From Overwhelm to Action: How to Break Down Big Projects When You're Already Busy

Picture this: You're on an important client call, your phone buzzing with messages from your team, when suddenly there's another call – it's about your parent's medical appointment. Meanwhile, your course creation project sits untouched in a folder labeled "Launch Next Month" (which was created... three months ago).

Sound familiar? I've been there. In fact, I lived there for years.

Let me share a story from my own journey that might feel eerily familiar. I was managing one of our company's corporate client’s largest projects, leading a team of 10 through tight deadlines and constant demands. By day, I was the project manager who had it all together – juggling chat messages while on calls, keeping everything moving, being "on" all the time.

But here's what nobody saw: Between those important calls, I was coordinating my aging parents' medical care. After tucking my young daughter into bed, I was burning the midnight oil on our startup. And somewhere in between, I was trying to be present for my family.

The result? Our own business plans kept sliding. Important but non-urgent tasks gathered dust. I lived in permanent firefighting mode, only handling what was actively ablaze. Sound familiar?

Here's the thing: Most project management advice assumes you have one main project and a dedicated team. But as small business owners, we're not just the project manager – we're also the team, the client liaison, the family CEO, and sometimes, the family caregiver too.

Traditional advice tells you to:

But when you're juggling client work, family needs, and business growth, traditional approaches often create more stress than solutions.

After years of learning the hard way, here's what actually works when you're wearing all the hats:

Remember this formula: Estimated time + 50% = Actual time needed. Yes, really. If you think something will take a month, plan for a month and a half. This isn't padding – it's acknowledging that life happens, especially when you're running a business while managing a household.

Instead of just time management, schedule tasks based on energy levels:

Block your calendar for:

Create standard operating procedures for recurring tasks. Yes, it takes time upfront, but it's like giving your future self a gift. Start with:

Before we dive into a real example, let's master the art of breaking down any big project. Here's the secret sauce (and trust me, after managing multi-million dollar projects, this is what actually works):

Here's a little secret: Your actual available time for project work is probably about 30% of what you think it is. Why? Because:

Let's break down a course creation project the right way (because yes, I know it's still sitting on your to-do list!):

Pro Tip: Notice we're not recording the whole course upfront! At Sidkik, we believe in getting real student feedback before creating most of your content. This saves time, ensures your course actually serves your students, and prevents the dreaded "record everything and then crickets" syndrome.

Remember: The goal isn't to do everything perfectly – it's to make consistent progress while maintaining your sanity. And if course creation is on your list, remember: you don't need to record everything upfront. Start with your intro and first module, then let your actual students guide the way. They'll tell you exactly what they need, saving you countless hours of guessing and re-recording.

Remember: Project management isn't about perfection – it's about progress. And here's a little secret I wish someone had told me years ago: You probably already have valuable content you could package up into quick wins while you work on bigger projects.

Want to know how? We've put together "25 Smart Ways to Share Your Expert Knowledge" – a free guide that shows you how to turn your existing expertise into revenue-generating products (without adding more to your already-full plate). You'll discover simple ways to repackage what you're already doing into valuable offerings, perfect for those times when the bigger projects need to simmer.

Grab your free copy right here ^ and start spotting those quick wins hiding in plain sight! Because sometimes the smartest project management move is making the most of what you already have. 💡