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From Stuck to Success: Overcome Procrastination to Planning

From Stuck to Success: Overcome Procrastination to Planning

by | Goals, Planning-Organization-Productivity

Michele Duwe from Miss Task | Life Stuck On Repeat: From Procrastination To Planning

You’ve been thinking about launching that podcast, creating that course, or finally setting up that email funnel. You know it’s important, yet every time you sit down to start, you find yourself doing something else—tweaking your website, answering emails, scrolling social media. Before you know it, another day (or month) has passed, and that big project is still sitting on your to-do list. Sound familiar? You’re not alone. The truth is, moving from procrastination to planning isn’t just about motivation—it’s about breaking free from the overwhelm and creating a system that makes taking action easier. Let’s talk about how you can finally stop spinning your wheels and start making real progress.

Procrastination Feels Safe, But It’s Holding You Back

Let’s be honest—procrastination isn’t just about being lazy or unmotivated. In fact, you’re probably very motivated when it comes to serving your clients, checking off daily tasks, or even brainstorming new ideas. But when it comes to starting something big—something unfamiliar—your brain starts throwing up roadblocks.

Why? Because procrastination feels safe.

I know this struggle firsthand. When I transitioned from doing weekly YouTube videos to launching my podcast, it took me over four months to actually get it off the ground. Normally, I'm not the kind of person who requires outside accountability, but I found that working with a business coach was essential in this situation. It wasn’t because I didn’t have the skills or the know-how—I had already been creating video content! But fear crept in. What if the podcast didn’t work? What if no one listened? What if I was making the wrong move?

And if I’m being really honest, there was something else keeping me stuck: I have a hard time letting things go, even when they’re no longer serving me. I had invested so much time into YouTube that it felt wrong to walk away, even though I knew my podcast would be a better fit for my business. The feelings of guilt and shame over the sunk costs of time, money, and energy.

Each of us has different reasons our minds keep us stuck, but at the core, it’s always some form of fear. Fear of failure. Fear of making the wrong choice. Fear of letting go. Even when I recorded my first-ever YouTube video, it didn’t come from a place of confidence or clarity—it came from sheer frustration. And let’s be real, frustration is not the energy content needs to be created with.

Maybe you can relate. You want to take action, but something keeps holding you back. The big projects—the ones that could actually move your business forward—sit untouched while you stay busy with smaller, more familiar tasks.

But here’s the truth: God didn’t call you to a life of hesitation. He called you to step out in faith.

That podcast? That course? That business idea? You weren’t given that vision by accident. But your calling requires action, not just thinking about it. The good news? You don’t have to figure it all out today. You just need to take one small next step forward.

Identifying Your Procrastination Triggers

If you’ve ever found yourself avoiding a big task even when you have plenty of time to complete it, you’re not alone. Procrastination isn’t just a bad habit—it’s often driven by subconscious patterns in the brain.

Your limbic system, which controls emotions and immediate responses, craves immediate gratification and pushes you toward default actions that feel comfortable. On the other hand, your prefrontal cortex, the part of your brain responsible for decision-making and long-term planning, knows that taking action now will benefit your own life in the long run. The battle between these two areas of your brain is what keeps you stuck in a procrastination habit.

So, what’s really happening when you avoid taking action? Instead of moving forward, you:

  • Stay in the planning stage because research feels like a positive thing (even though it’s just another form of procrastination).
  • Fill your day with smaller tasks that give you the illusion of productivity but don’t move the needle.
  • Wait for the right time, thinking you’ll feel more prepared next time (spoiler: you won’t).
  • Convince yourself that you need enough time to do things perfectly, which leads to poor time management and scrambling at the last minute.

What Are Your Triggers?

The first step to breaking this cycle is to understand what kind of person you are when it comes to procrastination. Ask yourself:

•    Do I avoid big projects because they feel overwhelming?

•    Do I tell myself I need to be in the right mood before I start?

•    Do I push things off to the following day just because I don’t feel like doing them now?

•    Do I struggle with effective planning and taking action in manageable chunks?

For me, my failure mode used to be over-researching and staying in the planning process for too long. I convinced myself I was “getting ready,” but in reality, I was stuck in a comfort zone of endless learning instead of doing. It boiled down to the fact that I lacked confidence in my abilities.

Identifying your trigger is powerful because once you know what’s keeping you stuck, you can break free from it. And the best plan of attack? Stop thinking about the whole project and start with the next small step.

Get It All Out of Your Head – Creating a Wish List

One of the biggest reasons big projects feel overwhelming is because they are a jumble of thoughts in your mind. The thought of the task alone can trigger stress, keeping you stuck in a cycle of avoidance. But a powerful tool can break this pattern: a simple brain dump or creating a mind map.

The best way to move from procrastination to planning is to get everything out of your head and onto paper (or into a digital doc). This isn’t about creating a polished plan of attack—it’s about clearing mental clutter so you can see the specific times and tasks needed to move forward.

How to Brain Dump Effectively

  1. Set a timer (try the Pomodoro technique—work for a set amount of time, like 25 minutes, then take a short break).
  2. Write down every single task, idea, and concern related to your project—no filtering.
  3. If a blank page feels intimidating, start with categories like content creation, tech setup, outreach, or launch details.
  4. Don’t worry about order or time management techniques yet—just get it all out.

Why This Works

This simple exercise turns the big task in your head into manageable chunks on paper. It also helps eliminate feelings of guilt and frustration because you now have a clear starting point instead of an overwhelming mental load.

Remember, a good idea is worth pursuing, but without action, it stays just that—an idea. 

This step moves you from just thinking about it to actually doing something about it.

Michele Duwe from Miss Task | Life Stuck On Repeat: From Procrastination To Planning

Work Backward to Map Out a Plan

Now that you’ve done a brain dump, you might be staring at a long, unorganized list. That’s okay!

The next step is to take all those scattered ideas and create a planning process that works for you.

The easiest way to do this? Work backward.

Instead of getting stuck in the planning stage and overthinking where to begin, start with the big moment—the finished project. Then, break it down step by step, moving in reverse. This method helps you avoid poor time management, keeps you from getting lost in the details, and makes sure you’re focusing on what truly matters.

Just in case you’re like so many of my clients, what holds you back is not knowing how to put it all together. They do better if they have a head start to motivate them into future actions. You may find it easier if the process is started for you. Then, you only need to tweak the small steps for yourself. If this sounds you, here are a couple of sample workflows to get you working backward from completion to idea:

Creating an Email Funnel

Are you a little bit stuck on creating that next sales funnel to grow your email list?

  • Completion: Finalize and promote the lead magnet

– Promote the lead magnet on social media, website, and email list

– Schedule a launch debrief meeting to discuss what worked well and what didn’t work well

– Collect and analyze metrics to measure the lead magnet's success

– Make adjustments as needed to improve future lead magnets

  • Launch: Publish and distribute the lead magnet

– Test the lead magnet for usability and functionality

– Publish the lead magnet on your website or landing page

– Develop a plan to distribute the lead magnet to your target audience

  • Design: Create an attractive and effective design for the lead magnet

– Determine the design elements needed to make the lead magnet visually appealing

– Work with a designer or use a design tool to create a polished final product

– Ensure that the design aligns with your branding and messaging

  • Content: Write and develop the content for the lead magnet

– Develop an outline for the content and determine what needs to be covered

– Write, edit and proofread promotional material, such as social media posts

– Write, edit, and proofread the content for accuracy and clarity

  • Idea: Brainstorm and plan the lead magnet concept

– Determine the problem your ideal client is attempting to solve

– Brainstorm potential ideas for the lead magnet

– Decide which one idea is aligned with your paid offer and the problem your ideal client is attempting to solve

By working backward from completion to idea, you can ensure your lead magnet is well-designed, effective, and aligned with your brand and messaging.

Example: Launching a Podcast

Let’s say your goal is to launch a podcast. Instead of asking, “Where do I start?” ask, “What does the end result look like?” Then, break it down step by step.

1.    Final Step: Your first episode is live, and you’re promoting it everywhere.

2.    You’ve submitted your podcast to directories like Apple Podcasts and Spotify.

3.    You’ve recorded and edited your first 3-5 episodes.

4.    You’ve outlined episode topics and planned content for your first season.

5.    You’ve chosen your podcast hosting platform.

6.    You’ve selected and set up your microphone and recording software.

7.    First Step: You’ve committed to your podcast idea and created a timeline for launch.

By doing this, you’ve taken a big task and turned it into a clear plan of attack with specific times for each step. Instead of sitting in front of a blank page, wondering where to begin, you now have a roadmap that makes it easy to take the next step.

 

Why This Works

  • It removes uncertainty. Instead of staring at an overwhelming list, you now have clear action steps.
  • It prevents the “last-minute” scramble. By breaking it down, you give yourself plenty of time to work through each phase.
  • It keeps you from skipping important steps. Working backward forces you to think through everything, so nothing gets missed.
  • It turns procrastination into action. A clear plan eliminates the need for “the right time” because you know exactly what needs to happen next.
  • At this point, you’ve moved from procrastination habit to an effective planning strategy. Now, it’s time to set a realistic timeline and make sure you follow through.

Show Up Consistently—Without Doing It All Yourself

Your Podcast, Repurposed into a Full Marketing Strategy

A done-for-you repurposing service where we turn one piece of content into 5 Days of Marketing Content so you can grow your audience and impact in less time.

5 Days of Content from 1 Podcast Episode

  • 2 vertical video clips
  • 1 Carousel post graphic and caption
  • 1 Quote/Static post graphic and caption
  • 1 Graphic and caption to specifically promote the podcast episode
  • 4 Additional Social Media Captions
I Want This Done for Me

Set a Realistic Timeline

Now that you have a clear plan of attack, the next important thing is setting a timeline that works. Most entrepreneurs fall into one of two traps:

  1. They think they have plenty of time, so they keep putting it off until the last minute.
  2. They believe they need the perfect conditions before starting, so they never actually begin.

Both of these are just different forms of procrastination, and both are rooted in subconscious habits rather than logic. To break free, we’re going to use a simple NLP reprogramming exercise.

Rewire Your Procrastination Habit with This Exercise

If you’ve been stuck in failure mode, struggling to take action on a big task, try this quick visualization technique:

  1. Dissociate from the struggle – Close your eyes and imagine watching yourself on a movie screen. See yourself staring at the blank page, hesitating, feeling overwhelmed.
  2. Fast-forward the scene – Picture your future self taking action with confidence. You’re at your desk, working on your project with ease.
  3. Step into the future version of yourself – Now, mentally step into that scene. How does it feel to be in full action mode? What’s different about your mindset?
  4. Future pace your success – Imagine a few months from now when your project is complete. How does it feel? What opportunities have opened up? What doors has God placed in your path because you took action?
  5. Anchor this feeling – Take a deep breath and commit to embodying this version of yourself, the person who plans effectively, follows through, and stays out of procrastination mode.

By shifting your default action from avoidance to small, intentional steps, you train your brain to respond differently the next time you feel overwhelmed.

At the end of the day, the only person who can take control and move forward is you. You're the one in charge, so it's up to you to make things happen. Believe in yourself and your abilities, and take that first step towards creating a simple system that works for you. You've got this!

Double Your Timeline for Success

One of the best time management techniques you can implement is doubling your estimated timeline. Why? Because most of us underestimate how long things will take. Or maybe that is just me? 🤷‍♀️

If you think you need:

    •    Two weeks to outline your podcast, give yourself four weeks.

    •    Three days to set up your course platform, give yourself six days.

    •    One hour to write an email sequence, schedule two hours.

This doesn’t mean you’re working slowly—it means you’re working realistically. When you plan for extra time, you avoid the pressure of rushing at the last minute, and you allow space for adjustments. This also removes feelings of guilt when things take longer than expected.

The goal isn’t to create short-term bursts of productivity—it’s to build a powerful tool for long-term success.

Time to Wrap This Up

God doesn’t call us to wait for the perfect time—He calls us to take the next step. You don’t need to see the whole path right now. You just need to trust that every step forward is leading you to something worth pursuing.

How to Get in the Right Mindset Before Creating Content (and Why It Matters)

How to Get in the Right Mindset Before Creating Content (and Why It Matters)

by | Content Creation, Planning-Organization-Productivity

Michele Duwe from Miss Task | How to Get in the Right Mindset Before Creating Content (and Why It Matters)

How to Get in the Right Mindset Before Creating Content (and Why It Matters)

Have you ever sat down to create content and felt completely stuck? Maybe your brain is foggy, your motivation is low, or you’re second-guessing every idea that comes to mind. The truth is, creativity isn’t just about having great ideas—it’s about showing up in the right mindset to bring those ideas to life. When you force yourself to create from a place of stress or overwhelm, it shows in your content. But when you create from a space of clarity and excitement, everything flows easier.

In episode 111 of Content Systems for Growth, I had an incredible conversation with Ang Barnard, host of The Intentional Mind Podcast, about how to get in the right mindset before creating content. Ang is a communication consultant and career coach who helps people boost creativity, increase focus, and stay motivated when they show up to create. In this post, I’m sharing key takeaways from our conversation, including why your mindset affects content creation, how to break through creative blocks, and simple shifts to stay productive and aligned when making content.

Why Your Mindset Matters When Creating Content

One of entrepreneurs' biggest mistakes when creating content is thinking that success comes from strategy alone. While strategy is important, your mindset and focus play an even bigger role in how your content is received. In my conversation with Ang Barnard, she explained how your energy, mindset, and overall clarity directly impact how your audience connects with your message.

Think about it—have you ever watched a video or listened to a podcast where the creator’s energy felt low or forced? It’s hard to stay engaged, right? Now compare that to content where the speaker is fully present, confident, and speaking from the heart. That energy is contagious. When you create from a place of alignment and excitement, people can feel it—and they respond to it.

But what happens when you’re just not feeling it? Low motivation, overthinking, or feeling distracted can keep you from creating the kind of content that truly connects. The good news is that you don’t have to stay stuck. In the next section, we’ll dive into the most common signs that your mindset is holding you back—so you can recognize them and shift before you start creating.

Signs Your Mindset is Holding You Back from Creating Content

Before you can shift into a more focused and creative state, you need to recognize when your mindset is working against you. In my conversation with Ang, we talked about how content creation shouldn’t feel like you’re forcing it—it should flow naturally. But when you’re stuck in a low-energy state, creating can feel overwhelming, frustrating, or just plain exhausting.

Here are some clear signs that your mindset is keeping you from creating content that truly connects:

  • You’re overthinking everything. Instead of trusting yourself and creating from a place of excitement, you’re second-guessing every word, worrying about whether it’s “good enough,” or trying to make it perfect.
  • You feel like you’re forcing it. If sitting down to write or record feels like a chore, chances are, your mindset isn’t in the right place. Great content comes from alignment, not pressure.
  • You’re comparing yourself to others. Scrolling social media and seeing other creators doing “better” can leave you feeling discouraged or like you’re falling behind.
  • You’re focused on the outcome instead of the process. If you’re constantly thinking, Will people like this? or Will this go viral? instead of enjoying the creative process, your energy is in the wrong place.
  • You feel mentally drained before you even start. If content creation feels exhausting before you begin, it’s a sign you need a quick mindset shift before diving in.

The good news? You don’t have to stay in this space. In the next section, we’ll cover simple ways to reset your focus, boost creativity, and shift into the right mindset before you start creating.

How to Shift Your Mindset Before Creating Content

Now that you know the signs of being stuck in a low-energy state, let’s talk about how to reset and get into a creative flow before you start creating. One of the biggest takeaways from my conversation with Ang was that small shifts can make a massive difference in your focus, motivation, and creativity.

If you’ve ever tried to push through content creation when you’re not feeling it, you know how frustrating it can be. Instead of forcing it, try one of these quick mindset shifts before you sit down to write, record, or show up for your audience:

1. Move Your Body
Your physical state directly impacts your mental clarity. If you feel stuck, get up and move! Take a quick walk, stretch, jump on a mini trampoline (one of Ang’s favorite tips!), or do a few power poses. Just two minutes of movement can increase your focus and shift your energy before you create.

2. Change Your Environment
Sometimes, the space you’re in is what’s draining your focus. Try switching locations—move to a different room, step outside, or adjust the lighting in your space. Even small changes, like lighting a candle or playing upbeat music, can help signal to your brain that it’s time to shift into a creative mode.

3. Take a Deep Breath (or Several!)
Feeling overwhelmed? Pause and take a few deep breaths. Try box breathing (inhale for four seconds, hold for four, exhale for four) to calm your nervous system and reset your focus. When you slow down, your creativity can flow more freely.

4. Reframe Your Thoughts
If you’re caught up in perfectionism or fear of judgment, remind yourself why you’re creating in the first place. Instead of thinking, What if no one likes this?, shift your focus to, Who needs to hear this today? When you create from a place of service instead of stress, everything flows more easily.

5. Make It Fun
Creativity thrives when you’re enjoying the process. Instead of treating content creation like a chore, find ways to make it feel fun again. Record a voice memo instead of typing, create a challenge for yourself, or gamify the process—whatever helps you feel more inspired and less pressured.

By making small adjustments to your mindset, movement, and environment, you can step into content creation feeling motivated, focused, and ready to create something that truly resonates.

In the next section, we’ll talk about some of the biggest mindset traps that keep entrepreneurs stuck—and how to avoid them.

​

Michele Duwe from Miss Task | How to Get in the Right Mindset Before Creating Content (and Why It Matters)

Common Mindset Traps That Keep You Stuck (And How to Avoid Them)

Even when you’re intentional about shifting your mindset, there are still some common thought patterns that can sneak in and drain your creativity. In my conversation with Ang, we talked about how fear, overthinking, and comparison can keep you from showing up fully in your content. The good news? Once you recognize these mindset traps, you can shift away from them before they hold you back.

Here are some of the biggest ones to watch for:

1. The “I’m Not Ready” Trap
Have you ever told yourself that you’ll start creating content when you have more time, more confidence, or more expertise? This mindset keeps you stuck in a cycle of waiting instead of taking action. Truth bomb: You’ll never feel 100% ready, but you don’t need to be. The best way to gain confidence is to start.

How to break it: Ask yourself, What small step can I take today? Instead of waiting for perfect conditions, take imperfect action—your content (and audience) will grow as you do.

2. The Perfectionism Trap
Perfectionism disguises itself as a high standard, but really, it’s fear in disguise. If you find yourself spending way too long tweaking every word, re-recording the same video, or holding back because something “isn’t quite right,” you’re likely stuck in perfectionism.

How to break it: Shift your focus from perfect to valuable. Ask yourself, Does this help my audience? If the answer is yes, then it’s good enough to share.

3. The Comparison Trap
It’s easy to look at what other content creators are doing and feel like you’re falling behind. Maybe someone else’s posts are performing better, or their videos seem more polished. But comparison kills creativity. The more you focus on someone else’s journey, the less energy you have for your own.

How to break it: Limit social media scrolling before creating content. Instead of asking, How do I measure up?, ask, How can I share something that feels true to me? Your audience follows you for your unique perspective—lean into that.

4. The “I Have Nothing New to Say” Trap
Ever feel like everything you want to share has already been said? This mindset keeps a lot of entrepreneurs silent. But here’s the truth: your voice, your perspective, and your experiences are unique. Even if the topic isn’t new, the way you explain it will resonate with someone differently.

How to break it: Instead of trying to be completely original, focus on being authentic and relatable. What experiences have shaped your views? What stories can you share that will help someone else?

5. The “Content Creation Should Feel Easy” Trap
Yes, we talk a lot about flow and alignment, but that doesn’t mean content creation won’t ever feel hard. Some days, creativity takes effort, and that’s okay. The key is not to mistake resistance for a reason to stop.

How to break it: When you hit a creative block, don’t assume it means you’re doing something wrong. Take a break, shift your environment, or try a different medium (speak your thoughts into a voice memo instead of writing, for example).

By recognizing these mindset traps, you can shift away from self-doubt and into confident action. The more you create, the easier it gets—and the more your audience connects with what you share.

In the final section, we’ll wrap up with the key takeaways and a simple strategy to help you stay aligned before every content session.

Show Up Consistently—Without Doing It All Yourself

Your Podcast, Repurposed into a Full Marketing Strategy

A done-for-you repurposing service where we turn one piece of content into 5 Days of Marketing Content so you can grow your audience and impact in less time.

5 Days of Content from 1 Podcast Episode

  • 2 vertical video clips
  • 1 Carousel post graphic and caption
  • 1 Quote/Static post graphic and caption
  • 1 Graphic and caption to specifically promote the podcast episode
  • 4 Additional Social Media Captions
I Want This Done for Me

Final Thoughts: Aligning Your Mindset Before Every Content Session

If there’s one thing I hope you take away from this conversation with Ang, it’s that your mindset directly impacts how your content is received. When you show up drained, distracted, or second-guessing yourself, it’s hard to create content that truly connects. But when you take a few moments to shift into alignment, everything flows more naturally.

Here’s a simple pre-content creation ritual you can use before every session to help you stay focused, inspired, and confident:

1. Check in with yourself
Before you start writing, recording, or brainstorming, pause and ask: How am I feeling right now? If you’re feeling stuck, unfocused, or uninspired, don’t push through—reset first.

2. Make a small shift
Use one of the quick strategies from earlier in this post: Move your body, change your environment, take deep breaths, or reframe your thoughts. Even two minutes can make a massive difference.

3. Set an intention
Decide what you want your audience to feel after engaging with your content. Instead of focusing on how it will perform, focus on who it will help.

When you prioritize your mindset, creativity, and motivation, content creation stops feeling like a struggle and starts feeling like something you enjoy again.

I’d love to hear from you! What’s your biggest struggle when it comes to showing up with the right mindset for content creation? Send me a DM or tag me on Instagram (@micheleduweobm) with your biggest takeaway.

What Is Your Disorganization Costing Your Business

What Is Your Disorganization Costing Your Business

by | Planning-Organization-Productivity

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.

Show Up Consistently—Without Doing It All Yourself

Your Podcast, Repurposed into a Full Marketing Strategy

A done-for-you repurposing service where we turn one piece of content into 5 Days of Marketing Content so you can grow your audience and impact in less time.

5 Days of Content from 1 Podcast Episode

  • 2 vertical video clips
  • 1 Carousel post graphic and caption
  • 1 Quote/Static post graphic and caption
  • 1 Graphic and caption to specifically promote the podcast episode
  • 4 Additional Social Media Captions
I Want This Done for Me

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!

Claim Your Guide Today!