If you’re anything like me several years ago, you’re probably juggling tasks and projects through emails and texts. And it worked… for a while. However, implementing a project management (PM) system was a game-changer for my business.

The Early Days: Email Overload

In the early days, my team and I relied heavily on emails, texts, and spreadsheets to communicate. It was fine at first, but as our workload increased, so did the chaos. Important emails got buried, tasks slipped through the cracks, details were fuzzy, and we’d spend way too much time trying to piece everything together. It was like trying to build a puzzle without having all the pieces.

The Turning Point: Discovering PM Systems

I hired a new virtual assistant who STRONGLY recommended that we start using Asana. Initially, I dug my heels in. Deep. The idea of moving everything to a project management system was beyond overwhelming. 

But it turned out to be one of the best decisions I ever made for my business.

The Benefits of a Project Management System:

  1. Centralized Task Management: Everything is in one place. No more digging through emails to find out who’s doing what. Each task, deadline, and update is clearly laid out, making it easy for everyone to stay on track.
  2. Improved Communication: We can comment directly on tasks. This keeps all relevant information together, reducing misunderstandings and speeding up project timelines.
  3. Eliminating Duplicate Work: Before the PM system, it wasn’t uncommon to find out that two people had done the same task. Now, everyone knows their responsibilities, and we avoid wasting time and resources on duplicated efforts.
  4. Accountability: PM systems clearly show who is responsible for what. This transparency keeps everyone accountable and ensures that nothing slips through the cracks.
  5. Increased Productivity: We work more efficiently by reducing email back-and-forth and having a clear project roadmap. This productivity boost allowed us to take on more clients and bigger projects without feeling overwhelmed.

The Challenge: Implementation

In all honesty, implementing a PM system had its challenges. There was a learning curve, and it took time for everyone to get used to the new system. (There are times I still forget and send an email!) But the payoff was worth it— the reduction in frustration, back-and-forth emails, and searching for information exceeded even my wildest dreams.

The Results:

Since making the switch, staff hours have decreased because we are all working more efficiently, which increases our bottom line. Response time with clients is quicker because we have a solid process. The efficiency we’ve gained has allowed us to grow our business without the constant stress of trying to keep up.


If you’re still managing tasks through email, texts, and spreadsheets, switching to a project management system can dramatically increase efficiency and profit margins. By eliminating duplicate work and streamlining processes, you can ensure your team is more productive and focused. This not only saves time but also boosts your revenue.

Feeling like you’re constantly in the weeds and ready for a change? Let’s chat for 15 minutes to see if a PM system like Asana or Trello is right for your business. Click here to book your call and start reclaiming your time and profits!