatever planner you purchased) in a way that works BEST for you!!

This is the exact system I’ve used for years now and I’m so excited to finally share it AND the White Space Simplified Planner Guide so that YOU can set up your Simplified Planner (or any planner) with confidence… and actually use it all year long!!

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

HOW TO SET UP YOUR SIMPLIFIED PLANNER FOR SUCCESS

When you first get your planner, I recommend taking it out of the box and getting to know it. Look at the introduction, the prep work pages, and the daily or weekly pages to see what’s new or changed. This should also start to give you ideas for HOW you want to use your planner in the coming year.

Once you’ve done that, you should set aside some time to set it up or move in as I like to call it.

This is especially important because THE KEY to using your planner confidently and consistently all year long is how you set it up on day one — which means doing so in a way that not only WORKS FOR YOU but also INSPIRES YOU to use it every day.

STEP 1: GIVE YOUR PLANNER A PURPOSE

Take a few minutes to think about WHY you bought it.

Maybe it was to help you manage your day-to-day schedule, to keep better track of appointments and projects, to tackle all of those to-dos, to simplify, to stay organized, to help you find some sort of balance between your work and your life, to reach your goals…

Giving your planner a purpose gives it VALUE and ultimately makes it an important part of your life and business. You are honestly way more likely to use it when you realize it’s a tool you can’t do either life or business without.

STEP 2: FIGURE OUT A SYSTEM FOR HOW AND WHEN YOU’LL USE IT

If using your planner does not become part of your daily routine, you’ll never use it. You must make checking in with it a multiple-times-a-day habit.

My planner is the first thing I reach for in the morning, the last thing I touch at night, and the only thing I check in with multiple times each day.

IT’S A SIMPLE SYSTEM THAT WORKS AND I’M ALL ABOUT SHARING, SO HERE IT IS:

First thing in the morning: I check in with my planner as part of my workday start-up routine. When I sit down at my desk, before I open my inbox, before I even wake up my computer, I pull out my Simplified Planner to review my schedule and list of to-dos.
Throughout the day: I like to leave my planner open right beside me while I work so I can clearly see my schedule and check off to-dos as I do them.
At the end of my workday: I take a few minutes to write out my schedule and to-do list for the next day so I can hit the ground running. It’s the last thing I do before I end my workday.

Pro Tip: I also recommend giving your planner a designated (sacred space) so you always know where to find it!! I like to leave mine right on my desk during the day and in my top desk drawer when I’m not using it.

STEP 3: FIGURE OUT A COLOR CODING SYSTEM

Color coding can get overwhelming and out of hand pretty fast so I recommend keeping things super simple!! Pick ONE WAY of color coding and that’s it (i.e. don’t color code by family member and type of event). Too many rules or systems is complicated… and if using your planner becomes complicated, you won’t follow through.

I’ve finally perfected the following system for myself using Simplified’s color-coding stickers:

I recommend trying different color pens, highlighters, or stickers to see which color-coding method works best for you!!

Pro Tip: Make a color coding key and keep it in the front pocket of your planner with your sticker sheets for easy access.

STEP 4: FIGURE OUT A STICKER SYSTEM

Stickers and color coding kind of go hand-in-hand. You do what works best for you, but in case you need some inspiration…

THIS YEAR, I PLAN TO USE:

Color coding DOT stickers to color code my schedule and to-do list each day.
Color coding FLAG stickers for indicating 2-hour time blocks on the daily pages AND for making important business days like launches, sales, and Monthly Duty Days stand out on the monthly page spread.

Pro Tip: Stickers are great when used in a way that works for you, but doesn’t distract you. Use them to make important dates or events stand out, but don’t use so many that you can’t figure out what you wrote down for each day’s tasks and to-dos.

STEP 5: DO YOUR SIMPLIFIED PREP WORK

The prep work pages were new to the 2018-2019 Simplified Planner and I’m so glad they’ve decided to make them a staple. I love having the opportunity to look at the things that worked and didn’t work last year, refresh my routines for this year, and more. It really helps set the tone for the coming days, weeks, and months.

*Please note that the prep-work pages are only available in the Signature Simplified (Daily and Weekly) Planners. If you have Dapperdesk, one of the At-A-Glance planners, or another brand of planner, I suggest doing your prep work on notepaper.

THE PREP WORK PAGES HAVE THE FOLLOWING SECTIONS:

what worked last year
what didn’t work last year
ideas for new routines
ideas for new healthy habits
weekly routines
daily (morning and evening) routines
The Simplicity Challenge
and yearly bucket list

Pro Tip: If you don’t have one of the Signature Simplified Planners, but want to keep better track of your daily and weekly routines, you could write your morning and evening routines on a post-it and move it from day to day.

STEP 6: WHAT TO PUT ON THE MONTHLY PAGE SPREAD

Think of the monthly page spread as the bird’s eye view of what’s happening that month. It’s the place for all the big-picture stuff, not the nitty-gritty detail stuff.

Write in things like birthdays, anniversaries, school or sporting events for kiddos, school vacations, family vacations, business deadlines, launches, meetings, doctor’s appointments, date nights, self-care days, and long weekends.

I also like to use the notes section on the monthly page spread to keep track of my business goals and focus for the month.

Pro Tip: Write in perpetual dates (the ones that happen on the same day year after year) right away and add in other dates as you schedule them/find out about them. Compare each monthly page spread to your Google Calendar or iCal at the start of each new month to make sure you’ve got everything. Nobody likes to miss a deadline or be surprised by a meeting!!

STEP 7: WHAT TO PUT ON THE DAILY PAGES OR WEEKLY PAGE SPREAD

The daily pages or weekly page spread are where the hard work and magic happen. It’s the place for all the nitty-gritty detail stuff including where you gotta go, who you gotta see, and what you gotta do.

Each daily page is split into four simple sections. I use the My Day section to time block my entire day and keep track of related to-dos or other things I must do that day in the To Do section. I keep a food journal in the Notes section and I sometimes use the header space at the top to write a daily affirmation or intention for the week.
Each weekly page spread includes a lined space for your schedule and a checkmark list for your to-dos. If you don’t have many scheduled meetings or appointments, you could use the lined space for notes instead.

STEP 8: OTHER THINGS TO CONSIDER PUTTING IN YOUR PLANNER

I thought I would share a few of the things I schedule into my planner that make my days, weeks, months, and year so much easier, smoother, and more productive!! I hope you find them as helpful as I do!!

My Fresh Start Systems are CEO days dedicated to working ON my business and setting myself up for success. I mark the days I’ll do my Annual Review, Quarterly Check Ups, and Monthly Duty Days on the monthly page spread with color coding flag stickers that coordinate with that month’s tab color.
Power Hours: You know all of those little, one-off tasks that you have to do every day (including the ones that crop up during the day)? I keep track of all of those in the To Do section of each daily page and then binge-do them in a Power Hour (marked with either a fuchsia or navy color coding dot sticker for business or personal tasks) each day. I set a timer, glue my butt to the chair, and get them all done in one hour. It’s way more efficient to batch them together than to do them here, there, and everywhere throughout the day.
Business Education and Self-Development Time: It can be hard to find time for business education and self-development, which is why you have to make time. Schedule full days, half days, or blocks of time on certain days to get your learn on!! (I like to mark my business education or self-development time with a light pink color coding dot sticker.)
Introvert Recovery Days come after days that involve A LOT of extroverting. I’m the biggest introvert you’ll probably ever meet and an Introvert Recovery Day is the ONLY thing that gets me back to my normal, energetic, sassy, and productive self.
Morning and Eventing Routines: Because if you don’t schedule the time, you probably won’t have the time or you’ll forget about them completely. Morning and evening routines should bookend your day and make you feel your absolute best. (If your current routines aren’t doing that for you, we need to talk inside Running on Routines!!)
Breakfast + Lunch + Dinner: Because if they’re not scheduled into your day, you’ll probably starve. Drinking coffee all day is not enough. Your body and brain need REAL FOOD. So make it a point to schedule meals into your day, every day.
Travel Time: This is something I see A LOT of people forget when planning their days. They write down dentist appointment at 10am and then pack tasks and to-dos all around it. They forget that it takes 40 minutes with traffic to get there and 40 minutes with traffic to get back. Plan your days accordingly!! Always take into account travel time, traffic, and wait time.
Wins of the Day: I got this idea from one of my coaching clients. She started to keep track of how many Etsy sales she made every day and how much she earned from those sales in the Notes section of her Daily Simplified Planner. You could also keep track of course sales, client inquiries, email list signups, and more!!

I hope my planner setup process and the White Space Simplified Planner Guide help you find success with your planner this year!! If you have any questions, please leave them in the comments and I’ll get back to you. Most of all, I hope you open the planner you just purchased with confidence and excitement this year!!

Not sure if the Simplified Planner is right for you? Check out this detailed FAQ!!

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Disclaimer: Some of the links in this post could be affiliate links, which means I may earn a commission if you make a purchase through my link at no additional cost to you. I only recommend products and services I personally use, love, and feel make a difference in my business and could do the same for you.

The post How to Set Up Your Simplified Planner So You Actually Use It appeared first on The Productivity Zone.

My Favorite Planner Accessories (And How I Use Them)

Alexandra — Mon, 11 Sep 2023 04:00:00 +0000

This might be an unpopular opinion, buuuuut…

I don’t believe in decorating your planner just to decorate your planner.

If you’re spending all your time and money DECORATING your planner instead of DOING what’s written in it, you’re doing it WRONG.

When it comes to planner accessories, I believe in…

KEEPING THINGS SUPER SIMPLE!!

But that doesn’t mean I don’t believe in USING planner accessories to ENHANCE your planning practice!! In fact, I really hope you DO use them.

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

BEST, FAVORITE, AND NECESSARY SIMPLIFIED PLANNER ACCESSORIES

I’m a girl who LOVES office supplies and planner accessories.

When I was a kid, back-to-school shopping was my favorite time of year.

Going to Staples to pick out all of my new color-coded binders, notebooks, and highlighters was better than Christmas to me!!

These days, office supply and planner accessory shopping from the comfort of my couch is my favorite thing ever!!

I often tell people (somewhat jokingly) that office supplies are my love language and planner accessories are my middle name.

Which is why I wanted to take the time today to share my best, favorite, and necessary planner accessories to help you accessorize and use your planner in the best (most productive) way!!

In this post, I’m doing a deep-dive into the EXACT planner accessories I use in my Simplified Planner and HOW I keep things super simple including how I color-code minimally, use stickers sparingly, and actually USE my planner to do EXACTLY what I bought it to do: keep my life and business organized, focused, and on track!!

PENS

I am incredibly picky about what pens I use in my Simplified Planner. (As the girl who was once the Goldilocks of Planners, what did you expect?!)

First and foremost, I only ever write in black ink. It’s a weird personal preference, I know, but I really think black ink looks cleaner than blue .

But I do LOVE using PINK PEN for checking off my to-dos!! (This is so I can EASILY see what’s been done and it looks like a CELEBRATION!! )

I also only use pens that I know won’t bleed through the page. Over the years, I’ve tried and loved Le Pens, Pilot G2 pens, Pilot Precise V5 pens, signature Simplified pens, and my new favorite, Simplified twist pens!!

Side Note: I know many people use different color pens (like in the Happy Stripe Pen Set) to color-code their tasks and to-dos in their planner, but that makes my eyes and brain go crazy !! I like to use stickers to color-code my tasks, but I do love to use different colored pens and highlighters when I’m brainstorming or outlining things on paper.

PEN CLIPS

After years of asking for pen loops on the planners, Simplified finally released something even better: pen clips!! These beautiful leatherette and shiny brass pen clips currently come in 3 colors: Navy, Blush, and Carolina. And they clip onto your favorite Simplified or Dapperdesk planners (both the Daily and Weekly versions).

They were an instant best-seller when they launched in the spring and it’s easy to see why!! They’re currently out of stock, but should be back soon!!

PAGE MARKERS

Simplified’s magnetic page markers are one of my all-time favorite planner accessories. For years, I used a best day ever page marker in a complimentary color to my planner. I loved attaching it to each daily page in turn and seeing the best day ever reminder every time I looked at my planner.

A few years ago, I decided to change things up and bought patterned page markers that either matched my planner or complimented my planner, and LOVED it!! I also picked up the fresh start and more coffee please page markers because they’re adorable and I like variety!!

PAPER CLIPS

I love using fancy, gold paper clips in my Simplified Planner to mark pages I need to refer back to, and will occasionally use them to clip important papers (like coupons, letters, or notes) to certain days or even the monthly spread.

My favorites are the Simplified flags, hearts, coffee cups, and pineapples. Gold paper clips, in general, make me pretty happy though!!

STICKERS

Stickers are a GREAT way to personalize and have fun with your planner and planning process.

But the thing I want you to remember about stickers is that they’re BEST when used in a way that works for you but doesn’t distract you. Use them to attract or draw attention to something (like certain tasks or specific dates), but don’t use so many that you can’t see what you wrote down for tasks and to-dos each day.

I don’t use a lot of stickers in my planner, but what I do use, I use very intentionally.

Color-coding dot stickers are my FAVORITE planner accessory to play with and the one I use the most. It took me a while, but I finally figured out a system that works for me:

Fuchsia Pink for business meetings and appointments
Medium Pink for my morning routine
Light Pink for business education and self-development
Yellow for tasks related to content creation
Green for client work, meetings, and related tasks
Light Blue for tasks related to The Systems Shop and product creation
Medium Blue for my evening routine
Teal for exercise and other self-care activities
Navy for personal events and appointments

This system (obviously) may change (especially now that there are new happy stripe colors), but for now, it works, and I’m really happy with it!!

My best tip is to make sure you stay consistent with your color coding so you don’t get confused or stressed out. I highly recommend you make a chart on a Post-it note or index card and keep it in the front of your planner for easy access. (That’s what I do!!)

If you prefer flags to dots, you could also use the new happy stripe flag stickers to color-code your tasks!! I love that these are tiny, fit perfectly between the lines, and can be used horizontally OR vertically!!

STICKY FLAGS

I was a very happy girl the day Simplified released sticky flags in happy stripe colors!! Not only are these sticky flags super sticky, but they’re also removable and re-stickable, which is seriously awesome if you like to move your stickies around like I do.

I also love that they leave NO sticky residue on the pages of your planner, counter, computer, or wherever else you like to leave sticky notes!!

MINI NOTEBOOKS

I love keeping a mini notebook in the front inside pocket of my planner for referencing my daily and weekly schedule blueprints, color-coding chart, and other important notes. I also like keeping a mini notebook handy during the day for brain dumps and those really random but really good ideas that hit me when I’m working on something else.

STRETCHY BANDS

Stretchy bands are perfect if you keep a lot of loose papers, sticker sheets, or even mini notebooks with your planner and want to keep everything together. I particularly like to use these when traveling!!

Please Note: When purchasing these, make sure you are getting the correct band size as there are different sizes for the daily and weekly Simplified planners!! There are currently no stretchy bands that fit the Dapperdesk planners.

PLANNER + PENCIL POUCHES

Simplified Planner and Pencil Pouches are INCREDIBLE!! I’ve ordered pouches from other companies before and been really disappointed in the quality, but Simplified knocked it out of the ballpark!! They’re super soft and sturdy (not stiff or flimsy) and can hold A TON of stuff!!

The Planner Pouch can easily fit a daily or weekly planner with a bunch of accessories OR a daily and weekly planner together (I checked)!! And the Pencil Pouch can hold quite a few pens, pencils, and highlighters in case you want to keep those things separate.

I mostly use my pouches to keep my planner safe and my planner accessories corralled at home or when I travel. They can also easily be used to organize and hold various odds and ends in diaper bags, gym bags, backpacks, etc. They’re even CUTE enough to be used as an everyday clutch!! (I mean, have you seen that pineapple zipper pull?! )

I’ve said it before and I’ll say it again, using a planner should never be complicated, overwhelming, or stressful. (And seeing someone else decorating their planner should NEVER make you feel bad about using your planner in a practical way!!)

You can use as many or as few planner accessories as you want. But I hope this post inspires you to keep things super simple AND intentional!!

P.S. You may or may not have noticed that all of my favorite planner accessories come from Simplified. That’s because everything is coordinated in the colors of Happy Stripe, which makes it easy to color-code consistently!!

Not sure if the Simplified Planner is right for you? Check out this detailed FAQ!!

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The post My Favorite Planner Accessories (And How I Use Them) appeared first on The Productivity Zone.

Is the Simplified Planner Right for Me? (Your Questions Answered)

Alexandra — Wed, 06 Sep 2023 04:00:00 +0000

If you’ve been hanging around my little corner of the internet for a while, you know that I LOVE my Simplified Planner!!

I loved it back when it was a notebook with a monogram on the cover, when it was a bulky (but still pretty) binder with paper packs you had to date yourself, and even more today with its gorgeous patterned covers and true gold wire-o binding.

I honestly missed the Simplified life so much during my Goldilocks of Planners Era some years back that when I picked up a Simplified Planner again in 2017, I never looked back.

In just a few short weeks, I will be purchasing my NINTH consecutive Simplified Planner and couldn’t be more excited about it!!

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

IS THE SIMPLIFIED PLANNER RIGHT FOR ME? YOUR QUESTIONS ANSWERED!!

Because I share my love for and use of the Simplified Planner so much, I often get asked all kinds of questions about it—how best to use it, my favorite planner accessories, how I keep it so neat and clean, etc. (I never mind answering because hello, it’s my favorite thing!! )

But I thought it would be fun to create a blog post that includes every question I’ve ever been asked about the Simplified Planner and all of my answers.

Sort of like an ultimate FAQ guide that is equally informative and fabulous to help you determine if the Simplified Planner is the RIGHT planner for YOU!!

MY MOST ASKED SIMPLIFIED PLANNER QUESTIONS

These are the most frequently of frequently asked questions.

There are so many planners on the market—WHY the Simplified Planner?

Because it stopped me from making daily to-do lists that just weren’t accomplishable. To-do lists are not wish lists and the Simplified Planner literally changed the way I manage my time and plan my days. The fact that it’s so well-made and gorgeous is really just a bonus!!

I also love that it’s super simple, not overwhelming, complicated, or demanding. It was designed minimally on purpose so that every girl in every season could use it.

What planner [edition] do you use?

I am a Calendar Year Daily girl forever and always. There’s just something about starting the new year with a new planner!!

Do you *really* use it every day?

Yes, I *really* do. I call it my number one productivity tool for a reason. Because it’s the first thing I reach for in the morning, the last thing I touch at night, and the only thing I check in with multiple times each day. I honestly can’t imagine my life or business without it!!

I’ve bought other planners before but never used them. What should I do?

You have to COMMIT to using it. Whether you buy a Simplified Planner or another planner, you have to come to terms with the fact that the planner isn’t going to change your life unless you actively and consistently USE IT. You just have to commit to it!!

Make checking in with your planner part of your daily routine. Set reminders (using the app on your phone) if you have to until it becomes a habit.

In my experience, the more you use it, the more you won’t be able to live without it!!

How do you keep your planner so neat and clean?

Honestly, I treat it like a piece of technology. It mostly stays on my desk in my home office, but if I do take it with me somewhere, I make sure it goes in my bag coil side up and away from anything that’s wet or sharp. (And I make sure all of my pens are capped!!)

I use a magic eraser on any cover smudges and white-out tape is my secret weapon because I can’t stand cross-outs or scribbles.

The planner pouches also make taking my planner places even easier and more stress-free!! Plus, they’re SO pretty!! (I still recommend you put the planner in coil side up though to keep it from getting smushed.)

Where do you keep your current planner?

In the upper right-hand corner of my desk with my pens (black for writing and pink for checking off completed tasks) and white-out sitting right on top of it.

You should always leave your planner in the place where you’re going to use it most. Not on a shelf or in a drawer where you’ll hardly ever see it.

And don’t you DARE leave it in the pretty navy box it came in!!

What do you do with your old planners?

Even though I hardly ever look at them again, I keep all of my old planners on a shelf in my office. They’re just so pretty!! I can’t bear the thought of throwing them out!!

How do you substantiate the price?

It’s the ONLY planner I buy.
It’s so well-made and gorgeous.
It’s my favorite business expense.
I actually use it every day and can’t imagine my life or business without it.

When it’s a product you’re going to use for 365 days, I believe it’s worth it to spend a little bit more. Besides, when you divide $64 by 365 days, you realize what you pay is totally worth it!!

Are you an affiliate?

Yes, I am and have been for several years now.

Being an affiliate means I earn a small commission from Simplified (at no extra cost to you) if you make a purchase through one of my links.

You should know that I will only ever recommend things I personally use, love, and think you will, too. And that I would STILL share my love for the Simplified Planner (and have done so in the past) WITHOUT an affiliate link.

Every purchase through my link though is very much appreciated for all of the free content I LOVE sharing with you!!

QUESTIONS RELATED TO LAUNCH DAY

Simplified Planner Launch Day happens twice a year—once in the spring for academic year editions and again in the fall for calendar year editions. They’re honestly my favorite days of the year!! Team Simplified goes all out and so do I!!

Do you recommend placing an order on launch day?

If you have your heart set on a specific planner cover, then yes. Some covers are more popular than others and tend to sell out pretty fast… but Dapperdesk planners tend to go the fastest!!

Accessories have been known to sell out, too. Planner pouches sold out faster than the Golden Snitch moves around the Quidditch Pitch the first year they released them and the new pen clips were gone in the blink of an eye this past spring.

Team Simplified always says that evergreen products (aka products that don’t have one of the yearly patterns) will always be restocked, but it does take TIME for things to come BACK in stock.

If you want something bad enough, I suggest setting multiple alarms for 10am ET on launch day in both the spring and the fall!!

If you do place an order ON launch day (or even the week after), know that there WILL be a shipping delay. Simplified has their own shipping warehouse with a team ready and waiting to package and ship orders starting on launch day, but due to EXTREME VOLUME, shipping takes longer than usual. As long as you receive a confirmation number and email, your order will be filled and shipped to you as soon as possible!!

How should I prepare for launch day?

Make your shopping list ahead of time, set multiple alarms for 10am ET, and plan to be at your computer at least 5 minutes before launch time.

P.S. You can now favorite products ahead of time and pull up your favorites list on launch day to place your order even faster!! (Just hit the little heart icon next to the add to cart button on the product page to favorite the product and then click the heart in the upper right-hand corner to pull up your favorites list.)

Do you recommend buying a planner bundle?

If this is your FIRST TIME buying a Simplified Planner and you want all the coordinating accessories OR you’re low on accessories, then I absolutely recommend buying a bundle!!

The Starter Bundle comes with a planner and the essential accessories you need to get started, while the Ultimate Bundle comes with a planner and all the best-selling accessories you could want. Either bundle is a GREAT deal because you save money, get one of everything, AND you qualify for free shipping!!

How do you decide between all the gorgeous covers?

It really is the hardest decision to make because Team Simplified OUTDOES themselves when it comes to the cover patterns every single year. I’m constantly telling myself I don’t need two, three, or four planners!! (One planner is plenty for me!!)

That being said, I try to go with the one that makes my heart eyes come out the most OR the one that matches the vibe I’m going for. When all else fails, I go with the one that matches my brand. #doitforthegram

How do you decide between Academic Year and Calendar Year?

Let me first clarify this for any newbies that might be reading this…

Simplified launches two planner editions every single year. In the spring, they launch Academic Year planners, which are dated July of that year to August of the following year. In the fall, they launch Calendar Year planners, which are dated January to December of the coming year. Both editions launch with the same cover patterns.

Now, to answer the question…

It all depends on when you feel a new year starts for you. If it’s when the kids go back to school in the fall, you want an Academic Year. But if your fresh start comes in January (like me), get a Calendar Year.

How do you decide between Daily and Weekly?

I would, first and foremost, ask yourself what you need more of: space or portability.

If you need space and like seeing just one day at a time, I would recommend the Daily. If you need portability and like seeing your whole week at once, then I would say Weekly.

But when in doubt, get a Daily. It’s always better to have more space than not enough space. (I personally love the Daily because I time block my days in the hour-by-hour schedule and keep a list of related or miscellaneous to-dos running right alongside it.)

Have you ever tried Dapperdesk?

It’s funny you should ask that… because I did get a Lilac Dapperdesk as my 2023 planner!! But before you say I cheated on my signature Daily , let me explain!!

The Daily Dapperdesk is VERY SIMILAR to the Daily Simplified Planner in that they BOTH have daily pages with an hour-by-hour section, to-do section, and notes section.

The difference is that Dapperdesk has daily pages for both Saturday and Sunday (which is why it’s so much thicker) versus the shared weekend page that the Daily Simplified Planner has.

Dapperdesk also has gold foil monthly tabs and a bookbound (lay-flat) binding, while the Daily Simplified Planner has happy stripe monthly tabs and a gold wire-o binding.

Another difference is that instead of a patterned cover, Dapperdesk comes in a solid-color leatherette that changes color every year.

I chose Dapperdesk this year because purple is my FAVORITE color and I never in a million years thought I would see Simplified do anything with it (because Emily Ley pooh-poohed it for so long—never say never, I guess)!!

As much as I have enjoyed my time with my Dapperdesk, I am very excited to go back to the Daily Simplified Planner next year because I really do love seeing just ONE DAY at a time, and being able to flip my planner over is something I very much missed.

ICYMI: Simplified also released a Weekly Dapperdesk this year and it’s been an instant best-seller!! It features a vertical weekly layout, which is vastly different from the Weekly Simplified Planner. It’s not as compact as the Weekly SP, but it does give you more space to play with.

I got my hands on one of the last Fawn Weekly Dapperdesk in the spring just to give it a try and liked it WAY MORE than the Weekly Simplified Planner (which I’ve tried several times).

All in all, though, nothing beats the OG Daily Simplified Planner for me!!

QUESTIONS RELATED TO PLANNER ACCESSORIES

Accessories!! Accessories!! Oh, how I love accessories!!

What are your FAVORITE planner accessories?

Honestly, all planner accessories are my favorite accessories… but if I HAD to choose, here are my top 5:

Color-Coding Dot Stickers are my all-time favorite, can’t live without planner accessory!! I use them in my planner every single day. Each color represents a certain type of task so I know at a glance what I’m doing throughout the day.
The Magnetic Page Marker is probably my second favorite. I love bookmarking the current day with a cute saying (fresh start, more coffee please, or best day ever) or a splash of color. I love that you can mix and match the pattern of your planner with these!!
The Planner Pouches and Pencil Pouches are so pretty and so well-made!! I’ve tried pouches from other companies and NONE of them compare to these!! I love that you can use them for more than just planner stuff. They’re great for everyday bag organization and I especially love them for packing (one for skincare, one for makeup, one for hair).
All the pens!! Simplified currently has 3 kinds of pens for sale and I love them all!! The signature pens are so stunning (Happy Floral is my favorite), the twist pens are lightweight perfection, and the happy stripe pen set makes planning and note-taking more fun!!
Notebooks. As much as I lean into and highly recommend digital note-taking (because it’s searchable), I will forever be a paper note-taker. There’s just something about putting pen to paper that makes me so happy!! I love that Simplified now has 3 notebook sizes to choose from: mini notebooks, mid-size notebooks, and large spiral-bound notebooks.

That was more than five, wasn’t it? Oops!! #sorrynotsorry

What other Simplified products do you recommend?

The navy leatherette folio is my FAVORITE new Simplified product!! It’s well-made, sturdy, pretty, and professional aka it’s practically perfect in every way!!
The new tech case is another favorite!! It comes in Ivory Antelope and Blush Magnolia and they’re both so pretty and so well-made!! I love that it has a leatherette exterior (so it’s wipeable), but a soft inside and gold magnetic closure. My mom and I each got one of these and we’ve gotten SO MANY compliments on them!!
The legal pads are fantastic!! The paper is so luxurious and WAY BETTER than the super thin, flimsy paper on regular legal pads. I love that they come in a 2-pack and hope that one day they’ll make a PINK set!!
I’m working on a new house command center and have already purchased the tall weekly planning notepad, weekly cleaning notepad, grocery list notepad, and lists are my love language notepad to make it happen. I just need the new wall calendar to make it complete!!

What’s on your Simplified wishlist?

Ooooh, good question!! I’ve got my eye on the new file folders, pocket folders, more twist pens, and I kinda really want a pair of the navy hydrangea scissors!! They also just announced NEW APPAREL that I am OBSESSED with!! I’ll be adding one of each to my closet, please, and thank you!!

And before you ask, I still haven’t decided what planner cover I want for 2024 yet. I’m torn between Blush Magnolia, Golden Hour, and Coastal Stripe. And yes, I know I need to figure it out SOON!!

If you could only order ONE accessory with your planner, what would it be?

Hands down, the color-coding dot stickers!! I can’t live without them. I actually think I need to order more of them… I think I have a problem

BLOG POSTS RELATED TO USING THE SIMPLIFIED PLANNER

I get so many questions related to my use of the Simplified Planner and have actually answered most of them in blog posts already. So instead of making this post longer than it already is… I’m just going to link them here for you.

I also whipped up this awesome FREE guide

Click the image above, enter your email address, and I’ll send the guide straight to your inbox!!

Got another question about the Simplified Planner, planner accessories, planning, or launch day you’d like me to answer? Post a comment below, email me, or send me a DM on Instagram. I also promise to update this post with more frequently asked questions and my answers as they come in!!

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The post Is the Simplified Planner Right for Me? (Your Questions Answered) appeared first on The Productivity Zone.

How to Use the Simplified Planner for Life AND Business

Alexandra — Mon, 04 Sep 2023 04:00:00 +0000

I talk about my love for and use of the Simplified Planner A LOT (like a lot a lot), so I frequently get asked questions about how I use it.

(I never mind answering because I LOVE talking about my favorite productivity tool and look for any opportunity to gush about it!! #sorrynotsorry )

One question that I get quite often is:

How do you use your Simplified Planner for life AND business?

Which tells me 2 things:

People are surprised that you can use just ONE planner for everything.
People aren’t really sure how to use just ONE planner for everything.

If you’re one of those people, don’t fret!!

In this post, I’m sharing all of my best tips for using your Simplified Planner for life AND business WITHOUT losing track of your tasks (or your marbles) in the process!!

This includes the one thing that I think is KEY to using your planner for both successfully. #keepreading

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

FIRST THINGS FIRST: MY HISTORY WITH THE SIMPLIFIED PLANNER

You should know that I have been using the Simplified Planner for YEARS now.

I was an early adopter back when it had a monogrammed plastic cover (aka the very first edition) and again the following year when it was a binder you filled with pre-printed paper packs and pretty dividers. (Oh yeah, we go waaaayyyy back!! )

I then went on a little planner discovery journey for a few years—where I tried everything from The Day Designer to planners I found at Target and Staples. I was basically The Goldilocks of Planners looking for the one that was juuuusssst right.

That is until I chose SIMPLIFY as my word of the year for 2017 and found my way back to the Simplified Planner.

It had undergone many changes by that point—so it felt both brand new and like coming home all at the same time. It had been designed minimally on purpose so that every girl in every season could use it. And within just a few weeks of using it again, I knew I never wanted to be without it.

MY BEST TIPS FOR USING THE SIMPLIFIED PLANNER FOR LIFE AND BUSINESS

I always say that the Simplified Planner changed my life and business in 2017… because it did.

You see, my to-do lists used to be pages and pages long and I used to end my workdays kicking myself for not getting everything done. But the Simplified Planner doesn’t allow for that.

The daily pages have an hour-by-hour schedule that begins at 6am and ends at 9pm (perfect for time blocking tasks into your day) and a blank to-do list (with the same number of lines) running right alongside it (perfect for listing related or miscellaneous to-dos).

I quickly learned that my to-do list was NOT my wish list and that I needed to seriously CUT BACK the number of things I was trying to do each day. I learned how to keep my to-do lists ACCOMPLISHABLE and my schedule REASONABLE.

And you will, too, if you let the Simplified Planner help you!!

TIP #1: DON’T PUT MORE THAN WHAT YOU CAN FIT ON THE PAGE

Generally, I follow the Top 3 Rule, because science says 3 main tasks a day are all we can realistically handle.

I figure out what my 3 main tasks (or must-do to-dos) are ahead of time and then schedule them into the hour-by-hour schedule on the daily page. I add to-dos related to those 3 main tasks and other mini (or miscellaneous) to-dos (like call in prescription refill and email so-and-so) onto the to-do side of the page.

If you run out of lines, you’re probably trying to pack too much into your day. Assign those tasks to another day!!

TIP #2: MIX YOUR PERSONAL TASKS WITH YOUR BUSINESS TASKS

But ONLY if you use different color pens, highlighters, or stickers so you can quickly tell the difference between them.

How you color-code tasks in your planner is completely up to you!!

I like to use the color-coding dot stickers because they stand out, but don’t mess with the tasks and to-dos I’ve written down. I like to write all of my tasks with black pen, check off the ones I complete with pink pen, and use the color-coding dot stickers as follows:

Fuchsia Pink for business meetings and appointments
Medium Pink for my morning routine
Light Pink for business education and self-development
Yellow for tasks related to content creation
Green for client work, meetings, and related tasks
Light Blue for tasks related to The Systems Shop and product creation
Medium Blue for my evening routine
Teal for exercise and other self-care activities
Navy for personal events and appointments

In my opinion, the color-coding dot stickers are KEY to using the Simplified Planner for life and business without losing track of your tasks (or your marbles) in the process!!

Bonus Tip: If you want to see a little more separation between your life and business tasks, you can write your life tasks starting at the top of the to-do section and your business tasks from the bottom of the to-do section. But make sure you leave ONE LINE in between completely blank as your line of demarcation!!

TIP #3: KEEP THINGS SIMPLE, BUT SPECIFIC

What I love most about the Simplified Planner is that it’s not overwhelming, complicated, or demanding (like some other planners out there).

It’s SIMPLE. So I urge you to KEEP it that way!!

I don’t use a lot of stickers (aside from the color-coding dots) in my planner because they can be distracting. But you can absolutely use stickers from the Simplified sticker book to draw attention to things on the daily pages or monthly page spreads. (Just don’t use so much that you can’t read what you’ve written down for tasks or must-do to-dos. )

I also make sure the way that I WRITE in my planner is simple but specific.

I’ll draw arrows to indicate my time blocks and write in things like “work on SP blog post” instead of just “blog post” so I know exactly what I’m working on and when.

TIP #4: PUT YOUR PLANNER WHERE YOU’LL REMEMBER TO USE IT OR USE IT MOST

Don’t you DARE put your Simplified Planner on a shelf, in a drawer, or back in the pretty navy box it came in. You put that planner where you’ll REMEMBER to use it or where you’ll use it MOST!!

I think Emily Ley said it best, “If you have ANY planner and you’re forgetting to use it… the problem isn’t the planner, the problem is you’re forgetting to use it.”

Your planner should live within inches of your fingertips wherever you spend your time most. If some of your days are spent running errands, working from coffee shops, or at an office/workspace outside of your house, I know for a fact that the Simplified Planner travels really, really well!! (But you might also want to get yourself a Simplified Planner Pouch, which fits both the Daily and Weekly SPs, to keep it from getting too banged up.)

In case you were wondering, I spend most of my days in my home office and my planner lives in the upper right-hand corner of my desk so I can check in with it throughout the day.

TIP #5: YOU MUST CONSISTENTLY USE YOUR SIMPLIFIED PLANNER

…if you want it to do its job for you (in this case, change your life and business).

Emily Ley also said this, “A planner is not going to change your life. YOU can change your life with a planner as your tool.”

Reality Check: NO planner is going to magically make you more productive, organized, or on top of things just by buying it. You have to actually and consistently USE IT by making it part of your daily routine!!

When I sit down at my desk in the morning, my planner is the first thing I reach for. (Yep, even before I wake up my computer.) Throughout the day, it sits open right beside me so I can check off tasks and to-dos as I do them. At the end of the day, it’s the last thing I touch because I’m writing out my schedule and list of to-dos for the next day as part of my end-of-day routine.

It is (quite literally) an essential part of my every day and I can’t imagine doing life or business without it!!

You guys, there’s a REASON I say the Simplified Planner is my #1 productivity tool… because it really did change my life and business for the better all those years ago!!

Which is why you’ll find me setting about a dozen alarms for 10am EDT for Simplified Planner launch day in the fall!! (That’s when the Calendar Year Editions get released and I’m a Calendar Year Daily Girl forever and ever and always… AMEN!! )

Not sure if the Simplified Planner is right for you? Check out this detailed FAQ!!

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Simplified Planner Review: Why I LOVE the Simplified Planner

Alexandra — Mon, 28 Aug 2023 04:00:00 +0000

I’m all up in my feels because I’m getting ready to purchase my NINTH consecutive Simplified Planner this year!!

( but also !!)

It’s a rather MOMENTOUS occasion for me because, for a while there, “trying planners” was kind of a hobby of mine.

I just couldn’t seem to find one that could do EVERYTHING I wanted. They were either too big or too small, too cutesy or too business-y, too many lines to fill out or boxes to check, not enough writing space or too much extraneous space… the list goes on and on.

Needless to say, finding a planner that worked for me and my business/lifestyle was no easy feat. I’m not kidding when I say that I am the pickiest planner girl you will probably ever meet. I felt like the Goldilocks of Planners looking for the one that was juuuusssst right.

But the Simplified Planner is everything I could ever want in a planner and so much more.

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

WHY THE SIMPLIFIED PLANNER IS THE ONLY PLANNER I USE

I’ve followed Emily Ley for years (ever since meeting her at a conference back in 2010) and was actually an early user of the Simplified Planner (back when it was a notebook with a monogram on the cover that she sold on Etsy).

I LOVED watching it evolve while I was in my Goldilocks of Planners Era, and finally decided to go back when I chose SIMPLIFY as my word of the year for 2017.

The Simplified Planner CHANGED my life and business that year and continues to be an ESSENTIAL part of my everyday. And today, I’m sharing why I LOVE it and can’t imagine my life or business without it!!

1 | IT’S A FRESH START EVERY DAY

Emily Ley designed the Simplified Planner minimally on purpose so that women in all seasons of life could easily incorporate the planner into their business and/or personal life.

The best part? The open pages serve as a fresh start every day. It’s like she was thinking of my favorite Brené Brown quote when she designed it:

“No matter what gets done and how much is left undone, I am enough.”

One of the reasons I personally love the DAILY edition is because each day of the week gets its own page (except for Saturday and Sunday—they share a page).

Looking at the entire week full of tasks and appointments can get very overwhelming, so being able to fold the planner over and look at just ONE DAY at a time is very centering and helps me focus. (It also means the tasks that didn’t get done the day before aren’t staring me in the face all accusing anymore #nojudgementzone)

2 | IT’S MY #1 PRODUCTIVITY TOOL

It’s actually the FIRST thing I reach for in the morning and the LAST thing I touch at night.

When I sit down at my desk in the morning, before I even wake up my computer, I pull out my Simplified Planner. All through the day, it sits open right beside me so I can clearly see my schedule and check off to-dos as I do them. At the end of each workday, I write out my schedule and to-do list for the next day so I can hit the ground running!!

3 | IT’S LIGHTWEIGHT AND DURABLE (SO I CAN KEEP IT WITH ME)

For the most part, my Simplified Planner stays on my desk. But if I ever feel like changing things up and going to work at Starbucks, I don’t feel bad about throwing it in my bag along with a bunch of other stuff. It’s never come out looking wrecked and I don’t feel like I’m lugging around a brick. Same for when I travel. It’s gone in both my checked suitcase and carry-on and I’ve never once had an issue.

4 | IT’S AS FUNCTIONAL AS IT IS PRETTY

The Simplified Planner has always been gorgeous, but Emily Ley and her team at Simplified LOVE to outdo themselves with the cover designs!!

With each year that passes, it gets harder and harder to choose just one. I often find myself saying, “I don’t need more than one planner!! I don’t need more than one planner!! I don’t need more than one planner!!”

But she’s not just a pretty face. My FAVORITE part of the Simplified Planner is the way the daily page is set up. There’s a space for to-dos running right alongside an hourly schedule that’s PERFECT for time blocking (my favorite) and keeping track of meetings and appointments. Below that, there’s a big ol’ space for notes!! I love that I can use this space for whatever I want (note-taking, meal planning, or even brainstorming).

5 | IT’S CHANGED THE WAY I PLAN MY DAY

The Simplified Planner STOPPED me from making (daily) to-do lists that just weren’t accomplishable. No longer do I make to-do lists that are pages and pages long.

(I was once FAMOUS for these and would kick myself DAILY for not getting everything done!!)

But to-do lists are NOT wish lists!! The Simplified Planner helped me realize this and quite literally changed the way I manage my time and plan my days.

Now, I use the hourly schedule to time block everything (top 3 tasks, miscellaneous to-dos, meals, routines, meetings, and appointments) into my day.

I love that I can EASILY see what I’ve scheduled and when so I don’t overcommit, over-schedule, or overwhelm my day (or myself).

Long story short? I’m OBSESSED with my Simplified Planner and highly recommend it for female entrepreneurs and creative small business owners!!

If you’ve been on the fence about getting one, I hope this review was helpful for you!! If you have any questions at all about the planner, feel free to drop them below and I’ll answer them!!

P.S. Calendar Year Planners (dated January 2024 through December 2024) are available now and ON SALE, which means you can order today and start using your planner right away!!

Not sure if the Simplified Planner is right for you? Check out this detailed FAQ!!

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How I Manage, Maintain & Run My Entire Business in Asana

Alexandra — Fri, 23 Jun 2023 04:00:56 +0000

So, you wanna know how I manage, maintain, and run my ENTIRE business in Asana?

Good, I’ll tell you!!

But first, you must know that it wasn’t always like this.

I was once THE QUEEN of notebooks and sticky notes.

In school, I was the straight-A student who color-coded ALL of her school supplies by subject, took the neatest and most detailed hand-written notes in class, spent all of her free periods in the library, NEVER pulled an all-nighter, and hauled EVERYTHING around with her in a trapper keeper. (Remember those? I hear they’re making a comeback )

Honest to goodness, I thought THIS was the way to do it when I started my own business…

But boy, was I wrong!!

I don’t know what I was thinking, but for the first TWO years of my business, I ran MY ENTIRE BUSINESS from notebooks and sticky notes

Needless to say, I was OVERWHELMED, EXHAUSTED, and seriously BURNT OUT.

But the thought of paying a VA (aka virtual assistant) when I could barely pay myself STRESSED me the heck out!!

That’s when I discovered the magical world of project management tools (Trello first and then Asana) and chucked all of those notebooks and sticky notes in the trash!!

But it wasn’t until I started using SYSTEMS inside those project management tools that I was able to say, “SEE YA, BYE!” to those feelings of overwhelm, overwork, and burnout!!

If those feelings are AT ALL familiar to you, listen up:

The cute notebooks from Target and stack of colorful sticky notes aren’t cutting it anymore!! You own a BUSINESS now and you need more sophisticated systems that help you look and act the part of being TOTALLY on top of things and in control. Like a boss, you know?!

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

FROM THIS DAY FORWARD, I WANT YOU TO THINK OF ASANA LIKE A TRAPPER KEEPER, BUT IN DIGITAL FORM

(Stay with me now… because I LOVE a good analogy!!)

LET ME BREAK THIS DOWN FOR YOU:

In its most basic form, Asana is made up of Teams, Projects, Sections, and Tasks.
Whereas a trapper keeper is a binder with dividers and sheets of paper with stuff (i.e. headings and bullets or notes) written on them.

In this analogy, Asana is the binder, Teams are the dividers, Projects are the pieces of paper, Sections are the headings written on those pieces of paper, and Tasks are the bullet points written out under the headings. (If you’re a current or former Trello user, Teams are to Workspaces as Projects are to Boards as Sections are to Lists as Tasks are to Cards.)

Make sense? Cool!!

NOW, LET ME TELL YOU ABOUT HOW I ORGANIZE MY BUSINESS IN ASANA

Before we dive in, I want to reiterate that Asana can be used for SO MUCH MORE than just task and project management in your business. It can also help you organize and keep track of ideas and information AS WELL AS streamline and house your workflows and systems!!

Let me show you what I mean by taking you behind-the-screen of my Asana dashboard…

First things first, I have my business broken down into what Asana calls Teams. But it’s not what you think!! Remember the trapper keeper analogy? Teams are like dividers!! (You can also think of them as categories, branches, or departments of your business.)

**I HAVE MY BUSINESS BROKEN DOWN INTO THE FOLLOWING TEAMS:**

Executive
Operations
Clients
Shop
Content
Personal
Templates

Under those teams are more than TWO DOZEN strategic systems (built out in Asana projects) that help me streamline, organize, and keep on top of all the moving parts of my business including content, courses, and clients, flash sales, launches, and funnels, biz information and education, CEO systems, and goals!! (I actually created these systems in Trello and then moved them over to Asana and made them a million times better!! )

NOW, LET’S TALK ABOUT HOW I ACTUALLY RUN MY BUSINESS IN ASANA

My #AllThingsBusiness project is my hub for ALL of the business stuff I might need handy during my workday, including important links, brand files and information, happy notes and testimonials, affiliate links, and more. This is also where I schedule and keep track of stand-alone business meetings + events + appointments, recurring reminders, one-off tasks, and rainy day tasks. I also have an idea parking lot and a space for brain dumps that I call The Pensieve.

(I also have a #AllThingsPersonal project because my personal and life stuff is just as important as my business stuff!!)

I then have a project that helps me keep on top of all my monthly, quarterly, and yearly Business Expenses, so I know EXACTLY where my money is going in my business AND when that money is coming out of my account!!

I also have a Business Education project where I keep track of all the freebies, webinars, and challenges I’ve opted in for, all of the memberships I’ve been in, and all of the courses and coaching I’ve purchased!! I keep track of login details and all of my course notes there, too.

And then, because I’m no longer just answering questions about my courses via email (I get them via the chat box on my website and Instagram DM), I created a project for my Email Templates and FAQ Responses so I can answer questions quickly and easily no matter where I get them!!

When I was working one-on-one with coaching clients and offering done-for-you services, I took on such a limited number of clients that robust CRMs like Honeybook and Dubsado were just too much for me. So I created everything I needed to manage my clients WELL in Asana!!

I had a Lead Tracker that helped me keep on top of inquiries, discovery calls, and follow-up emails AND a Coaching Client Manager to keep tabs on all of my coaching clients (their pain points and our solutions as well as what they were working on and accomplishing).

I also used my own One Client, Many Projects template when I worked on a bunch of custom projects for the same client and then used the One Service, Many Clients template when I was whipping out Asana Installations + Set Ups!!

Since I decided to put the done-for-you service and coaching side of my business on hold to focus exclusively on The Systems Shop, I’ve added SO MANY ideas to my Product Pipeline (where I map out all of my digital product ideas in an organized timeline and then store EVERYTHING related to those digital products for easy access).

I actually spent most of the last year working on massive updates for Asana Assistant and Fresh Start Systems!! I used my own Product Builder template to plan and build out the brand new, fully loaded versions and keep track of my creation schedule and timeline!!

I’ll then use my own Launch Planner template to plan and schedule my pre-launch runway and launch content so I can launch my updated programs with confidence !! (I also have a Flash Sale Planner and Black Friday Sale Planner to help me organize and streamline mini sales and BIG sales for the shop, too!!)

In addition, I have a Content Idea Bank, where I keep ALL of my content ideas for my blog, which is my main source of content (aka pillar or hero content). I organize my ideas by topic, service, and/or product, so I can quickly and easily find what I need when I’m planning my content. (Did I mention Asana is searchable?! I can’t BELIEVE I ever used to keep track of my content ideas in a notebook!! )

I then use my Marketing Map to plan and schedule ALL of the content I want to create on a regular basis (i.e. blog posts, emails, Instagram Feed Posts, Instagram Stories, and Instagram Reels). I update this project each month so I can see how ALL of my content flows and works together (and keep all of my workflows and checklists handy so I can get each piece of content out without worrying that something is missing).

I also have a Reel Idea Bank that makes keeping track of reel ideas and AUDIOS super easy!! My video-hating self has finally come to terms with the fact that Reels aren’t going anywhere and I’m going to have to make an effort with them to appease the Instagram algorithm. But instead of just saving audios in the app and forgetting WHY I saved them in the first place, I put all of my ideas in Asana with direct links to the audios to save myself a whole bunch of time when it comes time to film them!!

I’ve also developed a Funnel Mapper template because I’m working on a whole new lead magnet and evergreen sales funnel strategy (and I don’t have the wall space for a giant whiteboard)!! I’ll also be dusting off my Website Design template later this year because The Productivity Zone is in SERIOUS need of a glow up!!

I could go on and on and on because I have systems, projects, and templates for pretty much EVERYTHING!! And I’m always tinkering, trying new things, and figuring out new ways to be more organized and efficient in my business!!

Anything and everything I decide to do in the future, you can bet there will be an Asana project, system, and/or template for it!! Because where there’s Asana, there’s a way!!

AND FINALLY, LET’S TALK ABOUT HOW ASANA MY TASKS HELPS ME STAY FOCUSED ALL DAY, EVERY DAY.

Because I color-code my Teams and Projects, I’m able to know EXACTLY what’s going on and what I’m working on each day based on the colors of the tasks scheduled!!

I like to use my brand colors to denote different areas of my business. Pink is for general business stuff, blush is for business education, yellow is for content, blue is for The Systems Shop, navy is for sales/launches, and green is for clients. I also use my favorite color, purple, for personal stuff.

Each task that I give a due date to and assign to myself shows up in My Tasks in the color I’ve assigned to the project from which that task comes. I can then see at-a-glance what client projects or calls I have that day, what content is going live, what lessons I’m working on in a course, what phase of a launch I’m in, and more.

In order to stay focused and not get distracted during my workday, I actually have Asana My Tasks set as my default browser homepage. That way, when I sit down at my desk and open my browser, I immediately see what I have to do that day and get right to work!!

If reading about how I manage, maintain, and run my ENTIRE business in Asana is giving you , then you’re going to want to get on the waitlist for the BRAND NEW, FULLY LOADED Asana Assistant (Version 3.0)!!

Strategy AND systems collide in this (one-of-a-kind) template-studded program that will take you from a burnt out, stressed out, one-woman show using all the digital tools, notebooks, whiteboards, and sticky notes to a streamlined solopreneur who can RUN and RULE her business from just ONE place!!

Asana Assistant launches MONDAY, JUNE 26th at 9am EST!! And because June is also The Productivity Zone’s birthday month, I’ve decided to celebrate in a BIG (LIKE HUGE) way!! We’re talking about a special price AND a super special limited-time bonus!! I expect that bonus to go FAST and waitlisters get first dibs… So, what are you waiting for?! Get your name on the waitlist and be the first to know when everything is live!!

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Asana Mistakes You Didn’t Know You Were Making and How to Fix Them

Alexandra — Tue, 13 Jun 2023 04:00:20 +0000

Are you making these Asana mistakes?!

(I just made the brakes in your brain screech to a halt, didn’t I?)

Here’s the thing: Project management tools (like Asana) are the BEST things to happen to female entrepreneurs since social media scheduling tools.

But I also see SO MANY female entrepreneurs (especially solopreneurs) using them WRONG!!

Okay, maybe wrong is too strong of a word… but they really aren’t using them correctly or even to their fullest extent. Which makes me kind of sad.

Worse than that, though, is seeing some of the SAME mistakes being made over and over and over again.

Which is where I come in!!

Today’s post is ALL about the mistakes you DIDN’T know you were making with Asana and how to fix them or avoid them altogether!!

Because when you use Asana the right way, you will be able to work smarter, not harder, and 10x your productivity almost instantly!!

And if you’re NOT seeing or feeling that, then you need to keep reading!!

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

BUT FIRST . . . 3 THINGS THAT OFTEN HAPPEN WHEN SOMEONE SIGNS UP FOR ASANA:

Asana is an insanely powerful tool that I use to manage people, projects, and everything in between (and I’m still on the FREE plan 3+ years in)!!

The problem though is that when you sign up for Asana, you’re presented with a very blank slate. And that blank slate can cause a WIDE range of things to happen…

For example, the first time *I* logged into Asana, I took one look at My Tasks in list view with the headings Recently Assigned, Today, Upcoming, and Later and immediately logged back out!! I was SO INTIMIDATED that I didn’t log back in for another 6 months!!

I then had a coaching client who had been using Asana FOR YEARS and felt more unproductive and disorganized than ever. She literally could not understand WHY I liked project management tools so much. I later discovered that she had something like 100 projects started (some with only ONE task in them)!!

I had yet another coaching client who used My Tasks as a never-ending to-do list for EVERYTHING in her business. She had no other projects set up, no Teams, no systems, no organization, nothing. We nicknamed her Asana dashboard the black hole of her business because she could NEVER find anything!!

I tell you these stories because the mistakes I see female entrepreneurs make with Asana START the day they open their account… and then it just snowballs from there.

But never fear!! I’m here to help you FIX those mistakes (or avoid them altogether) and turn that blank or messy slate into a dashboard of sophisticated systems!!

THE ASANA MISTAKES YOU DIDN’T KNOW YOU WERE MAKING AND HOW TO FIX THEM

1. You’re treating Asana like a SYSTEM instead of a TOOL. But it’s not your fault!! There are HUGE companies, business coaches, and experts out there that have been referring to tools as systems and vice versa FOR YEARS (and unknowingly, confusing the heck out of us).

You see, a tool is a device or implement used to carry out a particular function. A system is an organized method or framework that helps you achieve something.

Project management TOOLS like Asana, ClickUp, Monday, Notion, and Trello are often referred to as project management SYSTEMS, but they’re NOT.

Asana, on its own, is a tool. How you USE it in your business (and personal life) is the system!!

The BEST and often overlooked part of project management tools is that you can house a WHOLE BUNCH of systems!! I have more than TWO DOZEN systems set up in my Asana dashboard that I use to run my ENTIRE business and personal life on a daily basis!!

2. You’re treating Asana like ONE GIANT to-do list. This is one of the BIGGEST Asana mistakes I see female entrepreneurs make. They open their account and just start plugging in tasks with no real rhyme, reason, strategy, organization, or (drumroll please) SYSTEM.

This is the number 1 reason why female entrepreneurs say project management tools like Asana don’t work for them because they don’t know how to use them to their fullest extent!!

They either don’t HAVE any systems to put into them or don’t KNOW that they have to put systems into them to see how much better off their business will be!!

I have systems in Asana for managing content, courses, and clients, running flash sales and launches, mapping out funnels, goals, and projects, and much, much more. I’m not kidding when I say Asana practically works like my virtual (personal) assistant!!

3. You’re not signing up with a professional email address (and not able to take advantage of Teams as a result). When you sign up for Asana using a PROFESSIONAL email address (i.e. alexandra @ theproductivityzone.com), you are automatically set up with what Asana calls an Organization. This means more features (even on the FREE plan)!!

But if you sign up for Asana using a GENERIC email address (i.e. theproductivityzoneblog @ gmail.com), you are automatically set up with what Asana calls a Workspace, which means less features. *sad trombone*

The main reason I recommend using a professional email address is that you will be able to set up TEAMS in Asana. Teams are basically like branches or departments of your business and are really great for helping you ORGANIZE all of your projects, and ultimately, your business!!

I recommend creating the following teams to better organize your business and projects: Executive, Operations, Clients (if you have clients), Shop (if you have a shop and sell digital or physical products), Membership (if you have a membership), Content (short for content marketing), Personal, and Templates!!

4. You have too many projects or not enough projects. Remember the two clients I told you about? The one that had ALL of the projects and the other that didn’t have ANY? I often find this to be true with a lot of people. They set up Asana and either create all of the projects or not enough projects.

I’m not entirely sure how or even why this happens, but I think it’s because it’s actually really hard to determine what should stay together and what should be kept separate. And sometimes it takes a while to figure that out!!

For example, I used to keep track of all my business education on my #AllThingsBusiness project. All of the freebies, webinars, and challenges I’ve opted in for, all of the memberships I’ve been in, and all of the courses and coaching I’ve purchased lived amongst my important links, brand stuff that matters, happy notes and testimonials, affiliate links, brain dumps, and more.

For years, I loved having everything together, but then it just got to be too much. I finally separated my business education into its own project and LOVE it even more!!

Having a one-off, random, stand-alone task hanging out in a project all by its lonesome will likely be forgotten about. But having all of your business stuff, client stuff, content stuff, and more on ONE project isn’t very effective either. You’ve got to be able to divide and/or combine with confidence!!

5. You don’t color code your projects. Color coding is one of the BEST business systems you can have. It’s also the easiest to set up!! The key is to keep it as SIMPLE as possible and as CONSISTENT as possible across your ENTIRE business!! (If it’s even a little bit confusing or complicated, you simply won’t do it, be able to remember it, or want to follow through with it.)

When it comes to your business, I highly recommend using your brand colors to denote different areas, branches, departments, sections, or parts of your business!!

For example, my brand colors for The Productivity Zone are pink, blush, yellow, blue, navy, and green. Pink is for general business stuff, blush is for business education, yellow is for content marketing, blue is for The Systems Shop, navy is for sales/launches, and green is for clients. (I also use my favorite color, purple, for personal stuff!!)

Having a consistent color coding system across your ENTIRE business from your digital calendar to your project management tool to your paper planner (if you use one) to your digital filing system can be a GAME CHANGER when it comes to organization and saving you time!! I particularly love looking at the My Tasks view in Asana because I know EXACTLY what’s going on and what I’m working on each day based on the colors of the tasks scheduled!!

6. You think you only need Asana if you have a team. This is another one of those things that’s not really your fault. Almost all of Asana’s marketing is geared towards TEAMS and helping them do better more efficient work. Their tagline literally reads: “Manage your team’s work, projects, and tasks online.”

But I would argue that it doesn’t matter if you’re doing things solo OR with a team. You still need a project management tool to run and manage your business successfully.

If you are a one-woman show, you NEED a project management tool to help you stay focused, organized, and on top of all the business things. (And before you say a project management tool like Asana is TOO MUCH for one person, I promise you, it’s not. It’s EXACTLY what you need when you’re doing all the tasks, wearing all the hats, and spinning all the plates!!)

Getting a project management tool like Asana set up the RIGHT way and working FOR you will not only change the way you DO business… it will also change the way you FEEL about your business!!

7. You’re not using Asana every day. This is another one of the BIGGEST Asana mistakes I see female entrepreneurs make. It’s also the one that makes me cringe the most.

No project management tool is going to magically make you more productive, organized, or on top of things just by creating an account. You have to FIRST set it up in a way that works for you AND THEN actively and consistently use it by making it part of your daily routine!!

In order to stay focused and not get distracted by email or social media during your workday (especially at the very beginning of it), I highly recommend making your default browser homepage Asana My Tasks in calendar view!! (I like the monthly view but weekly view is an option, too.) That way, when you sit down at your desk and open your browser, you’ll immediately see what you have to do that day!!

8. You aren’t using Asana to its fullest extent (i.e. you don’t realize it’s MORE than just a task and project management tool). Once again, this is NOT your fault. But realizing, understanding, and actually using Asana as MORE than just a task and project management tool will CHANGE the way you do business!!

Asana’s MAIN ROLE in your business should be to manage tasks and projects, yes. But it can also help you organize and keep track of ideas and information (kind of like a database). It can even REPLACE all of those cute notebooks and colorful sticky notes from Target OR even that giant whiteboard that takes up a whole wall in your office.

More than that though, Asana can act like your main hub or dashboard that keeps you organized, focused, and on top of all the things happening in your business in just ONE place!!

I get it, I’m a pen-and-paper girl through and through (and often still do initial sketches or brainstorms on paper). But written notes are NOT as easily readable or scannable (hello, handwriting I can’t read because I was going too fast) nor are they SEARCHABLE!! This is why I recommend TRANSCRIBING all of your written notes into Asana!!

Confession: I used to run MY ENTIRE BUSINESS from notebooks and sticky notes. They were neat, detailed, and of course, color coded (just like my notes were in school). But I also used to spend HOURS searching for ONE thing and stressing myself the heck out!!

Everything changed when I discovered the magical world of project management tools and took the TIME to create the systems I knew I needed to run my business BETTER.

But I know that creating systems is hard and downright overwhelming. It’s daunting and time-consuming and maybe even a little boring.

Lucky for you, I’ve done ALL the heavy lifting.

I’ve spent the last 11 years and 2 different businesses building sophisticated systems that manage people, projects, and everything in between (courses, content, clients, funnels, workflows, information, and launches, oh my)!!

And now I’m serving them up for you on a silver platter as TEMPLATES you can upload, customize, and start using right now, today!!

The BRAND NEW and FULLY LOADED version of Asana Assistant is launching next week!! I’ve added 9 BRAND NEW, TOTALLY AMAZING templates to the original 15 (and even gave those a glow up, too)!! In case you hate to do math as much as I do, that’s 24 SYSTEMS you’re getting for ONE INCREDIBLE price!!

If your name isn’t on the waitlist yet, what are you waiting for?! Get on it!!

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The post Asana Mistakes You Didn’t Know You Were Making and How to Fix Them appeared first on The Productivity Zone.

My Favorite Planning Hack: Using DUE Dates and DO Dates in Asana

Alexandra — Fri, 09 Jun 2023 04:00:17 +0000

Are you using DUE dates and DO dates in the planning and scheduling of your business?

No?!? You should be!!

Because this planning hack is SERIOUSLY going to change your life and the way you tackle your work (especially projects)!!

But first, let’s make sure you know the difference between the two:

A “DUE” DATE is the day something is due also known as a completion date or deadline.
A “DO” DATE is the day you actually work on or do something.

And why is using BOTH such an important part of planning and scheduling for your business?!?

Because projects (whether client work or your own business projects) should always be broken down into manageable, bite-size tasks and NEVER done all at once. (Riiiiiiiight?! )

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

HOW I USED TO USE DUE DATES AND DO DATES (IN HIGH SCHOOL)

It should surprise no one that I NEVER pulled an all-nighter in school. Not for a project, not for a paper, not once, never at all. Why? Because I had better things to do… like watch Gilmore Girls on Tuesday nights and sleep!! (I also spent every free period I had in the library doing homework because volleyball practice always ran late.)

But the real reason I never pulled an all-nighter is because I used DUE dates and DO dates to get my papers and projects done on time, every time.

WHENEVER A PAPER OR PROJECT WAS ASSIGNED:

I would take out a piece of paper and write the DUE date at the bottom of the page.
Then I wrote out all of the tasks I would have to DO to complete that paper or project (starting with research and ending with “mom proofread” and final tweaks).
Then, working backward from the DUE date, I gave each of those tasks a DO date (making sure I had plenty of time to get the paper or project done by the DUE date).
Bonus: I wrote everything in my planner so I could keep it all straight and check things off as complete!!

These days, I’m a little more sophisticated with my project planning…

HOW I USE DUE DATES AND DO DATES NOW (IN MY BUSINESS)

I use DUE dates and DO dates all the time in my business for client work, for blog posts, for creating courses and digital products… The list goes on and on because I use them A LOT!! (Only now, I use them in Asana instead of on a scrap piece of paper!! )

They are an intricate part of my planning process for all things business (and life sometimes, too).

FOR EXAMPLE (ENJOY THE FOLLOWING PICTORIAL):

Let’s say, I’m working on a new mini-course for The Systems Shop.

I’ve already mapped out the course content using my handy-dandy Product Builder Asana Template so that I know I have 3 modules with 3 lessons each. (We’re keeping things super simple for this example, okay?!)

Let’s also say that Lesson 1 of each module is a super in-depth, workshop-style training with talking points I have to write and slides I have to design. Then, I have to record the training and upload it to the course area.

(If you’re keeping count, that’s 4 things I have to DO for this lesson to be complete.)

So, I’m going to list all 4 of those tasks as subtasks under Lesson 1.

Then, because I know I want Lesson 1 to be complete by Friday, October 22nd, I’m going to set that as the OVERALL DUE DATE for Lesson 1, and then assign the task to myself so it shows up in My Tasks.

Next, I’m going to assign DO DATES to each of the 4 subtasks and assign them to myself so I know they’ll show up in My Tasks, too. (I always work backward from the OVERALL DUE DATE to ensure I have plenty of time to get each task done.)

Now, you can see that my plan is to write talking points on Monday, October 18th, design slides on Tuesday, October 19th, record the training on Wednesday, October 20th, and upload the training to the course area on Thursday, October 21st.

I didn’t actually assign a task to Friday, October 22nd because if all goes according to plan, I should be done by the due date.

But if something goes wrong that week (like I get sick or the power goes out), I know that I have Friday (the overall due date for Lesson 1) to use as a cushion if I need it. But only if I REALLY need it. That cushion is not there so I can be a lazy daisy!!

If we look at the My Tasks tab, you can see all of my course creation-related tasks laid out for the week. I know what I’ve got to do and when to ensure I meet the overall due date of having Lesson 1 complete by Friday, October 22nd!!

I’ll do the same for all of the other lessons in Modules 1, 2, and 3, so that all of the course creation tasks are scheduled out and I know what I have to do for the next 9 weeks on top of my regular business tasks, client work, etc.

Pretty great plan, right?!

BONUS HACK: TO-DO CARDS

I will admit that there is ONE thing that bugs me slightly about Asana. And that is the fact that subtasks do not show up as the project color in My Tasks. They show up WHITE and it BUGS my color-coding-loving brain to no end.

BUT I HAVE A FIX!!!

I actually use my Product Builder Asana Template in 2 ways:

to outline my course or digital product in detail
to schedule out the tasks I need to do to create it

So, after I’ve outlined the course, I’ll create what I like to call TO-DO cards for each of the tasks I have to do for each lesson. (I’m going to use Lesson 1 again as the example just to keep things nice and simple.) Only this time, I’ll create a new CARD for each of the 4 tasks I have to do to complete Lesson 1 instead of listing them out as subtasks.

I’ll assign each of those TO-DO cards a DO date and then assign them to myself so that they show up in My Tasks. I’ll also create a Lesson 1 DUE date card as well just to keep things on the straight and narrow.

Et voilà!! Now all of my course creation tasks are blue and my color-coding-loving brain is happy again!!

When I’m done creating the course content, I’ll hide all of the TO-DO cards by changing the task view to incomplete tasks only, so I’ll have just the outline cards left for me to reference if I need to. (I can always bring the TO-DO cards back by changing the view to completed tasks or all tasks.)

Editor’s Note: If the subtasks showing up white don’t bother you like they do me, you don’t have to use the TO-DO cards. I only shared this bonus hack for the other color-coding lovers out there. Asana is aware of our desire to have subtasks show up in the same color as the project so I’m hoping there will be an update soon!!

If you would like to get your hands on my Product Builder Asana Template and 14 other templates (including #AllThingsBusiness, Product Pipeline, Lead Tracker, Coaching Client Manager, Marketing Map, Membership Manager, and more), you need to sign up for Asana Assistant Version 3.0 waitlist!!

The BRAND NEW, FULLY LOADED version goes live in a couple of weeks with 8 BRAND NEW templates (including Content Workflow, Launch Planner, Funnel Mapper, Reel Idea Bank, and more)!!

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Trello vs. Asana: Why I Finally Switched from Trello to Asana

Alexandra — Thu, 01 Jun 2023 04:00:46 +0000

I never in a million years thought I would leave Trello for Asana… but I did!!

For 5+ years, Trello was my right-hand when it came to organizing, planning, and keeping track of all the moving (and non-moving) parts of my business.

I used it. I loved it. I recommended it. I said I would never leave it.

But little by little, things about Trello REALLY started to annoy me. Like having to add a power-up every time I wanted access to a calendar on a different board.

It was actually Louise Henry and her course (Uplevel with Asana) that finally made me see HOW MUCH BETTER my life and business could be if I switched from Trello to Asana!!

I devoured her course in a couple of days and then spent several weeks moving over ALL of the systems I’d spent YEARS creating in Trello… and making them 100x better in Asana!!

I now manage, maintain, and run my ENTIRE business from my Asana dashboard!! (It practically acts like my virtual, personal assistant!! )

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

TRELLO VS. ASANA: WHY I FINALLY SWITCHED FROM TRELLO TO ASANA

All of the years I was using Trello, I thought everything was fine, just fine.

My business was organized. I knew what my goals were and what I had to work on each day. I could manage and keep track of all the moving (and non-moving) parts of my business as a one-woman show.

Little did I know, there was a better way.

I’ve been using Asana for more than 3 years now and it is literally a night and day difference. Everything in Asana is rainbows and unicorns, literally!!

WHEN I SWITCHED FROM TRELLO TO ASANA, I DISCOVERED:

1. How EASY it was to create recurring tasks and events. In Trello, you have to add a power-up or use Butler and I did NOT like it. Something so simple was FAR too complicated in Trello. But with ONE CLICK of a button, you can make ANY task or event in Asana recurring with loads of options for how often. (Some of my Fresh Start Systems are set up as recurring events and I LOVE how streamlined it is!!)

2. How INCREDIBLE it was to assign due dates to subtasks. You can’t do this in Trello unless you pay for Trello Premium. But in Asana, you can assign due dates to ALL of your tasks AND subtasks on the FREE plan!! (I like to think of the due dates on subtasks as “DO” dates aka the day I actually DO the work to complete the subtask and the DUE date of the original task as the due date overall.)

3. How WONDERFUL it was to move between list, board, and calendar view (no power-ups or upgrades required). Most of the time, I love the board view that I was used to in Trello, but sometimes my brain wants to see things in a list, and other times, I want to see everything laid out in calendar view. Being able to move from one view to the other without having to upgrade or install a power-up is truly a wonderful thing. (You can also save the view you like best on a project-by-project basis and change it whenever you want to!!)

4. How DELIGHTFUL it was to have rainbows and little unicorns, phoenixes, and narwhales (oh my!!) shoot across my screen whenever I completed a task. There is nothing like surprising and delighting your users and this just makes doing the work and checking the tasks off as done… more FUN!! It’s like Asana is applauding me for all the work I’m doing!! As a words of affirmation girl, I LOVE that!!

5. How HELPFUL it was to have completed tasks fade out. In Trello, you either have to archive completed tasks or move them to a completed section on each board. In Asana, completed tasks stay visible, but fade out, which makes the tasks you still have to do really stand out. My very visual brain absolutely loves this!! (I also love that you can CHOOSE to filter and view just the incomplete tasks, only the completed tasks, or ALL of your tasks together at any given time; and then choose the view you like best on a project-by-project basis, and change it up anytime. This comes in super handy when you’re knee-deep in a big project with lots of tasks and moving parts!!)

6. How LIMITLESS the free plan on Asana was. There are A LOT of (somewhat sneaky) limitations on the Trello free plan. While you CAN have unlimited cards, you can ONLY have 10 boards. (In Asana, you can have as many tasks and projects as you need/want on the free plan!!) You can also only install ONE power-up per board, which means you can’t have recurring tasks AND a calendar view on the same board without paying for Trello Premium. (In Asana, you can switch between board, list, and calendar view with the click of a button; and make any task a recurring task in a flash!!) And while Trello says you have unlimited storage on the free plan, the size of each file is limited to 10MB. (In Asana, there is no limit!!) I also noticed that, in Trello, you can only type so much into the card description. As an avid note-taker, I hit that limit many times over and had to resort to adding notes as comments and hated it. (In Asana, the limit does not exist!!)

7. How GAME-CHANGING the Asana My Tasks view was. I live (like actually LIVE) in the monthly calendar view of the My Tasks tab because I can see EVERYTHING that’s happening in all of my projects all at once!! Every single task I’ve given a due date to and assigned to myself shows up in My Tasks in the color I’ve assigned to the project from which that task comes. Trello has NOTHING like this. Nothing. In fact, I had to create a board that laid out my week and manually input all of the things happening every single week. I don’t have to do that in Asana!! #hellotimeback (I love the My Tasks view SO MUCH that I actually have it set as my browser start page!! It’s completely changed my day-to-day planning and productivity!!)

Without a doubt, I am firmly on Team Asana now!!

A NOTE FROM ME TO YOU ABOUT SWITCHING PROJECT MANAGEMENT TOOLS

Under no circumstance do I want you reading this post and thinking you HAVE to switch to Asana because I said it was better than Trello [or insert the name of another project management tool you might be using].

If you already have all of your systems and everything set up somewhere other than Asana and that’s working for you, stick with it!! You ain’t got TIME to go around testing this project management tool and that one, trying to figure out if the grass is greener on the other side.

I’ve been working for myself for 13 years now and I’ve only ever LOOKED at other project management tools because I feel like it’s my duty as a productivity coach and systems strategist to at least be familiar with them. But I’ve never really worked with any of them.

Because I don’t have time to try them all or spend days (more like weeks) moving my systems from one project management tool to the next every six months. (It actually makes me CRINGE when I hear that other female entrepreneurs are doing this because it’s NOT a productive use of their time. And it’s NOT a productive use of yours either!!)

Please, please, please hear me when I say this: You should ONLY ever change tools, systems, routines, and schedules when they’re no longer working for you or really frustrating you. If it ain’t broke, don’t fix it!!

But if you ARE truly unhappy with your current project management tool, it’s not your right-hand in everything you do, I would LOVE to help you get rocking and rolling in Asana!! Because it’s high time you had a project management tool that works for you!!

Before you go, make sure you join the waitlist for Asana Assistant Version 3.0!! The Productivity Zone is turning 6 and I’m CELEBRATING with a special birthday sale!! Get on the waitlist for an exclusive invite!! Then stay tuned to Instagram (@theproductivityzone) for all of the sneak peeks coming up!!

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Disclaimer: Some of the links in this post could be affiliate links, which means I may earn a commission if you make a purchase through my link at no additional cost to you. I only recommend products and services I personally use, love, and feel make a difference in my business and could do the same for you.

The post Trello vs. Asana: Why I Finally Switched from Trello to Asana appeared first on The Productivity Zone.

Do You REALLY Need a Project Management Tool?!

Alexandra — Fri, 26 May 2023 04:00:48 +0000

Do you REALLY need a project management tool as a female entrepreneur and online business owner?

The short answer is YES.

The long answer can be found in this blog post (so keep scrolling ).

If you want the cliff notes version, here it is:

You need a project management tool even if you use a digital calendar or paper planner or both. You need one even if (especially if) you buy and use all the notebooks and sticky notes from Target. You need one if you just started your business or have been in business a long time. You need one if you’re a solopreneur or working with a team. You need one if you’re already using client management software. You need one even if you think you’ve got your ISH together without one.

Are you sensing a theme here? Good, you should!!

Because you need a project management tool for so. many. things.

If you aren’t using one yet or aren’t using yours daily; please keep reading so I can convince you why you should!!

(This post may contain affiliate links, which means I receive a small commission at no extra cost to you if you make a purchase using these links.)

LET ME FIRST CLARIFY WHAT A PROJECT MANAGEMENT TOOL IS . . .

Simply put, a project management tool helps you plan and manage projects by giving you a space to write out all of your tasks, organize them into different views, set deadlines, assign tasks to yourself and others, and label everything with tags.

A good project management tool will also give you a way to separate those projects AND give you a bird’s-eye view of everything you have to do.

But I believe you can do SO MUCH MORE with a project management tool if you set it up to work FOR YOU!!

For example, I use Asana (my project management tool of choice) to organize, manage, and plan out MY ENTIRE BUSINESS including business info and admin, business education, content ideas, evergreen sales funnels, product outlines, and course creation, launch plans, client notes and projects, recurring tasks, workflows, and more!!

When I say I use Asana for everything, I mean EVERYTHING. And so should you!!

But I know you have your doubts. So let me crush them for you!!

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU USE A DIGITAL CALENDAR, PAPER PLANNER, OR BOTH

A digital calendar is not (I repeat NOT) a project management tool. A digital calendar is for scheduling things with set dates and times like events, meetings, and appointments.

Can you also put due dates and deadlines on your digital calendar? Yes. Can you plan out when you’ll tackle a project? Absolutely. Can you set up recurring events or tasks? Of course. But you can NOT organize, manage, or store a ton of information, ideas, or even detailed project plans for your business. It’s just not equipped for or even meant to do that.

A paper planner is also NOT a project management tool because a paper planner acts very much like a digital calendar but in paper form. A paper planner is much better suited for planning out your days and weeks.

And using the two together does NOT a project management tool make because you still CAN’T organize, manage, or store information, ideas, or detailed project plans for your business like you can in something like Asana.

You can; however, use a digital calendar AND/OR paper planner WITH a project management tool like Asana. I do every day!!

I use my digital calendar for anything with a scheduled date and time.
I use my paper planner to plan out exactly what I’ll work on each day and when. (Time blocking for the win!!)
And I use Asana as my digital home base for everything else (see extensive list above).

Using a digital calendar and/or paper planner is great, but a project management tool will help you do so much more!!

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU BUY AND USE CUTE NOTEBOOKS AND STICKY NOTES FROM TARGET

I know we all love to browse the notebook and office supply aisle at Target, and come home with all the cute things, but I can pretty much guarantee you aren’t running your business well at all if you are working out of a bunch of notebooks and off of a million sticky notes.

Take it from someone who actually DID run her business out of a bunch of notebooks and off of a million sticky notes: I was drowning, you guys. Literally and figuratively drowning… in a sea of cute notebooks and colorful sticky notes.

I was stressed all of the time. I could never find the ONE thing I needed WHEN I needed it. And every single task took me hours because NOTHING was really streamlined, organized, or systemized. (Color-coded, yes, but that wasn’t enough to help me manage or run a business.)

I spent more time SEARCHING THROUGH those dang notebooks and sticky notes trying to find something; and even more time trying to figure out (read: remember) what to do with it when I found it than I did ACTUALLY WORKING.

That is no way to run a business, y’all!! Especially not long-term.

If you’re currently using a bunch of notebooks and sticky notes to run your business and you feel like you’re in over your head, a project management tool will be your lifeboat!!

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU JUST STARTED YOUR BUSINESS OR HAVE BEEN IN BUSINESS A LONG TIME

It doesn’t matter if you’ve owned your business for 1 day or 3,650 days (that’s 10 years, by the way), a project management tool will help you take your business to the next level (and beyond as Buzz Lightyear would say )!!

For the first almost 2 years of running my own business, I was a hot freaking mess behind-the-scenes. (Drowning in a sea of cute notebooks and colorful sticky notes, remember?!)

Then I got smart and started using schedules, routines, and systems to be a better (less stressed, more streamlined) business owner.

That’s when I discovered the MAGICAL world of project management tools and EVERYTHING changed.

Not a day goes by that I don’t use Asana…

If I’m working on a new course or digital project, I’m using my Product Builder template.
If I’m planning out a launch, I’m using my Launch Planner template.
If I’m mapping out a new evergreen sales funnel, I’m using my Funnel Mapper template.
If I’m working on my content marketing plan for the month, I’m using my Marketing Map.
If I’m taking notes on a course, I’m putting them into my Business Education project.
If I thought of a blog post idea in the shower, I’m putting it into my Content Idea Bank.
If I need my professional bio for an upcoming podcast interview I’m doing, I’m copying and pasting it from my #AllThingsBusiness project.

And so on and so forth.

There IS a better way of running and managing a business and it’s with a project management tool (like Asana) by your side!!

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU ARE A SOLOPRENEUR OR HAVE A TEAM

Just like it doesn’t matter how long you’ve been in business, it really doesn’t matter if you are doing things solo or with a team. You still need a project management tool to run and manage a business successfully.

If you are a one-woman show, you need a project management tool to help you stay focused, organized, and on top of all the business things. (And before you say a project management tool is TOO MUCH for one person, I promise you, it’s not. It’s EXACTLY what you need when you’re doing all the tasks, wearing all the hats, and spinning all the plates!!)

If you are working with a team, you need to give your team access to all the business things as well as assign them tasks to do and keep track of everything everyone’s doing all at the same time. (You can do all of that and more with a project management tool!!)

A project management tool will not only change the way you DO business, but it will also change the way you FEEL about your business!!

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU ALREADY USE CLIENT MANAGEMENT SOFTWARE

I’ve had many a female entrepreneur tell me (quite emphatically, I might add) that they don’t NEED a project management tool because they ALREADY USE a client management software (like 17Hats, Honeybook, or Dubsado).

I hate to burst their bubble (and yours, if you were also thinking that), but client management software is NOT a project management tool.

Client management software is for CLIENTS. Client acquisition, client proposals, client contracts, client invoicing, client scheduling, client communication, client workflows, and the storing of client information. (It also automates many of those things to save you time!!)

But notice the common denominator in that list of features: CLIENTS.

Client management software wasn’t built as a Jack of all trades, which means you STILL need something like Asana to help you do everything else in your business!!

AND FINALLY, YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU THINK YOU HAVE YOUR ISH TOGETHER WITHOUT ONE

I see you hunched over your laptop, work, work, working away, thinking you’ve got your ish together with no project management tool in sight. I see you getting up early, chugging coffee, flitting from task to task, staying up way too late, and wondering what in the world you did all day as you lay awake for hours at night.

I hate to break it to you, but what you’re doing isn’t working.

Running your business out of those cute notebooks and sticky notes is only perpetuating that feeling of overwhelm. And we all know what overwhelm leads to, don’t we?

Burnout. Which, sooner or later, leads to you closing your business’ virtual doors.

I don’t want that for you. I know YOU don’t want that for you either.

So will you do me (and yourself) a favor? Look into adding a project management tool to your tech stack!! There are a bunch of them out there, but I love (like LOVE) Asana. So I recommend you try that!!

And if you’re worried about how much time it will take to get set up and organized… let’s just say, I’ve got you covered!!

Before you go, make sure you join the waitlist for THE BRAND NEW (FULLY LOADED) Asana Assistant Version 3.0!! Then pop into the comments if you still need convincing about this whole project management business!!

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The post Do You REALLY Need a Project Management Tool?! appeared first on The Productivity Zone.

The Productivity Zone

How to Set Up Your Simplified Planner So You Actually Use It

HOW TO SET UP YOUR SIMPLIFIED PLANNER FOR SUCCESS

STEP 1: GIVE YOUR PLANNER A PURPOSE

STEP 2: FIGURE OUT A SYSTEM FOR HOW AND WHEN YOU’LL USE IT

IT’S A SIMPLE SYSTEM THAT WORKS AND I’M ALL ABOUT SHARING, SO HERE IT IS:

STEP 3: FIGURE OUT A COLOR CODING SYSTEM

STEP 4: FIGURE OUT A STICKER SYSTEM

THIS YEAR, I PLAN TO USE:

STEP 5: DO YOUR SIMPLIFIED PREP WORK

THE PREP WORK PAGES HAVE THE FOLLOWING SECTIONS:

STEP 6: WHAT TO PUT ON THE MONTHLY PAGE SPREAD

STEP 7: WHAT TO PUT ON THE DAILY PAGES OR WEEKLY PAGE SPREAD

STEP 8: OTHER THINGS TO CONSIDER PUTTING IN YOUR PLANNER

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My Favorite Planner Accessories (And How I Use Them)

BEST, FAVORITE, AND NECESSARY SIMPLIFIED PLANNER ACCESSORIES

PENS

PEN CLIPS

PAGE MARKERS

PAPER CLIPS

STICKERS

STICKY FLAGS

MINI NOTEBOOKS

STRETCHY BANDS

PLANNER + PENCIL POUCHES

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Is the Simplified Planner Right for Me? (Your Questions Answered)

IS THE SIMPLIFIED PLANNER RIGHT FOR ME? YOUR QUESTIONS ANSWERED!!

MY MOST ASKED SIMPLIFIED PLANNER QUESTIONS

QUESTIONS RELATED TO LAUNCH DAY

QUESTIONS RELATED TO PLANNER ACCESSORIES

BLOG POSTS RELATED TO USING THE SIMPLIFIED PLANNER

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How to Use the Simplified Planner for Life AND Business

FIRST THINGS FIRST: MY HISTORY WITH THE SIMPLIFIED PLANNER

MY BEST TIPS FOR USING THE SIMPLIFIED PLANNER FOR LIFE AND BUSINESS

TIP #1: DON’T PUT MORE THAN WHAT YOU CAN FIT ON THE PAGE

TIP #2: MIX YOUR PERSONAL TASKS WITH YOUR BUSINESS TASKS

TIP #3: KEEP THINGS SIMPLE, BUT SPECIFIC

TIP #4: PUT YOUR PLANNER WHERE YOU’LL REMEMBER TO USE IT OR USE IT MOST

TIP #5: YOU MUST CONSISTENTLY USE YOUR SIMPLIFIED PLANNER

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Simplified Planner Review: Why I LOVE the Simplified Planner

WHY THE SIMPLIFIED PLANNER IS THE ONLY PLANNER I USE

1 | IT’S A FRESH START EVERY DAY

2 | IT’S MY #1 PRODUCTIVITY TOOL

3 | IT’S LIGHTWEIGHT AND DURABLE (SO I CAN KEEP IT WITH ME)

4 | IT’S AS FUNCTIONAL AS IT IS PRETTY

5 | IT’S CHANGED THE WAY I PLAN MY DAY

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How I Manage, Maintain & Run My Entire Business in Asana

FROM THIS DAY FORWARD, I WANT YOU TO THINK OF ASANA LIKE A TRAPPER KEEPER, BUT IN DIGITAL FORM

LET ME BREAK THIS DOWN FOR YOU:

NOW, LET ME TELL YOU ABOUT HOW I ORGANIZE MY BUSINESS IN ASANA

I HAVE *MY* BUSINESS BROKEN DOWN INTO THE FOLLOWING TEAMS:

NOW, LET’S TALK ABOUT HOW I ACTUALLY RUN MY BUSINESS IN ASANA

AND FINALLY, LET’S TALK ABOUT HOW ASANA MY TASKS HELPS ME STAY FOCUSED ALL DAY, EVERY DAY.

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Asana Mistakes You Didn’t Know You Were Making and How to Fix Them

BUT FIRST . . . 3 THINGS THAT OFTEN HAPPEN WHEN SOMEONE SIGNS UP FOR ASANA:

THE ASANA MISTAKES YOU DIDN’T KNOW YOU WERE MAKING AND HOW TO FIX THEM

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My Favorite Planning Hack: Using DUE Dates and DO Dates in Asana

HOW I USED TO USE DUE DATES AND DO DATES (IN HIGH SCHOOL)

WHENEVER A PAPER OR PROJECT WAS ASSIGNED:

HOW I USE DUE DATES AND DO DATES NOW (IN MY BUSINESS)

FOR EXAMPLE (ENJOY THE FOLLOWING PICTORIAL):

BONUS HACK: TO-DO CARDS

BUT I HAVE A FIX!!!

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Trello vs. Asana: Why I Finally Switched from Trello to Asana

TRELLO VS. ASANA: WHY I FINALLY SWITCHED FROM TRELLO TO ASANA

WHEN I SWITCHED FROM TRELLO TO ASANA, I DISCOVERED:

A NOTE FROM ME TO YOU ABOUT SWITCHING PROJECT MANAGEMENT TOOLS

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Do You REALLY Need a Project Management Tool?!

LET ME FIRST CLARIFY WHAT A PROJECT MANAGEMENT TOOL IS . . .

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU USE A DIGITAL CALENDAR, PAPER PLANNER, OR BOTH

YOU STILL NEED A PROJECT MANAGEMENT TOOL IF YOU BUY AND USE CUTE NOTEBOOKS AND STICKY NOTES FROM TARGET

**I HAVE MY BUSINESS BROKEN DOWN INTO THE FOLLOWING TEAMS:**