The Hidden Flaw in Your Task Management System | 94

Feeling like no task management system ever sticks, no matter how many tools you try?

You’re not broken. You’re just using the wrong system.

In this episode, I share real feedback from Taskflow Magic members, and it probably sounds a lot like your own struggles. 

Here’s what we’re covering: 

• Why perfectionism in productivity systems backfires
• How messy setups ruin your business organization
• The exact mindset shift to stop duplicating chaos
• What makes task management for solopreneurs actually work
• Why productivity systems for entrepreneurs should be simple, not overwhelming

By the end, you’ll see why it’s not you… it’s the system. And you’ll know how to build a framework that supports your brain, saves time, and keeps you consistent.

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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, welcome back to the tearful product that Chaz podcast. Today is going to be a shorty one. Okay. Because I really just want to dive into this one, struggle that I know so many of us face, which is feeling like you just can't stay on top of your tasks, no matter which system you try. Have you ever felt that way? Yeah. Me too. I'm raising my hand up. I have felt this way as well. So if you've ever set up a task management system, whether you're using Trello Asana, click up air table, or even just a plain. Good old notebook or planner. But then you find yourself just abandoning it because you just don't know what to do with it. You feel overwhelmed by it. You feel stressed, it feels like something else that you have to learn. So even just after few weeks have given it a try. You give it up. If this is you, I want you to know this. It's not, you. It's the system. Okay. So today we're going to dive into why most systems don't stick and what actually works instead. So here's what the problem, here's where the problem actually arises. So when new members have joined a tassel magic, I've asked them what they struggle with the most when it comes to task management. And maybe some of this actually sounds. Like what you were thinking or similar to what you're experiencing as well. So I'm going to read through a few of them. Because these are some real actual, honest answers that I've received. And maybe you can relate as to what you struggle with when it comes to task management. So. I spent so much time perfecting my list instead of doing the tasks. Have you been there? Yeah. You know, I am definitely an ease, struggling. Perfection is where I'm trying to overcome this myself. I've learned a lot better over the years, but of course, is that the tendencies are still there. So yeah, I can totally relate to. Wanting to spend more time than I should perfecting my list, especially when I'm trying to avoid doing something right. So that's one. Uh, another person said I get lost in different directions and waste time, just trying to find my lists. So, yeah, this happens whenever you have everything all over the place. There's no clear structure. There's no clear naming conventions. And you're just trying, you've just been using your stem in a way where it's become this dumping ground and you don't know where you dumped everything. So now you're wasting even more time, just trying to find the system that you thought you created. Another person said. I've been running my business from a pile of post-its and half finished planners. So I think this was the start of my transition into the digital space. So I used to use a paper planner. It was what I used for everything back when I first started, I was that. Person in high school and college where I had my planner, I would write everything out because otherwise I would forget if I didn't write it out somewhere. It was not getting done. So I went from that to. You know, starting my own business. I continue to use my planners. Eventually try to add in some sticky notes here and there. And then it was just too. Much. There's so much that you have to do as a business owner, that it is really, really hard to manage all of it from a paper planner, not to say that I can't be done. And especially if you are using multiple planners or very strategic planners that are specifically for only in business owners. But it is a little bit easier if I can say probably a lot more easier to manage it from a specific task management tool. And the last one I have here that someone said was I nearly system that actually saves time, not one that takes a longer to use. Then it's worth. And Ooh. Okay, this is one that I hear a lot. And if this sounds like something that you have thought or have said, Back to what I said just a few minutes ago in the very beginning. It's not you. It's the system, uh, systems should absolutely be saving you time. Isn't not be taking you longer to use. And if that's the case, something's wrong with the system. Regardless of whether you created a system from scratch, regardless if you got it as a template, something is wrong with the system and the way that your brain is connecting with that system, and it needs to be customized. Something needs to change. So any of these. Made you a knot along and you're like, ah, yeah, I've actually thought some of these. I, I totally get it. I have been there. These are not isolated struggles. Okay. These are real life obstacles that hold you back from getting things done, especially the things that actually matter. And the truth is, is not about how much time you have. It's not even about the size of your to-do list. It's about how easy or not it is to use your system. When things get busy, when your brain feels foggy, when you're overwhelmed or when life just isn't cooperating. Which seems to be a big, common theme. Lately, especially for myself. So here's the solution. Here's what we can do about it. A task management system shouldn't feel like another task. Sometimes it does, especially when it's brand new to you, especially when you're barely getting used to it, but it ultimately shouldn't feel like another task. It should really feel like a safety net, like something that supports you and not the other way around. You know, not something that's dragging you down, something that you're not excited to open every day. Something that makes me feel like, oh, like, do I really need to use this task management system? I'm much better off with my pile of messy sticky notes. Because of that's the case. Then this is exactly why I created a task flow magic, because this is a, not how your system is supposed to be. It's not how it's supposed to make you feel. So tassel ma Taswell magic is not just another overwhelming over engineered system. Okay. It's a simple, repeatable and flexible framework. Designed for solar preneur is digital creators and busy business owners. Like you who need. A tassel that actually saves you time instead of wasting more time than you have available. If you need a system that's easy to follow and stick with. Even if you're in the middle of chaos. Okay, because whenever we not, honestly, when are we not in chaos? Right. If you would need a structure that helps you prioritize, focus and finish your task faster because yeah, like, can we get tasks done? Like. In 10 minutes pockets of time, like, cause that's sometimes all I have like, yes, please. And if you need a way to stop feeling scattered so you can stay on top with what matters. If your sticky notes are all over the place. Then you are feeling scattered my friend. So the best part here is that once you set up a task, though, You can duplicate it. Again, and again, for every project or task that comes your way. And here's the tricky part. You can do this with any system that you have already built. But if you're duplicating that messy system, you're just adding more messy systems that you're not going to use. So with the power of a, an actually good system. It's going to keep you focused. It saves you time and reduces that. Uh, feeling every time you sit down to work. Okay. So we want you to duplicate. Good simple strategic and flexible systems. I'm not the messy ones that have you feeling like any of my other members that joined tassel magic. Before they started diving in. So if you have tried systems before and they didn't work for you. I want you to know this. This time can be different. Okay. Tassel magic is built to help you work the way. You specifically work. Okay. You are unique. So we're not adding any fluff to this. There's no fluff. There's no over-complicated steps. It's just a clear, repeatable process following my done framework. That makes managing your tasks feel so much easier and much more manageable. So this sounds like what you need. And then go ahead and head to cheers to productivity.com/tesla to join and to get started with simplifying all of the chaos. So that way you can actually get tasks done with ease. And of course, you know, the link is in the show notes. Okay. So I hope to see you inside and until next time, I'll 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