5 Reasons to Organize Your Workflows Right Now (and How to Do It)

As a business strategy consultant and executive coach, I know what it’s like to juggle multiple clients, projects, and deadlines. Whether you’re helping a CEO refine their business strategy or coaching a leadership team to achieve their goals, staying organized is the key to delivering exceptional results—without burning out.

But let’s be honest: staying organized isn’t always easy. Between client calls, strategy sessions, and endless to-do lists, it’s easy to feel overwhelmed. That’s why I’m sharing five compelling reasons to organize your workflows right now—along with tangible advice to help you get started. Let’s dive in!

1. Automation Can Free Up Your Time

As consultants and coaches, we often spend hours on repetitive tasks that could be automated. Think about it:

• Are you manually updating client progress reports?

• Spending too much time scheduling coaching calls?

• Sending the same follow-up emails over and over?

Here’s what you can do:

• Use Asana to automate task assignments and deadlines. For example, create a template for client onboarding that automatically assigns tasks to you and your team.

• Integrate Calendly with your Google Calendar to let clients book coaching calls without the back-and-forth emails.

• Set up email templates in Gmail or HubSpot for common follow-ups, like post-session summaries or strategy updates.

By automating these tasks, you’ll free up time to focus on what really matters: delivering value to your clients.

2. Stop Wasting Time on Disorganization

How much time do you spend searching for files, trying to remember the next step in a process, or figuring out which version of a document is the latest? Disorganization creates unnecessary stress and inefficiencies.

Here’s what you can do:

• Use Google Drive to organize client files. Create a folder for each client and use clear naming conventions like “ClientName_StrategyPlan_20231025_v2.”

• Store all client-related documents, coaching notes, and strategy templates in one place.

• Use Asana to map out processes for each client. For example, create a project template for executive coaching that includes steps like “Initial Assessment,” “Goal Setting,” and “Progress Review.”

When everything has a place, you’ll spend less time searching and more time doing meaningful work.

3. Things Will Only Get Busier

If you’re feeling overwhelmed now, imagine how it’ll feel when you onboard more clients or take on larger projects. Being proactive about organization sets you up for future success.

Here’s what you can do:

• Create standardized workflows in Asana for common tasks like client onboarding, strategy sessions, and progress reviews.

• Use Google Sheets to track client goals, KPIs, and progress. Create a template that you can duplicate for each client.

• Build a library of reusable resources, like coaching frameworks or strategy templates, in Google Drive or Canva.

By setting up these systems now, you’ll be ready to scale your business without sacrificing quality.

4. You Can’t Do It All Alone

As your business grows, you’ll need to delegate tasks to team members or virtual assistants. But if your workflows are disorganized, delegation becomes nearly impossible.

Here’s what you can do:

• Document your processes in Asana or Loom. For example, record a video tutorial on how you prepare for a strategy session or analyze client data.

• Use Google Sheets to create a delegation tracker. List tasks that can be handed off, who’s responsible, and deadlines.

• Hire a virtual assistant to handle administrative tasks like scheduling, email management, or data entry.

When your workflows are clear, delegation becomes seamless—and you can focus on high-impact activities.

5. Focus on What Drives Results

It’s easy to get caught up in busy work that doesn’t move the needle for your clients. Organizing your workflows helps you identify what truly matters.

Here’s what you can do:

• Use Canva or PowerPoint to create reusable presentation templates for client meetings. This saves time and ensures a professional look.

• Automate client reporting with Google Sheets. For example, create a dashboard that pulls data from your CRM or coaching notes to track progress.

• Block time in your calendar for deep work. Use Google Calendar to schedule uninterrupted periods for strategy development or client preparation.

When you eliminate low-value tasks, you’ll have more time to focus on what drives results: helping your clients achieve their goals. 

Ready to Get Started?

If this post has convinced you that organizing your workflows is essential, here’s my challenge to you:

1. Pick one area to organize this week. For example, set up a client onboarding template in Asana or create a Google Sheets dashboard for tracking client progress.

2. Automate one repetitive task. Use tools like Calendly, Asana, or email templates to save time.

3. Delegate one task. Identify a task that can be handed off to a team member or virtual assistant.

Remember, organization isn’t about perfection—it’s about progress. Start small, and you’ll see the benefits compound over time.  

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