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ClickUp & Conquer: My Secrets to a Supercharged Daily Schedule · The Boujee Multipreneur

• 0:16
  SPEAKER_00: Welcome back to another episode of your Bougie Multipreneur.
• 0:20
  SPEAKER_00: I'm your host, Hilary Heshawa Jones.
• 0:23
  SPEAKER_00: Today I want to talk about something that's super exciting to me and has been a game changer because, as you know, I am a busy entrepreneur, mom, chiropractor, business coach.
• 0:37
  SPEAKER_00: I have so many hats I wear on a daily schedule.
• 0:40
  SPEAKER_00: And people always ask me, Hillary, how do you do it all?
• 0:44
  SPEAKER_00: So I want to give you some like tips about like structuring your day and the tools that I use to do it.
• 0:50
  SPEAKER_00: I use clickup, and I know a lot of you use that.
• 0:54
  SPEAKER_00: There's other things to use.
• 0:55
  SPEAKER_00: I'm just gonna talk about what I know and what helps me, and maybe it'll help you and you'll learn a little something.
• 1:01
  SPEAKER_00: But constantly I get told, I don't know how you do it all, Hillary, right?
• 1:05
  SPEAKER_00: I hear it from friends, random people I meet, my family.
• 1:09
  SPEAKER_00: And the thing is, I'm super organized.
• 1:12
  SPEAKER_00: I've always been great at organizing.
• 1:15
  SPEAKER_00: And once I've learned to organize my time, that's been the game changer.
• 1:20
  SPEAKER_00: And there's a lot of things that can help us organize our time.
• 1:23
  SPEAKER_00: But in the end, you still need to organize and stick to the organization and the plan, right?
• 1:30
  SPEAKER_00: Because you can organize all day long, but unless you stick to it and stay on track with organizing and implement the organizing of your day, that's the key, right?
• 1:40
  SPEAKER_00: I think deep down at heart, I'm an implementer.
• 1:43
  SPEAKER_00: I am a visionary.
• 1:45
  SPEAKER_00: I do have great ideas, hence why we have so many businesses between my husband and I.
• 1:50
  SPEAKER_00: But I am a really great implementer.
• 1:53
  SPEAKER_00: And as a business coach, I find that I attract a lot of people that are visionaries and I'm the implementer to help them.
• 2:02
  SPEAKER_00: They're yin to the yang or whatever you call it, where I help what they just can't do, right?
• 2:08
  SPEAKER_00: So I I'm gonna tell you a little bit about the things I do and how I structure my schedule.
• 2:14
  SPEAKER_00: Because if I didn't structure my schedule, I wouldn't be able to do all the businesses that I do, be the mom with the kids, the wife, take time for me, take time for my outside family.
• 2:27
  SPEAKER_00: And then, you know, we also to stay like not stress-free, but it's a constant balance, right?
• 2:34
  SPEAKER_00: For us to reduce our stress, to get enough exercise, etc.
• 2:40
  SPEAKER_00: So it's all about a daily structure for me.
• 2:42
  SPEAKER_00: So my I plan out what I want to do.
• 2:45
  SPEAKER_00: So for instance, I have several businesses on Mondays and Wednesdays.
• 2:51
  SPEAKER_00: I put my chiropractic hat on and I am a chiropractor only on those days.
• 2:57
  SPEAKER_00: I don't do my business coaching on those days, I don't do my other um event center business.
• 3:04
  SPEAKER_00: I don't deal with the other five rental properties that we have locally or the commercial buildings.
• 3:10
  SPEAKER_00: I, you know, I just stick to this is what I do.
• 3:13
  SPEAKER_00: I that's how I keep my head on, right?
• 3:15
  SPEAKER_00: I like that's what I'm doing.
• 3:17
  SPEAKER_00: That's the mind frame I go into doing.
• 3:19
  SPEAKER_00: So during those days, I know from X time to X time, I get it there at 6:30, from 6:30 to 7.
• 3:26
  SPEAKER_00: I'm doing some little tasks to get the days going ahead, like checking my my patient schedules and things like that.
• 3:33
  SPEAKER_00: But then I block time with either my office manager every week, I block time with the team every week, and I block time with the doctors that work for me in my office every week.
• 3:45
  SPEAKER_00: So I have like four-ish separated time blocks, and that's all I do then.
• 3:52
  SPEAKER_00: So I don't really allow myself to run behind with patients.
• 3:55
  SPEAKER_00: I stay on top of time with the patients.
• 3:58
  SPEAKER_00: Things happen, I get it, but I try to really stay focused during that time.
• 4:04
  SPEAKER_00: I'm not checking my Facebook, I'm not looking through emails at certain times.
• 4:09
  SPEAKER_00: I have like my certain time to look through emails is from 6:30 a.m.
• 4:12
  SPEAKER_00: to 7 a.m.
• 4:14
  SPEAKER_00: Cause I start with patients at 7 a.m.
• 4:16
  SPEAKER_00: And I'm not in between doing all this stuff.
• 4:18
  SPEAKER_00: I'm not trying to do marketing in between this.
• 4:21
  SPEAKER_00: I'm giving my full focus to my patients because I think that's what makes me a great chiropractor and doctor for them.
• 4:28
  SPEAKER_00: So staying focused and then prioritizing during the day, like what's the most important thing to be done.
• 4:36
  SPEAKER_00: So having maybe a list.
• 4:37
  SPEAKER_00: And that's one thing I like to use clickup for.
• 4:40
  SPEAKER_00: I put my, I think I just love like back in the day when we had like pieces of paper and sticky notes and we would cross off things or check off.
• 4:49
  SPEAKER_00: I just love that.
• 4:50
  SPEAKER_00: I it makes me happy down to my core that I have crossed off something and checked it.
• 4:54
  SPEAKER_00: So click up allows me to click it off and then it's gone.
• 4:58
  SPEAKER_00: And I just find that so like satisfying.
• 5:01
  SPEAKER_00: Any of you that do that, you can you understand what I'm saying.
• 5:04
  SPEAKER_00: Like it feels good.
• 5:05
  SPEAKER_00: My brain feels good to check something off, to throw away a sticky piece of paper, which is why I like click up.
• 5:12
  SPEAKER_00: Again, a lot of different things to use, but that's what has worked for me in the past few years.
• 5:18
  SPEAKER_00: So um I'm prioritizing my tasks, but let's say I have an idea and something sparks, oh, I want to do this or that.
• 5:26
  SPEAKER_00: I'm gonna put that on the side note on my clickup, and I'm not gonna put it on for that day to do because I need to prioritize what's most important that I do on that Monday.
• 5:37
  SPEAKER_00: And every day I'm looking at the day the next day to say, like, all right, it's Monday.
• 5:43
  SPEAKER_00: What's on my to-do list for Tuesday?
• 5:45
  SPEAKER_00: Do I need to pull it over?
• 5:46
  SPEAKER_00: Because I can just drag and drop it on another day.
• 5:49
  SPEAKER_00: So that will also help me be effective with what I really need to do.
• 5:53
  SPEAKER_00: And then the other day I was done early.
• 5:56
  SPEAKER_00: I had some patience not uh come in and I thought, okay, I'm gonna open up my clickup and I'm gonna see what I could do today that I was going to do on Wednesday, but I have time.
• 6:09
  SPEAKER_00: So I will start doing some of those things on my Wednesday.
• 6:12
  SPEAKER_00: I'm not just gonna mess around on social media, I'm not just gonna like text people, I'm gonna stay focused because when I'm at my office, I am there to work on office stuff, on my chiropractic stuff.
• 6:24
  SPEAKER_00: Tuesdays, that's when I do podcasts like these, or I do my marketing.
• 6:30
  SPEAKER_00: And this one I do most of my coaching calls are just on Tuesday.
• 6:33
  SPEAKER_00: So I try to focus just on things for my coaching business, my HHJ consulting business.
• 6:40
  SPEAKER_00: So I'm not doing patient notes on Tuesday.
• 6:44
  SPEAKER_00: I'm not doing patient calls on Tuesday.
• 6:46
  SPEAKER_00: Chiropractic stuff is a Monday and a Wednesday.
• 6:49
  SPEAKER_00: Tuesday is my business stuff, my coaching, my marketing, my podcasts, things like that.
• 6:56
  SPEAKER_00: And of course, had to get my Pilates in this morning because I still need to like find time for me, for the stress for me, for my exercising, things like that that like make me happy, right?
• 7:08
  SPEAKER_00: So on Thursdays, people go, What about all the the houses that you own?
• 7:14
  SPEAKER_00: We, my husband and I do own quite a bit of houses and we we rent them out.
• 7:20
  SPEAKER_00: We have um really great tenants right now.
• 7:22
  SPEAKER_00: So there is like they move in for three or four months and then out and et cetera.
• 7:28
  SPEAKER_00: And so I try to do that on Thursdays.
• 7:32
  SPEAKER_00: Now, granted, they might need something prior to then, but if I needed to market because we had our townhouse open that needs to be rented, that's what I'm gonna do on Thursdays.
• 7:43
  SPEAKER_00: I'm gonna do things like that.
• 7:45
  SPEAKER_00: Any extra marketing that I need to do for my chiropractic business or for my coaching business, I do marketing on Thursdays because sometimes marketing for me is all the same.
• 7:57
  SPEAKER_00: It it kind of is.
• 7:58
  SPEAKER_00: I just change titles, I change things around, especially on like Instagram and Facebook and my YouTube videos and things like that.
• 8:07
  SPEAKER_00: So I try to do all of that on one day.
• 8:09
  SPEAKER_00: And for me, I have to do that type of stuff mostly in the morning.
• 8:13
  SPEAKER_00: That's when I'm at my peak.
• 8:16
  SPEAKER_00: I tend to like my creativity tends to die off after two, three, four o'clock.
• 8:22
  SPEAKER_00: And I'm just not as good.
• 8:23
  SPEAKER_00: So I like to get going, get that thing done out of the way because I know that about myself.
• 8:29
  SPEAKER_00: If you don't know that about yourself, you better find out.
• 8:33
  SPEAKER_00: By planning things out, it also reduces like fatigue.
• 8:36
  SPEAKER_00: I don't feel like I'm going from here to there and jumping around like squirrel, squirrel, squirrel, you know, shiny, shiny object.
• 8:43
  SPEAKER_00: Oh, what's that?
• 8:44
  SPEAKER_00: What's that?
• 8:45
  SPEAKER_00: I'm staying focused and I'm doing the things that I've allotted on my clickup in the time frame that I've allotted to.
• 8:52
  SPEAKER_00: So I customize the days like in ClickUp, for instance.
• 8:57
  SPEAKER_00: I can do like a list view or a calendar view.
• 8:59
  SPEAKER_00: I'm a calendar girl.
• 9:01
  SPEAKER_00: I like to see what's on there.
• 9:02
  SPEAKER_00: I can drag and drop things and I can get all done.
• 9:05
  SPEAKER_00: So I have different clickups for different businesses too.
• 9:09
  SPEAKER_00: I don't like merge it all into one.
• 9:12
  SPEAKER_00: I like to separate it down.
• 9:14
  SPEAKER_00: Now, that being said, ClickUp can integrate with like my Google Calendar and things.
• 9:20
  SPEAKER_00: I tend to put like my other personal things on my calendar.
• 9:24
  SPEAKER_00: So when I'm doing my workouts, when I'm taking the kids to all of their different events, right?
• 9:30
  SPEAKER_00: To their eye appointment, doctor appointment, hair appointment, orthodontists, right?
• 9:34
  SPEAKER_00: The list goes on and on, you guys.
• 9:36
  SPEAKER_00: I'm down to only two kids in the house now.
• 9:38
  SPEAKER_00: So I feel like things are a little bit more manageable, but still, they don't drive.
• 9:42
  SPEAKER_00: I have to drive them everywhere, right?
• 9:45
  SPEAKER_00: So again, with ClickUp, I have like all the tasks that I can break down.
• 9:49
  SPEAKER_00: So I like to put notes of like I reached out to this person and this date and sent this email so that way when I go back next week, sometimes I automate it to pop up every single week for me so I can keep doing the same things over and over and they see what I've done.
• 10:04
  SPEAKER_00: So I like that I don't have to remember, ooh, who did I reach out or what was that email address?
• 10:09
  SPEAKER_00: It's I just put it all in my click up in the notes.
• 10:12
  SPEAKER_00: So that really helps me.
• 10:14
  SPEAKER_00: You can ease even do like a goal setting and click up.
• 10:18
  SPEAKER_00: I have to say I haven't done that as much, but I think that that is a great feature because I love setting goals.
• 10:25
  SPEAKER_00: I love being motivated.
• 10:26
  SPEAKER_00: And if you've listened to one of my last podcasts, I talked about setting the rewards once you hit the goal because that's very motivating for me.
• 10:34
  SPEAKER_00: And it's a psychological thing, you guys.
• 10:36
  SPEAKER_00: You need to like set the goals, set the rewards, hit the goal and get the reward because it's a whole cycle and then start all over again.
• 10:45
  SPEAKER_00: So, for instance, um, every Sunday night I look at my Mondays.
• 10:50
  SPEAKER_00: I I you can take some time, even if you need to plan it out.
• 10:54
  SPEAKER_00: I am not a huge fan of like a long planning session for the week.
• 10:59
  SPEAKER_00: Now I know that some people sit down on Sundays and spend hours planning that thing out.
• 11:04
  SPEAKER_00: Just automate things.
• 11:06
  SPEAKER_00: I feel like I don't want to waste my time planning when it could be implementing.
• 11:11
  SPEAKER_00: So if that is one of your issues, if you're the type of person that just keeps planning and having these great ideas, you maybe need to take less time planning and just start implementing.
• 11:23
  SPEAKER_00: Like just start somewhere, start doing something.
• 11:26
  SPEAKER_00: That's how I feel.
• 11:27
  SPEAKER_00: Um, again, because you guys know I'm an implementer.
• 11:29
  SPEAKER_00: So I look at some people and I'm like, but just do one thing.
• 11:34
  SPEAKER_00: Like, I hear you have all these great ideas, but what one thing is gonna be the most important?
• 11:40
  SPEAKER_00: And that's what I do with my coaching clients.
• 11:42
  SPEAKER_00: And like, I hear you have all these, and I reorganize for them and I say these are the top ones to start with.
• 11:48
  SPEAKER_00: Once we get these done, then we'll move on to these.
• 11:50
  SPEAKER_00: Same thing with like personal like click up stuff.
• 11:53
  SPEAKER_00: You can also and click up like flag things, like red flag might be like a high priority, and I might see those, like I have to do those today.
• 12:01
  SPEAKER_00: Maybe if it's a low priority, it's like yellow, I could drag and drop that to another day, but the red I have to get done.
• 12:08
  SPEAKER_00: And I also love to when I use it for my chiropractic clinics, my staff can go on there and they can put things on my click up for that day to do too, and they can color code them so I know, like if they need me to reach out to, let's say, an insurance company or some specific patient that might be in red.
• 12:26
  SPEAKER_00: So I love the colors, I love the the organizing and the prioritizing of things and blocking.
• 12:34
  SPEAKER_00: And like I said, I have certain time blocks of when I do certain things.
• 12:40
  SPEAKER_00: That way I feel I can focus directly on it.
• 12:43
  SPEAKER_00: I think I read a statistic that we are not really good multitaskers.
• 12:49
  SPEAKER_00: And I used to think I was great at multitasking, and then I can't remember if it's a book or an article I read, but they said we're really actually not good at multitasking.
• 12:59
  SPEAKER_00: We're not putting in our hundred percent.
• 13:02
  SPEAKER_00: So as I do this podcast, I'm not sitting here scrolling through Facebook and Instagram and commenting and things.
• 13:08
  SPEAKER_00: I'm only doing this podcast with you right now.
• 13:11
  SPEAKER_00: I'm giving 100%, and that's what I try to do when I'm doing my other things.
• 13:16
  SPEAKER_00: That being said, I do block time for social media.
• 13:20
  SPEAKER_00: I tend to block it more at the end of the day because I don't need my full brain power to respond to social media things or to send out messages or reply to messages on uh Facebook Messenger because that's an easy thing for me.
• 13:36
  SPEAKER_00: So I still block time to do it because I do think it's important as far as social media to be out there and be seen and to help other businesses.
• 13:45
  SPEAKER_00: So I like to comment on their things and help share their things because I think that what goes around comes around, right?
• 13:51
  SPEAKER_00: And if you heard some of my earlier podcasts, I'm a big fan of like you put out in the universe what you want to get back.
• 13:57
  SPEAKER_00: And if you want people to interact on your social media, then make sure you're doing it out there, like two times fold, right?
• 14:05
  SPEAKER_00: Like do even more than what you would expect someone to do for you.
• 14:09
  SPEAKER_00: Another thing I like about ClickUp, and I'm sure other ones do this too, is they email me tasks that weren't done.
• 14:17
  SPEAKER_00: Or if I've put a task for some of my employees and they weren't done, it emails me and tells me that.
• 14:22
  SPEAKER_00: This way I don't have to say, like, did you do this?
• 14:25
  SPEAKER_00: Did you do this?
• 14:25
  SPEAKER_00: I don't have to open it up and look and see.
• 14:28
  SPEAKER_00: It just tells me, and I do find that is good because then it helps keep us all a little accountable, right?
• 14:34
  SPEAKER_00: How many of you are accountable?
• 14:37
  SPEAKER_00: I feel like I'm great at accountability, but I can always get better.
• 14:42
  SPEAKER_00: And um, that's one thing I do with my coaching clients is help keep them accountable by uh sending them texts throughout the week.
• 14:50
  SPEAKER_00: So looking at the end of the day, if you're crossing things off on paper, you're clicking them off, you can see all the things that you've accomplished.
• 14:57
  SPEAKER_00: And it's really fun.
• 14:58
  SPEAKER_00: I do that with my coaching clients on our spreadsheet that we do.
• 15:03
  SPEAKER_00: I keep track of all the things they've accomplished so we can go back and see like, look at like the hundred things that you accomplished over the year, because sometimes we forget to look at that and we forget to celebrate those wins and successes, right?
• 15:18
  SPEAKER_00: Because we're always thinking of the next thing we need to do, right?
• 15:21
  SPEAKER_00: So be flexible, um, you know, and be uh compassionate to yourself about, you know, being kind that maybe things aren't gonna go according to plan and that's okay.
• 15:33
  SPEAKER_00: That's one thing I personally struggle with is that if I don't get all my stuff done, I do get stressed out.
• 15:39
  SPEAKER_00: But I have to like, hey, look at all the things I did get accomplished today.
• 15:44
  SPEAKER_00: Yes, the universe threw a wrench in my day, but I'm gonna bounce back, right?
• 15:48
  SPEAKER_00: I'm gonna bounce away and I'm gonna, I'm gonna accomplish even more the next day, and I'm gonna organize the next day even better.
• 15:55
  SPEAKER_00: So I hope that this helps give you some insight of what really makes me tick.
• 16:01
  SPEAKER_00: It's just being very well organized on my daily schedule, sticking to the schedule, not being a squirrel looking at all these other things, using tools that help me structure my day, that maximizes my day for me.
• 16:15
  SPEAKER_00: So take a look today at your schedule for tomorrow.
• 16:19
  SPEAKER_00: Look at some of the strategies maybe that I've given you and see what you can maybe implement.
• 16:25
  SPEAKER_00: Thanks for tuning in to the Bougie Multipreneur.
• 16:28
  SPEAKER_00: I hope that it was valuable for you.
• 16:31
  SPEAKER_00: Let me know what you love, and I would love to hear from you, like any of the podcasts you've loved and you know, or and or what you want to hear in the future.
• 16:41
  SPEAKER_00: You know, sometimes I just randomly make these things up.
• 16:43
  SPEAKER_00: A lot of times it's because these are things that people have asked me or my coaching clients have asked me, and I think, you know what?
• 16:50
  SPEAKER_00: I'm gonna talk about that for 15 minutes.
• 16:52
  SPEAKER_00: Have a wonderful day.