Welcome to another episode of Deeply Rooted Business, where we dive deep into the world of business strategy and productivity. In today's episode, we tackle a topic that's essential for every entrepreneur and business owner: project planning. Whether you're just starting or looking to refine your planning process, we've got you covered. Join us as we discuss the importance of project planning, share practical tips, and explore how it can transform your business.

Key Takeaways:

• Project Planning is Grounding: While ideas and inspiration may come easy, bringing those big ideas to life requires a structured approach. Project planning provides the necessary grounding to turn your vision into reality.
• Balancing Inspiration and Implementation: Finding a balance between creative inspiration and the implementation of your ideas is crucial. Avoid the pitfall of getting lost in the flow of client work, and make time for planning your own business.
• Break Down Your Projects: Many people confuse tasks with projects. Break down your projects into smaller tasks and identify the mini-tasks within each to create a clear roadmap.
• Invest Time Wisely: Invest the time upfront in project planning to save time and avoid costly mistakes later. Plan on paper and make mistakes there instead of during implementation.
• Scaling Back vs. Scaling Up: Be realistic about your capacity. It's okay to scale back your project scope if it means avoiding burnout or aligning with your resources. It's better to launch a 1.0 project and iterate than exhaust yourself.
• One Project at a Time: As a solopreneur or small business owner, it's advisable to focus on one to two projects at a time. Context-switching can be detrimental to productivity and quality.
• Set Deadlines and Due Dates: Assign deadlines and due dates to tasks and stick to them. Flexibility is crucial, but having a plan in place ensures tasks don't get lost or delayed indefinitely.
• Utilize Project Management Tools: Invest in digital project management tools like Notion, Trello, or Asana to keep your projects organized, accessible, and flexible.
• Weekly and Daily Check-Ins: Regularly review your project plan on a weekly basis to adjust and allocate tasks based on your energy and resources. Daily check-ins help you stay on track with the tasks for the day.

Don't underestimate the power of effective project planning in your business. Start by creating a clear plan for your next project, breaking it down into actionable tasks, and utilizing project management tools to stay organized. Remember, the more you practice project planning, the more efficient and successful you'll become in turning your business ideas into reality. So, take that first step and embark on this transformative journey with us.

Follow now and embark on this transformative journey with us.

Welcome to the Rooted Business Podcast.

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I'm Rachel, your intentional

marketing architect.

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Jess: And I'm Jess, your

systems and ops guru.

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Rachel: In this podcast, we'll

talk through our experiences as

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seasoned business owners open up

about our triumphs and challenges.

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We'll share candid conversations and

invaluable insights to help you establish

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a business that stands the test of time.

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Jess: Together, we've navigated

the ups and downs of running a

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successful online business, and

we know firsthand the importance

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of finding harmony in your hustle.

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Rachel: In each episode, we'll dive deep

into the inner workings of your business

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operations and marketing strategies

while we peel back the layers to reveal

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actionable advice and practical tips

that you can implement right away.

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Jess: But we won't stop there.

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We believe that true success goes

beyond profits and the growth charts.

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That's why we'll explore the

critical role of wellness and

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mindset in your entrepreneurial

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Rachel: journey, because burnout

is a real threat and we're

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here to help you avoid that.

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Together we'll uncover the strategies

and practices that prioritize your

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wellbeing, ensuring you have the energy

and resilience to thrive in the long run.

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Jess: Join us as we delve into intentional

business growth, sharing personal

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stories, lessons learned, and expert

advice that will empower you to make

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informed decisions to grow your business.

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Rachel: So if you're ready to harmonize

your hustle and create a business that

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thrives while honoring your inner balance,

don't miss out on the Rooted business.

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Subscribe now and embark on this

transformative journey with us.

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Jessica: Hello Rachel and happy Friday.

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I dunno if

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you're listening on a Friday, but I dunno

if we've told you before, but Rachel and

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I record these episodes every Friday.

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We've been consistent so far

with staying ahead of the game.

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Today we're gonna be talking about a

subject that is near and dear to my

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heart which is project planning, kind

of project planning, task management.

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How do you take a big idea that

you're having and break it down

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and bring it into real life?

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I've energy.

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It relates and I think planning is

definitely a grounding practice.

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And when you have an idea, envisioning

is more of like an airy practice, but you

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need to bring it down to the ground to get

it to work and out into the real world.

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We're gonna talking

about project planning.

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How do you feel about

project planning and task.

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Track 1: So I'm definitely gonna

be bringing in the, like the side

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of people that's probably a little

bit more relatable, like the one

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that's okay, easier said than done.

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I am.

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I have a, I push towards big project

planning for like my own clients and I

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say, let's get your annual calendar done.

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Let's get your launch calendars done.

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And I do that for everyone else,

but when it comes to me, I am a

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hundred percent the person that will

put a goal on my list and not put

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a plan in place to reach that goal.

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And then I.

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That's nice goal.

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We'll get to it next year and

it's just 'cause it feels very

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daunting and overwhelming.

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So I am like full on listening mode, full

on absorb, like I'm absorbing everything

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you're telling us today because I need it.

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squadcaster-h5ca_1_09-08-2023_130647:

Yeah, no, and I think it's funny

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because like as much as I love

planning, like I love sitting down

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and putting out a good workflow or

map or project launch plan, but I

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have trouble doing it for myself too.

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And I think that's the case for

a lot of business owners because.

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The time that we get to

work on our businesses is

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actually really small, right?

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So when you sit down, you actually

have the time carved out to do some

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business development on your side.

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Like it can almost feel like you just

wanna jump in and start the doing.

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And setting aside that spot to plan

is actually you don't feel like you're

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actually getting anything accomplished.

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At least that's how I.

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Track 1: Yeah, no, I totally relate that.

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'cause I'll be more inspired

or in flow state, and this

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is so terrible to admit this.

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I'm so much in flow when I'm

working on my client's business.

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'cause I'm like, there's that

like need for validation.

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You want to do a good job.

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And then by the time I get to my own

business, my energy is like kaputs.

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Bringing in human design for this, like

last night I had a rush of creativity

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and like action energy and I was

online until probably about nine 30

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working on like a sales page that I

felt very called to do in that moment.

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But if I can't turn that on, I

can't plan for that action energy.

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So I totally avoid my business

as when I can't get to.

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squadcaster-h5ca_1_09-08-2023_130647:

No, I feel the same way.

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Like I'll complete like these big

giant projects like yesterday.

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I.

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A client project and I

like knocked out so much.

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Like I made a whole like action workbook

and hooked up a funnel and I've created

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a private podcast, like she had provided

all the content and all, but I'm like,

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oh my gosh, I just, I can do all of

this in one day, let yet I have a

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list, a stack list of things to do for

myself as well, so I completely agree.

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It's.

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For yourself, which is why outsourcing,

if you have the capacity and the

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money to invest, can help a lot.

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Because it's even as someone

that, I came from a corporate

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background of project planning.

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I mainly do project planning and launch

management for my own clients, but for

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me to sit down and do it takes me like,

Into your head and all those things.

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And I'm like, just sit down

and practice what you preach.

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Practice what you preach.

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I really, I'm gonna try, this

is my like midyear resolution.

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We're gonna sit down, we're gonna plan and

actually having a partner to plan, because

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when we started this podcast, I was

like, okay, let's do a planning meeting.

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And we

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sat down and we brainstorm and

laid out all the, and it's that.

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Accountability.

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There's something about doing

something with someone, and I've never

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had a partner in business before,

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but I.

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Track 1: I know it's gonna be really fun

planning season two, because I think you

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and I are both, we are very data-driven,

very much in the energy alignment.

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Like being able to look back

and be like, what did we enjoy?

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What did we not enjoy?

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Outsource immediately the things we

did not, and then get straight to.

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Kind of turning and burning this.

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It's a second business.

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We were just talking about this

before we actually started recording

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like a podcast is so many elements

that are moving, so much content, so

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much alignment that needs to be put

in place and without a proper plan.

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It is partial messy action at when

you're just getting started, but

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when you know better, you do better.

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And season two, I think

man, we're gonna kill it.

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squadcaster-h5ca_1_09-08-2023_130647:

Yeah.

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Yeah, we are for sure.

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So another thing that I see come up for a

lot of people, or at least for my clients

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when I'm working with them about like why

they don't get to grant project planning

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in the first place, other than like they

wanna jump straight into action, is that

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it's oftentimes like, I feel, it's almost

like they're confusing the task with.

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A project

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and it's okay, I want to create, it's

like I put on my task list, like create

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an action plan workbook, and I'm like,

no, that is a project because you're

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probably not gonna be able to chew,

sit down and do it all in one session.

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And there's different like mini

task within that, like one task

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that you need to break out.

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But I think because we're not

working with a team, Working at

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Athleta, like we had to break it out.

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We had to put in project management

tool because so many people's different,

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like in the, when you're working

yourself, You don't have to do that.

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So if there's like a, you almost

wanna skip over that part, but

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then what happens is like you

start to take like messy action.

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And I like, I feel some kind of

way about messy action because

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yes, I knew that you should not

have unhealthy perfectionism too.

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But I also think that sometimes messy

action can be just as detrimental

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because if you so much time and

time, especially when you're.

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First starting out, that's like

your most important asset because

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it's all, you have a lot of time.

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You don't have a lot of

time to invest money.

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You do have time, you

do have the time though.

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And how you allocate that can

really determine whether you're

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gonna be successful or how

quickly you're gonna find success

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and or if you're gonna get burnt

out and that sort of thing.

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And if you take messy action and

just run right into think something

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before thinking it all the way

through, and then you have reverse.

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Start over again, then you

just wasted a bunch of time.

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You've stalled your growth a little bit.

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So that's why I like whenever

someone says messy action, I'm.

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Track 1: Maybe.

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Maybe intentional, messy action.

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squadcaster-h5ca_1_09-08-2023_130647:

Messy action.

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Maybe do that.

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Another thing that I think that,

I see is like investing the time.

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Like we talked about

investing, project planning.

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A quite a bit of time, but it also

will save you time down the road

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because you're able to look ahead

and mitigate any obstacles or work

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through it on paper and make the

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mistakes on paper, which is a lot less

costly than making the mistakes, when.

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You're halfway through, then you have

to go back and redo everything, or your

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text's not gonna connect how you thought

it gonna connect, that sort of thing.

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You have the thing and build

in a different platform.

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Like I have done that before.

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Track 1: Yeah, I think the layer of

truly breaking down like a task or

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project down into individual tasks.

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And then like even something you

had said about corporate, where it's

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like if you're in a bigger project

planning system and you have various

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departments and all of that, if you give.

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Let's say graphic design to

Susan in copywriting, Susan will

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tell you, that is not my job.

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And will gladly kick it back and say,

Hey, I can't do this without this.

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And I think almost breaking it down into

okay, like what you were talking about,

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like the workbook pay workbook requires

outlining, then designing, and then.

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Formatting format and there's so

many think of if you think of them as

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departments, there's so many elements

that you can't do in one sitting.

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'cause they're not one person's

job, they're three people's jobs.

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And even if you are a solo Purdue and

you are doing it by yourself, Kind of

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switching gears into those sections,

like that's how people talk about

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like content planning and batching.

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You write all of it, then you design all

of it, and then you schedule all of it.

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Like those are three different brain

zones that you have to utilize.

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And I think it's like really making sure

that you're realistic about that because

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I'm going through two launches right now

with two clients and The ability to be

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like, oh, it's just we're just launching.

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I just need five emails, or I

just need this, and it's no,

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squadcaster-h5ca_1_09-08-2023_130647:

Yeah, there's

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so much that

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Track 1: it into pre-launch and

post-launch and active launch, and like

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really making sure that everything is

broken down by components too, because

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then that leaves you energetically

depleted and just exhausted.

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squadcaster-h5ca_1_09-08-2023_130647: Yes.

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Yeah.

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So hate to toot my own horn, but I feel

like I've got this part down to a science.

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Track 1: Oh, help me

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squadcaster-h5ca_1_09-08-2023_130647:

There we go.

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There we go.

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Okay.

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So when you're starting out any

project, the first thing that you're.

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One year outcome goal, what are

you hoping to get out of this?

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Most of those are revenue ties,

but especially for launches.

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And it's your first time launching,

set a non-revenue goal as well.

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Maybe it's your email list because.

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Later down the line that

might produce more revenue.

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Or maybe it's just to get the

product out into the world.

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If it's your first time, like something,

give yourself something to celebrate

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when you complete this whole project,

and that's gonna help motivate you.

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And then another thing that I love to do

with all my clients is define like their,

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they're like deeper why for the project.

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Why do you wanna do this pro?

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What is doing this project gonna

create for you and your life?

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What is it gonna create for your clients?

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Like connecting to that deeper why?

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Because when in.

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It's gonna get uncomfortable

and you're gonna wanna stop.

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There's gonna be hard things.

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And if you can open your project plan,

and I like put these two things right

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at the top of our project plan and

it's like connect to your deeper why.

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You're like, okay, this is

why I'm gonna keep going.

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It's gonna give you that

motivation to push yourself

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into that more comfortable zone.

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And the next is just brain dump.

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Get any idea you have about

it, like out onto the paper.

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And so that you can see

like how much is involved.

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And then I also liken this stage too.

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I it Pretty much for every, have you

never used a Canva whiteboard thing?

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Oh

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my gosh.

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Track 1: I

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squadcaster-h5ca_1_09-08-2023_130647:

Okay.

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So Canva is a whiteboard feature where

you can map out, and I love to, I create,

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if we're doing a launch, I will create

a map, like a visual map of the funnel.

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If we're, if I'm creating like a new

like project workflow for a client,

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I'll create a visual map and piece.

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For me at least, I can't visually

see like the zaps I'm gonna have to

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connect or like the like secret pages.

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There always seems to be like the

secret page of I forgot to put like

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the thank you page or the podcast

page or a different page like.

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This will allow you to visually

see if you're missing any steps

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and get everything laid out.

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And then once you've got all of the assets

or all the new items that you need to

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create, you can then go asset by asset.

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What is it gonna take

to bring this to life?

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Okay, I'm gonna need to outline

the copy, write the copy, design

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the page, approve the page.

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The, to the other page so you can write

down each task related to that asset.

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So that's what I could start to organize

and group all of these things together.

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Then before you go anything, any further,

I want you to go through, and this

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is what everybody hates and estimate

how long each thing is going to take

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you and probably add I say multiply

by two because we are like, everybody

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Track 1: I was gonna say, make

sure you're not delusional

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squadcaster-h5ca_1_09-08-2023_130647:

Yeah.

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Track 1: I'm like, everything takes.

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squadcaster-h5ca_1_09-08-2023_130647:

Realistic and use a time tracker so

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that you have historical data later on.

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But go through and write down all the time

that's gonna take you and then add it up.

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And then at this point, because we're

not investing like a lot of time, we're

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investing our time and not our money.

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Sometimes we're investing our money

do you have the budget for this?

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Like time-wise, do you

have the budget for this?

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And if you don't, you may

need to expand your budget.

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We talked about the project

made, expand your timeline.

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We talked about the project management

timeline triangle in another

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episode, but expand your timeline

or decrease the scope and find like

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what's the, like minimal Effective

dose I have to do to get this out.

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Like it doesn't have to be like

your 4.0 project, the first time

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that you go in there, or you can

decide to look at it and be like,

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this is gonna take me so much time.

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And it's frankly, not worth the r

o I that I'm gonna get out of this.

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And like the project is there

before you get two months into it.

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Everyone misses is like figuring out like.

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Is this worth being intentional about it?

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Is this worth the time, the energy

that you're gonna put into it?

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And if you really wanna do

it, you can scale it down.

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Like you can launch a 1.0 project and then

make another iteration and make it better.

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Or make I, a lot of times we get these

like giant launch strategies from these

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Celebrity entrepreneurs, and there's

so many hours in time put into it.

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It's okay, wait, but how can we like

scale this down for a scope that you

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can handle, if you need to launch it

in the next two months because you

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have to make the revenue then, because

if you don't and you underestimate

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that part, you're, that's where you're

gonna like veer off into burnout.

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Track 1: I think that part's very

important to there's no shame in

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scaling back a plan in order to profit.

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So if you are at a point where you're

essentially saying, I'm making no money

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on this because I am putting two months

of my life into it and it's only gonna

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generate this and, stress, energy,

like non currency, so like non-monetary

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currency, like if it's not worth it, scale

it back because we're here to profit.

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Ethically, but we're also here

to run a business intentionally.

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And I think so many people get pressured

into these epic launch plans that are

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being sold by all of these million

dollar businesses that have teams of

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10 and have like out, like it's nuts.

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And so I think there's just it

needs to be said, there's no

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shame in scaling back your plan.

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squadcaster-h5ca_1_09-08-2023_130647:

Yeah.

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Yeah.

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And especially like we had talked in

another episode about being realistic,

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about like your numbers and the r o

I that you're going to produce right

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now, and like understanding that

most of the celebrity entrepreneurs

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that we're following like.

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They have tens of thousands of

dollars to invest in ads, or they have

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hundreds of thousands of followers,

or they have gigantic email lists.

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So being realistic about what we

can expect and how much time and

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effort and energy it's gonna be.

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Put that out there.

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Cool.

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Once, so at that point you can

toss away your project or push

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it away till another time.

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If you think it's not worth the r o i,

maybe it's an put it in the parking lot.

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I have a notion, in my project database

there is a parking lot or ideas category

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that everything just gets parked there.

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Because as a solopreneur or as a

small business owner, you should

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really only have One to two

projects in the air at one time.

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If you're worrying about yourself and

you have no team, like one project,

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do a project, are you laughing?

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Track 1: Yeah.

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I'm like, my gosh.

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Don't let note to self, don't let

Jess in my own notion, because she.

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squadcaster-h5ca_1_09-08-2023_130647:

Oner, there's no shame.

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And like when I create like those, like

back burner like statuses for projects,

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my clients are like, I can have an

idea and not execute I'm like, yeah,

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like you can come back to it later.

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We can look to it, look at it at our

quarterly reset and like figure out

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which projects we wanna like tee up next.

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But really if you have a small

team, like one three is like the

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maximum that I let my clients pick.

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And it just depends on their team size.

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And most of them have discovered.

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The longer we work together, it's like I

can handle one project at a time because

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we're serving all these clients as well.

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I feel like project sprints are the way to

go because when you have multiple things

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in the air, it's hard to balance your time

and that context switching, like you said.

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Okay.

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Track 1: You elaborate?

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Wait, I need to

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squadcaster-h5ca_1_09-08-2023_130647:

okay.

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Track 1: learning for me.

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Elaborate on the difference between

a full blown out like project

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plan and then project sprint.

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squadcaster-h5ca_1_09-08-2023_130647:

So I think what I, the way I'm using

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it is a project Sprint is like you're

only focusing on one thing at that time.

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Whereas when I'm working with

a client who's got eight to 10

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team members and we're having a.

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Bop things back and forth to each other.

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So we may have a lull in the work

that, the copywriter may have a

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lull in her work, but may be able

to like hop onto another project.

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Then we may have like

multiple projects going

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at one time.

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But if you're a solopreneur, it's just.

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Lay out one project, I'm gonna finish

this, and do it in the way that

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like knocks down the first domino.

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If you can't figure out what's gonna

priorit what to prioritize first figure

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out how to knock down the first domino.

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If your offers aren't set up

yet, then Probably shouldn't be

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creating content plans, right?

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If your funnels, if your funnels

are not, set up, then content,

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it's gotta all make sense.

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In, in the grand scheme of things

when you're picking out your projects.

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So once you've decided to move forward

with your projects, here's another

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one that everyone hates, especially a

creative, intuitive flowing people, is

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Track 1: I'm ready.

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squadcaster-h5ca_1_09-08-2023_130647:

gonna assign it, you're gonna

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give it a deadline and a due date.

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and I.

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Track 1: is my biggest weakness.

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Biggest weakness is deadlines.

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squadcaster-h5ca_1_09-08-2023_130647:

And I think it's oh, I don't

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wanna be rigid or it's gonna what?

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Mess up my creativity and my

flow and all of this stuff.

375

And it's you can be flexible.

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You are the boss, right?

377

But all this is doing is I, you talked

about sitting in your like different

378

seats that you have to sit in.

379

Like when you're project planning, you're

sitting in your like c e o boss seat.

380

You're planning everything out.

381

So if employee, Rachel gets to the project

plan day and today it says write the

382

sales page and your energy is not feeling.

383

Like you can write the sales

page, then talk to your boss self

384

and ask if you can push it back

in your deadline a little bit.

385

Like

386

you can scoot it around.

387

So you wanna assign it a due date and

a person if you have multiple people on

388

the team so that everybody knows, who is

responsible for what, that sort of thing.

389

And then put it into, A project management

tool, not a sticky note, not a piece

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of paper that you're gonna lose, pop

it into your project management tool.

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Because a lot of times as solopreneurs,

when we're working on our projects, like

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it's like we're doing a client work or we

have two hours of time between two halls.

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So you wanna be able to open your project

plan and have everything that you need to

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complete whatever task is teed up next.

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In your project management, and

this is why I love notions so much

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because it can, for me it's replaced

like Google Docs, it's replaced.

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Like things like Airtable, like I put

everything related to that project into.

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My like project folder in my

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project .And then it like

relates all together.

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And then I have historical data from doing

multiple launches, that sort of thing

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where I can refer back to, but all the

resources are there and all I need to do

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is pop it open and work on the next thing.

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So that is, and then final step is you

just wanna check in weekly, like so

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you should be doing some sort of like

weekly planning and like looking at.

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What task you have laid out for that week

and shift things around if they're needed.

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Decide like what blocks of

time that you have open and

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where your project can pop in.

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And then make decisions

to shift if necessary.

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And then daily, like employee, Rachel

is just gonna be checking in with

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herself to make sure she has the

energy and the brain space to do it.

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And it's gonna be one of those

things that the more you do it.

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The better you're gonna get at it.

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The projects, like you're gonna get a

better understanding and learning of

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oh, I can only do two projects one time.

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Jessica is right.

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I can only do one.

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Doing one project at one time

is great because I knock it

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out so much more quickly.

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So yeah, that is my spiel

on project planning.

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Any more

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Track 1: Yeah, I know there

obviously are pain points to

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planning, but the alternative, and

this is where I do the planning.

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Maybe it's not as clean as it should

be or on top of it as it should be.

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But the alternative is literally like

flying by the seat of your pants and

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like stressing out, forgetting things,

missing deadlines, like very poor

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quality, like of a client experience.

427

And really that leads to burnout and

that leads to unmanageable processes

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in your business compared to, okay.

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Yes.

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Maybe.

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10 of my tasks have no deadline on them.

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I'll get to those, but I visibly see them.

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They're on the docket essentially.

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So even if you are resistant and

like this is for all business owners

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who are probably like me if you're

resistant to planning, the flip

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side of it is significantly worse.

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and growth is drastically

limited without the planning.

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Aspect backing your scalability

in business, your manageability

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of tasks and energy.

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Final thoughts on it is that it's such

a necessary evil, and don't get into

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the like trap of being like I don't

need to do that, because it's gonna

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limit you in business significantly.

443

squadcaster-h5ca_1_09-08-2023_130647:

I can say probably a hundred percent of

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the time when my clients come to me and

they're like, oh, I've had this idea,

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this goal that I can't seem to hit.

446

And I'm like, okay, do you have a.

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Plan supporting it, or do you

have a process supporting it?

448

And 100% percent of the

time the answer is no.

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And then once you get a process

to support it, it becomes easy.

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And maybe it doesn't, you know

it's baby steps and maybe you're

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not hitting it every time.

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But if it's in your tool, and this is

why I love digital tools, no paper tools.

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We're not in the stone age anymore

because you can be flexible

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and those goals do not go away.

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Like my today's task list is set up to

where it filters out anything that is due

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on or before today, so that if I don't do

what I was supposed to do on Wednesday,

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it still shows up here and it's gonna

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stay there.

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So I sign it another

date, or I complete it.

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Track 1: And then you see it in red.

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Do three days ago,

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squadcaster-h5ca_1_09-08-2023_130647:

You're like,

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Track 1: Oh.

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squadcaster-h5ca_1_09-08-2023_130647:

no, but I think it's No,

465

I think it's just balance.

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I think it's just, and that's the part

where you just have to be compassionate

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with yourself and like balance that

like masculine planning, energy,

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ground and energy with the feminine

of I'm allowed to be flexible, but

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it, your tasks aren't getting lost.

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They're not like falling off

into a sticky note ocean.

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'cause.

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That has definitely happened to me before.

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Track 1: Yeah.

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Yeah.

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That was such a great episode or such.

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Great feedback and like knowledge.

477

I'm gonna go into my notion

after this and clean it up.

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squadcaster-h5ca_1_09-08-2023_130647:

I know maybe I'll even attach my

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project planning Notion templates

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Track 1: Yeah.

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Let me buy that please.

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squadcaster-h5ca_1_09-08-2023_130647:

If people wanna get it, if

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people wanna get their hands on

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Track 1: Yeah, that'll be

linked in the show notes.

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, everybody go by Jess's brain, it's

essential to business success.

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squadcaster-h5ca_1_09-08-2023_130647:

Until next week, we hope day.