Welcome to another episode of the podcast that teaches you how to be a ridiculously good virtual assistant.
Today I want to talk about how to get out of overwhelm by managing your time more efficiently.
Today’s Quote: Success is the sum of small efforts, repeated day in and day out. — Robert Collier
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Connect with Tracey D’Aviero, VA Coach and Trainer
Episode Notes:
I’m so glad you’re here today because we’re diving into a topic that’s close to my heart and one I think we all struggle with from time to time: how to tackle those big, overwhelming tasks that make us feel like we’ll never get ahead.
You know the ones I mean—whether it’s launching a new service in your VA business, planning a big client project, or even something personal like organizing your home office. Those giant tasks can feel so intimidating that sometimes we don’t even know where to start.
Breaking large tasks into smaller, manageable pieces is a game-changer.
It’s not just about making the work easier; it’s about boosting your clarity, motivation, time management, and even your problem-solving skills.
Today, we’re going to explore exactly why this strategy works so well and how you can apply it in your business and life. I’ll share practical tips, leave room for you to reflect on how this can fit into your world, and give you action steps to implement right away.
Clarity and Focus
Let’s start with the first reason breaking tasks down is so helpful: clarity and focus.
When you’re staring at a big, vague task like “start a VA business” or “complete a client project,” it can feel overwhelming because you don’t know where to begin. The task is so broad that it’s hard to identify the first step, and that’s when procrastination can creep in.
Breaking a large task into smaller pieces gives you clarity. Instead of one big, overwhelming to-do, you have a clear list of specific actions you can take. It might look something like this:
- Research what services you want to offer.
- Create a list of tools you’ll need.
- Set up your social media profiles.
- Write a basic bio for your website.
When each step is clear, it’s so much easier to focus. You don’t have to waste time wondering what to do next because it’s already laid out for you.
It’s one of the reasons that our clients get overwhelmed – they aren’t even usually that good at admin like we are.
When you need to help them, it’s easy.
When you need to help YOU, we are just like our clients, aren’t we?
So look at yourself like a client. What would you do in this situation if you were doing it for a client?
I find that very helpful when I get stuck. I do know exactly what I’d do for a client, and I’ll bet you do too.
Brainstorm all the steps you need to take, put them in order, and then start to check them off your list one at a time.
Action step: Take a big task you’re facing right now and write down all the smaller steps it involves. Don’t worry about the order at first—just get everything out of your head and onto paper or into a project management tool.
Increased Motivation
Next, let’s talk about motivation. There’s something magical about checking off a box or crossing something off a list, isn’t there? Every time you complete a small task, your brain gets a little hit of dopamine—the “feel-good” chemical—and that sense of accomplishment makes you want to keep going.
When you’re facing a big task, it’s hard to see progress. But breaking it into smaller pieces creates built-in opportunities to celebrate those small wins, which keeps your motivation high.
For example, instead of saying, “I need to launch a client’s social media campaign,” break it into smaller steps like:
- Write captions for the first month.
- Create or source graphics.
- Schedule the first week of posts.
Each time you complete one of these subtasks, you’ll feel a sense of achievement that pushes you to tackle the next one.
This is one of the things we will tackle at our content workshop on Friday.
Being able to understand that quality beats quantity in your social media is so free-ing!
So when we look at your Instagram and decide what your goal is for that platform, we can help you get motivated to complete it.
Building momentum is the key, and momentum doesn’t necessarily mean that you will gain speed too – just traction.
When you identify the right things to say to the people that you want to work with, content creation becomes simpler.
Everything in your business will get simpler – and you will feel motivated to do them, when they are easier and are actually producing results for you.
Action step: Identify a big task that feels overwhelming, and break it into three small tasks you can tackle today. Start with something quick and easy to build momentum.
Better Time Management
Let’s move on to time management—something we all want to improve, right?
When you break a big task into smaller pieces, it’s much easier to estimate how long each piece will take. This helps you prioritize and plan your day more effectively.
For example, if you’re onboarding a new client, you might break the process into steps like:
- Send the contract.
- Create a welcome packet.
- Schedule a kickoff call.
Instead of feeling like the entire onboarding process will take all day, you can block out 30 minutes for each step. Suddenly, the process feels manageable instead of overwhelming.
One tool I love for this is time-blocking. You can set specific times for each subtask, so you’re not stuck on one thing for too long.
This is one of my favourite things to talk about.
Breaking tasks down into the smallest chunks you can makes it easier to fit them into your day.
You will take less time to do them too – I promise!
I know this from experience.
Planning to spend 2 hours on marketing tasks on a Sunday evening is a common strategy for VAs. Do everything else, including family stuff first, and then your business gets the attention.
But your business is the thing that is allowing you to have the lifestyle that you have – being there for your family, being awesome for your clients.
So you need to nurture it too – in the same way that you do for your clients and your family.
And breaking down your tasks is one of the easiest ways to do this.
15 minute tasks are easy to book into your schedule, and they are easy to track your time for. Miss one day of marketing and you only lose 15 minutes. You can just pick up where you left off tomorrow.
2 hours on a Sunday goes by the wayside as soon as you get tired or you find something better to do with your family.
And then you are a whole week behind – and you won’t make it up. You can’t just do 4 hours next Sunday.
Time management is THE key to your success. Break it all down to the smallest increments, 15 minutes timings work best. Promise!
Action step: For your next big task, estimate how long each subtask will take, and use a timer or time-blocking to stay on track.
Better Organization
Another huge benefit of breaking tasks down is organization.
When tasks are divided into smaller pieces, it’s easier to track your progress and ensure nothing falls through the cracks.
Let’s say you’re planning a launch for a new service. Instead of having “plan the launch” on your to-do list, break it into smaller tasks like:
- Write launch emails.
- Create social media graphics.
- Schedule posts.
Now you can track each task separately, which makes it easier to see where you’re at and what still needs to be done. Tools like Trello, Asana, or even a simple notebook can help you organize and visualize these smaller steps.
Being organized helps you get more done in less time.
Checklists are amazing because you literally free your brain up from trying to remember where you left off, or what needs to be done next.
I use checklists every day – because they work.
If I have 20 minutes of time, then I can find something on my checklist that I can get done in that time.
If i have an hour, then I can fill that time too.
And things are organized. I put downloads where they are supposed to go.
I add the SEO to my blog posts and Alt text to my images as I use them.
Making sure that you are doing the right things at the right time is what will help you stay organized and efficient.
Action step: Create a simple to-do list or use a project management tool to track your subtasks for a big project you’re working on.
Improved Problem Solving and Collaboration
Finally, breaking tasks down helps with problem-solving and collaboration.
Big tasks often come with big challenges. When you break them into smaller pieces, you can tackle each issue individually instead of trying to solve everything at once.
For example, if you’re redesigning a client’s website and hit a roadblock with their branding, focus just on the branding first. Once that’s resolved, move on to layout and functionality.
In a team setting, breaking tasks into smaller components makes it easier to delegate. Instead of saying, “We need to complete this project,” you can assign specific subtasks like “research competitors” or “design graphics” to different team members.
Teamwork is essential to the growth of your clients businesses, right? That’s what we tell them. Hire us as your team and you will do so much better.
Your VA business is the same. You have to get help where you can.
That means problem solving – not how can I get this done, but what is the best way to get this done? Is there someone who can help me get this done quickly? or better?
Take websites as an example. So many VAs spend wayyyyyy too much time on their website because they are learning how to do it.
To me, this is not a good use of your time. If you are not going to provide website services to your clients, you don’t need to know how to create a website. You have to know how to maintain it and update it but not create it.
Imagine taking those 10 or 20 hours and learning instead how to market your business. How to network better. How to get clients.
Not building a website that (no offence) not even that many people will ever see.
You are spending your time on the wrong things. Prioritize and then delegate where you can to get things done quickly and professionally – so you can move on to the next thing.
Action step: The next time you face a big challenge, write down the smaller steps needed to resolve it, and see how breaking it down helps you focus and find solutions.
Conclusion
Let’s recap what we’ve covered today:
- Breaking tasks down gives you clarity and focus, helping you know exactly where to start.
- Smaller tasks boost your motivation and keep you moving forward.
- This approach improves your time management, allowing you to work more efficiently.
- It helps you stay organized and on top of your projects.
- Finally, it enhances problem-solving and makes collaboration easier.
Big projects don’t have to feel overwhelming. By breaking them into smaller, manageable steps, you’ll not only get more done—you’ll feel more confident and in control.
And let’s of course circle back to today’s quote: Success is the sum of small efforts, repeated day in and day out.” — Robert Collier
When you break things down into manageable pieces and you look after them every day, success follows.
Do You Need Help?
Now it’s your turn.
Think about a big task that’s been weighing on you and break it into smaller steps today. Try out some of the tips we discussed, and let me know how it goes! You can share your progress on [your social media platform or community]. I’d love to hear how this works for you.
Getting the help you need will help you move forward. But you have to take the first step to your success. I can help – it’s the only reason I’m here at all, as you know. To help you become a ridiculously good VA.
I have helped hundreds of VAs who are stuck get moving. I’d love to do the same for you. We can work together privately, through group coaching, or private and self study trainings.
If every morning you hit the ground running, or take a huge breath in to figure out what the heck to start with – and you keep pushing stuff off to the next day, it’s time to get your big stuff under control.
Time management needs to be mastered, and it takes time to do that – but you can start by breaking down your tasks into smaller pieces. I can teach you to do that. Book your Cut to the Chase call with me today to talk about how I can help at YourVAMentor.com/chase.
Thanks for tuning in this week! I’ll see you next time!
If you are looking to build the kind of business I’m talking about – a 50K and beyond VA business, that’s where I can help. I am here to help you become a ridiculously good VA.
I have helped hundreds of VAs who are stuck get moving through private coaching, my monthly mastermind group The Virtual Circle, my group coaching program 50K Bootcamp, and my self study trainings like my Getting Started program, my monthly email membership The Virtual Toolkit, and more. If you are ready to get my help, let’s connect on a Cut to the Chase call. You can book yours at YourVAMentor.com/chase
Thank you again for trusting me to teach you and to guide you. I truly love to be here for you every week.
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What You Need to Do Next:
PRIVATE COACHING: Let’s work together privately to get you to your really big goal. It’s the fastest way to get results and we can start right away. Learn more about private coaching here.
GROUP COACHING MASTERMIND: The Virtual Circle is a group coaching mastermind option that costs less than private coaching, and can help you achieve the goals you set for yourself. . Check it out here: The Virtual Circle Group Coaching Mastermind for Virtual Assistants . We’d love to have you join us!
50K VA GROUP COACHING PROGRAM: If you have been struggling to build your VA business, get in on this live coaching program where we will help you create the framework for a business that can earn you 50K a year and beyond.
MONTHLY EMAIL MEMBERSHIP: I also have a brand new low-cost monthly membership program that will help you build your VA business – and it doesn’t require you to be on social media! It’s an email membership that I call The Virtual Toolkit! Every Monday morning you’ll receive a lesson and a downloadable resource in your inbox, that you can use to take a step further in your VA business. Get more details and sign up here now!
SELF STUDY PROGRAM: My self study program Getting Started as a VA can help you get your VA business started easily and quickly too. You can sign up right away and be on your way to getting clients by the end of the program, with all the right foundations in place. Check out the program here.
COMPLIMENTARY CONSULT: Reach out to me if you need to talk about where you are stuck and what the right option might be to get you moving. It’s literally all I’m here to do is help you get to where you want to go. Book a complimentary Cut to the Chase call with me here.