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How to Stay Organized Wearing Multiple Hats in Your Business

From looking into platforms that help manage wearing multiple hats to creating stress reduction time blocks, here are nine answers to the question, "Can you share your best tips for someone to stay organized while wearing multiple hats in a business?"

  • Use a Project Management Tool

  • Have a Shared Google Calendar

  • Break Tasks Down into Small Actions

  • Delegate Tasks

  • Stick to a Schedule

  • Separate Duties With a Break

  • Learn How to Evaluate Tasks at Hand

  • Create a System of Lists and Processes

  • Time Block to Stay Organized and Reduce Stress

Use a Project Management Tool

Wearing many hats is very common, whether you work for a small company or a large organization. As a business owner, I am wearing many hats every day, from sales to operations to marketing and more.

To do this effectively, I have found that a project management tool is critical to keep me organized and planning. I use Basecamp as a project management software, and it allows me to see my schedule and projects, assign future tasks or jot down ideas, and have a place where I can collaborate on projects with my team.

A project management tool helps me plan so I can take on different roles and concentrate on the output and tasks on my schedule.

Have a Shared Google Calendar

Having a shared Google Calendar with all the team members is a great way to stay on top of daily business operations. It allows everyone to see a central calendar and add appointments and events that could affect others.

It also allows for flexibility and the opportunity for others to add time to one another's calendars if there is an opportunity for time-sharing tasks. This is especially helpful for those wearing multiple hats who are working on multiple projects and need to schedule time for more than one project.

Break Tasks Down into Small Actions

My best tip for staying organized while wearing multiple hats in business is to break down detailed tasks into actionable chunks. Rather than trying to tackle a major project all at once, I break it down into smaller parts that are easier to manage.

This helps me stay focused on one task at a time and prevents me from getting overwhelmed. I started my business a decade ago and found that this approach was highly effective for keeping myself organized and motivated toward success.

Taking complex projects piece by piece allowed me to make measurable progress every day, as well as look back on my accomplishments with pride. It also saved me time in the long run since I wasn't having to go back and fix mistakes or redo parts of the job.

Staying organized has been essential for my success, so I dedicate adequate time each day to organizing my tasks and planning out what needs to be done next!

Delegate Tasks

It's important to delegate tasks whenever you can. It keeps you organized and will prevent burnout. For example, turn to an intern to take on some social media work and ask them to review the draft when completed.

This allows you to focus on larger tasks while keeping minor projects in motion and on time.

Stick to a Schedule

When you wear multiple hats, you will have many responsibilities. Therefore, keep a schedule to plan out all the daily tasks you need to attend to.

Managing your time will allow you to accomplish more. Otherwise, it's easy to get lost in one task while forgetting to address others.

Drew Sherman, Director of Marketing and Communications, RPM

Separate Duties With a Break

One thing I enjoy most about small businesses is being able to wear multiple hats. But managing the HR team, assisting with sales, and consulting on complex engineering problems are three different worlds, and if you are not careful, one or more of your contribution areas will suffer.

I used to multitask until someone pointed out that I was fumbling with two different tasks at the same time instead of getting them done one after another.

Now I focus on one job responsibility at a time, complete what I need to get done in that area, then switch gears to the next focus area. And, to clear my head and make sure my mindset has changed, I take a brief break where I don't focus on work.

I may go get coffee, check my social media, update myself on the news, take a quick walk, or go chat with a coworker. It is a figurative way to change hats and be prepared for thinking about things differently.

Eric Miller, Co-Owner and Principal, PADT, Inc

Learn How to Evaluate Tasks at Hand

You need to learn how to appraise the value of each task before putting your energy into it. Clear judgment will help you figure out which activities are essential to the growth of your business on a task-by-task basis.

Prioritizing the handling of these essential tasks will also ensure you're not overwhelmed and that you can sustain a healthy work-life balance.

Delegate or automate the non-essential tasks so that they still get done and play their role in helping you grow your business.

Lilia Koss, Community Manager, Facialteam

Create a System of Lists and Processes

My best tip for staying organized while wearing multiple hats in a business is to create a system of lists and processes. Start by writing all the tasks that need to be completed, then prioritize them in terms of importance and urgency.

Establish deadlines and assign responsibility to team members. Use technology tools like project management software or task scheduling apps to keep track of progress and due dates.

Finally, take regular breaks throughout the day to refresh and refocus your mind. By following this approach, you can stay organized while wearing multiple hats in a business.

Time Block to Stay Organized and Reduce Stress

To stay organized in business while wearing multiple hats, time-block specific days and times for tasks. For example, on Mondays, I focus on business analysis and social media content. On Tuesdays, I focus on networking. On Wednesdays and Thursdays, I schedule client meetings.

Keep this time protected so others cannot schedule meetings during this time. Eliminate distractions by turning off notifications. Also, schedule time for breaks and self-care. Self-care can include stretching and lunch breaks, workouts, meditation, doctor's appointments, massages, etc.

Set office hours and stick to them by communicating your availability to co-workers and family members. Don't answer business emails, phone calls, or texts after hours, unless in extreme emergencies. If you allow yourself to be too accessible, you will always be working.

Lisa Hammett, Success Coach, Author, and Motivational Speaker, Lisa Hammett Success Coaching


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