SYS 115: How To Organize Your Business (and Yourself!) Using a Task Manager

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Want to increase efficiency, organise yourself, gain more insight into your staff and what they do with increased visibility, and easily create a plan for setting up systems in your business?

This episode highlights the incredible advantages of using a Task Manager to keep all aspects of your business under close accountability without succumbing to micro-management and hours of precious time lost by you.


💡 When creating task boards for our teams and business, we should also include ourselves.

💡 All of your recurring work can be set up on a task board with a daily, weekly, monthly, and periodic column. Within a couple of months, you should have all your tasks recorded.

💡 You can use Toggl to time all your repetitive tasks, which integrates directly into your task management app. Once you have all your tasks recorded, you can decide who else could do these tasks to free up time.

💡 Keep all the conversation about the task as a comment on each task. This allows you to see the whole history of the task.

💡 Add all recurring tasks in your business to another project so you can go to one place to check progress rather than checking each of your staff member’s separate boards.

How To Organize Your Business (and yourself!) Using a Task Manager


0:39 – 💬 ‘Organizing your Business using a Task Manager is incredibly easy to do, and doing this will change how you think about task delegation and management.’

11:10 – 💬 ‘Keeping all the conversation about the task on the comment section of the task itself allows the team to collaborate and communicate far more efficiently.’

17:32 – 💬 ‘Organizing your Business using a Task Manager creates a blueprint for your entire business, creates a plan for offloading your work, and will help you indicate which tasks or processes in your business require streamlining.’

18:03 – 💬 ‘By knowing how long stuff is taking and being aware of your team's capacity, you can get them to sharpen their tasks by empowering them to have the authority to go away and be your 'Internal Process Optimizers'.’



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Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners are overwhelmed because they don’t know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

To learn more about organising your business, check out this episode:
Productivity Hack: Organize For Sharing Not for Searching!

You may also like:
How to Get Business Grade Features From Your Task Management App Without Paying Business Rates


Apps, podcast, Systems

Steve Day

About the Author

Since 2016, Steve has helped hundreds of business owners to systemise their businesses and outsource their work. In doing so, he has helped them regain control of their lives and create the businesses they set out to build.

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