Strategies to Conquer Your To-Do List from Lioness Networking

Trying to find and stick to the perfect productivity system often feels impossible. But without one, your to-do list can grow out of control, leaving you drowning. At our most recent round of Lioness Networking, founders shared how they built their own productivity systems to stay afloat and in control through time-blocking, protecting their focus time and learning when to delegate. 

We’ve outlined their tips and strategies below, but you can also watch the full recording above for more advice. (Be sure to sign up for more Lioness Networking, too!) 

Protecting your focus time 

It’s easy to get caught up in a whirlwind of meetings and responsibilities. Attendees shared how they set aside focus time every week, whether to plan their calendars or catch up on a backlog of tasks. 

Multiple founders discussed how to account for this focus time in their schedules—you can have an online calendar automatically pencil in time in between other events, but that can backfire if you’re busy enough that it decides your best availablity is between midnight and 2am. 

Instead, Osayi Lasisi makes sure to take 10 minutes at the beginning or end of every day to jot down everything she can think of on her to-do list. “It sounds so simple, but on the days when I don’t do it, it’s just chaos.” 

On a broader scale, Sharon Delaney McCloud has a routine every Sunday to block out time up to a month in advance, so she doesn’t spend that night and the rest of her week worrying about what might be coming up next. 

Maartje van Krieken (The Business Emergency Room) has an unconventional approach to managing her calendar: every weekend, she finds three to five events to cancel for the upcoming week. Cutting down on non-essential events saves your energy and time for more important work. 

Tools for productivity systems

Along with broader strategies for designing the right calendar, founders highlighted specific tools in their productivity systems that help them succeed. 

• Trisha Craig utilizes an analog timer for a clear visual of time wedges counting down—making it less distracting than digital tools. Every task has its own time slot, even if it’s only a five-minute email. 

• Kelly Schrank (Bookworm Editing Services), author of Clarity by Design: Comprehensive Checklists in Medical Communication, uses sticky notes around her workspace to prioritize urgent, time-sensitive tasks. 

• Lioness editor Suzanne Drapeau uses a self-care gamification app, Finch, to remind herself to take a walk, stretch, enjoy a meal, take deep breaths and more. “I’m more productive when I’m taking care of myself,” she said. 

Delegation and automation 

According to a study by Columbia Business School, women are less likely to delegate than men. However, delegation is a key strategy for managing your time and conquering your to-do list. For example, van Krieken uses Fiver for basic administrative tasks like podcast editing and social media posts, simple tasks that drained her internal battery. Delegation preserves her energy for more important work. 

Virtual assistants can make your life easier, but if you don’t know how to employ them, you’ll end up creating even more work for yourself. As Nelly Yusupova (TechSpeak for Entrepreneurs) advises, be sure to write a standard operating procedure beforehand to streamline communication and save time. 

Refreshing your productivity systems

As holidays approach, some people find them a good opportunity to catch up on work, while others tend to fall further behind. Either way, it’s worth evaluating your productivity habits to tame chaos and get on top of tasks, rather than constantly chasing to catch up and getting overwhelmed. 

Productivity is ultimately personal, and what works for one individual won’t always work for another. Regardless, it can help to hear different perspectives and experiences to inform your own processes and test out new ideas. Learn from the Lioness community’s productivity systems—your future self will thank you. 

Next up: let’s talk business pivots at December Lioness Networking 

Tired of setting the same resolutions every year? It’s time for a big change! 

December Lioness Networking: It’s Pivot Season! 
Tuesday, December 9 at 1 PM – 2 PM ET 

At this month’s Lioness Networking, we’re talking business pivots. Learn how to plan your next move and launch (or relaunch) with confidence. Wrap up the year strong! Come share your big ideas with other founders and get inspired. 

Lioness Networking is your monthly opportunity to expand your business network and connect with female entrepreneurs like you. Join us for enriching insights and camaraderie. Through a series of engaging breakout rooms and guided discussions, we’re here to provide valuable support for founders everywhere. 

Register Here for December Networking