Maximize Your Day

Mastering Time Management: From Chaos to Control

• Jessica Rosario-Fortis • Season 3 • Episode 30

🎧 Transform Chaos into Success: Master Time Management to Maximize Your Day 🕒

Are you ready to turn your entrepreneurial chaos into streamlined success? In this episode, I dive deep into time management strategies that have helped me—and my clients—reclaim control of our days. From time blocking to the Eisenhower Matrix, I’ll share practical tools that can boost your productivity and give you back precious time.

I’ll also tell you the story of one of my clients who went from feeling overwhelmed to achieving balance and growth through simple yet powerful techniques like goal setting and delegation. If you’re managing a million things and struggling to find enough hours in the day, this episode is for you. Let’s shift your mindset, refocus on growth, and run your business with confidence. 🚀

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Jessica Rosario
Certified Executive Coach & Business Consultant

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Jessica Rosario, Executive Coach:

Hello and welcome to the Maximize your Day podcast, a place for entrepreneurs who are building their business in pursuit of freedom and flexibility to do the things they love. I'm your host, jessica Rosario. I'm a New Yorker turned Floridian who knows a thing or two on how to effectively manage your time while juggling multiple priorities. I'm an ex-corporate leader who walked away from my nine to five-ish to launch and grow my business. In this podcast, I share insights on mindset, business productivity, habits and strategies to help you take control of your to-do list and maximize your day, which will help you feel more confident and less overwhelmed and getting more done in less time. I'm so excited you're here, go ahead, listen in. I'm so excited you're here, go ahead, listen in. Welcome back to the show. Today I want to share with you on how you can eliminate operational chaos by mastering a few time management strategies. You'll be surprised that when it comes to managing our business, the hangups are usually appearing as time management issues, lack of boundaries and perhaps disorganization. So let me start by sharing a quick story with you guys.

Jessica Rosario, Executive Coach:

A few years ago, I had a client who was struggling. She was feeling overwhelmed and constantly feeling like there was not enough time in her day to be able to get the things that she loved to do done, and so yet she felt like nothing was moving forward, whether it was in business and life. She wasn't prioritizing her self-care, and she was caught up in all of the wrong tasks and missing out on key growth opportunities, not just for herself, but also for her business and even for the people around her, because, at the end of the day, when we manage our time better and when we set priorities, the people around us are the ones that benefit from it the most. So, after introducing her to some simple time management strategies, we really started to change things around and we started to identify okay, where are the leaks in her time? What was she doing with her time? Auditing her time and then giving her the ability to delegate in order for her to regain control, not only in her business, but she also has a day job right. So she needed to be able to manage all the things in order to be able to give her business the best of her, rather than what was left of her.

Jessica Rosario, Executive Coach:

And so I wanted to share that story, because I'm sure some of you are hearing this story and saying, oh my gosh, that is so me, and so let's talk about time as a resource. We often think about money and employees and the most important resources that we have in business, but, guys, time is just as critical and it is not an unlimited resource. So if you're not managing it well, you're bleeding time in your business and that's why it feels like your life is so chaotic, that's why your operations feel like they're in chaos, and so one of the first things that we focus on in the Boss Mastery program, which is my group coaching program, is focusing on goal setting and time management as a foundational piece for success. If you don't start there, it is very difficult to do all of the other things that you need to do, because if you don't hone into the foundational parts of building a business, which require time, energy, effective goal setting and accountability, then chances are we won't be able to achieve the things that we want to achieve. Can you relate with that? Because I know I certainly can. I have a coaching business. I also am part owner of a commercial cleaning business with my husband here in Central Florida.

Jessica Rosario, Executive Coach:

I am really intentional with my time and you know what? To some people, that can be a turnoff, and that's okay. I need to plan myself ahead and I also need to be able to be flexible, to give myself enough time to be spontaneous, which I will tell you, that does not come naturally. But when I feel like I'm more in control of my time and understanding when my time is going and setting boundaries to protect it, I feel like I am more productive and I feel like I am more in control of the things that I need to do. Time management works really well.

Jessica Rosario, Executive Coach:

When it comes to time blocking. I also love the Eisenhower matrix, so those two are two tools that I use on an ongoing basis. When it comes to time blocking, I schedule out specific blocks of time for specific tasks. It helps me stay focused and I do color coding when it comes to time blocking. If you don't know about time blocking, you can always download my guide to time blocking, so you'll see that in the show notes as well. But when it comes to color coding, my time blocking, it gives me the ability to see at first glance where I'm spending my time. Am I coaching? Am I running the operations in our commercial cleaning business? Am I also scheduling time for income producing activities? What does my CEO day look like and where is my time being allocated every step of the way?

Jessica Rosario, Executive Coach:

Now, this didn't come naturally, guys. I started time blocking probably about 2017, 2018. And I left corporate in 2019. And one of the things that was most important in my entrepreneurial journey, as I started to grow my own business, was time blocking and so mastering a time management technique. It doesn't have to be time blocking, but that's the one that I love then.

Jessica Rosario, Executive Coach:

It really helps you balance all of the things in order to help you prioritize, and so, as we start to talk about prioritization, the Eisenhower matrix is one of the best ones, because it gives you the ability to separate your tasks into four quadrants. You can separate certain things that are urgent and important, or you can kind of move them along the important, but perhaps they're not urgent. The third quadrant is on urgent but not important, and there's the last one of neither urgent or important. I find clients that wind up sitting in that bucket and then they feel guilt because they have to quote, unquote throw it away. The reality is that you don't throw anything away. I mean, you might put something in the back burner, but for the most part, when something is neither urgent or important, I keep it in a bucket so that I can go back to it for future ideas. This is also one of the strategies that I tell my clients to follow every single time. We do the quarterly planning sessions inside of the Maximize your Day membership, because part of truly understanding what you want to focus on for the upcoming 12 weeks is also knowing that if there's a shiny object coming your way, perhaps it might be a good thing to help you with efficiencies in your business, but it's not the time because we're not focusing on that right this second, and so I always say use the future ideas bucket to be able to save those.

Jessica Rosario, Executive Coach:

The next one is delegation and automation, and I know that this is hard because many of us don't have a team, and if you don't have a team, it is very hard to delegate. But there are certain things that you absolutely can delegate. An example of that is graphic design. Are you a graphic designer? Then that's great. But if you're not a graphic designer, why is it that we always get so hung up in making a beautiful design when we know it's not our skillset? You can find someone that can do the graphic design and do a great job. I have found great people on Fiverr, and I tend to work with them again and again and they get to know my brand, but it takes time for you to find someone that you really enjoy working with.

Jessica Rosario, Executive Coach:

The other one is landing pages and websites, another huge hang up. People get so hung up on making the perfect website, making the perfect landing page, but it's not their skill set. This is also something that you can delegate out. You can find someone to do this inexpensively. If you're looking for something perfect, then you have to spend the money and find someone perfect, so it really depends on how much you want to put in to creating this perfect landing page or perfect website.

Jessica Rosario, Executive Coach:

On the automation side, then you start to look at tools like Zapier and does it connect with this platform or that platform? The reality is that, yes, zapier can help you do all of those things, but if you're not an expert in automation, then what you're doing is wasting a lot of time and trying to define all of these things that you believe is creating more efficiency in your business, and so you wind up wasting more time trying to learn a platform. That is not part of your expertise, and so these are also some things that you can delegate out. Now, something that I learned recently is that just because your software doesn't have a specific integration or a specific automation doesn't mean you can't ask for it. So we use a human resource management software, and we realized that it had some inefficiencies. We then tied it with a project management tool, and what that started to do was it started to create this double process, and although it automated a lot of the things for us, it was still a little wonky, and so one of the things that we did was we contacted the software developer for our human resource management system and explained to them what we were looking to do. Well, do you know? They built it, they created the custom build out in the backend, and it's a beautiful thing, and they didn't charge us a penny for it. Many times, these softwares, they want to hear from you, they want your feedback. I'm not saying that they're going to do every single thing, that every single person is suggesting no, but guess what? If you don't ask, you don't get, and so that was a huge way that showed us that we need to be able to use the systems that we're already paying for in a way that it's creating efficiencies for us and we weren't experiencing all these hiccups all at the same time. Just to add a note, for example, all these hiccups all at the same time. Just to add a note, for example, inside of our human resource management software.

Jessica Rosario, Executive Coach:

Now, I know we talked a little bit about time management, looking at time as a resource, looking at the Eisenhower matrix for prioritizing your tasks. We talked about time blocking, delegation and automation. I think it's important to know that all of these time management strategies are only effective if you stay what Consistent and accountable. And so I get it. It's easy to fall off track, but consistency is the key to your operational success. In week four of the Boss Mastery Program, we dive deep into creating daily routines that stick. I encourage all of the participants to map out their ideal day. We create realistic routines around their business and personal goals, and it gives them the ability to really understand where their time is going and how can they work their business more efficiently.

Jessica Rosario, Executive Coach:

And here's a simple tip to help you stay consistent Start each morning by identifying your top three priorities for the day. Don't get bogged down in the never-ending to-do list. I get it. Just focus on the most important and impactful tasks. And so, when you consistently prioritize and stick to your time blocks, you're going to start to see a dramatic shift in how you truly run your business. And to wrap this up, the reality is that mastering time management is absolutely the key to eliminating your operational chaos is absolutely the key to eliminating your operational chaos.

Jessica Rosario, Executive Coach:

If you are feeling like you're in a space of chaos and overwhelm, then let's start to shift your mindset and let's start driving your business towards growth. Let's start driving yourself towards accountability and consistency. I wanna challenge you to take quick action this week and so start to evaluate your current time management habits and just pick one area that you want to challenge you to take quick action this week, and so start to evaluate your current time management habits and just pick one area that you want to improve. You don't have to apply every single thing I said on this podcast episode. The reality is that I just need you to take one, and so if you're ready to dive deeper into truly running your business like a boss, then the Boss Mastery Program might be for you.

Jessica Rosario, Executive Coach:

If you have questions on the ability to tackle some of the challenges that you're experiencing or feeling like you want to optimize some areas in your business, but you don't know where to start? Then reach out to me. Let's connect, take a screenshot of this episode, post it on Instagram and let's figure out if the Boss Mastery Program is the best option for you. And so thank you for tuning in to today's episode. I hope you found it helpful and please share it with another fellow entrepreneur that can benefit. I look forward to connecting with you guys soon.

Jessica Rosario, Executive Coach:

Until next time, as always, thank you so much for listening in. Don't forget to subscribe to the show to be notified the second a new episode is released, and share with your friends who believe could benefit from listening. Or, even better, just post a screenshot of the episode in your stories and tag me on Instagram or Facebook. I would love to hear your feedback, answer questions, and I'm always open to your topic suggestions, so you never know if your topic will be next. So then, until next time, go ahead, maximize your day and own it.