From Chaos to Clarity: Structuring Life and Business for Success

Commentary contributed by: Kevin L. Johnson

You can tweak your life to your business needs.

1. Set Clear, Achievable Goals

       Business Goals:

• Focus on 3 main priorities for each week.
• Break them down into smaller daily tasks that are specific and measurable.

        Life Goals:

• Include personal development goals 
• fitness, learning,
• relationships and
• basic life management
• meal prepping,
• self-care

       Use the SMART framework for goal-setting Specific, Measurable, Achievable, Relevant, Time-bound.

1. Time Blocking (Scheduling)

       Time blocking helps you dedicate focused chunks of time to different tasks. For example:

       Morning Focus Time:

• Block out the first few hours for deep work—this is your time for high-concentration tasks creating content, strategizing, meetings 

        Midday:

• Meetings/Communication

        Reserve lunchtime for:

• Team calls,
• Emails,
• Client discussions.

        These are often less demanding tasks but essential for business.

         Afternoon:

• Creative or Light Tasks
• Use this time for brainstorming,
• Content creation,
• Handling light admin work. 

        Evening:

• Self-care
• Reflection
• Leave evenings for unwinding—physical activities, learning something new, or socializing.

        Avoid multitasking—do one thing at a time to get maximum efficiency. 

2. Daily Priorities

• Every day, choose 3 main priorities business or personal that you’ll absolutely get done.
• Focus on those, then assess if there’s room for smaller tasks. 

Tip: Keep a daily to-do list, but make sure the list is manageable. Cross out tasks as you go to feel a sense of accomplishment.

3. Break Tasks into Smaller Steps

• It’s easy to get overwhelmed by big projects.
• Break them down into smaller, bite-sized tasks. This will keep the momentum going and give you quick wins.
• Research client needs
• Draft proposal outline
• Write intro and conclusion
• Revise and send 

4. Focus on Energy Management Not Just Time

• Productivity isn’t only about time — it's about how your energy fluctuates throughout the day.
• Peak hours: Identify when you’re most focused early morning, late afternoon and do the hardest tasks then.
• Low-energy hours: When you're naturally more tired, tackle easier tasks like email responses or scheduling.
• Get active during breaks to recharge - stretch, walk, meditate 

5. Delegate and Automate

• In business, delegation is key.
• Hire or outsource tasks that aren't aligned with your strengths.
• Automation tools like CRM systems, email scheduling, and financial tracking can also free up your time.
• Use tools like Zapier, Trello, or Notion for streamlining repetitive processes. 

6. Regular Reflection and Adjustment

• At the end of each day or week, reflect on what worked and what didn’t. This helps you tweak your approach for the next week.
• What went well in terms of productivity?
• Did you feel balanced or burnt out?
• What could be optimized or delegated? 

7. Balance Life and Business

• Make sure your personal life doesn’t get overshadowed by work:
• Set boundaries: Designate work hours and personal hours.
• Personal Care: Schedule non-negotiable self-care times  exercise, meals, downtime.
• Family/Friends: Set time aside for quality moments that replenish you.