How to Get Started with a Project Management System

June 13, 2023

The number one thing to ensure long term success in your online business is a solid project management system. But how do you get started?

First, let’s clarify the importance of having a project management system. The main reason you should have one is it helps you and your team stay organized and consistent when delivering results. Whether that’s through creating and launching digital products or completing done-for-you services for your clients. Think of it almost as the digital version of ‘going to the office.’

The less time you’ve got to spend getting organized, the more time you can spend collaborating with your team, optimizing products and services, and streamlining processes to scale your business even further!

So let’s dive in, shall we?

Step One: Identify your Project Management Needs

Before you dive into all of the project management tech tools out there, let’s think about your unique business. What needs do you have when implementing a PM system? Are you a large team with complex systems, projects, and automations that need integrating? Or are you a solopreneur with a couple of VAs that you just need to make sure they’re completing their deadlines on time?

Another thing to consider is what specific features or integrations would be ‘nice to have’ for your business. Are there certain tech platforms you have that you’d love to feed into your project management system, to make your life easier? This will help with the researching process.

Step Two: Research and Play with Different Project Management Tools

After completing step one, and having a clear understanding of what you need out of your project management system, now’s the time to start playing with the different PM systems out there. Popular options include: Trello, Asana,, ClickUp, Notion, and Airtable.

All of these platforms have a free plan you’re able to try out to get your feet wet and see if you like the interface.

My personal recommendation is ClickUp, simply because I adore the all-in-one component of the platform. There’s so many things you can do with the platform, without having to add to your tech stack.

You can check out ClickUp here to see if it’s right for you. And remember, you’re always welcome to have multiple platforms if you find that’s what you need! Every business is unique and has unique needs. Some things to consider when making your decision include: the user interface and how you enjoy using it, the features the platform includes, the integrations available, pricing plans, and educational resources available to get started with the project management system.

Need some help deciding which platform is right for you? Feel free to ask me with the chat box in the bottom left corner of your screen! (Seriously, I don’t mind!)

Step Three: Decide Your Overall Project Management Structure

This varies depending on the platform you use. In ClickUp, this would look like deciding how you want to structure your spaces, folders, and lists. In Notion, this would look like deciding how you want to structure the databases and pages. In Airtable, this would look like how you’d like the bases structured. My biggest recommendation is to find a tech platform that you genuinely enjoy using the interface of, and then find experts for each individual platform. Each one varies in it’s strengths and abilities, so it’s best to learn from someone who knows the platform well.

Step Four: Add Your Task Management

Once you’ve figured out the overall foundation of your project management system, then you can start integrating current processes and checklists into your task management layer. Always start with the simplest form and then build that out, rather than starting out using all the features. If you go too complicated to get started, you will get overwhelmed and not maintain the system. Remember – you want to build something you want to use!

Step Five: Onboard and Train Your Team

Once the foundation of your project management system is set, then it’s now time to start training your team. Most of these tech platforms have basic tutorials that you can send your team members.

ClickUp has this wonderful training for new team members, and a whole university to check out if you want to further your skills with it. Airtable has a getting started guide for learning the basics of the platform, and Notion has this ‘New to Notion’ guide that explains how to use there platform.

Step Six: Review and Assess

After you’ve had a chance to implement your new system, then you’ll want to come back and assess how it’s going. This is a good thing to make a regular habit of just checking in with your team and if there’s any improvements to be made. Your team and business will continuously evolve overtime, and so should your project management system! Pay attention to where hiccups or blockages in productivity happen most. And make note of any updates that would be useful to integrate moving forward.

Do I need a project management system for my online business?

Short answer – yes.

But I’m sure you could guess that, couldn’t you 😉

You need to have some sort of process in place for storing your systems in workflows.

Otherwise, when you’ve reached the point where it’s time to scale your business and build a team, you’ll have a harder time managing their deliverables.

Not impossible, of course.

But you’ll have a heck of an easier time if you’ve already got a basic PM system in place!

Mistakes to Avoid with your Project Management System

Don’t forget to match your calendar with your daily to do list

Time blocking is super helpful here. Make sure to match the amount of time you anticipate spending on tasks in your calendar so you don’t overbook yourself.

By no means do I expect you to build out an entire system from just these six steps. It’s not enough. But by following these six steps, it will help ground down your thinking to these ‘phases’ so you’re not getting caught up in the bells and whistles of the tech behind it.

Allow yourself some time to play with what works for you, but also make sure to set some boundaries with yourself. You’re capable of getting organized right now, not just some random day in the future. Claim that!


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