October 12, 2024 • 14 mins
🎧 Transform Chaos into Success: Master Time Management to Maximize Your Day 🕒
Are you ready to turn your entrepreneurial chaos into streamlined success? In this episode, I dive deep into time management strategies that have helped me—and my clients—reclaim control of our days. From time blocking to the Eisenhower Matrix, I’ll share practical tools that can boost your productivity and give you back precious time.
I’ll also tell you the story of one of my clients who went from feeling overwhelmed to achieving balance and growth through simple yet powerful techniques like goal setting and delegation. If you’re managing a million things and struggling to find enough hours in the day, this episode is for you. Let’s shift your mindset, refocus on growth, and run your business with confidence. 🚀
Now that you've listened to my Maximize Your Day Podcast, it's time to grab some of my client's favorite tools to crush their goals and maximize their results. Start here --> DOWNLOAD MY GUIDE today!
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Thank you for your support!
Jessica Rosario
Certified Executive Coach & Business Consultant
P.S. Want to be a guest on the Maximize Your Day Podcast? Apply here!
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Jessica Rosario, Executiv (00:02):
Hello and welcome to the Maximize
your Day podcast, a place forentrepreneurs who are building
their business in pursuit offreedom and flexibility to do
the things they love.
I'm your host, jessica Rosario.
I'm a New Yorker turnedFloridian who knows a thing or
two on how to effectively manageyour time while juggling
multiple priorities.
I'm an ex-corporate leader whowalked away from my nine to
(00:24):
five-ish to launch and grow mybusiness.
In this podcast, I shareinsights on mindset, business
productivity, habits andstrategies to help you take
control of your to-do list andmaximize your day, which will
help you feel more confident andless overwhelmed and getting
more done in less time.
I'm so excited you're here, goahead, listen in.
I'm so excited you're here, goahead, listen in.
(00:47):
Welcome back to the show.
Today I want to share with youon how you can eliminate
operational chaos by mastering afew time management strategies.
You'll be surprised that whenit comes to managing our
business, the hangups areusually appearing as time
(01:11):
management issues, lack ofboundaries and perhaps
disorganization.
So let me start by sharing aquick story with you guys.
A few years ago, I had a clientwho was struggling.
She was feeling overwhelmed andconstantly feeling like there
was not enough time in her dayto be able to get the things
(01:32):
that she loved to do done, andso yet she felt like nothing was
moving forward, whether it wasin business and life.
She wasn't prioritizing herself-care, and she was caught up
in all of the wrong tasks andmissing out on key growth
opportunities, not just forherself, but also for her
(01:53):
business and even for the peoplearound her, because, at the end
of the day, when we manage ourtime better and when we set
priorities, the people around usare the ones that benefit from
it the most.
So, after introducing her tosome simple time management
strategies, we really started tochange things around and we
started to identify okay, whereare the leaks in her time?
(02:16):
What was she doing with hertime?
Auditing her time and thengiving her the ability to
delegate in order for her toregain control, not only in her
business, but she also has a dayjob right.
So she needed to be able tomanage all the things in order
to be able to give her businessthe best of her, rather than
(02:36):
what was left of her.
And so I wanted to share thatstory, because I'm sure some of
you are hearing this story andsaying, oh my gosh, that is so
me, and so let's talk about timeas a resource.
We often think about money andemployees and the most important
resources that we have inbusiness, but, guys, time is
(02:56):
just as critical and it is notan unlimited resource.
So if you're not managing itwell, you're bleeding time in
your business and that's why itfeels like your life is so
chaotic, that's why youroperations feel like they're in
chaos, and so one of the firstthings that we focus on in the
Boss Mastery program, which ismy group coaching program, is
(03:19):
focusing on goal setting andtime management as a
foundational piece for success.
If you don't start there, it isvery difficult to do all of the
other things that you need todo, because if you don't hone
into the foundational parts ofbuilding a business, which
require time, energy, effectivegoal setting and accountability,
(03:44):
then chances are we won't beable to achieve the things that
we want to achieve.
Can you relate with that?
Because I know I certainly can.
I have a coaching business.
I also am part owner of acommercial cleaning business
with my husband here in CentralFlorida.
I am really intentional with mytime and you know what?
(04:04):
To some people, that can be aturnoff, and that's okay.
I need to plan myself ahead andI also need to be able to be
flexible, to give myself enoughtime to be spontaneous, which I
will tell you, that does notcome naturally.
But when I feel like I'm morein control of my time and
understanding when my time isgoing and setting boundaries to
(04:25):
protect it, I feel like I ammore productive and I feel like
I am more in control of thethings that I need to do.
Time management works reallywell.
When it comes to time blocking.
I also love the Eisenhowermatrix, so those two are two
tools that I use on an ongoingbasis.
When it comes to time blocking,I schedule out specific blocks
(04:49):
of time for specific tasks.
It helps me stay focused and Ido color coding when it comes to
time blocking.
If you don't know about timeblocking, you can always
download my guide to timeblocking, so you'll see that in
the show notes as well.
But when it comes to colorcoding, my time blocking, it
gives me the ability to see atfirst glance where I'm spending
(05:12):
my time.
Am I coaching?
Am I running the operations inour commercial cleaning business
?
Am I also scheduling time forincome producing activities?
What does my CEO day look likeand where is my time being
allocated every step of the way?
Now, this didn't come naturally,guys.
(05:34):
I started time blockingprobably about 2017, 2018.
And I left corporate in 2019.
And one of the things that wasmost important in my
entrepreneurial journey, as Istarted to grow my own business,
was time blocking and somastering a time management
technique.
It doesn't have to be timeblocking, but that's the one
that I love then.
(05:56):
It really helps you balance allof the things in order to help
you prioritize, and so, as westart to talk about
prioritization, the Eisenhowermatrix is one of the best ones,
because it gives you the abilityto separate your tasks into
four quadrants.
You can separate certain thingsthat are urgent and important,
(06:17):
or you can kind of move themalong the important, but perhaps
they're not urgent.
The third quadrant is on urgentbut not important, and there's
the last one of neither urgentor important.
I find clients that wind upsitting in that bucket and then
they feel guilt because theyhave to quote, unquote throw it
(06:38):
away.
The reality is that you don'tthrow anything away.
I mean, you might put somethingin the back burner, but for the
most part, when something isneither urgent or important, I
keep it in a bucket so that Ican go back to it for future
ideas.
This is also one of thestrategies that I tell my
clients to follow every singletime.
(06:58):
We do the quarterly planningsessions inside of the Maximize
your Day membership, becausepart of truly understanding what
you want to focus on for theupcoming 12 weeks is also
knowing that if there's a shinyobject coming your way, perhaps
it might be a good thing to helpyou with efficiencies in your
(07:20):
business, but it's not the timebecause we're not focusing on
that right this second, and so Ialways say use the future ideas
bucket to be able to save those.
The next one is delegation andautomation, and I know that this
is hard because many of usdon't have a team, and if you
don't have a team, it is veryhard to delegate.
But there are certain thingsthat you absolutely can delegate
(07:42):
.
An example of that is graphicdesign.
Are you a graphic designer?
Then that's great.
But if you're not a graphicdesigner, why is it that we
always get so hung up in makinga beautiful design when we know
it's not our skillset?
You can find someone that cando the graphic design and do a
great job.
(08:02):
I have found great people onFiverr, and I tend to work with
them again and again and theyget to know my brand, but it
takes time for you to findsomeone that you really enjoy
working with.
The other one is landing pagesand websites, another huge hang
up.
People get so hung up on makingthe perfect website, making the
perfect landing page, but it'snot their skill set.
(08:25):
This is also something that youcan delegate out.
You can find someone to do thisinexpensively.
If you're looking for somethingperfect, then you have to spend
the money and find someoneperfect, so it really depends on
how much you want to put in tocreating this perfect landing
page or perfect website.
On the automation side, then youstart to look at tools like
(08:47):
Zapier and does it connect withthis platform or that platform?
The reality is that, yes,zapier can help you do all of
those things, but if you're notan expert in automation, then
what you're doing is wasting alot of time and trying to define
all of these things that youbelieve is creating more
efficiency in your business, andso you wind up wasting more
(09:10):
time trying to learn a platform.
That is not part of yourexpertise, and so these are also
some things that you candelegate out.
Now, something that I learnedrecently is that just because
your software doesn't have aspecific integration or a
specific automation doesn't meanyou can't ask for it.
So we use a human resourcemanagement software, and we
(09:35):
realized that it had someinefficiencies.
We then tied it with a projectmanagement tool, and what that
started to do was it started tocreate this double process, and
although it automated a lot ofthe things for us, it was still
a little wonky, and so one ofthe things that we did was we
contacted the software developerfor our human resource
(09:58):
management system and explainedto them what we were looking to
do.
Well, do you know?
They built it, they created thecustom build out in the backend
, and it's a beautiful thing,and they didn't charge us a
penny for it.
Many times, these softwares,they want to hear from you, they
want your feedback.
I'm not saying that they'regoing to do every single thing,
(10:21):
that every single person issuggesting no, but guess what?
If you don't ask, you don't get, and so that was a huge way
that showed us that we need tobe able to use the systems that
we're already paying for in away that it's creating
efficiencies for us and weweren't experiencing all these
hiccups all at the same time.
(10:41):
Just to add a note, for example, all these hiccups all at the
same time.
Just to add a note, for example, inside of our human resource
management software.
Now, I know we talked a littlebit about time management,
looking at time as a resource,looking at the Eisenhower matrix
for prioritizing your tasks.
We talked about time blocking,delegation and automation.
(11:02):
I think it's important to knowthat all of these time
management strategies are onlyeffective if you stay what
Consistent and accountable.
And so I get it.
It's easy to fall off track,but consistency is the key to
your operational success.
In week four of the BossMastery Program, we dive deep
(11:25):
into creating daily routinesthat stick.
I encourage all of theparticipants to map out their
ideal day.
We create realistic routinesaround their business and
personal goals, and it givesthem the ability to really
understand where their time isgoing and how can they work
their business more efficiently.
(11:47):
And here's a simple tip to helpyou stay consistent Start each
morning by identifying your topthree priorities for the day.
Don't get bogged down in thenever-ending to-do list.
I get it.
Just focus on the mostimportant and impactful tasks.
And so, when you consistentlyprioritize and stick to your
(12:10):
time blocks, you're going tostart to see a dramatic shift in
how you truly run your business.
And to wrap this up, thereality is that mastering time
management is absolutely the keyto eliminating your operational
chaos is absolutely the key toeliminating your operational
chaos.
If you are feeling like you'rein a space of chaos and
overwhelm, then let's start toshift your mindset and let's
(12:31):
start driving your businesstowards growth.
Let's start driving yourselftowards accountability and
consistency.
I wanna challenge you to takequick action this week and so
start to evaluate your currenttime management habits and just
pick one area that you want tochallenge you to take quick
action this week, and so startto evaluate your current time
management habits and just pickone area that you want to
improve.
You don't have to apply everysingle thing I said on this
(12:52):
podcast episode.
The reality is that I just needyou to take one, and so if
you're ready to dive deeper intotruly running your business
like a boss, then the BossMastery Program might be for you
.
If you have questions on theability to tackle some of the
challenges that you'reexperiencing or feeling like you
want to optimize some areas inyour business, but you don't
(13:14):
know where to start?
Then reach out to me.
Let's connect, take ascreenshot of this episode, post
it on Instagram and let'sfigure out if the Boss Mastery
Program is the best option foryou.
And so thank you for tuning into today's episode.
I hope you found it helpful andplease share it with another
fellow entrepreneur that canbenefit.
I look forward to connectingwith you guys soon.
(13:36):
Until next time, as always,thank you so much for listening
in.
Don't forget to subscribe tothe show to be notified the
second a new episode is released, and share with your friends
who believe could benefit fromlistening.
Or, even better, just post ascreenshot of the episode in
(13:57):
your stories and tag me onInstagram or Facebook.
I would love to hear yourfeedback, answer questions, and
I'm always open to your topicsuggestions, so you never know
if your topic will be next.
So then, until next time, goahead, maximize your day and own
it.
Hello and welcome to the Maximize
your Day podcast, a place forentrepreneurs who are building
their business in pursuit offreedom and flexibility to do
the things they love.
I'm your host, jessica Rosario.
I'm a New Yorker turnedFloridian who knows a thing or
two on how to effectively manageyour time while juggling
multiple priorities.
I'm an ex-corporate leader whowalked away from my nine to
(00:24):
five-ish to launch and grow mybusiness.
In this podcast, I shareinsights on mindset, business
productivity, habits andstrategies to help you take
control of your to-do list andmaximize your day, which will
help you feel more confident andless overwhelmed and getting
more done in less time.
I'm so excited you're here, goahead, listen in.
I'm so excited you're here, goahead, listen in.
(00:47):
Welcome back to the show.
Today I want to share with youon how you can eliminate
operational chaos by mastering afew time management strategies.
You'll be surprised that whenit comes to managing our
business, the hangups areusually appearing as time
(01:11):
management issues, lack ofboundaries and perhaps
disorganization.
So let me start by sharing aquick story with you guys.
A few years ago, I had a clientwho was struggling.
She was feeling overwhelmed andconstantly feeling like there
was not enough time in her dayto be able to get the things
(01:32):
that she loved to do done, andso yet she felt like nothing was
moving forward, whether it wasin business and life.
She wasn't prioritizing herself-care, and she was caught up
in all of the wrong tasks andmissing out on key growth
opportunities, not just forherself, but also for her
(01:53):
business and even for the peoplearound her, because, at the end
of the day, when we manage ourtime better and when we set
priorities, the people around usare the ones that benefit from
it the most.
So, after introducing her tosome simple time management
strategies, we really started tochange things around and we
started to identify okay, whereare the leaks in her time?
(02:16):
What was she doing with hertime?
Auditing her time and thengiving her the ability to
delegate in order for her toregain control, not only in her
business, but she also has a dayjob right.
So she needed to be able tomanage all the things in order
to be able to give her businessthe best of her, rather than
(02:36):
what was left of her.
And so I wanted to share thatstory, because I'm sure some of
you are hearing this story andsaying, oh my gosh, that is so
me, and so let's talk about timeas a resource.
We often think about money andemployees and the most important
resources that we have inbusiness, but, guys, time is
(02:56):
just as critical and it is notan unlimited resource.
So if you're not managing itwell, you're bleeding time in
your business and that's why itfeels like your life is so
chaotic, that's why youroperations feel like they're in
chaos, and so one of the firstthings that we focus on in the
Boss Mastery program, which ismy group coaching program, is
(03:19):
focusing on goal setting andtime management as a
foundational piece for success.
If you don't start there, it isvery difficult to do all of the
other things that you need todo, because if you don't hone
into the foundational parts ofbuilding a business, which
require time, energy, effectivegoal setting and accountability,
(03:44):
then chances are we won't beable to achieve the things that
we want to achieve.
Can you relate with that?
Because I know I certainly can.
I have a coaching business.
I also am part owner of acommercial cleaning business
with my husband here in CentralFlorida.
I am really intentional with mytime and you know what?
(04:04):
To some people, that can be aturnoff, and that's okay.
I need to plan myself ahead andI also need to be able to be
flexible, to give myself enoughtime to be spontaneous, which I
will tell you, that does notcome naturally.
But when I feel like I'm morein control of my time and
understanding when my time isgoing and setting boundaries to
(04:25):
protect it, I feel like I ammore productive and I feel like
I am more in control of thethings that I need to do.
Time management works reallywell.
When it comes to time blocking.
I also love the Eisenhowermatrix, so those two are two
tools that I use on an ongoingbasis.
When it comes to time blocking,I schedule out specific blocks
(04:49):
of time for specific tasks.
It helps me stay focused and Ido color coding when it comes to
time blocking.
If you don't know about timeblocking, you can always
download my guide to timeblocking, so you'll see that in
the show notes as well.
But when it comes to colorcoding, my time blocking, it
gives me the ability to see atfirst glance where I'm spending
(05:12):
my time.
Am I coaching?
Am I running the operations inour commercial cleaning business
?
Am I also scheduling time forincome producing activities?
What does my CEO day look likeand where is my time being
allocated every step of the way?
Now, this didn't come naturally,guys.
(05:34):
I started time blockingprobably about 2017, 2018.
And I left corporate in 2019.
And one of the things that wasmost important in my
entrepreneurial journey, as Istarted to grow my own business,
was time blocking and somastering a time management
technique.
It doesn't have to be timeblocking, but that's the one
that I love then.
(05:56):
It really helps you balance allof the things in order to help
you prioritize, and so, as westart to talk about
prioritization, the Eisenhowermatrix is one of the best ones,
because it gives you the abilityto separate your tasks into
four quadrants.
You can separate certain thingsthat are urgent and important,
(06:17):
or you can kind of move themalong the important, but perhaps
they're not urgent.
The third quadrant is on urgentbut not important, and there's
the last one of neither urgentor important.
I find clients that wind upsitting in that bucket and then
they feel guilt because theyhave to quote, unquote throw it
(06:38):
away.
The reality is that you don'tthrow anything away.
I mean, you might put somethingin the back burner, but for the
most part, when something isneither urgent or important, I
keep it in a bucket so that Ican go back to it for future
ideas.
This is also one of thestrategies that I tell my
clients to follow every singletime.
(06:58):
We do the quarterly planningsessions inside of the Maximize
your Day membership, becausepart of truly understanding what
you want to focus on for theupcoming 12 weeks is also
knowing that if there's a shinyobject coming your way, perhaps
it might be a good thing to helpyou with efficiencies in your
(07:20):
business, but it's not the timebecause we're not focusing on
that right this second, and so Ialways say use the future ideas
bucket to be able to save those.
The next one is delegation andautomation, and I know that this
is hard because many of usdon't have a team, and if you
don't have a team, it is veryhard to delegate.
But there are certain thingsthat you absolutely can delegate
(07:42):
.
An example of that is graphicdesign.
Are you a graphic designer?
Then that's great.
But if you're not a graphicdesigner, why is it that we
always get so hung up in makinga beautiful design when we know
it's not our skillset?
You can find someone that cando the graphic design and do a
great job.
(08:02):
I have found great people onFiverr, and I tend to work with
them again and again and theyget to know my brand, but it
takes time for you to findsomeone that you really enjoy
working with.
The other one is landing pagesand websites, another huge hang
up.
People get so hung up on makingthe perfect website, making the
perfect landing page, but it'snot their skill set.
(08:25):
This is also something that youcan delegate out.
You can find someone to do thisinexpensively.
If you're looking for somethingperfect, then you have to spend
the money and find someoneperfect, so it really depends on
how much you want to put in tocreating this perfect landing
page or perfect website.
On the automation side, then youstart to look at tools like
(08:47):
Zapier and does it connect withthis platform or that platform?
The reality is that, yes,zapier can help you do all of
those things, but if you're notan expert in automation, then
what you're doing is wasting alot of time and trying to define
all of these things that youbelieve is creating more
efficiency in your business, andso you wind up wasting more
(09:10):
time trying to learn a platform.
That is not part of yourexpertise, and so these are also
some things that you candelegate out.
Now, something that I learnedrecently is that just because
your software doesn't have aspecific integration or a
specific automation doesn't meanyou can't ask for it.
So we use a human resourcemanagement software, and we
(09:35):
realized that it had someinefficiencies.
We then tied it with a projectmanagement tool, and what that
started to do was it started tocreate this double process, and
although it automated a lot ofthe things for us, it was still
a little wonky, and so one ofthe things that we did was we
contacted the software developerfor our human resource
(09:58):
management system and explainedto them what we were looking to
do.
Well, do you know?
They built it, they created thecustom build out in the backend
, and it's a beautiful thing,and they didn't charge us a
penny for it.
Many times, these softwares,they want to hear from you, they
want your feedback.
I'm not saying that they'regoing to do every single thing,
(10:21):
that every single person issuggesting no, but guess what?
If you don't ask, you don't get, and so that was a huge way
that showed us that we need tobe able to use the systems that
we're already paying for in away that it's creating
efficiencies for us and weweren't experiencing all these
hiccups all at the same time.
(10:41):
Just to add a note, for example, all these hiccups all at the
same time.
Just to add a note, for example, inside of our human resource
management software.
Now, I know we talked a littlebit about time management,
looking at time as a resource,looking at the Eisenhower matrix
for prioritizing your tasks.
We talked about time blocking,delegation and automation.
(11:02):
I think it's important to knowthat all of these time
management strategies are onlyeffective if you stay what
Consistent and accountable.
And so I get it.
It's easy to fall off track,but consistency is the key to
your operational success.
In week four of the BossMastery Program, we dive deep
(11:25):
into creating daily routinesthat stick.
I encourage all of theparticipants to map out their
ideal day.
We create realistic routinesaround their business and
personal goals, and it givesthem the ability to really
understand where their time isgoing and how can they work
their business more efficiently.
(11:47):
And here's a simple tip to helpyou stay consistent Start each
morning by identifying your topthree priorities for the day.
Don't get bogged down in thenever-ending to-do list.
I get it.
Just focus on the mostimportant and impactful tasks.
And so, when you consistentlyprioritize and stick to your
(12:10):
time blocks, you're going tostart to see a dramatic shift in
how you truly run your business.
And to wrap this up, thereality is that mastering time
management is absolutely the keyto eliminating your operational
chaos is absolutely the key toeliminating your operational
chaos.
If you are feeling like you'rein a space of chaos and
overwhelm, then let's start toshift your mindset and let's
(12:31):
start driving your businesstowards growth.
Let's start driving yourselftowards accountability and
consistency.
I wanna challenge you to takequick action this week and so
start to evaluate your currenttime management habits and just
pick one area that you want tochallenge you to take quick
action this week, and so startto evaluate your current time
management habits and just pickone area that you want to
improve.
You don't have to apply everysingle thing I said on this
(12:52):
podcast episode.
The reality is that I just needyou to take one, and so if
you're ready to dive deeper intotruly running your business
like a boss, then the BossMastery Program might be for you
.
If you have questions on theability to tackle some of the
challenges that you'reexperiencing or feeling like you
want to optimize some areas inyour business, but you don't
(13:14):
know where to start?
Then reach out to me.
Let's connect, take ascreenshot of this episode, post
it on Instagram and let'sfigure out if the Boss Mastery
Program is the best option foryou.
And so thank you for tuning into today's episode.
I hope you found it helpful andplease share it with another
fellow entrepreneur that canbenefit.
I look forward to connectingwith you guys soon.
(13:36):
Until next time, as always,thank you so much for listening
in.
Don't forget to subscribe tothe show to be notified the
second a new episode is released, and share with your friends
who believe could benefit fromlistening.
Or, even better, just post ascreenshot of the episode in
(13:57):
your stories and tag me onInstagram or Facebook.
I would love to hear yourfeedback, answer questions, and
I'm always open to your topicsuggestions, so you never know
if your topic will be next.
So then, until next time, goahead, maximize your day and own
it.
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