Staying organized is a skill I’m constantly working to refine. Some days, everything flows seamlessly, and other days, I need a little extra structure to stay on track. When I find myself overwhelmed with big plans, I reach out to my friend Ty to help break things down into smaller, manageable tasks. (For those of you who don’t know what I’m talking about, click [here] to read more.)
Getting organized isn’t just about feeling productive—it’s about preparing for those days when motivation is low, but things still need to get done. Over time, I’ve developed a few go-to strategies that make a big difference.
My Favorite Organization & Productivity Tips
1. Block Out Time for Focus
Instead of jumping from task to task, I carve out dedicated time on my calendar for focused work. No distractions, no multi-tasking—just intentional progress.
2. Plan High-Energy Days for Calls & Social Interactions
If you use scheduling tools like Calendly, structure your availability so meetings, calls, and social-heavy interactions fall on your high-energy days. This way, you know what to expect and can mentally prepare.
3. Block Out Time to Say No
Just because your calendar is open doesn’t mean you’re available. If you don’t want to do something or need a break, block out that time. (Check out [this blog post] where I dive into when saying no is necessary and how to know if you’re just using ‘no’ as a shield.)
4. Use Digital Organization Tools
Apps like Notion, Trello, Asana, ClickUp, and Google Tasks can help you keep track of projects, to-dos, and long-term goals. Seeing tasks visually and checking them off adds a layer of accountability and momentum.
5. Have a Weekly Admin Day
Dedicate one day each week to planning your upcoming schedule, organizing tasks, and catching up on smaller admin work. Start your list with the non-negotiable daily tasks, then work your way down. Will some things get missed? Probably—but you can adjust as you go.
6. Set Up a “Two-Minute Rule”
If something takes less than two minutes to complete—responding to a quick email, filing a document, or scheduling a task—do it immediately instead of letting it pile up.
7. Create a Priority List Instead of a Long To-Do List
A long to-do list can feel overwhelming. Instead, break tasks into categories: “Must Do,” “Should Do,” and “Can Wait.” Prioritization helps ensure that the most important tasks don’t get lost.
8. Use Themed Days to Batch Similar Tasks
Assign themes to certain days of the week. For example:
- Monday: Planning & admin tasks
- Tuesday & Wednesday: Deep work & content creation
- Thursday: Networking, meetings, and outreach
- Friday: Reflection & wrap-up
This method keeps your brain from constantly switching gears.
9. Set an End Time for Work
One of the biggest pitfalls of entrepreneurship is working endlessly. Set a realistic end time for work to maintain balance and prevent burnout.
10. Declutter Your Digital & Physical Space
A cluttered workspace leads to a cluttered mind. Take time to clean up your desk, organize files, and minimize distractions.
11. Work in a Coworking Space or Hub
If you struggle with motivation, consider working from a coworking space or shared workspace. Being in an environment where others are focused and productive can boost your own motivation. Seeing others work hard can inspire you to stay on track, plus it can create opportunities for networking and collaboration.
Getting Organized Takes Time
If you’re just starting your leadership or entrepreneurship journey, figuring out what’s essential versus what can wait takes trial and error. Some days, you’ll feel completely on top of things. Other days, you’ll have to pivot. That’s okay.
One last tip—don’t be afraid to use AI platforms as a virtual assistant. AI can help you brainstorm, structure your day, or even provide reminders (as long as you’re not relying on it to do all the thinking for you!).
Organization is a muscle that strengthens over time. Start small, test what works, and build from there!
