Let’s face it—when you’re juggling a business, family, and your own well-being, it can feel like your to-do list is constantly spiraling out of control. I get it because I’ve been there too. But here’s the thing: you don’t have to do everything at once to make real progress. It’s all about being intentional with your time and energy, and that starts with how you manage your projects.
Here are a few tips to help you dream big but plan small, so you can make meaningful progress without burning out.
Create a Clear Vision (and Keep it Front and Center)
Every project needs a big picture, the why behind all the effort. Whether you’re launching a course, setting up a new system, or planning a personal project, start with a clear vision of what success looks like. I’m not talking about vague goals like “grow my business” or “get more clients.” I mean specific, tangible outcomes that light you up—because if you don’t know what you’re aiming for, how can you hit the target?
Take a moment to write down your vision. What does it look like? How will it feel when you get there? Keep this vision in front of you, whether it’s in a journal, on your desk, or pinned to a vision board. This is your North Star.
Find Your Perfect Match (In Project Management Tools)
Over the years, I’ve tested countless project management tools. The reality is, it doesn’t matter how fancy the tool is if it’s not being used effectively. Consistency is key. Once you find a tool that fits your needs, commit to it, and ensure your team does the same.
Tip: Whether it’s ClickUp (my fav!) Asana, Trello, or Jira, choose a platform that matches your project’s complexity and your team’s workflow. Use it to centralize communication, document progress, and track tasks. Create templates for repetitive projects to save time and maintain consistency.
Break it Down into Bite-Sized Pieces
Now that you’ve got the big picture, it’s time to break it into smaller, manageable steps. Projects can feel overwhelming when they’re just one huge task sitting on your plate, so chunk it down. What are the key milestones you need to hit along the way? Once you’ve identified those, break each one into even smaller tasks. This process will make even the biggest projects feel more achievable.
Pro tip: Use 90-day sprints. This keeps your momentum going without losing sight of the larger goal. I love this approach because it gives you enough time to see real progress while keeping things manageable.
Set Daily Priorities that Align with Your Vision
Every day, before you dive into the work, identify the top three things you need to accomplish to move your project forward. This is where so many entrepreneurs get stuck—they start the day with a massive list and end up feeling overwhelmed. Instead, keep it simple: three priorities, no more. Ask yourself, “What are the most important things I can do today to get closer to my vision?”
Not only will this help you focus on what matters, but it also gives you a sense of control. When you complete those three things, you’ll feel a sense of accomplishment, even if the rest of the day goes sideways (because we all know how easily that can happen when you’re balancing business and family).
Stay Flexible, but Keep Moving
Life happens. A kid gets sick, a client has an urgent request, or you just wake up feeling off. It’s okay to adjust your plans, but don’t lose sight of the end goal. This is where being flexible with your strategy, but committed to your vision, comes into play.
If you need to shift tasks around or reschedule something, that’s fine. Just make sure you’re always inching forward. Even small steps count as progress. Remember, consistency over intensity—this is how you build something sustainable.
Check In and Reflect Regularly
As heart-led entrepreneurs, we thrive on connection, not just with our clients but with ourselves. Set aside time to reflect on your progress. This doesn’t have to be complicated—a quick weekly review will do the trick. Are you still aligned with your vision? Do you need to adjust your priorities? What’s working well, and what needs tweaking?
Reflection isn’t just a feel-good exercise; it’s essential to staying intentional. By regularly checking in with yourself, you’ll course-correct before you veer too far off track.
Automate, Delegate, and Simplify
Running a business is full of moving parts, and trying to do everything yourself is a fast track to burnout. Look for areas where you can automate or delegate tasks. Whether it’s using systems like Dubsado for client management or hiring help for repetitive tasks, give yourself permission to offload what doesn’t need your direct attention.
Remember, your energy is a limited resource. Spend it where it matters most—on the things that align with your vision and spark joy.
Celebrate the Small Wins
Lastly, don’t wait until the project is done to celebrate. Every time you hit a milestone, no matter how small, take a moment to recognise your progress. These little wins keep you motivated and remind you that, even when things feel tough, you are moving forward.
Building a business—and a life—that’s aligned with your values and vision doesn’t happen overnight. It’s a series of intentional steps, taken one day at a time. And when you approach your projects with clarity, focus, and flexibility, you’ll find that even the most ambitious dreams are within reach.
Here’s to dreaming big, planning small, and making steady, intentional progress toward the life and business you truly want.
