7 Things I Do To Manage My Life As A Multi-Passionate Entrepreneur

BY RHI PEARCE // FOUNDER OF RVPA

Are you a multi-passionate entrepreneur juggling multiple projects and passions all at once? Do you find yourself overwhelmed by the sheer volume of tasks and responsibilities on your plate? If so, you’re not alone. As a fellow Multi-Passionate Entrepreneur, I understand the challenges that come with managing a busy and diverse workload. That’s why I’ve put together a list of seven things that I do to help me stay on top of my game and manage my life effectively.

1. Implement Time Saving Software

One of the most impactful ways I streamline my day is by using time-saving software to automate routine tasks, streamline processes and keep me organised. Here’s a look at the tools I rely on:

Dubsado: Although I use Dubsado almost exclusively for document signing, it’s an all-in-one CRM tool that has the capability to handle every stage of your client journey. From onboarding right through to off-boarding. Dubsado can save you hours by automating key client interactions, invoicing, and workflows.
Acuity: Acuity is my go-to scheduling tool, making it easy for clients and team to book appointments directly based on my availability. It eliminates the back-and-forth of scheduling emails and syncs with my calendar, so I never double-book myself.
ClickUp: (My personal favourite). This project management software is a game-changer for keeping track of tasks, deadlines, and priorities across various ventures. When I tell you I operate my ENTIRE LIFE out of this platform… I’m not joking. Whether I’m managing personal goals, client work, or team collaboration, ClickUp allows me to customise my workflows and keep everything organised in one centralised location.

While these three tools are essential to my workflow, there are other options to consider, depending on your business needs. For example:

Salesforce is a robust CRM that’s ideal for scaling businesses looking for advanced analytics and client management features. It’s considered by some the best CRM platform currently on the market. But whilst great for large companies with many clients, its strong capabilities make it complex to set up and not suitable for small volumes.
VEED.IO: For those creating video content, VEED.IO is an easy-to-use video editing software that saves time with its intuitive interface. It’s perfect for producing polished videos quickly without needing advanced technical skills.
Fathom: If you’re somebody who spends a lot of time note-taking and debriefing on calls, you can use Fathom Notetaker. This platform consolidates all of the key points and important takeaways so that you can focus and engage fully on your calls, knowing the note-taking is being taken care of for you.

Ultimately, the key is to purpose-build your own tech stack to suit your specific needs. By investing in the right tools, you’ll free up valuable time, stay organised, and ensure your business operates smoothly.

2. Rhythms

Creating rhythms in my daily routine has been a game-changer for me. Rhythms are a specific set or sequence of actions that have the ability to increase both my internal and external capacity (what’s the difference?) Whether it be my physical, mental, or even emotional capacity, by taking the time to implement these rhythms, I’m able to better manage my time and energy throughout the day.

This could include going for a daily walk, making sure my environment is clean and tidy or even just taking the time to enjoy my morning coffee and plan out my big work blocks for the day. But having rhythms in place helps me maintain a sense of harmony and structure in my life, whilst also increasing my capacity to hold more.

3. Have Intentional Communication Channels

This is an absolute must for me. Because as a creative problem solver, I’ve found that I am at my most productive and creative when I’m able to fully immerse myself in the issue at hand. This means tapping into different areas of the business at different times and having dedicated time blocks for handling and responding to communications across these different areas. None of which would be possible, without intentional communication channels and the clear boundaries I’ve put in place.

Throughout my time in this industry, I’ve walked alongside and supported successful Entrepreneurs of all shapes and sizes. And through this experience, the biggest lesson I’ve learned is that effective communication is key to success. However, I’ve also learnt that there is no one way to communicate in business. The most important thing is that it works for you.

4. Time Management

As a busy multi-passionate entrepreneur, my time is my most valued asset. Therefore managing my time with discipline and intention is crucial for me to thrive across the many different areas of my life. I have a couple of different ways in which I do this:

1. Time Tracking:

Time tracking effectively requires self-discipline. But as with anything like this, the more disciplined you are, the more habitual this behaviour becomes. For me, time tracking has become instinctive. And the long-term benefits of this habit far out way the short-term annoyance of getting started.
Time tracking aids in capacity planning, prioritising my workload and allocating my time and resources effectively. All of which are vital for keeping a steady head as a busy, Multi-Passionate Entrepreneur like myself.

2. Thematic Planning

When managing multiple different teams, clients and ventures, plus maintaining a full and fulfilled life outside of work, it’s easy to find your days become a massive jumble of jumping to whatever demands your attention the most at that moment. And whilst sometimes this is necessary as a business owner, it’s not the most productive.

That’s why I implement thematic planning. This involves categorising my tasks and goals into themes or categories, and then tackling these tasks/goals in one block rather than sporadically throughout my week. For example one day a week may be focused on team, another on clients and another on backend development etc.

It takes some awareness and boundary enforcement to break the habit of jumping to answer messages or put out fires the minute they hit your inbox. But by sticking to my themed time blocks, I can stay focused, work more efficiently and make real progress on multiple fronts simultaneously throughout my days/weeks.

3. Structuring my calendar for freedom

If there is one you take away from this blog post today, let it be that structure does not limit your life, it FUELS your freedom. Sneak a peek at my calendar to see this below.

As you’ll see, my weeks start super structured (example a). I have recurring blocks in my calendar daily for all of my baseline activities, i.e my morning routine, eating, exercise, clearing my inbox’s & notifications, my evening unwind time etc. And I have themed, recurring blocks in my calendar weekly for the different area’s that require my attention, i.e. Client accounts, team, admin, deep work, new ventures etc. Then I typically have free space in the afternoon which is dedicated to creative stuff, friends, activities and so on.

Then as my week progresses and develops, so does my calendar (see example b).

As you can see, things can get a little crazy 🤪.

My number one goal in structuring my calendar this way is that all the blocks need to exist. Not so that I can follow them to the exact minute. But so I have awareness and visibility of them. Meaning I can simply pick them up and move them around to fit my needs and the ever-changing demands on me any given week.

5. Fast decision making

As a self-proclaimed perfectionist, logical thinker, and analytical operator, this is a skill I’ve had to develop. But if there’s one thing I’ve learnt through every achievement I’ve made in life, it’s that the path to success is to fail fast and bounce back faster. As former US President Barack Obama said “You don’t have to get to 100% certainty on decisions, get to 51%, and when you get there, make the decision and be at peace with the fact that you made the decision based on the information you had”. And don’t get me wrong. Whilst I’m always going to gain as much information as I can when making a decision, I don’t let dwelling on the unknown hold me back.

Another amazing quote I love is “It’s not about making the right decision, it’s about making the decision right” – Peter Drucker. I love this quote because to be successful you have to make a lot of decisions, and you have to make them fast. And when you make a lot of fast decisions, it’s inevitable not all of them are going to be “right”. But as I mentioned above success is not determined by the extent or rate of your failings, but rather your ability to bounce back from them. Switching your focus from making the right decision to making the decision right grants a sense of control over your own outcomes that keeps you moving forward and focused on the end goal.

6. Invest in Support

No entrepreneur can do it all alone. That’s why I invest in building a strong support network, including a reliable team’s across my companies, mentorship, expert advisers, colleagues, friends and family. I know the people closest to you shape who you are. And as an incredibly empathetic person who loves building relationships, connecting, and pouring into others, I have to ensure I have the appropriate boundaries in place to protect my own space and energy. Therefore I check in with myself regularly to make sure that the people I’m surrounding myself with are trustworthy individuals who share my vision and values and encourage me to become the best version of myself.

7. Prioritise Rest

Last but not least, I make it a point to prioritise rest and relaxation. As a busy entrepreneur, it’s easy to get caught up in the grind and neglect self-care. However, I’ve learned that taking time to recharge and rejuvenate is essential for maintaining my productivity, creativity, and overall well-being.

I have come to learn that there are many different versions of rest. And the type of rest I need shifts depending on the demands of my life at any given time. For example, if my social battery is drained I know that curling up on the sofa and binging a series with my partner + and early night works great for me. However I also know that if I’ve had a busy week sat on my laptop and I’m more digitally drained, then staring at another screen isn’t going to help me bounce back. In this instance I prioritise long walks in nature, totally unplugged weekends whale watching at the beach or playing basketball with friends.

My advice here is if you want to really maximise your rest. Take the time to learn what the different signs are that you’re getting depleted in the different areas of your life, and what works for you to get those areas back up to 100%.

These are all supportive structures

In conclusion, these seven strategies have been instrumental in helping me manage my life as a busy, Multi-Passionate Entrepreneur. By implementing time-saving software, utilising rhythms, establishing intentional communication channels, managing my time effectively, making fast decisions investing in the right support, and prioritising rest, I’ve been able to keep all the moving pieces of my entrepreneurial journey organised and optimised.

I hope these tips inspire you to take control of your own busy life and thrive as a multi-passionate entrepreneur!

(If you want some more tips and suggestions for optimising your business and managing your life as a busy multi-passionate check out our free resource – 52 Biz Clean Up Ideas)

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