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3 Secrets to Moving Personal Task Management to the Business Level

3 Secrets to Moving Personal Task Management to the Business Level

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    You’ve got managing your tasks down to a science. Your dry cleaning is always picked up on time, your ‘honey-do’ list at home has nothing left on it, and you’ve even gotten through all the assignments your supervisor has handed off to you. You are a to-do list rock star.

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    But then something changes: maybe you’ve started your own business. Perhaps you’ve been bumped up into management. Suddenly you have to manage tasks for more than just yourself: you have employees or contractors you’re responsible for keeping on track, as well as a need to complete your own projects. How do you take your personal task management skills to the next level? How do you manage tasks when you’re responsible for other workers’ accomplishments?

    Making The Change

    I’ve been struggling with adapting my approach to managing tasks to the fact that I’m in charge of more than just my own work these days. Somehow, assorted to-do lists on RememberTheMilk just stopped being enough when I needed to remember to handle invoicing, checking in with writers and still handle my own projects. I had to step up my task management skills and make some changes.

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    As I was finding a new balance for managing deadlines and tasks, I learned a few things. In particular, I learned that I didn’t like most of the project management options out there — many were actually more hardcore solutions than I needed — but a lot of the basic task management options didn’t meet my needs either. Just as I had to find a system that worked for me when I started getting my to-do list under control, I had to find a balance in handling projects that involved multiple people. Along the way, I learned a few things.

    Secret #1: Technology is a Choke Point

    I think just about everyone I know relies on technology in some way to help them manage their to-do lists. There are a few paper-and-pen holdouts, admittedly, but that sort of approach does place certain limitations on task management. A lot of people have moved at least as far as using a text file to manage their tasks, if not moving on to at least a basic application. The technology available can be extraordinarily helpful in not only organizing tasks, but also helping us complete them. However, it’s also the choke point for taking on bigger projects and responsibilities.

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    The big problem is that we commit to a certain application or approach to managing our tasks. While there are a few exceptions that flit between RememberTheMilk, Toodledo and whatever they find like to-do list butterflies, the general approach is to find one system that works for you. We tend to stick with systems until something forces us to move on. That’s actually not a bad thing: why mess with something that’s working. The issue is that we don’t always recognize exactly what isn’t working. We’re inclined to cling to our current set up or application as long as possible.

    The solution is relatively simple: we have to be willing to change our technology as needed. I’m not recommending that we all join the aforementioned butterflies, but it is important to recognize that as we scale upwards, we usually have to change tools. Take a look at your options and see which meet your new needs: maybe the ability to share tasks is crucial, or perhaps you need some sort of visualization. And when you find the tool that makes sense as the next step, jump as fast as possible.

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    Secret #2: Other People Are Now Involved

    If you’ve gone the entrepreneurial route and you’re doing well, you might be hiring employees or bringing on a virtual assistant. Even if you’re just managing staff for someone else’s company, you’re going to have some other people to think of when it comes to managing tasks and projects. As the boss, you do have the option of imposing any productivity system you want but doing so might not endear you to the people you have to work with.

    It’s worth your while to check with those individuals to see how they like to handle tasks. Make use of the inboxes, to-do lists and other systems they already have in place, whenever possible. There’s often a reason that they’ve made use of a particular system: right now, I’m working with a writer who just doesn’t have the online skills to work with something like Basecamp. I email her each task or project I need her to work on, because that’s the only inbox she’ll actually check. Such a situation isn’t always ideal, but it works and that’s the important thing.

    Secret #3: It Has to Work

    When I realized I needed an application that could help me track larger projects, I looked at several options. I signed up for a whole stack of trial accounts and messed around with a whole bunch of applications. There were one or two that I kept coming back to — not because they worked particularly well with the way I operate, but because I knew that a couple of friends swear by them and find them perfect options. I even started using one of these applications — and everything fell apart.

    Recommendations aren’t enough. Instead, an application actually has to work with your personal methods of getting things done. If it doesn’t, don’t pay money for it and don’t spend time on it. Try out applications as much as needed, but jettison them if they aren’t working for you.

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    Last Updated on October 18, 2018

    10 Key Characteristics of a Highly Successful Entrepreneur

    10 Key Characteristics of a Highly Successful Entrepreneur

    When it comes to starting your own business and pursuing your dream of becoming an entrepreneur, it can be advantageous to go all in and embrace the flexibility of finally quitting your day job.

    Keep in mind, though, that it takes a special kind of person to take the business world by storm: a person who has cultivated the key characteristics of entrepreneurial success.

    People with these characteristics are likely to succeed, whereas people without them have difficulty moving forward with even the most brilliant business ideas.

    These characteristics of an entrepreneur are so important that I’ve decided to cover all 10 of them in detail so that you can start your business with your best foot forward.

    1. Successful Entrepreneurs Practice Discipline

    Plenty of business experts claim that you can’t get anywhere as an entrepreneur without vision or creativity, but that’s simply not the truth. Instead, the one quality that no entrepreneur can be successful without is discipline.

    To build an idea into a business, you have to have the discipline to spend time slogging through the least fun parts of running a business (like the bookkeeping), rather than taking that time to do something fun.

    Andrew Carnegie, one of the most financially successful Americans of all time, grew up working dull and difficult jobs in factories. Despite going to bed hungry some nights, he continued doing his best work. He was eventually hired by a railroad company and continued to move up the ladder until starting his own successful businesses. Carnegie is a fine example of an entrepreneur dedicated to discipline and hard work. He truly earned his dreams of prosperity and success.

    When you’re the boss, there’s no one to keep you at work except yourself — and there’s no short-term consequences for skipping out early.

    Sure, if an entrepreneur plays hooky enough he knows that the business just won’t happen, but it’s very hard to convince someone that ‘just this once’ won’t hurt (and to keep ‘just this once’ from becoming a daily occurrence).

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    2. Successful Entrepreneurs Keep Calm

    Things go wrong when you run your own business.

    Most entrepreneurs go through crises with their businesses — and more than a few wind up with outright failures on their hands. But when you’re responsible for a business, you have to be able to keep calm in any situation. Any other reaction — whether you lose your temper or get flustered — compounds the problem.

    Instead, a good entrepreneur must have the ability to keep his cool in an emergency or crisis. It may not make the problem easier to solve, but it certainly won’t make it harder.

    Honestly, losing your calm is a quick path to becoming the kind of person who gives up in the face of adversity. Instead giving in to frustration, remember classic entrepreneur Benjamin Franklin.

    Franklin kept his calm as he experimented and tweaked his inventions again and again in pursuit of success. He didn’t give up during his many failures – he chose to innovate. You can choose innovation, too.

    If an entrepreneur can handle failure without frustration or anger, s/he can move past it to find success.

    3. Successful Entrepreneurs Pay Attention to Details

    Restricting your attention to the big picture can be even more problematic than ‘sweating the small stuff.’

    As an entrepreneur, unless venture capital has magically dropped out of the sky, a small expense can be a killer. It’s attention to detail that can make a small business successful when it has competition and it’s attention to detail that can keep costs down.

    Attention to detail can be difficult to maintain — going over ledgers can be tedious even when you aren’t trying to pay close attention — but keeping your eye on a long-term vision is just asking for a problem to sneak in under a radar.

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    After a business grows, an entrepreneur might be able to hire someone to worry about the details. In the beginning, though, only one person can take responsibility for the details.

    Skeptical about the importance of details? Look no further than Howard Schultz, who grew a small coffee shop called Starbucks into one of the most globally successful coffee businesses in the world through his extreme attention to detail.

    He is famous for taking all aspects of growing a business into account, paying attention not only to financially smart business decisions, but also focusing on socially responsible business decisions. Details can take you far.

    4. Successful Entrepreneurs Embrace Risks

    No entrepreneur has a sure thing, no matter how much money s/he stands to earn on a given product. Even if a product tests well, the market can change, the warehouse can burn down and a whole slew of other misfortune can befall a small business.

    It’s absolutely risky to run a business of your own and while you can get some insurance, it’s not like most investment options. Even worse, if something does go wrong, it’s the entrepreneur’s responsibility — no matter the actual cause. In order to deal with all of that without developing an ulcer, you have to have a good tolerance for risk.

    You don’t need to channel your inner frat boy and take on absolutely stupid risks, but you need to know just how much you can afford to risk — and get a good idea of how likely you are to lose it. If the numbers make you uncomfortable, the risk is too great.

    Embracing risks is essential for growth and additional success, as well. Walt Disney, for example, could have stayed comfortable with his advances in the film and animation industries, but decided to expand his brand with a new dream: a theme park that soared above the competition. Without taking this risk, the incredibly successful Disney theme park empire would never have come about.

    An entrepreneur has to be willing to accept pretty big risks, with some level of comfort.

    5. Successful Entrepreneurs are Balanced

    You can take any characteristic too far. There’s a point at which attention to detail can become obsession or calm can become unemotional response.

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    As an entrepreneur, you have to be able to balance your characteristics, getting the most of them without going over the edge. But balance for an entrepreneur goes far beyond keeping your characteristics in check, though.

    Just as an entrepreneur doesn’t have a boss to keep them at work when necessary, they don’t have one to send them home when they’re done. If you are working for yourself, you have to decide how to balance your work and home life — and if you have a day job to add into the equation, balance just gets more complicated.

    Oprah Winfrey, one of the most successful and influential entrepreneurs out there, understands the importance of balance. Winfrey has a lot going on; she runs her own media kingdom, acts, produces films, publishes print, and more. In an interview with Fast Company,[1] she talks about her efforts to balance priorities and self care, saying that she must ask herself what is truly important in each limited day.

    You may or may not have as much on your plate as Oprah, but learning how to balance whatever you have going on in life will certainly help you farther along down the road as you learn to be a great entrepreneur.

    6. Successful Entrepreneurs are Passionate and Motivated

    In order to develop any of the above characteristics, you must have a foundation of passion. Staying disciplined day after day during the building of your business takes unrivaled motivation.

    Before you start any business, ask yourself if you can sustain true excitement about your idea during even the darkest days ahead of you. If the answer is yes, then good for you! Nurture your natural motivation by taking these action steps throughout your business journey:

    • Commit to making short and long-term goals. Check in with them often to stay on task.
    • Have a plan in place for the inevitable days when you feel discouraged. Make a list of things that will help keep you motivated and focused.
    • Share your ideas with trusted individuals who are just as excited as you are. They will help keep your enthusiasm rolling even when you are feeling down.

    By being prepared for apathetic days and holding fast to your authentic passion, you can actually enjoy your journey to success.

    7. Successful Entrepreneurs Adapt

    Remember this one word: flexibility. Seasoned entrepreneurs know that change is not only a part of life, but also a part of the business world. Expect change and choose to adapt.

    As a new entrepreneur, it will be tempting to cling to your original business plan with no exceptions, even if you notice it isn’t working. Good entrepreneurs know that it’s okay to make smart, informed changes in order to ensure efficiency.

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    8. Successful Entrepreneurs are Marketing and Sales Experts

    No matter what kind of business you are starting, a knowledge of marketing and sales will save you many headaches. A passion for creating a beautiful handmade lifestyle product is not enough to run a successful lifestyle brand; it is critical that you understand key business principles in addition to your natural skills or great product line.

    Not sure how to start? Taking business courses is a great idea, but you can also easily brush up on sales and marketing through free online resources. Check out these 10 Sales Skills Everyone Should Master To Be Successful to begin now.

    9. Successful Entrepreneurs Have Strong Money Management

    Along with sales and marketing skills, money management is a very useful tool in the box of the entrepreneur. Understanding how to best manage your money can be the difference between early success and early failure in the business world.

    If money management isn’t your strongest skill, prepare to hire a financial expert to help you with any tricky business that comes up. Financial guidance and knowledge is never a bad idea.

    10. Successful Entrepreneurs Ask Questions and Continually Improve

    Pride is a natural human quality, but it’s important to humbly conduct some constructive criticism every now and again on both yourself as a leader and your new business as a whole.

    Assess how things are going and be willing to make positive changes if necessary. Here’re 15 ways to cultivate lifelong learning.

    If you are always improving, then how can you ultimately fail?

    The Bottom Line

    Let me remind you of one important fact: the qualities of an entrepreneur listed here are not exclusively available to some people and elusive to others.

    Although some people may have natural strengths and weaknesses, these qualities can be learned by anyone interested in taking up the entrepreneurial challenge. It might not be easy to change old habits, but it is absolutely possible to cultivate these characteristics in yourself.

    Whether you’re a business owner or an aspiring entrepreneur, with hard work, you can train yourself to develop the qualities that truly determine the entrepreneurial spirit and future success.

    Featured photo credit: Unsplash via unsplash.com

    Reference

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