Use Asana to Get to Inbox Zero

Working for yourself is the most amazing experience, but it can be so overwhelming.

Do you have an inbox full of unread emails, sticky notes covering your desk, and a whole list of tasks that should have been done already?

The stress tends to either lead to all day/night working episodes, or completely ignoring all of your responsibilities because starting is just too overwhelming.

I’m all about getting to inbox zero, but it’s nearly impossible to do without a proper project management system in place.

I’ve told you about my dear friend followupthen! This is great when you want to remind yourself of an email at a later point in time, but what about all the other stuff?

You know, the email that you think is a great resource, the information about a project, client information, and all the other things that should be on your to-do list. (Your inbox should not be your to-do list!)

Enter Asana. Now, there are two major ways that you can use Asana to help you get to inbox zero.

  1.         Forward or Copy & Paste Emails into Asana

There are some emails that come in that I just want to save. Can you relate? They are either full of information or have links/passwords included.

If this happens, you simply either forward the email directly to Asana or simply copy and paste the important information into an Asana project.

This way, you always have the information and it isn’t taking up valuable retail space in your inbox.

To find the email for an individual project, go to the project. Click the down arrow > Add Tasks via > email.

The email address for that specific project will pop up.

Asana Screenshot

When you forward the email, the subject will become the task name and the body of the email will become the task description. If there is an attachment, that will stay.

You can put multiple projects in as contacts in your email, but I like to create a separate project that says “add to projects” and simply sort the information from there.

  1.         Communicate within Asana

Do you ever get the “what’s the status of….” email? What about the “I can’t find that x you sent me, can you resend”? Or even better, “I didn’t get that or it went to spam”.

Well, you can communicate with your clients and employees right in Asana.

You can see what has been done and what hasn’t been done.

You can assign tasks to each other with due dates, and you can communicate within the tasks.

You can add comments, tag a team members using the @ symbol, and keep project communication out of your inbox.

Attach documents right in the project, so it won’t get lost. Attach links to Google docs for easy access.

The options are endless.

Did I mention that Asana was free? You and up to 14 team members can be on your workspace for free. Now, there is an upgrade available that has some pretty cool features, but the free version works amazingly!

Do you use Asana to help organize your tasks get to inbox zero?


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here


How To Use Asana To Achieve Inbox Zero #productivity #automation AmandaLeighVA.com 1How To Use Asana To Achieve Inbox Zero #productivity #automation AmandaLeighVA.com 2How To Use Asana To Achieve Inbox Zero #productivity #automation AmandaLeighVA.com 3

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Don’t be Perfect

I know what it’s like to have a business. I have so many things that I want to do.

I want all of it to be perfect.

In fact, I could spend an hour making a single social media graphic. I could spend an entire 40 hour work week perfecting my website. I could spend 5 hours writing a blog post.

All in the sake of being perfect.

But you know what? Perfect isn’t always the best way to go.

Perfect can be your downfall.

You should just finish it. Your graphics should look great, but they don’t have to be perfect. Your website should look great, but I’m not sure those are ever perfect. Blog posts should be helpful to your readers, but it doesn’t have to be award winning.

Don’t use perfection as an excuse.

Don’t delay creating a blog because you can’t write perfect posts every week. Don’t delay launching that e-book because it isn’t perfect yet. Just do it!

You can always edit it at a later time, but don’t let perfection be an excuse.

In fact, launching a product that isn’t perfect is absolutely ideal. You’re going to get feedback from users and you can adjust the product to suit their needs!

If you wait on everything being perfect, you’re going to lose out on sales, spend tons of valuable time doing tasks that should be used elsewhere, and you may never actually launch it!

Do you find yourself coming up with amazing plans, research it, start this amazing product, only to never actually finish it? You begin getting bored and discouraged because it isn’t perfect?

Stop doing that!

You’re probably your own worst critic. Do you ever think your own work is ever perfect? I feel I can always tweak and improve nearly every aspect of my business.

You should always be proud of your product, but perfect is a nearly impossible goal to reach. Don’t let that get in the way of you putting out an amazing product.

So, are you pushing back starting/finishing anything in your business because you’re concerned it won’t be perfect?



Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here


 

Stay Productive by Planning

Plan to have a productive week in your business and an entrepreneur
How to have a productive week even when you’re an overwhelmed entrepreneur. AmandaLeighVA.com

Staying productive can seem like such an impossible task, but it is completely doable with a plan.

Set out a time every week for a plan. I like to plan on Sundays, but first thing Monday morning or last thing on Friday works as well.

Bonus tip: while planning out your week, make sure you schedule time for batch processing!

Ideally, the planning would include several aspects.

  1. What is your biggest priority for this upcoming week and how are you going to accomplish that goal? (Examples: Write your blog posts, course creation, follow up with x number of leads, big client projects, etc.)
  2. What activities do you do daily? (Examples: Check emails, social media interaction, other client work, etc.)
  3. What appointments do you have set up?

First, look at your biggest goal for the week. What do you have to do every day to complete that goal? For example, if your goal is to write blog posts for next month, start every day dedicating an hour to writing blog posts. If you batch process your blog writing, take one hour on Monday and Tuesday to write your posts, one hour Wednesday and Thursday to edit them, and one hour on Friday to make graphics, format, and schedule them to post.

(Note that I didn’t say to do this after you check your emails and social media, those take too long and can be way too distracting)

Next, schedule blocks of time to work on your business and your client work. Don’t worry about the details just yet!

For example, maybe your week will look like this:

Monday

Tuesday Wednesday Thursday

Friday

Work on week’s goal Work on week’s goal Work on week’s goal Work on week’s goal Work on week’s goal
Business admin/marketing Business admin/marketing Business admin/marketing Meetings Business admin/marketing
Lunch Lunch Lunch Lunch Lunch
Client work Client work Meetings Client work Client work

Everyone’s list is going to look differently. Because much of my work is other entrepreneur’s “business admin/marketing”, I group my email, social media, and Asana updates with my clients, so my weeks look more like this:

Monday

Tuesday Wednesday Thursday

Friday

Work on week’s goal Work on week’s goal Work on week’s goal Work on week’s goal Work on week’s goal
Check and respond to emails Check and respond to emails Check and respond to emails Check and respond to emails Check and respond to emails
Social media posting Amanda Leigh Marketing Client work Client work Client work
Update Asana Update Asana Update Asana Update Asana Update Asana

After the days are somewhat grouped and batched, it’s time to plan out the details. Try to batch as much as possible together. Do you have multiple clients that you need to create graphics for? Are you creating multiple brand boards or logos? Try to batch like projects together.

I would also suggest not giving yourself exact times to work on these. It just seems like once you start running behind, it’s easy to get stressed and less motivated.

Side note, I can’t talk about planning a productive week without touching on emails and other incoming notifications. You can schedule time open and check your emails/social media, if that’s what you’d like to do. It is known to be best practice to only check your emails at certain times, but I understand how difficult that can be. I do, however, believe that you should schedule a chunk of time to check emails and then perhaps just glance at it throughout the day to satisfy the need to stay at inbox zero.

Instead, provide yourself with a list of tasks from most to least important that you’d like to get done each day, and in each category.

The next day, look at what you didn’t complete the day before and repeat!

How do you plan for your week?


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

If you could use an extra set of hands in your business, Schedule a FREE Discovery Call here


It’s Almost New Year’s, Are You Ready?

It’s almost 2018! I just can’t believe how quickly time flies. What about you?

I love taking this time of year to reflect. I don’t necessarily make resolutions, I just like to look back at how much things have changed in that year.

This year was a really big year for me, both professionally and personally. I moved into my new home, finally graduated with my Bachelor’s degree in accounting, got engaged, and opened my virtual assistant business.

But, there are some things that I didn’t do that I really wanted to. I wanted to have all of my social media platforms up and running by year end. I am this close to that goal, but I still have some odds and ends to do. I also wanted to have my blog posts completely finished through the end of January. 

Do you have anything that you wanted to do in 2017 that you just haven’t gotten around to doing or were just shy of?

Write them down! How are you going to correct this? I’m going to add time to my schedule to finish my Facebook and Pinterest accounts. I’m also going to schedule out time to create the graphics and upload/schedule my blog posts for the next month. 

Are there any goals that you have for 2018 that weren’t on your 2017 list? Write them down!

Now, these goals are just sitting on your bulletin board so that you can see them every day, but now what? Well, you need to create an action plan! These goals won’t make themselves.

So, let’s first look at the goals that weren’t completed in 2017. Think about why they weren’t completed. Did you not share your product/services with enough people? Did you not go to networking events as you planned? Maybe you didn’t write enough blogs. Really think about this.

Now think about your new goals for 2018. How are you going to make these happen? What steps do you need to take throughout the year for you to achieve these goals?

Now you have this giant list of things you need to do! Take each goal, one by one, and list out exactly how you’re going to achieve it in your project management system!

For example, let’s say you want to increase your traffic to your website using Pinterest. Perhaps you can schedule and assign the following steps:

  1. Create your business Pinterest account
  2. Create several graphics for each of your blog posts that you already have
  3. Add “create graphics” to your blog post creation process for future posts

So, what type of goals are you going to create?

2017%2F2018 New Year (1).png


Amanda Leigh, with her business savvy tools and upbeat attitude, helps entrepreneurs develop systems that work for, not against them. By setting up project management systems and email management protocols curated specifically for each business, Amanda’s dedication to helping others thrive means making sure nothing is forgotten.

 

If you could use an extra set of hands in your business, Schedule a
FREE Discovery Call here