As a business owner and all-around busy individual, I’m often asked how I keep things organized, and more importantly, all moving forward, so stuff gets done.
Like anyone, I use a series of tools and systems: spreadsheets, to-do lists, etc.
But at the very top of it all is a strategy I use called my “Top 5”.
It’s very simple:
I have a bulletin board hanging next to my desk and on it are two pieces of paper titled:
- Top 5 – Business
- Top 5 – Life
Below each header is a list of 5 things.
These five things are the 5 “big” things happening in my business and life that need to be handled and also where progress needs to be made.
Here’s an example of a Top 5 – Business list:
- VIP Clients
- Summit
- Course Relaunch
- Book Tour
- Presentation for 2020 Live Event
Here’s an example of a Top 5 – Life list:
- New House Projects
- Family Fall Photo Shoot
- Australia / New Zealand 2020 Trip Planning
- Thanksgiving Dinner / Catering Plans
- 10 Year College Reunion / Trip Planning
Now here’s the thing:
Every single day, usually at night, I run down the items on these lists one by one, and my goal is either to:
- Make sure everything that was on my plate is done and returned to the person who needs it next so that the project can keep moving forward
- e.g., review all client’s work and email them back with the next steps for our next meeting, so they’re not waiting on me
- Make progress on something to move the project closer to completion
- e.g., look up three local family photographers and email them for availability and quotes. Then the next day, the task for that item on the Top 5 list is to review the quotes. Then it’s to make a final choice, etc.
This is how I keep projects that aren’t my #1 priority right now still moving forward.
And this is how I make it easier on myself to return to those other projects that aren’t my #1 priority after a while has passed. It doesn’t feel like it’s been long at all, and I’m so pleasantly surprised at how much further along I am than I realized.
Of course, the lists get updated regularly as items get finished, but this is basically how I manage so many projects at one time and still get stuff done.