This is episode 1 of a 3 part series all about how to organize the tasks in your business using our ROI method. Taking the time to organize the recurring tasks in your business will help set you up for success to scale your biz without the overwhelm.
Today we are talking all about breaking down your recurring tasks. Join us next week to dive into Part 2 of our ROI method!
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What Is ROI?
By definition, ROI stands for return on investment. What you are measuring as your investment can be things like time, money, resources, etc.
What Are Recurring Tasks?
In our ROI Method, the “R” stands for recurring. Recurring tasks are everyday business tasks that happen on a regular basis. They make up the core set of activities that keep you running + the backbone of your business.
Why does your biz need recurring task management?
- Makes delegation efficient
- Increases productivity
- Creates less room for error/forgetting about tasks
- Streamlines biz processes
- Allows you to spend more time on revenue-generating projects so you are able to SCALE!
- Creates less confusion among team about responsibilities
How To Break Down Recurring Tasks
Recurring tasks are typically broken down into daily, weekly, monthly, quarterly, and annually. From there, you can also add in biweekly, semi-annual, and so on.
Examples of recurring tasks include:
- Daily: Checking your emails, replying to comments on Instagram, and checking your client messages
- Weekly: Sending project updates to your clients, drafting your weekly email, and updating social media metrics
- Monthly: Writing + scheduling out your content, analyzing your biz metrics
- Quarterly: Backing up your email list from ActiveCampaign or hosting quarterly vision meetings
- Annually: Updating all company passwords + sending holiday gifts/cards to clients & team
Breaking Down Recurring Tasks Into Workflows
Part of breaking down your recurring tasks is to break each task into microtasks. We also call this your workflow or your process.
For example, if you are booking a guest expert for your course every month, you have a set of subtasks that you always complete. This includes things like sending the google calendar invite to your guest, announcing the guest expert to your students, and so many more tasks.
There are a lot of different steps in that process that you are doing to make that single task come to life. Breaking down your tasks into their workflows gives you the most accurate picture of all of the tasks in your biz and it helps you be able to build out detailed processes.
Before you dive into part 2 of our ROI Method, here are some steps to implement this in your biz.
Step 1: To get started breaking down your recurring tasks, think about any recurring over-arching processes that you have in your day-to-day business.
Examples of this are Email Management, Scheduling Management, Social Media Content Creation
Step 2: From there, write out the exact process step-by-step that it takes to complete each task. Some will be a little lengthy, others just a couple steps.
For example, if you are breaking down the process for Social Media Content Creation, you would write out tasks such as:
- Brainstorm new ideas
- Write new content
- Repurpose old content
- Source images or create graphics for each post, story, reel, or IGTV
Step 3: Then from there, take each step and write down how often it recurs, who is the owner of the step currently, and how that task makes you feel (Takes My Energy, Gives Me Energy, Neutral)
So for example you would have: Brainstorm new ideas – Recurs weekly – Owned by CEO – Gives Me Energy
If you have a team, have each of your team members do this task for themselves to save you time! Once you have your lists completed, you can move onto part 2 of the ROI Method which is “Organizing”!
No matter how long you have been in your biz, task management is crucial so you don’t get to a point where you plateau because your systems cannot sustain any growth! Join us next week to dive into Part 2 of our ROI method where we will break down the steps to organizing your tasks!
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