Being a nutrition business owner is more than just client appointments – if only it was that easy! You’re juggling consultations, content creation, admin tasks, team management, and oh yeah, trying to remember to eat lunch. It’s no wonder you feel like you’re spinning a hundred plates while balancing on a tightrope
Let me guess, you’ve got a mental list of tasks that could rival the length of War and Peace, currently feel like you have a million things to do, deadlines are sneaking up on you leaving you scrambling at the last minute and tasks are falling through the cracks because they weren’t documented (or were “safely stored” in your head). Sound familiar? Don’t worry, you’re not alone. The good news? There’s a way to fix this.
Enter the world of task management tools. With one of these, you’ll have every task (and sub-task and even sub-sub tasks if you’re that organised!) documented, so you and your team know exactly what needs to be done and when. You’ll feel confident and in control, knowing nothing important is slipping through the net which means those all important deadlines are met without last-minute panic.
In this post, I’m diving into why you need a task management tool, how to pick the perfect one, and my top recommendations. Let’s get you out of overwhelm and into “I’ve got this!” mode.
Why You Need a Task Management Tool
If you’re on the fence about adding yet another tool to your business, let’s talk about how these little lifesavers can change your world:
1. Keeps Your Tasks in One Place
Raise your hand if your current “system” involves a mix of sticky notes, email reminders, calendar entries, and “brain storage.” Now, imagine having everything in one, tidy place. Game-changer, right?
2. Maps Out Every Step of a Task
Ever look at a task and think, Where do I even start? You end up either moving on to another task, rescheduling it to another day or starting it but not finishing it. That’s procrastination for you and the biggest cause is not having clarity on what you need to do. A task management tool lets you break things down into small, actionable steps. Suddenly, that overwhelming mountain looks a lot more manageable.
3. Shows Your Day at a Glance
Need a quick snapshot of what’s on your plate today? I always recommend starting the day off with creating a daily plan and the first step in doing this is knowing what tasks you have to do. Instead of hunting through multiple apps and notes, your task management tool will give you a clear daily plan in seconds. Less time planning, more time doing.
4. Ensures You Meet Deadlines
At the centre of your task management tool are your deadlines so you can wave goodbye to any last-minute panic. Your task management tool will remind you what’s coming up, allow you to track your progress and never fail to get things done in time.
5. Improves Team Collaboration
Got a team? (Or even just one other person helping out?) A good task management tool lets you assign tasks, share files, and keep conversations centralised between you and your team. No more digging through email chains titled “Quick Question About That Thing.”
How to choose the right task management tool
Not all task management tools are created equal, and finding your perfect match can quickly feel a little like online dating. Here’s what to look for:
- Easy to set up & user friendly
As a busy business owner, you don’t have time to watch hours of tutorials just to create a to-do list. If complicated to use, guess what? You’re not going to use it. And with most tech tools out there, it’s a case of trial and error.
Most tools will either have a free version (with reduced feature availability) or have a free trial for their paid subscription. So I always recommend picking a couple to test out with some of your current tasks to see which one works best for you.
- Team collaboration features
If you work with others, choose a tool that lets you assign tasks, track progress, and share updates. Ready to get rid of those “Is this done yet?” emails in your inbox?
- Think long term
Find a solution you can use for the long term and not one you will likely need to swap out in a year.
- Calendar integration
Having a list of tasks is just one step of making sure they get done. Allocating time in your calendar to actually do them, is another essential part of the task execution process. If you’re someone that likes to have their tasks in their calendar, then having a tool that is integrated with your calendar so that the tasks magically get added can be a huge time saver.
- Mobile accessibility
Let’s be real, tasks don’t wait for you to sit at your desk. Most tools have a mobile app so you can add, check, or update tasks on the go – but it’s worth testing out as the usability can vary.
My 3 favourite task management tools
There are tons of options out there, but here are my top three picks to get you started:
- Google Tasks
The minimalist’s dream. Create task lists, assign due dates, and sync everything with Google Calendar. It’s straightforward, no-frills, and perfect for solopreneurs dipping their toes into task management.
Best for: Solopreneurs who use Google Suite and want a simple, free solution.
Price: Free with a Google account.
- Asana
A feature-rich tool for those juggling multiple projects (and my personal fave!). Set up tasks, subtasks, and even assign them to team members. Team members can also communicate within a task with messages sent to your Asana inbox. View your work as a list, calendar, or Kanban board (fancy!).
The home page allows you to quickly see personal tasks that are overdue or coming up as well as all your different projects that you can access quickly.
Best for: Small teams and business owners managing multiple projects; this tool will be suitable as your business grows.
Price: Free plan (with reduced features) available; paid plans start at £9.49/month (includes Google calendar integration and automated workflow set up
- Trello
A favorite for visual thinkers. Create boards for different projects and organize tasks as cards you can drag and drop. It’s simple, customizable, and looks pretty! Members can be added but tasks cannot be delegated, instead they need to be ‘tagged’.
Best for: Solopreneurs or small teams on a budget who love Kanban boards; the limited features means you will likely need to move to another task management tool as your business grows.
Price: Free version available; paid plans start at $5/month.
Tips for maximising task management tools
Once you’ve picked your tool, here’s how to make it work for you:
- Get Your Team on Board: Create a quick walkthrough to get everyone up to speed and ready to collaborate. Then start delegating!
- Start with Main Projects: Break your business into categories (e.g. Content Creation, Client Work, Business Set Up, Online Course) and set up tasks under each.
- Use Recurring Tasks: Automate repetitive tasks like weekly email newsletters, monthly scheduling of social media. Future you will thank me.
- Invest in Learning: Spend some time exploring your tool’s features—you might find hidden gems that make life even easier.
A good task management tool is like your second brain—it keeps you organized, on track, and (most importantly) free from overwhelm. Experiment with a couple of options, find the one that works for you, and watch as your business feels more manageable.
In one of my next blog posts, I’ll be doing a deep dive into one of my recommendations! Follow me on LinkedIn, Instagram or Facebook as I’ll be sharing it there so make sure you don’t miss out!
