How to Create Workflows to Simplify Your Life

Whenever I speak to a new client, I talk about workflows. Here are a few questions I commonly ask:

• What’s your current workflow for this?

• Do you have a workflow for your social media approval process?

• What would your ideal workflow be for this item?

Workflow is a mouthy word and, to be completely honest, it’s not the best word in the world. It sounds complicated. It sounds jargon-y. It sounds kind of terrible.

That being said, workflows are one of the best ways to keep your small business running smoothly, especially if you offer a service-based product.

About 6 months ago, I started trying to keep track of all my different workflows: the processes I used in my business and my day-to-day life to keep things running smoothly. Workflow is a fancy word for “this is what I do, what I use to do it, and why.” That’s it! That’s literally all a workflow is!

But you’d be surprised at how writing down your existing workflows, and working on documenting new ones as you add services or products to your business, can improve your time management and efficiency.

Here are a few of my top tips for creating workflows—and a few examples.

1. Pick a Place to Save Everything.

Choose one platform to keep all your process and workflow documents. This could be Notion, or Google Docs, or the Notes app on your phone. No matter what, keep all your notes in one specific place so you can tweak them when things change (like when you find a better tool for scheduling) and refer to them if you need to train someone on how to do it.

2. Pick a Format That Works for You

I personally like flowcharts best for my workflows—but some people prefer step-by-step outlines, numbers, or just sketches or notes. Whatever works for you, stick to that format. If you find it isn’t working (or you find a better method), don’t be afraid to switch. Just make sure you switch everything to the new method.

3. Focus on Efficiency

Part of the beauty of workflows is always knowing what comes next when you’re working on something. If you a service-based business, then being able to send a client-facing document that outlines the process you’ll follow for them is huge in terms of customer service. Making these documents (or systems) as efficient as possible, and keeping them organized, will help you be more efficient.

That being said, when creating workflows, focus only on the bare minimum steps. If you’re like me, you sometimes get caught up in the little things. For example, some of my social media clients prefer a week-by-week approval system; others prefer to have all their social media done in bulk for the month. That means, those two workflows will be different in terms of timing—but not in how I actually plan for that content, since I plan each month at a time. For the sake of efficiency, I keep my “social media strategy and content development” workflow simple: just the steps I follow, regardless of the time period it occurs in.

4. Use Workflows to Stay Focused

I’m easily distracted and I get very excited about new tools. This can really derail my work day if I’m not careful; having a workflow that I’m familiar with and I know to follow every single time for best results (and maximum efficiency!) helps me cut down on some of that distraction. It also really helps my to do list; instead of having one huge, bulk item (like “social media for X client!”), I know what steps it separates out to and can schedule them through the month appropriately.

Some Example Workflows

Need some examples? No worries. Here are a few basic examples of my workflows that I use most often.

The best thing about workflows is that I can easily give them to anyone to let them know my process or ask for help with something. Maybe not with meal planning, but if I were to ever hire a VA or fellow freelancer to help with my clients, the social media workflow would help me save time. These are just short summaries; my full workflows tend to have a flowchart set up, with notes and more info, like where I pull content ideas from, how long it typically takes me to write content for a month (or for blog posts), and more.

How to Create Workflows

Like I said, pick a format that works for you. Then, when you’re working on a project (such as creating something for your store, providing a service to a client, or whatever), jot down the steps as you work, including the tools you use and any notes. Then, work on putting those notes into the format of your choice, streamlining the information.

Once you have your workflow in a format and form that you like, work on creating a client-facing version, if you want; this can help keep your clients organized and aware of your process, as well as when to expect things. (This will also help you set deadlines and keep expectations clear!)

Workflows are a simple organizational step to help you be more efficient in many different parts of your life. I hope you found this blog post helpful! Let me know your thoughts in the comments.

The One Goal I Gave Up in 2016

Last week, I wrote about all the things I stopped buying in 2016. Over the weekend, though, I started trying to remember what my resolutions or goals were last January. 

In January 2016, I was definitely fixated on continuing pumping. I remember desperately thinking that if I could keep pumping breastmilk for just three more months, I was at 6 months--and then it would be easy to make it to a year, right? Nope! By the time April rolled around, I was pumping less than 1/4 of an ounce every 2 hours, even through the night, totally just barely 6-10 ounces per day. I had to give up the ghost. So that's one goal (would you call a fixation a goal?) that didn't make it in 2016. 

But I don't remember actually ever sitting down and thinking about goals in 2016. I really wanted to take more time for myself. I really wanted to start working out again. I really wanted to eat healthier. 

But I didn't really set any hard and fast goals. At least as far as I remember. 

Then, my husband reminded me: one of my top goals in 2016 was to use my free time to be productive. 

At the time (January 2016), Forrest was 3 months old and barely sleeping. We were still in an exhausted haze. We didn't start sleep training until late June. Which meant that every day for the first 6 months of 2016, every moment of every day, I was holding Forrest--for naps, for play times, for bottles, everything. 

And yet, I wanted to be more productive. The house was a mess; we ran the dishwasher only when we were totally out of silverware; and I always felt just a bit on the edge of losing my mind in terms of how our house looked. 

Once Forrest started sleeping (which meant I had free time to clean, read books, write, whatever), I started beating myself up for doing things like lying on the couch reading or going to bed early. I got a precious 4 hours every evening to myself--I should spend it being productive... at least, that was my thought process. 

I gave up on forcing myself to be productive. 

Here's the thing: I love being someone who is very self-motivated to learn and try new things. I love the fact that my anxiety drives me to be working nearly every hour of every day. 

But sometimes, I need to be kind to myself too. When I'm feeling exhausted and just want to sit on the couch, that's ok. 

Since August, I've struggled with weeks-long tension headaches and migraines (a super fun combination). I try to still get things done regardless of how my head feels, but sometimes, it's just harder. The floors go without being vacuumed; the windows haven't been washed in months; the dishes pile up in the kitchen. And that's ok. It's ok. I'll get to it eventually. 

For me, forcing myself to be productive was a way of forcing myself to believe that if I don't do something right this moment, it will never happen. But the reality is: if you let things go (the floors, the dishes, the whatever), it's not the end of the world. They aren't going to be ruined. They'll live to see another day. 

And if I allow myself to relax and do what I need to do, I will see another day too. I don't always have to be productive. 

5 Tips for Writing Every Day

Writing every day doesn't really seem like a challenge, does it? Not until you actually make a goal to sit down and do it. 

For 2017, I set a goal to write 600,000 words in a year. That's a lot of words. And it requires me to basically write one NaNoWriMo every month. Looking at it that way, it's incredibly overwhelming. Even breaking it down into 10,000 word short stories, I still have to write five of them. 

Why did I do this to myself again?

However, as of Saturday, I am at 22,000 words for January. That's considerably more than I thought I would have by now, thanks to rewriting and editing portions of short stories to post on Wattpad. 

I thought I'd share what has worked for me to help me get to writing every day (or, at least a few days a week). 

1. Set a routine. 

The most important thing for writing, for me, is to have a routine. As an example, I write most of my blog posts on Saturday and Sunday mornings; if I don't have my week scheduled out by then, most likely, it's not going to happen. (Prime example, this post was supposed to go out last Friday.) I tend to write more in the evenings as well--especially after 6 or 7pm. (This may be because that's when my son goes to bed!) 

2. Make yourself accountable. 

Accountability is a big thing. If you want to write 1,000 words a day, you need to hold yourself to it: no procrastinating, no getting out of it. Be accountable for how much you're writing and notice the patterns that form when you decide not to. 

That all being said, accountability means more than just making yourself write. It means being kind to yourself. Having a hard time? Not enjoying the story you're writing? Then, why do it? Seriously. If you hate it, fix it. If you need to take a day off, take a day off--but be ready to jump right back into it. 

3. If you don't feel like writing, editing is a good fall back option. 

There have been a few days (probably half of January, actually) where I just didn't want to write. So I worked on editing and rewriting portions of my NaNoWriMo novel! Writing from scratch is a mentally exhausting activity. So when in doubt, I work on editing something I've been working on for a while; it still accomplishes the task of "writing," but without the mental fatigue. 

4. Start as many works as you need to. 

Right now, I have about five short stories I'm working on. That seems like a lot, right? But I find that I need variety when it comes to writing. Also, I always get a really good idea once I'm running out of mental steam for what I'm working on. (Sort of like during NaNoWriMo, I always get about 100 better ideas for novels...) I let myself start a new story--or a new outline, if that's what I want to do--in the middle of working on something else, if only for the fact that it helps me actually get to writing. 

5. Tell your friends. 

Tell your friends, or your family, or your dog, that you want to write more. Ask them to talk to you about it. If you don't have friends or family that you want to talk to about writing (trust me, I understand), tell Twitter! Or Instagram! Writing communities on social media can be some of the most supportive, amazing communities out there. Community support will help you achieve your goal, because nothing is better than support.