How to Stay Organized When Your Work Is Always Changing
Real systems for the multi-tasking, multi-business creative life.
Running one business is hard.
Running three (plus being a wife, mama, host, builder, designer, and dreamer)? That’s next-level.
Out here, my days can shift in an instant — from cutting metal signs in the shop, to prepping the cottage for Airbnb guests, to loading the tractor for an HLM job, to designing a digital product while the kids nap. The work doesn’t follow a perfect schedule — and honestly, that’s how I like it.
But if I don’t stay organized? Everything falls apart.
Here’s how I keep things together (mostly) — even when every day looks a little different.
1. Use ONE Master Planner — Not 10 Random Notebooks
I used to have scraps of paper, notes in my phone, and five different to-do lists… and it made my brain feel like a browser with 47 tabs open.
Now I keep one main planner that covers:
Daily top 3 tasks
Business priorities (Alston, HLM, RiverView)
Family/home tasks
Meals, notes, reminders
Weekly wins + goals
➡️ Tip: I use my own printable planner that’s simple, flexible, and works for the chaos. (Want me to post it in the shop? Let me know!)
2. Theme Your Days (Loosely)
I don’t follow a strict schedule, but I do try to give each day a loose focus. Something like:
Monday – Shop day (cutting metal, prepping orders)
Tuesday – HLM jobs + grading
Wednesday – Content + digital products
Thursday – Admin tasks, errands, deliveries
Friday – Airbnb turnover or house reset
Weekend – Family + flex time
This helps my brain know what to expect — and keeps me from feeling like I have to do everything every day.
3. Keep Digital Files in Order (Or You'll Regret It)
I have separate folders on my desktop and phone for:
Etsy & Alston Design Co. orders
Airbnb guest info and checklists
HLM job site photos and estimates
Digital product designs and planner templates
Tax + business paperwork
Name your files and photos clearly. Trust me, your future self will thank you.
4. Write It Down Before You Forget
Whether it's a business idea, a customer request, or a grocery item — I’ve learned to write it down the second it hits my brain. I keep:
A whiteboard by the shop door
A small notepad in my car
My planner always nearby
This keeps things from falling through the cracks when life moves fast.
5. Don’t Overbook Yourself — Buffer Time Is Crucial
Just because I can do a job doesn't mean I have to say yes. I leave buffer time between projects so I can pivot if something urgent pops up — or rest if I need to.
Some of my best work has come from white space, not pressure.
6. Tools I Actually Use to Stay Sane:
(Amazon affiliate links included — thank you for supporting the blog!)
My go-to daily planner: [Link]
Dry erase board calendar: [Link]
Rolling file cart for invoices + papers: [Link]
My label printer for Etsy orders: [Link]
Favorite pens for writing in all the places: [Link]
Final Thoughts
You don’t have to be perfect to be organized — you just need a system that works for you.
When your work is always changing, the key isn’t control — it’s clarity. Know what matters today. Write it down. Keep it simple. And give yourself grace.
We’re building more than businesses out here — we’re building a life.