DAY & TIMES:
Wednesdays at 7pm (CDT) - May 2, 9, 16, 23
Week 1: This week we’ll do an overview of Asana & Trello to help you figure out which platform is going to work best for you.
Week 2: Time to dive in and get your business setup, from goal and content planning to swipe files and your business playbook.
Week 3: This week we’ll work on getting your client/project workflows setup for leads and jobs, from on boarding through off boarding.
Week 4: Finally we’ll get your personal life organized too! From duty day, meal planning & shopping lists to gift tracking for holidays and birthdays.
ADDITIONAL NOTES: Throughout the mastermind we'll also talk about how to automate Asana/Trello using Zapier and Butler for Trello. You'll also get swipe files to help you quickly setup your Project Management System.
Week 1: Asana + Trello Overview
Time to pick a PMS! Choosing a PMS right now doesn’t mean you’re permanently locked into it, it just means that right now you’re choosing one system that sounds like the way you process and organize information best. It may feel overwhelming thinking about all of the things that you need to do to get #allthethings into one system, but we’re going to break it all down into smaller bite-sized chunks to make it not feel so overwhelming. And so you can finally feel organized and on top of everything you’ve got going on.
- Choose a PMS and create an account (if you haven’t already)
- If you’re new to the PMS you’ve chosen, take some time to get to know the ins and outs of your new BFF. If you’ve chosen to use Asana, check out their quick start guide here. If you’re using Trello, click here for their starters guide.
- Take some time to update and customize your settings, like notifications (which are huge!)
Week 2: Setting Up Your Business Boards
The next few weeks are a bit heavier on the homework as it's going to require that you consolidate your information into one place. The good news? I've got templates ready for you to use to make setting up the business side a bit easier.
One thing we talked about on this week's call was that Trello and Asana (or any PMS) can be used for so much more than just your daily tasks and upcoming projects. It can house so much of your business, from details about your brand to goals you want to reach and even your list of referrals when you get that client who isn't a good fit.
Below is an overview of each board that are in the templates I'm giving you. The primary ones that I want to make sure you get done this week are the Playbook, Big Picture, Content Strategy. I know it's a lot to get together but I promise it's going to be worth it once you've finally gotten everything in one place. As you can chip away at the other boards do it, and even better if you're able to get all of these boards done this week!
Basic overview of boards
This one I'm going to break down a little more than the others as I believe it's one of the most crucial things to have together.
Brand Details — Rather than hunting down your exact brand colors every time you need them, you can store them (and even screenshots of what they are) in your playbook. This is a great place to add the more foundational elements of your business and brand—your messaging. From your elevator pitch (for those ISO's you see all over FB) to your mission and values, this board is a living document for your business. Even adding in your team (a team of 1 totally counts!) can be so helpful when you need to have your bio (both the fun and the professional) and your headshots at the drop of a hat...or when you're signing up for a new platform and want to add your fave headshot quickly.
Legal & Financial — These two boards can be combined or separated depending on your preference. If you're an LLC (or anything else) you've got some important information you're going to need handy at different times. Rather than hunting for your official documents, you can add your business details, lawyer and bookkeeper/accountant information all in here. I also highly recommend some big ticket things like your annual report filing details and tax deadlines. This board has saved me so much time from hunting through both emails and paper docs to find my EIN and the link to pay for my annual report.
Affiliates — At some point you're going to become an affiliate or have referral information for something. Start adding all of the places you have an affiliate with and include as much information as possible (your URL for the referral and the URL to login and view your income/commission/etc status, what the discount/benefit is for you and for the person you'd be giving the link to). This is also a great time to add notes or a short pitch that you can copy/paste from easily.
Social Media — If you don't use a social media scheduler (or even if you do) adding all of your hashtags to your PMS can be a huge timesaver when you need it. It can also be a place for you to write notes about your hashtags (what's working/not working/shadow banned).
As Seen In/Press — At some point in your business you are going to be featured somewhere and you're going to want to have one place where all the information about it is housed. You can add links, badges, promotional materials, graphics, anything related to that feature in here so that you can easily access it. Plus it's kind of a nice ego boost when you start looking at this list and see all the wonderful places you've been featured.
Courses — Don't let those purchased courses be something that gets stuck on your virtual bookshelf. Add them to this board and include details like the URL to login and login details. Bonus: You can even open up the course and in your PMS you can add subtasks for each module/chapter/etc and give it a deadline so that you can actually complete the course. Shocking right?
THE BIG PICTURE
Time to get a good look at the goals you have for your business. This is where you're going to plan out your top goals for the current year, and then break them down into smaller chunks—you can break them down by month or even quarter, totally up to you. In the Launch Brand Grow Community, each month we're given the opportunity to get accountability for our goals that month. That's where those small and big goals come into play. Rather than giving off-the-cuff goals, use this board/project to set yourself up for success.
Here's where you can plan and brain dump ALL of your content. Currently I use mine just for blogging, but eventually I'll add my strategies for other content platforms. You're going to want to gather all of your blog posts that are in progress, scheduled, and need review. This is also where you can start to brain dump any and all ideas you have for potential content. In Google Drive or Dropbox you're going to want to make a folder where you'll house ALL of your blog posts and create 3 folders, drafts, guest posts and posted. Start organizing all of the blog posts you have into those folders. Then go through your Asana/Trello lists and start attaching the blog posts to them. This is going to make life so much easier when you're ready to write content, you'll just need to go into Asana/Trello and find the post you want to work on and access it through there rather than hunting through Google Drive/Dropbox.
Next is the templates & swipe files; See a great headline that you want to remember? Drop it here and start adding all of the potential variations you could do with it. Another big thing you'll want to do is either when you're brain-dumping content ideas or when it comes time to write the post, using the blog post template. This will help you remember all the little details you need to do for each post. As you start to write those blog posts, move them along the line into "in progress" and then "completed". This gives you a birds-eye-view of what content is in your pipeline and what has already been done.
This board is for those tasks on your "someday" and "when I have time" lists. It can often turn into the place where tasks and ideas go to die, so try to organize it well. Creating a "brain dump" list is a great option to add to the board/project. Essentially anytime you're thinking to yourself "I should probably do that" or "I really need to update ___" you can add it to the Rainy Day board.
Keep saying stuff over and over and over and tired of having to remember it or find it in one of those emails that's somewhere in that one folder? Time to create a project/board to give that copy a home. From canned emails to auto responders for every occasion you'll love this board once you've got everything in one place. You could also use this as a place where you attach a Google/Paper Doc that houses your full responses or any other swipe files you’d like to keep track of, rather than sticking them directly in your board. I've even given you several of the canned emails/responses I use in my own business.
You know that lead you just got that isn't a good fit for you? You're probably going to want to recommend another person for them to contact. Same with when you see yet another ISO post on Facebook looking to hire a ___. Start building your referral list (or little black book) of people you'd recommend to others. The more details in each referral the better — for example, do they only work with a certain type of client or a specific platform? That's a great thing to already have written down so you don't just refer your lead to everybody and make them figure out who they can actually work with. I've gone ahead and added myself in there as an example 😉
Don't let all those bookmarks in your browser stay unopened. It's time to clean up your browsers bookmarks and all those notes you've got and consolidate your bookmarks into one central place. Those sites or brands that inspire you? Add them to your inspiration card/task/list so that you can always go back to it easily. Same with any learning materials or articles you want to read later. See a course you may want to take? Add it to your list, once you buy it you'll be able to move it to your Playbook where your purchased/current courses live. "I'm not a bookworm, I'm a book dragon." For those who love to read this is where you can start keeping track of all the books you've been told you just have to read. This even works for podcasts if you don't automatically subscribe to it. If you take a look at the Trello board, I even give you some of the books on my to-read list!
Grab your swipe files below
To use the Asana swipe file, make a new workspace and call it "Business" or something like that. Then you'll create a new (list-based) project for each of the sections you see in the swipe file - they're the ones labeled "Project: ___". From here you can directly copy and paste the content below it and it'll create the sections for you. Some of the items in the list will be highlighted - click on them to see my comment about their descriptions or sub-tasks. If you need help, feel free to take a peek over at the way it's been set up in Trello or give me a shout in Slack.
Lucky for you Trello allows you to directly copy boards from someone else's account to your own! First, create a new team, "Business" or something like that. Then to get the boards, click the button below and select which board you want to copy to your own account. Once on the board, open the menu (on the right), click "more" and then "copy board". From here you'll be able to choose where you want to copy the board to. If you run into any issues accessing a board, let me know in Slack and I'll see what I can do to fix it.
Week 3: Setting Up Clients + Workflows
On this week's call we talked about how to use a PMS or CRM to help you manage your projects. No matter if you invite your client to join or if it's simply for your own use, there's several ways you can go about using Trello or Asana to keep you on track. Below is an overview of each board that are in the templates I'm giving you.
Basic overview of boards
Depending on how you work best, your This Week board may look different from the swipe templates. I've experimented with various styles of this board and currently use Asana's board style and have it broken down by day of the week. One of the first things you're going to want to determine is if you're going to break your day into chunks (i.e. AM/PM) or if you're just going to dump tasks into each day and move them around as necessary.
I recommend either EOD Friday or Sunday going through all of your tasks for the upcoming week to prep your This Week board. That way when it comes time to get to work you don’t sit there trying to figure out what to work on first. Also adding in any personal appointments and meetings to your This Week board is super helpful to make sure you’re not overloading yourself that day/week.
You can also create a “Priority” board/list and move your top 3 tasks for that day into there; those are the things that absolutely need to be done today. Or you can grab that notebook (or iPad) and write down those priority tasks so that you still have that feeling of crossing something off your list (and sometimes it helps to just not have to see all your tasks in your PMS).
If you've got a team (including subcontractors) having a board just for your team is a great way to keep track of who is working on what, track their hours and any upcoming meetings/notes you have. This board can be separate from your Playbook as you may not want your subcontractors to have access to the more sensitive information in your playbook. You'll want to make sure to invite your whole team to this board so that they can keep updating this board as they work on new things etc. Some great things to also have on this board are: details about each team member (incl. Name, bio, contact info, birthday, social links, headshot, personality types, fave things), upcoming meetings (include dates/location or video call link), training (include any specific training videos/docs your team needs), ideas (ideas your team comes up with), Minutes (notes from team meetings).
CURRENT CLIENTS + TEST CLIENT
There's a few ways you can handle managing client projects. For each client project you're going to want to determine if you’re going to be having clients join your project/board or if it is going to be for internal use. You can do a mix of both depending on the type of project as well as if the client is tech savvy/wants to use your PMS.
This board is great for maintaining a total overview of every client project you have going on.
This board is great whether you're going to be inviting your client into the project or keeping it just for your use.
There are a few ways you can break down your process - by phase, end result or date. Phase could be something like Prep, Discovery, Design, Content, Development, Launch. Result could be, homework, branding, email marketing, and website. And by date you could break the whole project down by week.
Grab your swipe files below
To use the Asana swipe file, make a new workspace and call it "Clients" or something like that. Then you'll create a new (list-based) project for each of the sections you see in the swipe file - they're the ones labeled "Project: ___". From here you can directly copy and paste the content below it and it'll create the sections for you. Some of the items in the list will be highlighted - click on them to see my comment about their descriptions or sub-tasks. If you need help, feel free to take a peek over at the way it's been set up in Trello or give me a shout in Slack.
Lucky for you Trello allows you to directly copy boards from someone else's account to your own! First, create a new team, "Clients" or something like that. Then to get the boards, click the button below and select which board you want to copy to your own account. Once on the board, open the menu (on the right), click "more" and then "copy board". From here you'll be able to choose where you want to copy the board to. If you run into any issues accessing a board, let me know in Slack and I'll see what I can do to fix it.
Week 4: Setting Up Homebase
On this week's call we talked about how to use Asana or Trello to help you manage your life, from managing your budget and meal planning to knocking out a ton of tasks with Duty Day.