Let’s face it, being an organized company is a struggle. It’s like having the will to go to the gym… it’s hard to be consistent. 

‍

Yes, you see others with their so perfect..ahem-work structures, i mean, and you look at yourself with that melancholic look… 

‍

No, this won’t be the article that makes you instantly fit, sorry - but ay, we can try to motivate you! Plus, we can make you work on your business core - your workflow.

‍

So, how can you workout your workflow? 

‍

Our company uses Notion, as this author wanted to make it very clear with his all caps frenetic title. Have in mind that there are multiple work management platforms out there, so let’s look at this in the structural way.

‍

Step 1: be critical

‍

The way we’re working, yeah it might be producing some good results but… is it really good? Is it optimizing our potential?

‍

Here, you have to think about the baby steps that each project you take and check for automation opportunities. Is this skippable? Is this automatable? 

‍

Eliminate skippable steps - that’s the first thing.

‍

Then be critical about the model that you’re working on. Is PARA (Projects, Areas, Resources and Archives) still the go-to method for your company? Ours isn’t - not that we’re revolutionary, as we’ve added an important T - Tasks.

‍

PTARA - Projects, Tasks, Areas, Resources and Archives

‍

“How original”, you sarcastically just commented while considering closing this tab… But it’s true, in our case, a small change made total difference. 

‍

And the reason for that is that we used to have tasks that were actually project items - long lasting info that would mix task’s checkboxes and never leave your to-do list.

‍

Having it separated makes it more clear for everyone what are the goals, the timeline and the whole path to finalize the project.

‍

Sounds so clear and simple, yet not always that obvious. To prevent that, stay critical.

‍

Step 2: be CRAZY PARANOOOIIID [not really]

‍

This should come as a no-brainer: work… can be… a bit… crazy?

‍

But in order to be, and maintain organized, you need to check every little aspect of your business.

‍

Drawdown every type of action into categories and from there you’ll have all the ingredients to finally be 100% aware of what you actually do - yes, even if you’re the CEO, you don’t know everything about your business.

‍

What’s the end result you may ask - well, this is our databases list after a thorough analysis:

‍

1. Clients
2. Projects
3. Tasks
4. Meeting Notes
5. Learnings
6. Access to Platforms
7. Subscriptions
8. SOPs
9. Working Hours Allowance
10. Maintenance

‍

Having everything separated, on Notion, helps creating automated tasks, quick actions and makes every member of the team aware of their deadlines.

‍

But in order to make this rock, we need the next step!

‍

Step 3: test test test 

‍

Theoretical approaches are always cool and all, you can paint the picture on people’s mind like it’s a Picasso, but then just end up bleeding from the ear listening to all the screams that the clients (and sometimes team members) shout. 

‍

So, you need to test. And test. And then test again. 

‍

You’ll need to adapt your structure for some clients in order to keep effectiveness levels high, and to get to that flexibility you need time and reps - back in the fitness vibes.

‍

And after some time working on this and hopefully getting good results, you’d think “wow! I got it, this is the magic formula”.

‍

Well… 

‍

Step 4: guess what - be critical again! Optimizing 24/7

‍

We’re not really prepared for when things go wrong… so the best thing to do is to be critical/ skeptical about your work - not in an obsessive harmful way, please be careful - so that when the wind changes, you’re already pointing into a new direction!

‍

Crazy?

‍

If you’re reading this and you found this article a bit hectic, well, cool - that was the intention. 

‍

Work can be like that, but we hope to bring you the ingredients to make this a bit more organized and rewarding.

‍

We’re all shifting between approaches, we’re never really experts because expertise in the digital world has an expiration date, a quick one actually - the purple one, cheaper and everything - so we need to be prepared for these transformations.

‍

And talking about transformations… if your business needs this type of transformation - sorry, the big man made me do it - we have that solution ready for you!

‍

If you found this approach helpful for your business, let us know how we can help implement it and at the same time be skeptical about it - in order to improve, of course!

‍

Remember, stay crazy!

‍

Crazy? I was crazy once. They locked me in Notion. A taskfull Notion. A taskfull Notion with deadlines. And deadlines make me crazy. Crazy? I was crazy once - okay stop, let’s work.

‍