How to Organize and Streamline Your Business: Practical Tips to Get Back to Doing What You Love
As a business owner, there’s nothing more frustrating than feeling bogged down by endless administrative tasks. You started your business because you’re passionate about what you do, not to spend hours drowning in emails, invoices, and spreadsheets. I get it—I’ve been there too.
That’s why I’m here to help you simplify, streamline, and get organized. In this blog post, I’ll be sharing practical tips on how to outsource effectively, set up systems that actually work, and establish your "queen bee" role to ensure your business flows smoothly. Whether you're just starting out or looking to optimize your established business, these actionable steps will help you reclaim your time and energy.
Why Outsourcing is Essential
First things first—let’s talk about outsourcing. I know it can be hard to let go of control, especially when you’ve built your business from the ground up. But trust me, outsourcing isn’t about losing control; it’s about gaining freedom.
What to Outsource (and When)
So, how do you know what to outsource? Here’s a simple rule of thumb: If a task isn’t directly tied to your unique skill set or passion, consider outsourcing it. Think of tasks like:
Administrative work (scheduling, emails, data entry)
Social media management (content creation, posting, engagement)
Bookkeeping and financial management
Customer service (responding to inquiries, handling returns or complaints)
When should you start? If you find yourself spending more time on admin tasks than on your core business activities, it’s time to get help. The goal is to free up your time so you can focus on the big-picture aspects of your business—the things only you can do.
Practical Example: How I Outsourced Admin Tasks to a Virtual Assistant
For instance, when I realized that daily admin tasks were eating up a significant chunk of my time, I knew it was time to bring in a virtual assistant (VA). My VA (and she’s amazing) now handles tasks like:
Email management: Sorting my support inbox, flagging important messages, and responding to routine inquiries. I like to manage my own inbox. We use inbox zero as our system.
Data entry: Updating client information, tracking expenses, and organizing documents.
Task management: Setting up and tracking tasks in Notion or Asana, ensuring everything stays on track.
Outsourcing these daily tasks freed up my time and energy, allowing me to focus on client work and strategic planning. Plus, it gave me peace of mind knowing that the administrative side of my business was running smoothly.
Crystal Eva’s Favorite Systems for Organization
Now, let’s dive into some systems that can help you stay organized. These are the systems I personally use and recommend to my clients because they work.
1. Project Management Tools
Tools like Notion or Asana are lifesavers for keeping track of tasks, deadlines, and team collaboration. I use Notion to break down projects into manageable tasks, assign deadlines, and track progress. This way, nothing falls through the cracks. I use Asana when delegating tasks to the team. I also like to use Asana with clients and track progress on open projects.
2. Customer Relationship Management (CRM)
If you don’t already have a CRM system in place, it’s time to get one. A CRM like Dubsado (get 20% off your first month or year) isn’t just for corporate giants; it’s for any business that interacts with clients. A CRM helps you manage client information, track communications, send invoices, and automate workflows.
Pro Tip: Start by mapping out your client workflow from initial contact to project completion. This will help you identify areas that can be automated, like sending follow-up emails or setting up appointments.
3. Automation Tools
Automation is your best friend. Whether it’s setting up automated email sequences with FloDesk (Get 50% off your first year of Flodesk) or scheduling posts with Buffer, automating repetitive tasks saves you time and mental energy.
Your "Queen Bee" Role: Focus on What Matters Most
One of the most important steps in creating a smooth-running business is identifying your "queen bee" role. This is the role that only you can fulfill—the heart of your business.
For me, my queen bee role is working directly with clients to develop strategies that help them grow their businesses. Everything else—admin, social media, bookkeeping—can be outsourced or automated. When I stay focused on my queen bee role, my business runs more smoothly, and I feel more fulfilled.
Practical Exercise: Find Your Queen Bee Role
Take a moment to list out all the tasks you do in your business. Now, circle the ones that align with your unique skills and passion. These are your queen bee tasks—the ones that you should focus on. Everything else? That’s what you should outsource or automate.
The Difference Between Effective Work and Busy Work
Not all work is created equal. One of the biggest traps we fall into as business owners is mistaking busy work for productive work.
Example: Busy Work vs. Productive Work
Let’s say you spend an hour a day organizing your inbox. Sure, it feels productive, but is it really moving the needle in your business? Probably not. On the other hand, spending that hour creating a new product or reaching out to potential clients is effective work—it’s directly tied to your business growth.
Next time you’re tempted to spend your morning sorting through emails, ask yourself: Is this busy work, or is it helping me achieve my goals?
"Eat the Frog": Why It Works
Have you heard of the phrase "eat the frog"? You may have seen this Reel where I breakdown how I get the hard stuff done first. It’s a productivity technique that suggests tackling your most challenging task first thing in the morning. Why? Because once that big, daunting task is out of the way, everything else feels easier and lighter.
Real-Life Example: My Morning Routine
For me, eating the frog means tackling client proposals first thing in the morning. They require deep focus and creativity, so I do them when my mind is fresh. Once that’s done, I can move on to smaller tasks like answering emails or scheduling social media posts. I also complete reporting first thing because my brain can handle a lot of data during that time.
Slowing Down to Speed Up: Finding Your Focus
In the hustle and bustle of running a business, it’s easy to feel like you need to do everything, all at once. But sometimes, slowing down and focusing on one key area can actually help your business grow faster.
How to Find Your Focus
Take a step back and identify the one thing that will make the biggest impact on your business right now. It could be refining your services, launching a new product, or improving your customer experience. Whatever it is, focus on that one thing and let everything else take a backseat—at least for now.
Determining Where to Get Help
Finally, let’s talk about determining where it’s most effective to get help. It’s tempting to try to do everything yourself, but that’s a surefire way to burn out. Instead, focus on getting help in the areas that will make the biggest difference.
Practical Example: Where I Got Help First
When I first started outsourcing, I knew I needed help with bookkeeping. Numbers aren’t my strong suit, and I was spending way too much time stressing over invoices and receipts. Hiring a bookkeeper was a game-changer—it took that stress off my plate and allowed me to focus on growing my business.
In a Nutshell: It’s Time to Take Action
I hope this post has inspired you to take action and start making changes in your business. Whether it’s outsourcing, automating, or simply slowing down to focus on what matters most, these small changes can make a big difference.
Remember, the goal is to get back to doing what you love—because that’s why you started your business in the first place. So take a deep breath, make a plan, and start implementing these tips today. Your future self will thank you!
I’d love to hear from you! What’s one thing you’re going to start outsourcing or automating in your business? Let’s chat in the DMs! 💬
About Crystal Eva
Crystal Eva is a Fractional Chief Operating Officer. She empowers and supports women entrepreneurs by streamlining their technology, enhancing client retention, and elevating the client journey and onboarding process with seamless efficiency.
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