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What Is Your Disorganization Costing Your Business

What Is Your Disorganization Costing Your Business

Michele Duwe from Miss Task | What Is Your Disorganization Costing Your Business

Do you have a disorganized mess on your hands with lot of folders causing a cluttered drive? Google Drive disorganization can feel overwhelming. You spend precious time hunting for files, digging through outdated folders, and trying to remember what you named that important document. Sound familiar? You’re not alone, and the good news is there’s a simple fix. Have you stopped to evaluate what your disorganization is costing your business?

Why Google Drive Disorganization is Costing Your Business

It almost seems silly, right? How does not having a system to organize your Google Drive folders cost your business? I've seen how a messy Google Drive will drive an entrepreneur to tears searching for that existing file they know they have saved. 

Not only do messy Google Drive files cause you stress, but they are also responsible for lost productivity. Have you ever spent your valuable time searching for important files? That wastes time you could be spending on high-priority tasks.

What else does Google Drive disorganization cost your business? God forbid those disorganized files lead to missed opportunities when you struggle to find a file or legal documents essential to a client request. I've managed team members as an online business manager who spent so much paid time searching in Google Docs for critical documents. I think we both can agree that is a waste of time, money, and resources.

In the end, digital clutter leads to stress and feeling overwhelmed. A cluttered virtual workspace creates an unnecessary mental load, as if running a small business isn't taxing enough on our mental load.

The Hidden Costs of Digital File Chaos

Here’s something we both can agree on: how frustrating and time-consuming it is to look for digital files without a folder structure or consistent naming conventions.

You know that you have that digital file saved somewhere from the early years in business.

But where the heck did you put that digital file? Racking your brain for what you would have named it, where you save it even. Search for as many random keywords as possible to find the document in various cloud storage spaces.

Is this you? If so, you’re not alone. I see this repeatedly in online businesses.

The problem is in the early years of your business, when you’re penny-pinching and band-aiding things together, instead of buying more file storage space, you’d sign up for another free account.

Genius right?

One less monthly expense, yay, you frugal business owner.

I know this happens; I've helped untangle a mess of duplicate files across several cloud storage applications. What they thought, in the beginning, to be a cost-saving measure, in the long run, added up to wasted time and money for the business. Ultimately, they found out that maybe it wasn’t such a great idea. All that searching and disorganization is costing your business valuable time and money.

How to Create a Google Drive File Structure That Works

Before we get into this, you may want to test several different Google Drive file structures to determine what works for you. It is essential that we set a systematic approach to your folder structure that works for your brain. You may be a clicker or a root organizer.

If you have ADHD, opening up a folder to see endless Google docs, images, and media files will likely feel overwhelming. You will want to have specific folders with a few documents. You may also want to change color of the folder for a visual queue of the content. All my content management folders are yellow.

Are You a “Clicker” or a “Root Organizer”?

Understanding your preference for folder structure is key to keeping your files organized without feeling overwhelmed. Do you prefer to click through a few levels of folders to find what you need? Or does that sound like a nightmare, and you'd rather have most of your folders easily accessible at the root level? I've worked with both types of small business owners, which is why I bring this up.

Whichever style works for you, the goal is to ensure your Google Drive stays organized by using clear, logical naming conventions. Let’s explore two examples to suit both preferences:


Example 1: The “Clicker” Approach

If you don’t mind clicking through a few folders, you can create a hierarchy that keeps things tidy and compartmentalized. For example:

  • Marketing
    • Content Hub (includes subfolders like Images, Blog Post Copy, Social Media
    • Copy, Podcast, and Newsletters)
    • Freebies (Lead Magnets and Opt-Ins)
    • Branding
    • Website Assets
  • Sales
    • Client Onboarding
    • Discovery Call Notes
    • Prospecting Spreadsheet
  • Clients
    • Individual folders for each client are labeled with [Share] and a color code if they’re shared.
  • Operations
    • Finance
    • Personal/Business Development
    • Standard Operating Procedures (SOPs)

This method works best for people who are comfortable navigating multiple levels and want to keep their folders visually clean from digital clutter.


Example 2: The “Root Organizer” Approach

If clicking through ten folders sounds overwhelming, a flatter folder structure may work better for you. You can create descriptive folders directly at the root level. For example:

  • Marketing | Content Bank
  • Marketing | Freebies and Opt-Ins
  • Sales | New Client Paperwork
  • Sales | Discovery Calls
  • Clients | Client Names
  • Operations | Finance
  • Operations | SOPs

By naming conventions like Marketing | or Sales |, you can group similar types of files while keeping everything just one click away for easy access.

Final Thoughts on Folder

No matter your preference, consistency is what keeps your digital workspace organized. Choose the structure that fits your workflow best and stick to it. With either of these examples, you’ll save time, reduce stress, and make it easier to find exactly what you need when you need it. With Google Workspace, you have different types of Google Drives: one that is your own drive and the option to use the shared drive for clients and team members. Keep that in mind when setting up new folders. 

Would you like further adjustments or examples? Here is a link to my free resource on Digital File Organization. https://misstask.com/organize-your-google-drive-sign-up 

Michele Duwe from Miss Task | What Is Your Disorganization Costing Your Business

Tips for Naming Files

Oh, My Goodness, this is one that I regret so that I can speak from experience. It turns out to be a hot mess downloading freebies from the internet without a good descriptive file name.

Apparently, it wasn't easy to type a descriptive name into the file the first time that had meaning to me. Nope, instead, I kept the name given by the business that created it. Geez, it drove me nuts with all the inconsistent, nondescript file names. I finally gave in and deleted most of them. It would take too long to look at all those PDF files to figure out a new file name.

Have you searched for best practices for naming structure? I will give Google credit. It is very simple to search for files. However, without a clear file name or folder name, it will bring back many files for you to sift through. Having a system for naming files will eliminate having to go back and rename generic files like IMG_1234.jpg into something descriptive like Wellness Coaching Tips-IG_2025-01.jpg.

Here are a few examples of file names that I use: 

Receipts: YYYY-MM-What [M] or YYYY-MM-What [Y] or YYYY-MM-What
Here is the meaning:
YYYY – this is the year i.e. 2025
MM – this is the month number, i.e., 01 for January
What or who did I pay – Quickbooks
[M] states for a recurring Monthly expense
[Y] stands for a recurring yearly expense
Nothing at all is a one-time expense

Here is one more: 

Paid Offers: 🧩 Content Repurposing Starter Pack

I'm an emoji girl for file names regarding my paid offers. Across all my platforms, anything to do with my Content Repurposing Starter Pack will have a puzzle piece emoji. I think repurposing content is a missing piece that many small business owners overlook. It has meaning to me.

First Step to A Well-Organized Drive: Clear Out the Old Files

The first step to a well-organized drive is simple: create a new folder and name it archive with the date. Move all your old folders and files into that one folder.

Now, create a storage system with all the separate folders. As you access the files from your old folders move them into your new filing system. It will spread all the hard work of cleaning up your folds into a bite-size, manageable process.

After a year, take a look at that archive folder. Do you want to keep these just in case? That is completely up to you, but you'll always know when to look for them. Should you have multiple

Google Drive accounts or maybe Dropbox? The same thing applies to accessing files, downloading them, and moving them to the correct folder in your new storage system.

How to Organize Creative Content in Google Drive

Here are my best tips for organizing creative content in Google Drive. As a content creator and online business owner, over time, you will have a lot of content.

  • Example Folder Structure for your content filing system:
  • Top Folder: Growth
  • Second Folder: Lead Generation
    • Folders under lead generation:
      • Core Content
      • Social Media
      • Lead Magnets
      • Advertising
      • Content Planning
      • Email Marketing
    • I'll give you examples under Core Content; again, download my free resource, Digital File Organization, to learn more.
      • Core Content
        • 🎙️Podcast
          • Podcast Assets
          • Guest Interviews
          • Edited Episodes
          • Raw Episodes
          • Promotional Graphics
        • [CC] 2025
        • [CC] Archive
  • Use the star: Use the star to favorite your files for quick access in the main menu on the left sidebar. Right click the file, choose Organize, and select Add to Starred.
  • Use File Information: Google Drive allows you to add a description to your file. This can be a great way to keep track of important information about a file; it also keeps track of who created it and when it was last updated. To access this, click the file and, select file information, scroll to the bottom to add a description. In addition, it has a tab for activity and Approvals. Approvals is a great tool for your team members to request your approval.
  • Utilize Google drive's integrations : Google drive allows to integrate with other Google Suite such as google sheets, docs, slides and forms, these integration can help in managing and organizing your creative content.
  • Collaboration and Sharing : When it comes to creative projects, team collaboration is often essential. Google Drive makes it easy to share files and folders with others, allowing multiple people to work on a project at the same time.

Using these tips, you can effectively organize your creative content and make finding and collaborating on projects easier.

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You’ll thank yourself later for taking the time to get this done—it’s worth the effort.

Disorganization is sneaky and causes chaos when you least expect it. My best advice is to get it done. As long as a virtual assistant has clear directions, they will be able to start the organization process for you. 

Suppose you don’t believe me. Start tracking the time you or your team member spend looking for files. Over time those few minutes will add up to more than just investing in getting it done.

Time To Wrap This Up

I hope I've made my case for Why Google Drive Disorganization is Costing Your Business. More importantly, how do you want to feel when you open Google Drive? This is a good thing to consider when setting up your file organizational system. You are a busy business owner with limited time, money, and emotional resources, so make sure they are directed at the right things.

Simplify Your Digital Life: Take Control of Google Drive, Eliminate Chaos!

  • Are you tired of the digital clutter in your Google Drive causing chaos, wasting your time, and risking important files?
  • Imagine the frustration of missing files during crucial moments, the stress of duplicated documents, and the overwhelming clutter that hinders productivity.

Grab our free guide and take the first step towards a well-organized and efficient Google Drive.

Say goodbye to the chaos and hello to digital content organization!

How To Just Start Get Writing Your Content in Easy Steps

How To Just Start Get Writing Your Content in Easy Steps

Michele Duwe from Miss Task | Just Start
Michele Duwe from Miss Task | Just Start

Content creation can be daunting, especially when faced with a blank page and a seemingly taunting blinking cursor. You might sit down to write and find yourself stuck, unsure where to begin. That’s when the mantra “Just Start” becomes invaluable. Taking the first step is often the most important part of the writing process.

The Challenge of Starting

Writer’s block is a familiar obstacle for content marketers, freelance writers, and business owners alike. Many of us feel overwhelmed by the pressure to produce high-quality content, whether it’s blog posts, social media updates, or web content. It’s tempting to procrastinate, finding excuses to delay writing until the deadline looms. But the good news is there’s a way to overcome this.

The best way to tackle the blank page is to focus on a single word, a simple idea, or a piece of content you’ve already brainstormed. Set a timer for just 10 minutes and allow yourself to write freely. This step-by-step guide can help:

  1. Set a Timer: Start with a manageable block of time, like 10 minutes. Focus on typing whatever comes to mind without judgment.
  2. Choose a Main Point: Identify a key topic your target audience cares about. This could be tips for blog writing, content marketing strategies, or ways to improve writing skills.
  3. Keep it Simple: Don’t aim for perfection. The first draft is about getting words on the page.

Developing Good Writing Habits

Consistency is critical for building your online presence. Professional content writers and content marketers often rely on an editorial calendar to stay organized. Planning ahead reduces decision fatigue and helps you prioritize tasks like:

  • Writing blog titles that capture a reader’s attention.
  • Drafting long-form content that provides value to potential customers.
  • Repurposing content into social media posts, YouTube videos, or LinkedIn updates.

If you’re struggling with writer’s block, try these practical tips:

  • Use AI tools to generate fresh ideas or refine your writing.
  • Start with an outline to organize your thoughts.
  • Focus on writing one piece of content at a time.

Creating Content with Purpose

Content creation isn’t just about filling space; it’s about engaging real people with real problems they are looking to solve. Whether you’re building a personal blog or managing your own blog to share your unique perspective for your life coaching pratice, each post should reflect your unique voice and writing style. Think about your potential clients or readers. What do they need? How can you solve their problems?

A great way to start is by repurposing content. For example, transform a blog post into a YouTube video or create a step-by-step guide from a podcast episode. These approaches not only save time but also expand your reach across multiple platforms. Search engines reward consistent, high-quality content, improving your search results and boosting brand awareness.

Using AI Tools to Kickstart Your Writing

Sometimes, brainstorming and organizing content ideas can feel like a hurdle. This is where tools like ChatGPT or Claude can be a great alternative. Use ChatGPT or Claude to:

  • Brainstorm fresh ideas for blog posts or social media content.
  • Create detailed outlines to guide your writing process.
  • Flesh out content ideas when you’re stuck or need inspiration.

You can also use Perplexity to conduct topic research and gather insights to enrich your content. After identifying topics of interest, complement this research by using Google to check what appears in the AI overview. This approach ensures you address the “how,” “why,” and “what” questions your prospective clients might be searching for. Answering these questions thoroughly and informatively will help your content align with the way real people search for information online.

These tools act as your writing assistant, helping you move past blocks and stay productive. With the right prompts, you can quickly generate ideas or refine your content, making the entire writing process smoother and more efficient.

Michele Duwe from Miss Task | Just Start

Tracking Your Creative Flow

Do you notice certain times of the month when creating content feels easier? If not, try noting a simple rating in your planner or calendar after each content session, reflecting how easy or challenging it felt to write. Over a couple of months, you may notice patterns of when your creative flow is at its peak.

For example, I’ve observed that I write most effectively during specific times of the month. Recognizing this pattern allows me to maximize productivity. During my less creative phases, I focus on tasks like research and planning blog topics, saving the actual writing for when I’m in a creative spike. This method helps balance my workload and ensures I’m always moving forward, even if I’m not actively writing.

SEO Optimization: Why It Matters

Search engine optimization (SEO) is an important part of content creation. It ensures your content reaches the right audience by improving your visibility in search results. High-ranking content can drive traffic to your website, establish your authority, and ultimately attract potential customers or clients.

Incorporating keywords naturally into your writing is a key part of SEO. Tools like Rank IQ can help you identify the best keywords for your content, enabling you to rank faster and more effectively. Rank IQ provides insights into search engine trends and helps content creators optimize their writing without spending too much time on research.

When writing with SEO in mind, consider these best practices:

  • Focus on creating high-quality content that answers your audience’s questions.
  • Use relevant keywords in your blog title, subheadings, and throughout the text.
  • Be careful to create a well-written copy with the use of keywords naturally occurring without keyword stuffing.
  • Write meta descriptions that entice readers to click on your link.
  • Structure your content to make it easy for both readers and search engines to navigate.

By prioritizing SEO, you’re not just writing for search engines—you’re creating valuable content for real people who are looking for solutions to their problems.

Overcoming Procrastination

Procrastination can feel like a constant companion for writers. But it doesn’t have to control your productivity. Here’s a good idea: reframe your writing time as an experiment. Use these strategies to stay motivated:

  • Set Small Goals: Break your writing tasks into manageable chunks.
  • Delegate Non-Writing Tasks: Focus on writing while outsourcing other responsibilities, like graphic design or proofreading.
  • Celebrate Progress: Recognize even small achievements, like completing a first draft or brainstorming new ideas.

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Building a Long-Term Strategy

To become a great content marketer or writer, focus on developing a long-term strategy. This includes:

  • Building a blog that reflects your expertise and engages readers.
  • Leveraging best practices for search engine optimization (SEO).
  • Writing your own content gives you the perfect platform to showcase your extensive knowledge through blog posts, social media, and other digital content highlighting your brand’s value.

Final Thoughts

Remember, the first thing to do is just start, get writing your content. Writing content doesn’t have to take much time and feels like a struggle if you use simple steps and stay focused. The important thing is to keep going. A blank page isn’t the enemy—it’s the starting point for something great.

So, set your timer, take a deep breath, and start writing your content. Over time, you’ll build the skills, confidence, and online presence needed to succeed as a freelance writer, business owner, or content marketer. The best advice? Just start, and the rest will follow.

How to Value Your Time As A Small Business Owner

How to Value Your Time As A Small Business Owner

Michele Duwe from Miss Task | The Power of Valuing Your Time: Strategies for Small Business Owners

Several years ago, sitting in the bleachers at a basketball game, surrounded by the usual chatter and cheers, I overheard something unexpected—a teenager’s profound words: “If you do not value your time, no one will.”

These simple yet powerful words immediately caught my attention. Who was offering such insightful advice, and to whom? It turned out to be one teenager chatting casually with a friend. I couldn’t believe it! You’d expect to hear these words from business leaders or successful business owners, not at all from a high school student at a basketball game. To have such a realization at a young age, I'm only guessing she has a good leader as a parent who understands the value of time.

I quickly jotted the phrase down on my phone as a content idea. As a small business owner, those words carried immense weight. In this digital age, where distractions are endless and time management skills are one of the most important things for a business owner to master, this was the reminder I didn’t know I needed.

Why the Value of Your Time Matters

I’ve spent a lot of time reflecting on that moment. Why did this one sentence resonate with me so much? I realized it’s because I’ve struggled to practice what I preach: valuing my time.

Growing up, my mom instilled in me core values like putting others first and being considerate of other people’s time. These lessons were a blessing in my personal life but a challenge in my business. Like many new business owners, I often found myself putting client needs, my team members, and day-to-day tasks ahead of my own goals.

But here’s the truth: If you don’t prioritize important tasks that move your business forward, your business growth will suffer in the long run. Without proper strategic planning or focus on revenue-generating activities, it’s easy to fall into the trap of poor time management.

The First Step: Conducting a Time Audit

One of the best ways to regain control of your schedule is by conducting a time audit. This process helps you understand exactly how you’re spending your working day. Here’s how to start:

  1. Track Your Time: Write down every activity you do over a week. Include everything—from answering emails and handling customer service to personal errands and social media scrolling. I know, right? Not the most fun activity, but at the end of the day, it will provide valuable insight into where you are spending time.
  2. Categorize Tasks: Separate your tasks into strategic activities,  day-to-day operations, and where you waste time.
  3. Evaluate Your ROI: Ask yourself, “Is this worth the dollar value of my time for each task?” Use your hourly rate as a benchmark to assess whether a task is worth doing yourself or should be delegated.

Strategic Delegation: The Easiest Way to Save Time

Once you’ve completed your time audit, the next step is to determine which tasks to delegate. Successful business owners know that their valuable assets include not only their expertise but also their ability to focus on long-term goals and business success.

  • Virtual assistants can handle routine tasks like managing your to-do list or scheduling social media posts.
  • Automating repetitive tasks with tools like project management software is another good time management technique that frees up additional time.
  • When I did this activity, I took the number of hours I was spending on tasks and gave them all a dollar value. The bottom line is that it was eye-opening to see how much money I was potentially leaving on the table.

These strategies allow you to focus on the most important things: growing your client base, creating a healthy work-life balance, and building a successful business.

How to Identify Tasks for Delegation

One of the best tools I’ve used for this is the Eisenhower Matrix, a simple framework that categorizes tasks based on urgency and importance. Here’s how it works:

  1. Urgent and Important: Do these yourself immediately.
  2. Important but Not Urgent: Schedule these for later.
  3. Urgent but Not Important: Delegate these tasks to someone else.
  4. Not Urgent and Not Important: Eliminate these tasks altogether.

When I started using this tool, I realized I was spending a lot of time on tasks that were necessary but not impactful, like creating graphics, uploading my podcast, and publishing blog posts. At first, I thought, “I can’t afford to hire help.” But the truth was, if I stayed buried in these tasks, I wouldn’t have the time to focus on the work that truly made a difference for my clients.

That’s when I decided to hire a Content VA to handle those routine tasks. This decision freed me to focus on what I do best: helping solopreneurs take back their valuable time by creating strategies that prioritize revenue-generating activities.

If you’re not ready to hire help yet, that’s okay. Start by identifying the tasks you could delegate in the future. Then, when you’re ready, you’ll have a clear plan for what to offload.

Strategic Delegation: A Game-Changer for Small Business Owners

Delegating isn’t just about lightening your workload—it’s about using your time more strategically. Tasks like managing your to-do list, scheduling social media posts, or creating graphics can often be handled by virtual assistants or automated with tools like project management software.

For instance, content creation is a time-consuming but essential part of running a successful business. That’s why I offer content repurposing services to help small business owners maximize the value of their existing content. Whether it’s transforming your podcast into a blog post, turning blog content into social media posts, or creating an email series from your top-performing episodes, I specialize in helping you get the most out of the content you’ve already created.

These strategies allow you to focus on the most important things: growing your client base, achieving your long-term goals, and building a healthy work-life balance.

Michele Duwe from Miss Task | The Power of Valuing Your Time: Strategies for Small Business Owners

It’s a Good Idea to Plan Your Week

After completing a time audit, it’s time to put those insights to work. One of the best ways to gain clarity on how to manage your time effectively is by creating a time bank. 

For me, using a simple spreadsheet to map out my 24-hour day was a huge eye-opener. I blocked every hour of the day and color-coded the time based on how it was spent—daily tasks, family time, personal activities, and even downtime. Seeing my time blocks visually made it clear where I was overspending time and where I had room to improve.

This method is a great way to incorporate time management tools into your routine without overcomplicating things. It helps you visualize your schedule and make adjustments to reclaim your day.


Key Questions to Ask Yourself

  1. Where Are You Giving Too Much Time? Are there activities that eat up more time than they should? For example, are you spending too much time on email or perfecting small details that don’t significantly impact your business? Recognizing these areas can help you free up time for revenue-generating activities and tasks that maximize productivity.
  2. Are You Avoiding Tasks You Don’t Like? Be honest: Do you find yourself gravitating toward tasks you enjoy while procrastinating on the ones you dislike? While it’s natural to want to spend time on things you love, effective time management means balancing enjoyable tasks with the essentials, even if they aren’t your favorite.
  3. How Can You Cut Down and Refocus?
    Once you’ve identified where your time is going, use this insight to make changes. Look for opportunities to streamline or delegate tasks that aren’t worth your time. By doing this, you can create a realistic weekly plan that aligns with your priorities and allows you to focus on important tasks.

The Power of Planning Your Week

When you use your time bank as a foundation for planning, you’ll find it easier to set realistic goals and stick to them. Combine this approach with productivity tips like batching similar tasks, using a project management tool, or setting time limits for specific activities.

As a former Online Business Manager, I've worked with several small businesses to understand the power of planning your week. Like you, they started a business for freedom of time, and planning a week made them feel as if that freedom was taken away.

These strategies not only boost effective time management but also reduce the mental load of constantly deciding what to do next.

Planning your week doesn’t just help you get more done—it gives you the freedom to enjoy your downtime without guilt because you’ve taken control of your schedule.

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A Personal Takeaway

Hearing those words from a teenager reminded me to take small steps toward valuing my time. Since then, I’ve prioritized my most productive time for strategic planning and creative work while delegating tasks that don’t require my direct input.

The result? Not only am I spending more quality time with clients and team members, but I’ve also lowered my stress levels and found more free time to enjoy the things that matter most in my personal life.

Time to Wrap This Up

If you’ve ever felt like there aren’t enough hours in the day, it’s time to take control. Conduct a time audit, delegate effectively, and embrace good time management strategies. As the teenager’s wise words taught me: If you don’t value your time, no one else will. Thank you so much for your value time. I appreciate you and hope you make it a wonderful week.

Header Photo by Rachael Crowe on Unsplash