Transcript
Speaker: We probably started our businesses so we could have a personal life, so we could spend time with our family, so we could feel like we don't need to resent the time that we're spending with people or resent that we have these things going on, which is exactly why we built our business.
Speaker: Welcome to the She Can Systemize podcast.
Speaker: I'm your host, Taryn Rochelle, your girlfriend with a systems plan.
Speaker: Just like you, I wear many hats.
Speaker: As a mom of two, CEO and founder of The Socialized Style Co.
Speaker: and reoccurring conference speaker, it is my mission to not only build my business around my life, but to help you do so as well.
Speaker: And how do I help you do this?
Speaker: Systems, of course.
Speaker: This podcast is here to help you infuse systems in your business and
Speaker: and your personal life so we can ditch the overwhelm and feel in control.
Speaker: So it's time to pop in those AirPods, listen while you work, or relaxing with a glass of wine or my go-to, an espresso martini, and buckle up because we're about to turn chaos into confetti in your life because yes, you can systemize and I am here to help you do it.
Speaker: Hey guys, welcome back to episode two of season two of She Can Systemize.
Speaker: I'm your host, Taryn Rochelle.
Speaker: And if you are tuning into this episode, it is probably because you have a to-do list that is way too long, or you just go through your day unsure of what is needed to get done.
Speaker: And you're feeling overwhelmed in your day-to-day business or your personal life.
Speaker: And this episode is going to help relieve that overwhelm and that stress.
Speaker: So you can feel control of your day.
Speaker: So when it comes to to-do lists and things that you have going on in your business or your personal life, it's honestly kind of inevitable.
Speaker: We're always probably going to have something we have going on unless we allot for time off in our business or
Speaker: or going on vacation.
Speaker: But any parents out there, I'm sure you agree with me that even when we're on vacation, there are still things to do when we have kids.
Speaker: So when we have all of these things that are going on, a lot of times they can be living in our head rent free, or we have so much on our plate that we just can't ever feel productive.
Speaker: We go through the day and by the end of the day, we are exhausted.
Speaker: We don't feel excited.
Speaker: We're not really celebrating our wins.
Speaker: We don't feel productive.
Speaker: It can trickle down into how our kids feel about the end of the day, how maybe your conversations are with your spouse.
Speaker: When I wasn't incorporating this power of three method, that is exactly what was going on.
Speaker: I was not feeling accomplished.
Speaker: I was feeling very unproductive.
Speaker: I could be getting done 10 plus things in my day, but I had 20 things on my list.
Speaker: So I felt very unproductive.
Speaker: I was like, well, I didn't get the 20 things done.
Speaker: So that means that I'm not accomplished for the day.
Speaker: I have this little notepad that I use to jot down like my day that I got from Amazon.
Speaker: And I'll link it below because I love it so much.
Speaker: And at the top of it, it literally asked me like, how is the day going to go?
Speaker: Or like, how do I want the day to go?
Speaker: And I always put like productive or like, you know, all these things like motivational words.
Speaker: And then I would not finish every single thing on my to-do list.
Speaker: And then I wouldn't feel that way.
Speaker: And it's funny because this actual notepad has three top priorities.
Speaker: And yes, I would put those down.
Speaker: But I would still list a million different things that I wanted to get done that day on this notepad.
Speaker: Not really following the top three priorities and also not blocking my calendar to allot for the amount of time that each of those tasks are going to need for me.
Speaker: So yes, I had this notepad that was pretty much telling me to do almost exactly what I'm going to be breaking down for you guys today, but I didn't have a clear process and a system to make this a reality and to actually be productive.
Speaker: Like I was writing to myself at the top of this in my day, I was feeling not productive.
Speaker: I was feeling unorganized.
Speaker: I was feeling unaccomplished.
Speaker: So if you're feeling that way,
Speaker: This episode is for you and we are going to dive on into this.
Speaker: So a big thing that goes on in the online space is hustle culture.
Speaker: People are either pro hustle culture or they are very anti hustle culture.
Speaker: I'm more on the side of anti hustle culture, but sometimes there are seasons for hustling.
Speaker: Okay.
Speaker: There are times that your life is going to be a little bit busier than other times of your life.
Speaker: Think about the holidays, for example.
Speaker: If you celebrate Thanksgiving, Christmas, all the holidays in between and behind, like there are so many things going on and it is just a busier season of life.
Speaker: you know, it's going to be a little bit less busy than probably April or May because we don't have all of these holiday things that are happening.
Speaker: So sometimes just like in a calendar, like for Christmas and Thanksgiving, you can look at your business that way of, yes, there are going to be seasons of your business
Speaker: that are busier.
Speaker: There are going to be seasons of your personal life that are busier.
Speaker: When my kids are in sports, those seasons are a little bit busier because we have practice and
Speaker: We have games, we have team parties, it's going to be busier.
Speaker: You know, summer is going to look different than when my kids are in school.
Speaker: So you have to remember that yes, hustle culture can be a little bit toxic when people are saying you have to hustle 24 seven in order to be successful.
Speaker: But sometimes there are seasons for hustling.
Speaker: There are seasons where your to-do list may be a little bit bulkier, but
Speaker: than they are normally, and that is okay.
Speaker: But in your day-to-day and most of the time of your business in your life, I want you to try and incorporate this power of three method that we're gonna walk through and see the difference that it makes.
Speaker: See if you feel more productive.
Speaker: See if you are celebrating your wins.
Speaker: See if you are feeling a lot better at the end of the day than you were before.
Speaker: So when it comes to the power of three,
Speaker: The biggest thing to keep in mind here is yes, I'm telling you to pick three things to have on your to-do list.
Speaker: I know you probably just want to turn off this episode right now because you're like, well, I can't do that, Taryn.
Speaker: I cannot pick three things to do in my day and only have those three things.
Speaker: I am not here telling you that you can only work on three things in your business or your personal life that day.
Speaker: You do those three things and then you plop yourself on the couch.
Speaker: If you want to do that, awesome.
Speaker: I have days where that is exactly what I do.
Speaker: I finished my power three and I sit on my couch and watch Bravo and binge all of my housewife shows that I have been missing.
Speaker: So sometimes that is just what your day is going to look like.
Speaker: But if you want to add more things into your day, do that after.
Speaker: those top three priorities are completed.
Speaker: Okay.
Speaker: These are the top three things that need to get done today based off their priority levels and also the due date of the task.
Speaker: How many of you guys listening and you can raise your hand privately in your own home where no one's watching you.
Speaker: How many of you guys add things on your to-do list just from seeing something on social media that day?
Speaker: or hearing something on a podcast and you're like, oh, well, I need to incorporate this right now today.
Speaker: How many of you guys do that?
Speaker: These are things that are just ideas.
Speaker: They are exciting.
Speaker: It's shiny object.
Speaker: We all have that.
Speaker: We all get shiny object syndrome.
Speaker: I am a systems person and I get it, but I organize my shiny object syndrome.
Speaker: I see, does this really need to happen today?
Speaker: Or is this a great idea that I should circle back to on a day that I have one of my power of three tasks to look through my shiny object syndrome to-do list that is in ClickUp and see if any of those things I want to incorporate and how I'm going to incorporate it.
Speaker: So there are ways to systemize your shiny object syndrome and to still feel like you can gain that inspiration.
Speaker: You can get those ideas, but it doesn't need to go on your to-do list
Speaker: today, right now.
Speaker: So the best way to go about incorporating the power of three method is to one, look at your week.
Speaker: Okay.
Speaker: A lot of times people like to do this on Mondays, which can be great.
Speaker: If that feels overwhelming for you and you want to go into Monday already knowing what's happening in your week, maybe try doing this on Saturdays or on Sundays.
Speaker: Sunday is the day that I personally like to do this.
Speaker: because I like to also look at our family's calendar.
Speaker: I like us to go into the week already knowing what's going on, already knowing what's happening at school.
Speaker: Do our kids have spirit weeks this week?
Speaker: Is there softball games?
Speaker: Figure out all that and incorporate that into my weekly schedule.
Speaker: So you want to pick a day that you can look at your week,
Speaker: and figure out what is going on during that week.
Speaker: So I want you to take a look at your week and then jot down everything that is due in your business, that has high priority levels in your business.
Speaker: And then when it comes to your personal life, anything that is already on the calendar, like sports,
Speaker: like parent-teacher conferences, like a date night with your significant other.
Speaker: You know, anything that is on your calendar in your personal life needs to be incorporated in your calendar in general.
Speaker: This is a big thing that people miss when it comes to scheduling out their business.
Speaker: And this is how we get into the trap of
Speaker: of building our life around our business instead of our business around our personal life.
Speaker: We want to make sure that when we are figuring out our power of three and we are jotting down what's going on in our week, that we are not just thinking about our business.
Speaker: that we are thinking about our personal life and our families.
Speaker: So I want you to look at your schedule and jot down everything that you have going on during the week.
Speaker: Okay.
Speaker: And then we're going to break this down into days of the week.
Speaker: And each day, I want you to give yourself a power of three tasks.
Speaker: These are again, tasks or things that are going on in your life or your business,
Speaker: that are needing to get done on that day based off of the due date and priority levels.
Speaker: You're probably like priority levels.
Speaker: Like, how am I going to know this?
Speaker: This is where a project management tool really comes in handy.
Speaker: So especially one like ClickUp, which is our go-to project management tool, you can utilize a feature in there called priority levels.
Speaker: And it puts a flag based off of what you put on there of it being like a high priority level, a medium one, like a normal one, a low one.
Speaker: So you can really categorize your tasks based off of those priority levels, as well as the due dates that you set up in ClickUp.
Speaker: So using a project management tool in tandem with a written calendar, if you still like to use a calendar, which I am a calendar girly writing down in my planner,
Speaker: I use them in tandem together because how many of us have a paper planner out there that has all these things or have multiple paper planners that we have bought during the year?
Speaker: And then there's all these due dates in there, but what's reminding you?
Speaker: It only reminds you if you open it.
Speaker: So when you use a project management tool like ClickUp, it can send you reminders to your ClickUp,
Speaker: It can send you reminders to your emails.
Speaker: I do an email summary every day that sends me an email in the morning with everything that is due that day, high priority levels, everything like that.
Speaker: It gives me my daily summary every single morning.
Speaker: So there are ways to utilize these system tools that you have or should have in your business to your advantage when it comes to your to-do list.
Speaker: So once you look at this and you are like, okay, I have my three things that I need to get done this day.
Speaker: Okay.
Speaker: Monday through Friday or Monday through Saturday, if you want to incorporate the weekends to which I do because of personal life.
Speaker: So once you have those in there, I want you to audit it one and make sure that you have thought about your personal life.
Speaker: And if you have not,
Speaker: Make sure to adjust your power of three.
Speaker: So sometimes my day may only have one major business task that needs to get done.
Speaker: and two personal tasks that need to get done.
Speaker: So I have an example.
Speaker: I had to create these snack bags for my daughter's softball team.
Speaker: And I had a feeling it was going to take me a little while because I was trying to be Pinterest mom and make them very cute.
Speaker: And so I made that one of my power three.
Speaker: And I'm so glad I did because they took me a lot longer than I anticipated.
Speaker: And so I am so glad I plugged that in because if I didn't, and I gave myself three business tasks that I needed to get done in that day,
Speaker: And then I also had these bags I needed to create for my daughter's softball team.
Speaker: I could feel not productive in my business.
Speaker: I could resent that I have to make these snack bags for my daughter's softball team, which is something that I actually enjoy.
Speaker: And I don't want to take the joy out of that.
Speaker: And so incorporating your personal life into your to-do list is really going to allow you to build your business around your life.
Speaker: It's going to not have you resenting parts of your personal life because they don't fit into your business schedule.
Speaker: We probably started our businesses so we could have a personal life, so we could spend time with our family.
Speaker: So we could feel like we don't need to resent the time that we're spending with people or resent that we have these things going on, which is exactly why we built our business.
Speaker: And so I want you to make sure that you have incorporated stuff that you have going on in your personal life or stuff that you want to be doing in your personal life that week, like date nights, like maybe just taking a
Speaker: part of your day off of work and just having a personal health day.
Speaker: Maybe it's going and getting your nails done or going and getting your hair done.
Speaker: That takes a couple hours.
Speaker: That's something that you need to allot in your day because if you don't and you stack your day full of all these business tasks,
Speaker: then you're going to cancel that appointment or you're going to go to it.
Speaker: And then you're going to get back and you're going to feel so overwhelmed because you have 5 million things to do in your day.
Speaker: So I want you to really incorporate your personal life tasks into your power of three.
Speaker: There may be days that maybe you don't have one and that is okay, but I want you to make sure that there are still personal life aspects infused in your week.
Speaker: so that you feel like you are in control of your calendar and that your calendar is not in control of you.
Speaker: Now, the best way to be able to complete what is happening in your power of three, and don't worry, I'm going to be telling you, well, what about all of the tasks that I want to get done?
Speaker: I want more than three things in my day.
Speaker: We're going to be covering that.
Speaker: Okay.
Speaker: But in order for you to be able to do
Speaker: those other parts of your business or other parts of your personal life, that would be great to do.
Speaker: If you had the time, we need to make sure that we give ourself enough time to complete these power of three tasks.
Speaker: And in order to do that, you need to really start to incorporate time estimates for your tasks.
Speaker: Okay.
Speaker: So when it comes to business, a really great way to do this is to utilize time tracking.
Speaker: There are great tools like Toggle and there's Chrome extensions for them where you can literally track yourself as you're completing a task.
Speaker: If you utilize a system tool like ClickUp, you can do this within the task itself inside of ClickUp by time recording yourself of that task.
Speaker: And then when this task comes up again, you can create time estimates that
Speaker: of how long this task should take you based off of how long it took you in the past.
Speaker: So if this is a new task in your business, then try recording yourself, try time tracking yourself so that you can see how long this task is actually taking you and your business.
Speaker: And then if it is one that you have already done, see if you have already recorded your time or just give yourself an estimate.
Speaker: Like I, you know, I think that this normally takes me about two hours, give yourself that time and then time track yourself and
Speaker: and see if those two match up.
Speaker: So when we have these time estimates for our business, then we can incorporate them into our calendar and you can map out exactly what time of day you want to get this test done and how long it's going to take you.
Speaker: So if one of your power of three tasks is to create your Instagram graphics for that next coming week, okay, you want to sit down and just batch them all out and have them done.
Speaker: If that takes you about, you know, an hour or two, whatever it takes you, put that into your calendar, into your day and block off two hours of your time to complete that task.
Speaker: That way, if it takes you less than that time, awesome.
Speaker: Then we can pull up one of our other tasks, which I'll talk about in a second.
Speaker: But if it doesn't take you that time, it takes you longer than that shows you, you're not allotting yourself enough time to complete the task.
Speaker: This can mean two things.
Speaker: This can mean one, you're just kind of like hoping it'll take you a little bit less time.
Speaker: So you're just like, you know, I'm just going to push myself, but you really know deep down, it's going to take you longer.
Speaker: Or maybe there are things you're doing in your process of this task that really shouldn't be there or taking too long or something that should be automated.
Speaker: So really figure out ways that you can streamline the process.
Speaker: If your task again is to create Instagram graphics and you can't,
Speaker: haven't already planned out what is going to be happening that week of your content, or you're scrolling through your collections on Instagram, looking at all the inspiration that you have saved, but you can't remember why you saved it.
Speaker: Maybe you should try a different process of that and sending those Instagram posts over to ClickUp as an example to show, okay, I want to make a post about X and use this sound to do X. That is something you can do inside of Instagram,
Speaker: and share content ideas over to ClickUp.
Speaker: Okay.
Speaker: So there are ways that you can streamline the way that you are completing these tasks so that they aren't taking you as long.
Speaker: So if your tasks are starting to take you longer than the time that you allot for yourself, then you really need to audit that task and see, are you just not giving yourself enough time?
Speaker: And this is, this is how long it really is going to take you.
Speaker: Or are there things in that task that really shouldn't be there?
Speaker: Okay.
Speaker: So once we have done that and you have allotted for that time for those tasks, I want you to be realistic with yourself.
Speaker: Okay.
Speaker: Are these tasks really going to take you this long?
Speaker: And if they are,
Speaker: then do you really have time to give yourself a wishlist of other tasks that would be great to get done?
Speaker: I have days where I look at my power of three and I know that it is going to take me this long.
Speaker: And if I add in more things that I would love to do that day, I'm going to be overwhelmed.
Speaker: I'm going to be looking at that list of five to 10 more things and be like, oh my gosh, like I need to rush through this so I can get to these five to 10 things.
Speaker: If I know I'm going to feel that way, I don't give myself this wishlist and I just focus on these three things.
Speaker: And then those days are days that I do just maybe take off and, you know, spend the rest of the day on the couch.
Speaker: or I give myself, you know, extra time to go to lunch and go out to lunch with my husband.
Speaker: Like there are different things that maybe I want to do on those kinds of days that are going to be a little bit busier in my life.
Speaker: And then on days where maybe it's not stacked so heavy and you feel like, Hey, if I got these three things done or when you get those three things done,
Speaker: it would be great.
Speaker: Or I would love to complete X amount of things.
Speaker: I would leave these capped at like five to seven, maybe seven, but five is like my magic number for this.
Speaker: Um, I would leave this at about like five tasks that you would love to do if you had the time.
Speaker: And if you don't have the time, it is okay.
Speaker: These can move to the next day.
Speaker: These can move to the next week.
Speaker: It's okay.
Speaker: They're not due.
Speaker: They don't have high priority levels and that is okay.
Speaker: So these right here are going to be your wishlist.
Speaker: They're going to be things that you would love to get done.
Speaker: If you had the time, they will not be your power of three.
Speaker: We already have our power of three established.
Speaker: This is just a wishlist.
Speaker: If you have a task that you get done earlier, okay?
Speaker: or you get done all three of your power of three and you're like, yes, I want to keep going and I'm going to now add in this task.
Speaker: We're not going to now take that five wishlist task list and plug it into our calendar and try and do every single one.
Speaker: Take one at a time and plug it in and finish it.
Speaker: Okay.
Speaker: Finish that one.
Speaker: You want to keep going.
Speaker: Take another one from the wishlist, plug it up, finish it, keep going.
Speaker: You finish it.
Speaker: You're done with your day and you don't want to work anymore.
Speaker: Guess what?
Speaker: You have still completed five things that day out of five things that you put on your list because we plugged up two from our wishlist and we completed them.
Speaker: Okay.
Speaker: If you plug up all five and now you have eight things that you wanted to get done that day,
Speaker: and you only got five of them done, which one do you think you're going to feel more productive of?
Speaker: The day that you got five out of five things done, or the day that you tried to be a little too ambitious and plugged up all five of your wishlist items, and you only got five out of eight things done?
Speaker: Probably the five out of five things that you got done.
Speaker: And that is how you can really just start to condition your brain to feel more productive in your day, to want to celebrate your wins.
Speaker: Okay.
Speaker: When I get done my power of three, I am so excited.
Speaker: I want to celebrate it.
Speaker: I will tell my husband that I like got these things done and I just feel so accomplished days that I just really try to overextend myself.
Speaker: I push myself more than I know that I should.
Speaker: I just feel like crap.
Speaker: I feel like I'm not productive.
Speaker: I'm just overwhelmed that day.
Speaker: Even if I got one big thing done on my list that really needed to get done, I just really don't feel productive or excited because I have a million things on my list that I just didn't complete.
Speaker: So when we really start to prioritize our to-do list this way, we will feel more productive.
Speaker: You will have that sense of empowerment in your business.
Speaker: You will feel in control of your calendar.
Speaker: You will not feel like it's controlling you.
Speaker: So I want you to really start to look at your to-do list and really start to audit what your day-to-day looks like, what your week-to-week looks like.
Speaker: How are you feeling at the end of the day?
Speaker: You know, I love to reflect with myself and I also like to reflect with other people.
Speaker: So if I feel like I just had a really unproductive day, I will sometimes also go and maybe talk to my husband and be like, you know, how did I like come across this day?
Speaker: You know, like maybe I was a little more snappy that day and that could be in result of me feeling very unproductive in my business or me feeling like I didn't prioritize something in my personal life.
Speaker: And I feel like a bad mom today because I just really didn't put that into my priorities of getting something done for my personal life.
Speaker: And in return, that's how I feel about myself when I shouldn't feel that way because I'm in control of my calendar.
Speaker: I'm in control of plugging in, going to my daughter's school to help out in her classroom.
Speaker: I'm in control of going on a lunch date with my husband that day.
Speaker: I'm in control of these things because I own my own business.
Speaker: I am the CEO of my business.
Speaker: And these are the things that I want you to say to yourself when you are figuring out your schedule, when you are feeling overwhelmed, when you are thinking, why do I have so much on my plate today?
Speaker: Like who did this?
Speaker: Like I'm going to talk to my boss today.
Speaker: and tell them to stop putting so much stuff on my to-do list.
Speaker: You're going to be talking to yourself in the mirror.
Speaker: So you really need to think about these things as you are going about your to-do list, as you are figuring out your calendar.
Speaker: Look at this process of the power of three
Speaker: look at different ways that other people teach task management and really see what works for you.
Speaker: You know, the power of three method may not work for you.
Speaker: It works for most.
Speaker: And a lot of our clients that implement it, love it.
Speaker: A lot of our community that has implemented this
Speaker: has just come to me and they're like, you know what?
Speaker: Like I have never thought of my to-do list this way and really incorporated it.
Speaker: And I do feel accomplished.
Speaker: So really see what you think will work best for the way your brain works, for the way that you think, for the way that you want to feel about your schedule and your calendar, and then implement it.
Speaker: Give yourself time to test things out.
Speaker: and see the difference.
Speaker: Do a reflection of how you feel right now in your to-do list, in your day-to-day, your week-to-week.
Speaker: Then implement the Power of Three method, and then do a reflection after you have utilized this method for a week or two, and see how you're feeling now.
Speaker: Okay.
Speaker: If you're feeling great, this was so helpful.
Speaker: One, I want to hear about it.
Speaker: So shoot me a DM on Instagram or put a review here on the podcast.
Speaker: And if you don't feel good about it, then that's okay.
Speaker: Then maybe that means you need to find a different method that works for the way that you work, your brain works, the way your family operates, the way that some people do things in your business or their personal life.
Speaker: may not be the way that you need to do it in your business or your personal life.
Speaker: But I am here to really help you develop these systems and put these tools in place in your business and in your personal life.
Speaker: So you can feel like the CEO of your business.
Speaker: So you can feel like you can build your business around your personal life, that you can show up
Speaker: as the mom, the wife, the husband, the friend, the person that you want to be in your life to other people, that you can show up that way, but also have a thriving business.
Speaker: Because I love being a mom more than anything, but I also love having a business.
Speaker: I need to have an identity outside of being a mom and
Speaker: And my identity outside of being a mom, one of them is that I have my business.
Speaker: You know, another one, I'm a softball coach.
Speaker: I need to have these different outlets and it is just really important for me.
Speaker: And so I want you to have that sense of you can do that too, that you can take this chaos that you're feeling in your life and systemize it.
Speaker: that you can feel organized in your day-to-day.
Speaker: So I hope this was super helpful for you.
Speaker: If you are listening to this and you're like, oh my gosh, this is exactly what I needed.
Speaker: Make sure that you check out a system four, which is our resource that is going to help you create systems for 11 areas of your business, okay?
Speaker: And at the time of recording this, we are going to be adding in a training on the power of three.
Speaker: If you are a visual person,
Speaker: and you need to visually see this as well as have a ClickUp template to go along with it, definitely jump in a System 4 because when you join a System 4, you will get access to any future trainings and templates that we add in there.
Speaker: So at the time of recording this, there are 11 already in there.
Speaker: And if you join and then we add more, then you automatically get access to those two.
Speaker: So make sure you take a look at that.
Speaker: And if you're listening to this episode, when that power of three training is already live, then you will be golden because you'll get to listen to this and then go right into visually seeing this method.
Speaker: But if you are listening to this, when it is not live yet, you should still take a look at a system for, because there are so many trainings on there, like automations, getting started with a project process, speaking on podcasts, attending a conference, so many different things.
Speaker: And then once the training on the power of three is in there, you will get an email letting you know that is live and ready for you to watch and implement in a visual way.
Speaker: So I hope this episode was so helpful for you.
Speaker: Make sure to let us know if you incorporate the power of three.
Speaker: I would love to hear how it changed the way that you go into your day-to-day and your to-do list.
Speaker: And we are just ending the era.
Speaker: of never ending to-do lists, of mile long to-do list people.
Speaker: We are ending that era so you can feel productive and you can feel in control of your schedule.
Speaker: So I can't wait to be back in your AirPods soon.
Speaker: So make sure you take a listen to all the episodes that we have live already on She Can Systemize.
Speaker: And I will see you on the next episode.
