The System that Keeps Me Sane

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When a business scales, things can get messy—fast.

Managing documents, resources, clients, and projects can quickly become overwhelming, leading to stress, confusion, and worst of all… burnout.

That’s why I’ve been building systems into my business to stay organized (and stay sane). These systems help me work efficiently and deliver high-quality results.

One key system: Project Management

Every client of mine gets a streamlined workflow in Trello.

Why Trello? Three simple reasons:

1. It’s intuitive and easy to use. No steep learning curve—just drag, drop, and organize.

2. Kanban-style management works for me. I love using columns and cards to visualize progress.

3. The free plan is surprisingly powerful. Multiple workspaces, collaboration tools, and automation—all at no cost.

Best of all, my clients stay happy because we’re always on the same page about what’s happening and what’s next.

The secret sauce? Wording, color, and emojis. They make everything clear and make sure nothing gets overlooked.

My go-to Trello lists for daily tasks:

👀 TO DO
🔵 DOING
✅ DONE
🛑 ON HOLD

For complex projects, these four columns aren’t always enough. That’s when I use labels to add extra context—so I can see what’s what at a glance.

My labels for the streetwear brand I’m building:

Needs Design (red)
Needs Changes (dark red)
Needs Mockups (orange)
For Client Review (purple)
Prepare for Print (green)
🟢 Ready for Print (dark green with a green dot emoji)

Having the right tools is important, but how you use them matters even more. A well-structured system keeps work flowing, clients happy, and stress levels low.

What’s your favourite tool for staying organized?

🟠 Robert

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