Managing the details is key to establishing effective organization in a group setting–whether that be in a family or in a business.
Today’s interview is with Theresa Loe of the Streamlined and Scaled Podcast. Theresa works with business CEOs to create strategic, sustainable, and scalable business operations. In today’s episode, we will dive into why systems are so vital to organizing projects as leaders.
Whether you’re a CEO, business owner, parent, teacher or leader, we hope from today’s episode you learn the value of organizing your projects and how they can help you prioritize the “now” and get to your dream “someday.” Click the “play” button above or scroll down for a synopsis of the episode and a breakdown of our project management tools!
Interview Highlights
6:21 – A System Is Just Important!
It IS possible to run a project that feels calm!
Often as CEOs, or the leaders of our own lives, when we’re trying to get things done, we make the mistake of imagining ALL the things we could be doing; then, we fail to organize and delegate properly so nothing gets done.
Whenever we’re trying to get something done, we need a system. As a leader, all things are project management–and without systems, we waste time and lose the CALM. Ideally, projects can cause zero stress, BUT we can’t have open loops.
21:24 – Open Loops Cause Worry
Worry comes when we’re trying to solve a problem that isn’t there yet. However, when we put systems in place, we are able to give our brain a safe space and build confidence surrounding what we do.
When we don’t have confidence in our systems and people, we won’t delegate, and when we don’t delegate, we can’t scale. So, stop worrying and start putting processes into place that will grow confidence!
24:36 – Mindset Work
In order to gain the confidence in our people and processes, you have to start with your mindset! As a leader, parent, or teacher, you must change your mindset and learn to LET people take on new projects and responsibilities.
EMPOWER others by believing in their capacity to learn, lead, and grow. When you believe in and empower others, you become a mentor instead of a manager. We are stronger together!
Others can help strengthen us where we are weak; we don’t have to know all the fine details to every step of the way.
My interview with Theresa showed us just how important systems are when we are leaders professionally AND in our personal lives. Here’s a look into our own project management base and how it help us prioritize, empower, and have confidence in where we are and where we’re going!
Our Project Management Base: Asana
We use the platform Asana to manage our projects here at LearnDoBecome. We break down our project management into four sections: Current, In Progress/Waiting, Next in Line, and Someday. Breaking our projects into these categories makes clear where we are, where we’re going, and who and what we need to move forward.
34:37 – Current
The “Current” section of our projects shows us what projects we are working on this very moment. It’s important to only have a few current projects so as not to overwhelm you or your team.
39:07 – In Progress/Waiting
This section is specifically for projects that have been assigned externally, but that we will need to check in on to ensure they’re completed. Projects can be added to this section with a calendar trigger to remind us to follow up at the appropriate time. By putting projects into this section, we are able to keep our Current project section clean and allow our brains to rest assured that the open loops will be taken care of at the right time.
42:02 – Next in Line
Oftentimes, we have new dreams and ideas we want to implement, but the reality is that we can’t do it all at once! Dreams and ideas that are next in line are given a place so our brains can know that they will be taken care of. Next in Line projects force us to choose the appropriate priorities for right now.
52:30 – Someday
There is power in writing things down! Big dreams for further in the future can be kept safely here and assessed periodically. Upon review, we can even realize that some of our “Somedays” have already become realities.
For a deeper dive into how we manage these four project tiers, tune into the podcast or watch our Asana Review video in the resources below!
Whatever your role is as a leader, whether in your business or your family, I hope this interview with Theresa has empowered you to take charge of your projects and start prioritizing what matters most. Once we take the time to organize the piles, emails and tasks, we can spend the other 98% of our time living our dreams and goals!
We are here to empower you and cheer you on! Thanks for being here with us at LearnDoBecome!
Related Resources
Find Theresa Loe online:
Her Website | Facebook | Instagram | Podcast
Asana Review video
Although this video specifically shows the ins and outs of Asana, you can use these same concepts to manage projects in your own personal or family systems. Check it out!
Access our FREE online class to start organizing your life today!
April, thank you for this great episode! You mentioned a book you are currently reading and I couldn’t write it down (by Richard somebody 🙂 ). Can you post it here?
Glad this was helpful! I’m trying to find that book. I mentioned Henry Cloud’s “Necessary Endings.” Was that the one?
Yes, thank you, April! (I’m not sure where I got “Richard” out of Henry Cloud’s name, ha ha!)
I’ve listened to this podcast 3 times and have picked up a new tip every time. April and Theresa complement each other perfectly!
Thank you!
Hi April, So helpful to see how you use Asana for both personal AND team projects and routines. I like the idea of having everything in ONE place rather than using multiple task management systems. I currently use Omnifocus for personal stuff.
I’d love it if you would clarify how you deal with repeating tasks in Asana. Do you actually check off tasks in your Routines lists (and then have a way to regenerate the list)?
Thanks so much in advance. You’re such a help!
Great question…. So I RARELY check off tasks inside Routines in Asana. I don’t like deadlines and red numbers popping up telling me I’m late. 🙂 I do use the Streaks app for 6-7 routines I like to check off each day. But for those I DO want to check off in Asana (ones I forget to do and want to remember through a notification), I create them as a recurring task. When you set a due date, you can click “more options,” and you can set it to repeat as often as you’d like!
Ahhh … so clever. 😄 Thanks April. Seeing your workflow has helped me tremendously. All the best!
I’ve listened to this podcast 3 times and have picked up a new tip every time. April and Theresa complement each other perfectly!
Thank you!
Wonderful podcast! I started using the 4 levels for my projects at work. The “Waiting” is especially helpful since I work with lots of outside customers/vendors.
I am part webmaster, part IT, and part data reporting. I receive daily requests for reports and support, but am also trying to balance the bigger projects such as page remodels and multi page registrations.
How do you handle current projects with the daily influx of “need now” emails?
Thanks,
Tanya
Tanya, thanks for your kind words. We’re so glad you’re here! It’s important to leave white space or “buffer” time in your schedule so that you can handle those things that pop up throughout the day and still be able to work on your projects. Alternatively, you can schedule project time where you turn off notifications and work in a focused way without distractions. It all depends on how urgent those “need now” emails are. 🙂 Hopefully that helps!
What to do if the manager/leader doesn’t have a system in place?
Sarah, thank you for this question! As a member of the team, you are able to manage your workflow in the best way possible, possibly being an example to your manager/leader. You can also do your best to support and share suggestions when appropriate. This can be tricky as you still want to be respectful of their leadership and role. Do your best, build your own wonderful system, and support them through your work. Wishing you the very best!