My 30-Minute Plan to Streamline Online Business Operations | 90

Snow days and scattered energy? Been there. In this episode, I’m sharing the exact 30-minute rhythm I use to streamline my online business and get things done, even when I’m not in the mood to work.

If you're juggling life, business, and surprise curveballs, it’s time to simplify your business tasks with a repeatable weekly system. 

What you’ll learn:

• How to streamline your online business in less than an hour a week
• The magic of a quick weekly business reflection
• Why tiny 2-minute changes can multiply your productivity
• The power of repeatable systems for solopreneurs
• How I took a full day off and didn’t fall behind

This is one of those “listen once, use forever” kind of episodes. If you’re ready to feel more organized and in control, without adding more to your plate → hit play now.

Connect with Lucy:

✨ Join My Free Community: https://cheerstoproductivity.com/community-invite

✨ Free Workshop: https://cheerstoproductivity.com/steps

Show Notes: https://cheerstoproductivity.com/podcast/ 

Transcript

0:00

Hey, I'm Lucy Reyes, your host of the Cheerful Productive Chats Podcast, where I'm on a mission to help online entrepreneurs that like you focus on all the right things and kiss overwhelmed goodbye. Here, you're going to learn strategies that will boost your productivity so that you can scale your online biz and impact lives sooner. It's your time to shine. So let's get started Hey, Hey, welcome back to the cheerful product to Chad's podcast. I am. Honestly, not really feeling it today. We actually got snow here where I live in Houston and the Houston area. And it was beautiful. I know you're from elsewhere. Whereas snows often it might not be a big deal, but the fact that it was a beautiful snow and. Nothing happened, like nothing major happen, like a freezing pipes or electricity going out. It was an amazing. Break. My kids were home. My husband was home. And we got to just spend time in the snow, making snow angels and a snowman and snowball fights. And it was so much fun. But it was also in the middle of a week. Like it was in the middle of the week. And of course, those are my work days. And they're typically at school, I typically have my week already planned out. So there's also that side of things and this bite, all of that, it was. Still just a beautiful unexpected break. And I feel like I'm having a hard time coming back into work mode after that, because now I'm recording this on a Thursday and it feels like a Monday, but then. My husband might work Saturday, which means I might also work a little bit on Saturday and now my days are all like completely scattered again. Like I don't. We'll see how it goes. So. Today is going to be a little bit different because I have my notes in front of me. I need to get through those podcasts. So that way I can stay on schedule. I'm trying really, really hard this year, too. Stay as consistent as I can with the podcast. Even though I think I'm going on like almost three years. Now, having the podcast. I don't think I have gone ever. With a consistent period where I don't miss an episode. And I don't think that's necessarily a bad thing, but I also know that there's things that get impacted because of that. So I really want to try to be more intentional with a podcast this year. And so. Well, we're going to roll with it. You might hear me clicking through, you might hear me going through my notes. I wrote this outline, you know, a couple of days before I went out of work mode. And coming back, I do actually feel like this is a really great episode to come back to because. Yeah, I need, we all need to simplify our business. We all need to do this, especially in as minimal time as possible. So we are going to talk about how to start simplifying your business in just 30 minutes a week. So if you are someone who has been a feeling overwhelmed with. Endless to dues and you really want to start simplifying your business. Then I'm going to be sharing a simple 30 minute weekly strategy that will help you get organized and create more time for what matters for me this week. This came in handy so much because. Yeah, I still haven't enlisted doulas, but you know what? I didn't care. I don't feel scrambled. Yes, mentally. I'm trying to get into work mode, but systematically and. Physically on my desktop. I know exactly what needs to be done. And this was one of those things. And so I am so grateful for the systems that I have built because they allowed me to be flexible. They allowed me to just randomly take a day off and just go be in the snow and not think about work and not worry about. All of the things that I'm going to have to do. Like when I came back, I already knew exactly what I needed to do. I kind of had already figured that we were going to be taking two days off. The kids were going to be offered two days. And I made the decision at that point that, you know, what. If that is going to happen, if that stays true, I am very likely not going to even try to work because these kids are going to be all about those notes. And I don't want to take that away from them by being like, you know what Yaga play I have to stay here. No shade to anyone. If that is what you had to do that as a choice that you have to make, absolutely everyone can make the best choice for them. For me, that is what I wanted and my systems allowed me to do that. So even if I had gone the other way and had said, you know what. Jago play. Y'all have fun. Hey husband, can you help me with the kids? Or, you know, can you keep an eye on them? Keep them out of the office, whatever. And I still would've known what I could get done or what I could get ahead with. So no matter what decisions you want to make. Having systems in place really, really helps make that happen. So. We're going to be talking about. Some really small, impactful actions that you can take every single week that will lead to some big improvements. Okay. So one, we're going to create systems for repetition. So you really want to create some repeatable systems that are going to save you time and energy. So what does this mean? This is like, You know, if you are someone who is a digital product creator. So let's say you are creating. Courses. Right. So you're a course creator and you're an avid course creator because you've loved creating. So create a system that you can replicate every single time you're going to create a course or maybe that's a workshop or a masterclass, make it to where you can just. Make a copy of that Trello board or that air table base or whatever tool you're using. Make a copy of it and complete the steps over again. The next time you need to get it done. As simple as that. The same thing. If you know, for a podcast I'm recording this podcast episode, my system has already done every time. I need to record a new episode. I already have all of the steps of ready to go for me. And I just have to go through them and check them off the list. I don't have to spend time and actually go through and re add all of the steps that I need to do. It's already there for me. I have a process in place. That's a waiting for me whenever I need to do the same task or process over and over and over again. Now, if this is like, Yeah, this sounds great, Lucy. I know that I should be doing this. And I have tried to do this, but I just don't know how, or I know that I'm not doing it right. Or always forget something. If any of that sounds like you, then task flow magic is where I am specifically teaching how to do this. I am teaching entrepreneurs how to streamline their tasks, manage mint with clear, repeatable process. So that way you can create these templates for yourself, for your business. You can create these systems that you can copy and paste. You can duplicate, you can make a copy. And reuse every single time you need to set up or use that same process over and over and over again, because here is the thing. Systems are what's going to allow you to go from one task to the next, without rethinking the entire process. Every single time. Like, you're going to know exactly what needs to be done. And when you have a very simple, streamlined, efficient, Detailed and flexible system. You're going to be able to tackle multiple tasks at once. And I'm not saying multitasking. I'm not saying, you know, literally two tasks at once. But I'm saying you can go from this task to the next task or from this project to that project and not have to worry about you forgot where you left off or, oh, no, I forgot that. I still need to go back and do this task. No, none of that. Okay. Create your systems for repetition. The next thing here is that you want to set up some bite-sized processes. So whenever someone thinks about systems, I. I think that you're like, oh, no, like this is, this feels like a huge, massive project. And that is not the case. Okay. Systems don't have to be huge. It doesn't have to be this massive overhaul of all of the, your business systems and processes. It's like, you know, I'm going to use the analogy of like the cluttering your home, because I've actually been doing that myself as well. I've been going through and decluttering little bits here and there, but it doesn't. I mean to declutter my end high your house all at once. Like yeah. If I were to do that, if I. I wanted to do that. That would take me. DA's probably weeks. To do that. And that is not what I'm doing. I am choosing to tackle one little thing at a time. We did our closet. We did our bathroom, a closet. Then we're moving into our coat closet. We got rid of, um, anyways. Side note. We are tackling one thing at a time. And it's the same thing with your online business systems and processes. You can start small. You can implement. Small bite sized processes that will make it easier for you to stay on track and to really make sure that you're getting things done without overwhelming yourself, insight of the system savvy society. We have what I call efficiency boosters, which are super small. Usually no more than five to 10 minutes, tutorials of one specific thing that you can implement in your system or process. To make you faster. I can getting the thing done. This is the most of favor per of my members inside of the society, because they're like, well, it took me two minutes to implement this and I've already saved 10. And now that those 10 minutes is going to exponentially multiply every single day or week or month. In all of the years to come. So it doesn't have to be this massive overhaul of all of your systems and processes at once. Even if you implement small bite-sized processes, like a simple automation in. For example, a simple automation in Trello where you auto assign yourself to complete the task. So that way you actually get the notification, you set up the automation and now it's already there. It's happening for you. You can set up automations to remove labels. You know, if you use Trello, Like. An example, you know, Uh, I told you my brain is right. Um, a yellow label that says in progress, and then you can set up an automation that whenever the completed label is added to remove them powerfully what we're to move it to another list. These take literally less than two minutes to create. And they save you so much time. And mental space because now that's something that you don't have to do. And those are just specific to Trello. Like there other efficiency boosters inside of the system, savvy society for non Trello tools to really help you make these processes faster. Like. If you were to implement even just 30 minutes. Oh, week four right now, not even 30 minutes. 30 minutes is probably too much for these. If you can just do even 10 minutes a week. To focus on bite-sized processes. This can really, really help you refine the bigger system. Over time. so let's say to Trello automation, or you organize something in your email marketing platform, one very, very specific thing. That is going to save you so, so, so much time. And Leslie. I want you to take some time to reflect on what has worked and what hasn't in your week, especially if right now you are feeling like, oh my gosh, I get to the end of the week. And I feel like I got nothing done. If that is you. Then adding in this little tiny task of just reflecting on what has happened. That can help you prevent reaching that burnout stage that we dread, that we hate that we don't want to go there. And helps you improve your efficiency. And I promise, is it something that you won't have to do forever? You don't have to do a weekly reflection for forever because eventually you'll get to a place where you already know what works. But if you're currently not there, then you really do want to set up some time to take a moment. It is still productive. To sit back and think and reflect on what has happened. Why didn't this week go as planned. Why do I feel like I didn't get anything done? What. Happened. What worked, you still want to celebrate your wins. Okay. You still want to celebrate what you did accomplish. But yeah, you're going to have to give yourself some tough love and be like, why didn't it work? What happened? And something come up that I was I a little bit too ambitious. Maybe I didn't give myself enough time that I have so many distractions, like. What happened? Take some time to reflect, because this is how you will know how to move forward. And if you want some help with the weekly reflecting. I have a weekly refresh, a weekly reflection, debrief worksheet inside of the productive entrepreneurs club. Listen, it's only$7 a month. There's club is only$7 a month, and this is just one of the resources that can help you evaluate your week and adjust for what comes next for the next week. You'll know how to plan better. And every time you do this, You'll get better and better and better and better until you don't need to do this anymore. And that is the whole goal. So if you want those worksheet come grab it inside of the productive entrepreneurs club, like I said, it's only$7 to get in, and this is just one of the dozens and dozens of resources available inside. So come check that out. Okay. But to wrap this up. All you really need to do is let's break this down because I said 30 minutes a week, so let's break it down. Okay. I'm going to go backwards. It was like I said, I'm looking at my notes, my brains a little bit fried stale, and we're just going to roll with it. So. Five minutes, five to 10 minutes. Carve out that amount of time at the end of each week to reflect on what happened. Okay. This will help you learn and improve continuously over time. So let's give this five to 10 minutes, weekly reflection. Again, five to 10 minutes, take those time to implement some bite-sized processes. So set up a new Trello automation and get a very, very, very specific thing organized inside of your email marketing platform, like kits, or take five minutes to create an email template inside of Gmail that you're going to send to your clients or for code pitches or for. You know, your bundle or summit or whatever it is. Take five minutes to implement that process. And it's not going to save you five minutes is going to save you five minutes. Multiplied exponentially over time. So five to 10 minutes, weekly reflection. Five to 10 minutes. Bite-sized processes and the rest of the time, however much time you want to give it. Even if you don't finish. Create some systems for repetition. Okay. How I have been doing this lately is at the same time as I'm doing it, I have a newborn that I knew Trello board that I am creating as my templates. I'm like, okay. This is the one that I'm actively using right now to help me. Keep on track for whatever it is that I'm doing. For example, task flow magic. As I've been creating the task flow magic course. I have also been working on a brand new launch board for myself because the one I've been using for the past few launches. It's super outdated and it hasn't worked. It hasn't kept me fully up to date with everything I need to do. I knew it was time for a refinement and enhancement. So what have you done? I have a tassel magic launch board and at the same time I have been working on. AA launch board template for myself. And as I'm working on my task, low magic task, and I'm like, oh yeah, I should add this task to the board or, oh yeah. I should add this checklist to this board. I'm also adding it in my lunch board. So I'm creating them at the same time. It's not. Dedicated time to just this. But it does take maybe a few. Extra minute or two to get that same task added over to the Trello board. But I'm getting it done. And now I have this beautiful, beautiful, big. Massive. The launch board that I've actually been able to do with Tesla magic. And get even more done and do even more. Not just getting more done from the things that I actually needed to get done, but I've been able to do even more like going above and beyond my own launch. My own usual launches. Because now I have a much better system in place for a launching it. So. Take the rest of the time, however much time you want, whether that's how many minutes do we have left 10. Whether that's 10 to 20 minutes a week. And work on a new system. It doesn't have to be massive. It doesn't have to be completely finished because you can refine it as you go. And again, if you want help with this. This is exactly what I'm sharing inside of tassel magic. If you want help with figuring out what bite-size processes you can implement. I give them to you. I give you the tutorials for this inside of the system savvy society. And if you just want help with. Reflecting your week, then come grab the worksheet inside of the productive entrepreneurs club. For just$7. Okay. All of this can really, really help you start simplifying your business. Right away. It doesn't have to take a long time. You don't have to do it all at once. It doesn't have to be a massive, massive project that consumes all of your time. It doesn't have to be something else that you're adding to your plate, just because this is part of the foundation that honestly should have been there from the beginning. The sense it wasn't, let's go ahead and refine it and make your foundation strong, as strong as it can be to with Stan the growth that your business is having. So. Definitely take some time to start some of the fine at your business. And I will talk to you soon. Thank you so much for listening to the Cheerful Productive Chats Podcast with me, Lucy Reyes.To view the full transcript and all the links mentioned in today's episode, visit cheerstoproductivity.com/podcast. And before you go up, make sure you follow or subscribe wherever you're listening so that you know once the next productive chat is released. Talk soon and cheers to your productivity and success