Get Organized and Stay Organized!

(Snippits from our oh so popular Digital Glue Podcast!)

You have a task at hand, and it’s staring you in the face. You know it’s there; it’s been there for months. Procrastination has taken over. But why?

Because you are afraid of the amount of work, you must do to complete it. You know you will have questions … Probably hit a few speed bumps along the way … And the idea of tackling it has got you in a chokehold. And it doesn’t help that everything feels out of order and disorganized.

Then that guilty feeling sets in … Because you haven’t done it yet!

For any entrepreneur, this is a common scenario. We have endless piles of work and client deadlines, and even though we forget about it sometimes … Our own business needs and personal lives.

How can we organize ourselves enough to tackle our many responsibilities efficiently and create a lot of happiness?

Here at Virtually Untangled, we often explore our “WHY.”

  • What gets us up in the morning?
  • What fills our bellies with fire and purpose?
  • What makes us feel alive and excited about our work?

… And author Simon Sinek sums it up beautifully, “Everyone has a WHY — It is the purpose, cause or belief that drives every one of us.”

That said, there are four key areas you should know about yourself first to understand — and develop — your WHY statement.

The first is your values.

  • What do you value in life?
  • What do you consider to be the best way to live?

Often, these words become what they want to be known for in a business. We value communication, productivity, organization, creativity, and efficiency.

For you, it could be hard work, compassion, and leadership …!

The next piece of the puzzle is understanding your skills and talents.

  • What are you good at?
  • Where is there room for improvement?
  • What do you consider to be your strengths?

For us over here, we are skilled at design (graphics, web and the written word), organization and productivity, and technology problem-solving.

For you, it could be data entry, organization, and problem-solving!

Lastly, it would help if you consider your passions.

  • What brings that flaming fire to your belly?
  • What do you believe you are called to do in life?
  • What drives you to drag your butt out of bed each morning?

The passion in YOU is what adds fuel to the fire.

This is about connecting with an idea that’s much bigger than yourself. But something you keep close to your heart. Something you genuinely care about.


My team and I are passionate about bringing creativity, organization, stability, and ease of mind to our client’s businesses. All the while forming long-lasting relationships with them — our clients aren’t just numbers; they’re our friends! And we also do our best to remain agile with our thinking, being responsive to current and emerging technologies (we’re a bit nerdy over here!) and living a passionately creative life through all these things we love ever so much! Especially design and organization!

When we know more about what fires us up, we can then set out to create that reality for ourselves. And we all know that only good things can come when we work with purpose and positivity.

The vibe we create sends a ripple through the pond into our client’s lives and our loved ones’ lives too. Remember that fantastic Netflix phenomenon “Tidying Up with Marie Kondo”?

This remarkable woman took her expertise in organization and helped people who were at a complete stop in the productivity of their lives. Her catchphrase is, “Does it spark joy”? Because joy creates drive and purpose, and out of that …. a whole lot of gettin’ things done!

So, our environment can dictate our productivity and the quality of our work.

It can make us better to be around and set a low-stress tone, which will attract people to us and our business. And we’ll have a heck of a lot more fun doing #AllThings life!

We already know that organization can lead to better productivity. So, let’s look at how to set ourselves up for that …

There are no secret techniques that any one person can employ to boost productivity. It’s simply the result of a mindful yet action-based lifestyle. You want to work your day, set your intentions for tomorrow, and get on that couch with a nightcap of Netflix. To refuel you for the next day ahead and feel good about what you accomplished that day.


A.A. Milne tells us …

Organizing is what you do before you do something so that when you do it, it is not all mixed up!

So, with all that in mind … Let’s dive into our best – and favourite – hacks for getting things in line and keeping them there!

First on our list … which can sometimes be a hard one.

  • Learn to say “No” …!
    The more often you say yes, the more your to-do list will grow. Learn to feel confident in saying no once in a while. Prioritizing the things that really matter to YOU and your business is critical.

  • Take more breaks …!
    I understand you are “too busy,” but breaks are good for your brain and will improve your focus while boosting your mood. Trust me, you will actually get more done.


This then winds in very closely to my next point …

  • Find your “golden hour” …!
    Some people are on fire during the day and use the entire evening to unwind and relax. But others come to life at dinnertime after having slept all day.
    You are way ahead of the game if you can identify when your productivity comes to life.

  • Set your schedule the day before …!
    Every morning is busy, and by noon rolls around, you’re in the thick of it all. So, take 10 minutes to set a loose to-do list at the end of your day to keep you on track. Setting our intentions for the day — or week – can take a load off your mind that you didn’t even know was there, to begin with!

  • Establish a priority hierarchy …!
    And hold yourself to it!!! Start by placing your focus only on the task at hand. Because if you’re working on “A” but too busy worrying about B, C, D and Z, you won’t do an excellent job on A.

  • Dedicate some “focus time” …!
    Communication is one of the biggest distractions in the business world. So, when you need to deep dive into a task (or your entire to-do list), turn off all communications and dedicate your time to what you need to accomplish. Silence the **pings** and **rings** and let everyone back into your world only when you are done.

  • Keep note-taking tools at your fingertips …!
    You never know when inspiration is going to strike. Fortunately for us here, Asana is our virtual organizational saviour. But it’s also okay if that is not your jam! You may be a journal person or the actual pen-to-paper notebook kind (which we are too). And that’s good too! All these kinds of tools will help you concentrate and improve your memory, and, best of all … there are no distractions on a blank piece of paper. Whatever makes you happy when you organize your thoughts and set those prioritized intentions — THAT’S what you should do. Organizing our thoughts is a powerful tool. And should never be left to the wayside.

  • Find accountability … Tell someone about it …!
    Whether on social media for a bigger picture goal or to a buddy or loved one to get you through Monday morning’s panic attack. Telling someone your plans will keep you accountable on all levels — and help you accomplish your dreams — no matter the size.

  • Stop with all the multi-tasking already …!
    Yes, it may “feel” like you’re getting more done in the same amount of time, but it hurts your ability to complete things efficiently. On average, it’s a productivity loss of 40%. And that’s no joke! No one wants half a job done, half a conversation, or half your attention. So, be kind to yourself and set aside proper amounts of time for your tasks … Set yourself up for success!

  • Do short-batch tasks as a bundle …!
    Things like billing, signing off on paperwork or contracts, updating your to-do list or financials … And no, this is not considered multi-tasking, but batch bundling! This can be said for tasks you love to do and for those that you dread. If I have a day of creative fun on my schedule, I am indeed a happy camper. And same goes for the yuckier types of tasks. I plan out one day a week to get that stuff done. So, get in and get ‘er done, then happily wave bye-bye to that task until next week – or month. This will leave you with fewer “yucky” days, more happy days filled with better quality results … See how all this works?

  • Use AI as often as humanly possible …!
    Pre-schedule those social media posts or marketing emails in batches. Make your email calendar automatic. Use a calendar booking tool. Use online forms in-house or with your clients/audience. Set recurring contracts and invoices. And so-on … and so-on … and so-on.

  • Bigger isn’t always better …!
    Break down your more significant tasks into smaller ones when working on something extremely time-consuming. It can be intimidating to start when you look at one big task in all its humungous glory. But looking at the smaller puzzle pieces individually will only help you gain more time and accomplish more in the long run.

  • Implement the “two-minute rule” …!
    It’s called that for a reason! If it only takes two minutes or less to complete, do it. But, if it will take longer … write it down and find it later. It’s much more efficient for those two minutes to do it now. Cross it off and be DONE!

  • Get yourself virtually organized … “untangled,” as we like to call it …!
    Clean your desktop (both physically and on your computer). Organize your file folders and Cloud spaces. And while doing such, make it a habit to establish a clear hierarchy and adhere to a standard naming convention to reduce confusion for yourself, your team members, and your clients. Organization is a crucial element to success … So, make things easier on yourself!

  • Slow down and clear your head by making your bed …!
    This won’t give you any new ideas on how to work more efficiently, but it will allow you to slow down, clear your head, wake up and ponder on your plan for the day — or perhaps even future bigger-picture goals. It’s one of those daily rituals that can add quality to your mindset.

    Mom was right … wasn’t she?

  • Keep a secret snack stash …!
    At some point in your day, you will need an energy boost so you don’t get all “hangry”! So keeping a stash of healthy snacks — and maybe a few sweet or salty treats — will keep you going, feeling energized and stop you from biting the heads of those you’re working or communicating with. And always, always, always fresh water at your side, at all times.

  • Declutter the space around you …!
    Spark some joy! It’s often said that geniuses have messier spaces. I beg to differ … Dealing with a cluttered space is the last thing you need during an overly busy day. Which, for us, is pretty much every day. So, take a few and get yourself organized. This way, you have a place you can call your own. Primarily if you work from home, the last thing you need is piles of papers, and Post-it notes all over the house, disrupting your loved ones and your lifestyle. It would help to separate working spaces from home spaces so your mind can be relieved when you rest for the day. Temporarily out of sight is entirely out of mind. And while you’re at it, add some pops of colour to your space. Even cute sticky notes or pens can add positivity and stimulation to your day. Working in a monotone space may make you feel trapped or bored. And nobody likes feeling that way! EVER!

  • Show up and kick butt …!
    Prepare yourself for meetings. Have purpose and value in your material, attitude, and presence. People can tell when you know your stuff!

  • Bullet points (and emojis) are your friend …!
    These simple little dots are truly the easiest way to make your communications — or content — more readable and “skimmable” for the busiest of the busy. So, please do your best to include them as much as possible to help improve the comprehension of your person-to-person or virtual messages.

  • Unroll your inbox …!
    Yup, I said it … It’s time to remove all those time and attention wasters from your inbox. You know, the dozens of emails you get every single damn day that you never pay one second of attention to. So, take the time to set up filters and folders to help make your inbox an organizer’s dream. Remember … It takes time to save time!

  • Ask, and thou shall receive …!
    You can’t be a superhero 100% of the time. Even if you feel like one.
    So, swallow your pride, put away your cape and ask for help before you explode! You can’t #BeAll, #DoAll and #KnowAll all the time. Delegation is a true golden key to keeping your plate clear and helping you operate smoothly. It’s all about knowing when to delegate and ensuring you do so to the “right people,” all the while keeping your communications as straightforward as possible.

  • Do not burn yourself out …!
    You need you. Your clients need you. Your business needs you. It only takes 90 to 120 minutes for your mind and body to get tired of a task you’ve been working hard on with extremely uninterrupted focus. Take breaks! Keep this in mind as you prioritize and set your intentions for the day ahead. For example, if I have a work-heavy day, I schedule less in my personal life. That may mean getting take-out for dinner to lighten the life load. And on the flip side, I know that on a light workday, I can get into the kitchen and do something for my soul – being the foodie that I am — and cook a fantastic meal for the people I love.

  • Beat procrastination …!
    It’s better to take action the minute I see an issue. No matter what it is. When you do it … just dive right on it … You will often find that the process wasn’t nearly half as bad, grueling, or tedious as you initially expected. And conquering this psychological barrier of getting started increases your energy, and the momentum flows.

  • Practice makes perfect …!
    With almost everything in our business lives (personal, too!), practice truly makes it perfect. If you really want to live a life in a going-forward motion, you should unlearn the bad habits you’ve picked up along your entrepreneurial adventure. Try new things, find what works for you, and watch the workflow stream out of your workspace like never before!

So bottom line, out of all the hacks we just talked with you about …

Keeping organized will save time looking for things and scrambling for time to do it all. You will have more time to work on important tasks — or even FUN ones you’ve been putting off for far too long. An organization will not only improve the flow of communication between you and your glorious virtual team, but you can also make your team more productive in the long run!

And how can it get better than that?!


Let the digital “untangling” BEGIN … Just pop in your earbuds and hop onto one of your favourite channels by clicking any of the links below!


You can also find The Digital Glue Podcast HERE on our website, or by subscribing to our YouTube Channel.

Like this blog post?

If you found today’s blog post to be exactly the type of inspiration and know-how you were looking for, we would be very grateful if you would help this post spread
by sharing the
LOVE 💙 with it socially, emailing it to a friend or dropping us a comment with your thoughts. You never know whose life you might change.

Share on Facebook
Share on Twitter
Share on Linkdin
Share on Pinterest
Picture of Crystal Kordalchuk

Crystal Kordalchuk

Crystal is an artist, a writer, an organizer, a dreamer, a doer, and down-right proud of it NERD!.

Struck with a love for #AllThings creative at a very young age, Crystal dreamed of a life fueled by her passion for creating and bringing the stories and images in her mind into reality.

As she worked toward her dreams, she earned a diploma as a Computer Applications Specialist then another in Graphic Design and from there began to develop her extensive background in multimedia and the arts. She began her worked in the magazine industry as a layout designer and had a succession of design jobs thereafter. It was her role as a graphic/web designer that gave her the first real glimpse of her future. Soon she began a side job as a freelance designer while keeping one foot in the corporate world. A spark was lit! She turned her freelance gig into a full-time business combining design work with her other passion: creating organization from virtual chaos.

Crystal is one of the most organized individuals on the planet. She is by all means a Zen master of her crafts. She excels at helping others become “untangled” and provides her clients with tools to run their businesses smoothly while she takes care of the details behind the scenes. Thus Virtually Untangled was born. A successful business where her work as a top notch creative in graphic and web — with a twist of virtual assistant — married into one amazing place where clients can come with their virtual messes and become magically untangled. Crystal can always make sense of even the most unorganized chaos and offers a virtual detox of order and peace, so her clients can get busy doing the work that they love the most.

Leave a comment