Organize Your Anointing: How I Manage Multiple Businesses Without Doing It All Myself

Business owners, see that little number at the top of this picture?

That’s how many major projects my Executive Assistant at Childcare Virtual Assistants has completed for me in just TWO months. And that’s only ONE of about five or six project lists! That’s just my EA, too. I have other amazing people on my team working on projects of their own. When I look at everything we’ve accomplished in such a short period of time, even I have to stop and think about how much is actually getting done behind the scenes.

I get asked a lot how I manage so many projects across multiple businesses without losing track of everything. How do I keep things moving, manage my teams, travel, homeschool my children, stay involved in their lives, and still find time for everything else that needs my attention? Well, I’m going to tell you, it’s not always easy, and it’s certainly not always pretty. But I’ve learned that when the season you’re in requires more of you, you have to become more intentional about how you organize your life and your businesses.

Three Things That Changed How I Lead

There are three things that have made a HUGE difference for me, and I want to share them because I think so many business owners are drowning in responsibilities they were never meant to carry alone.

1. Build a Project Management System That Creates Accountability

First, you need a really good project management tool. We use Trello, but ClickUp is another great option. I’ve used both for years, and I honestly cannot imagine trying to manage everything we do without having a system in place. I need to know what’s being worked on, what’s completed, what’s waiting for approval, and what still needs attention. More importantly, my TEAM needs that organization for accountability. Everyone needs to know what they’re responsible for and when it’s expected to be completed. Even my administrative teams at my childcare centers use daily checklists built in a FREE Trello board. It doesn’t have to cost a fortune to organize your business. You just have to be willing to create systems and actually use them.

2. Put AI to Work as Your Second Brain

Second, and this one has probably been one of the biggest game changers for me this year, is AI. I’m talking about using artificial intelligence as a second brain. Not just asking ChatGPT random questions or having it write something for you. I’m talking about actually putting AI to WORK inside your business.

When the Season Required Me to Pivot

Let me explain how this became such a big part of my life. In June, for the first time in ELEVEN years, I stepped back into one of my childcare campuses as an administrator. I had spent years building businesses, developing teams, and creating systems that allowed me to work on my businesses rather than being physically inside them every day. But this season required something different from me, and I knew immediately that my schedule was about to become a whole lot busier.

I remember thinking, how in the world am I going to do all of this? I still have multiple businesses to oversee, employees to lead, projects to manage, traveling to do, two teenagers I’m homeschooling and raising, their activities and personal growth that I want to be hands-on with, and, because apparently we didn’t have enough going on, a basement renovation happening at home! There are only so many hours in a day, and I’m still just one person.

So I pivoted. And I pivoted QUICKLY.

I started building AI into my daily operations in a much bigger way. I needed something that could help me organize my thoughts, keep track of conversations, review projects, and catch the things I might otherwise miss. I needed a second brain that could help me manage the incredible amount of information coming at me every single day.

From Another To-Do List to Actual Follow Through

Now, most mornings, I get into my Tesla and head to one of my childcare campuses. While the car assists with the drive, I’m working through my daily CEO briefing with my AI agent, whom I’ve named Brock. Brock helps me review my Slack channels, Microsoft Teams, emails, Trello boards, notes from my human Executive Assistant, and financial information available through my connected systems. It identifies items that need my attention, brings up things that may have fallen through the cracks, and asks me how I want to handle them.

And here’s where it gets REALLY good. When there’s something that needs a response, an approval, a follow-up, or an adjustment to a project, Brock helps me work through it and, where connected and authorized, can actually take care of those actions. We’re not just talking about making another to-do list. We’re talking about FOLLOW THROUGH.

By the time I arrive at the office, I’ve already worked through much of what happened the day before. Decisions have been made, priorities have been communicated, and projects can keep moving forward. When my human Executive Assistant starts his workday, he’s often already got the answers and approvals he needs from me. Instead of spending the first part of his day waiting on my responses, he can get right to work.

THAT is efficiency.

Business Owners Must Be Willing to Adapt

Now, I hear people talk all the time about how AI is going to replace human workers. I don’t believe that’s the whole picture. I believe human workers who know how to effectively use AI are going to have a tremendous advantage over those who refuse to learn it. The world is changing, and business owners have to be willing to change with it.

Think about Blockbuster Video. At one time, it was everywhere. People couldn’t imagine a world without it. But the world changed, technology changed, and the way consumers wanted to do things changed. Businesses that don’t adapt eventually get left behind. I don’t want to become the Blockbuster Video of my industry because I was too stubborn or too comfortable to pivot.

AI isn’t replacing my team. It’s helping me make my team more efficient. It’s helping me lead better, communicate faster, and keep projects moving. And when you multiply those little efficiencies across several businesses and dozens of people, the impact is HUGE.

3. Invest in a Really Good Human Executive Assistant

Now, the third thing, and I cannot stress this one enough, is having a really good HUMAN Executive Assistant.

I have an incredible Executive Assistant through our company, Childcare Virtual Assistants, who has worked alongside me for several years now. He lives in the Philippines, has a bachelor’s degree in education, and is one of the most professional, driven, and capable people I’ve had the privilege of working with. He understands my vision, knows how I think, knows what I like and don’t like, and most importantly, he knows how to EXECUTE.

The Difference Between Completing Tasks and Executing a Vision

And that’s something I think a lot of business owners underestimate. There’s a BIG difference between having someone who simply completes tasks you assign and having someone who can take your vision and actually manage a project from beginning to end.

I can give my EA a large project, explain what I’m trying to accomplish, and trust him to figure out how to get it done. He can coordinate a team, organize the details, manage deadlines, and bring something back to me that’s ready for my review. I don’t have to spend every day chasing him down, asking why something hasn’t been completed, or reminding him of things we’ve already discussed.

He serves as a buffer between me and so much of the busyness that comes with running multiple businesses. He’s helping ensure that by the time something makes it to my desk, it’s already been thought through, organized, and prepared for my final approval. That kind of support is absolutely invaluable.

And here’s another thing I love about what we’ve built through Childcare Virtual Assistants. These are educated, professional people who bring real skills to the table. Many of our VAs have bachelor’s degrees in fields like business, education, nursing, and technology. They’re not simply people sitting behind computers completing random assignments. They’re talented professionals who can become an extension of your business and help you accomplish things you may never have had the time or capacity to do on your own.

When People, Systems, and AI Work Together

When you combine a talented human Executive Assistant with really good project management systems and AI, something incredible starts happening. You stop being the person who has to remember, manage, approve, chase, and complete every little thing. You start becoming the person who can focus on the bigger picture while trusting the systems and people you’ve put in place to handle the details.

Organize Your Anointing to Withstand the Increase

And THAT brings me to something God has really been teaching me.

When you’re entrusted with a bigger vision, you have to organize your anointing to withstand the increase.

I think sometimes as entrepreneurs, especially those of us who see our businesses as part of our calling and ministry, we feel like we have to carry everything ourselves. We know what God has placed on our hearts. We know the vision. We know the direction we’re supposed to go. And sometimes we convince ourselves that because God gave US the vision, we’re supposed to personally do all the work required to bring it to life.

But I’ve learned that isn’t necessarily true.

Growth Requires Structure

Sometimes the very thing holding back the growth you’ve been praying for is your inability to release the responsibility of doing everything yourself. You can have all the vision, passion, drive, and anointing in the world, but if you don’t build the structure to support it, YOU will eventually become the bottleneck to your own growth.

Most mornings I’m awake somewhere between 4:45 and 6:00, even on my days off. My mind is usually already moving, thinking about projects, employees, upcoming deadlines, and things we need to accomplish. I’m checking boards, talking through ideas with Brock, communicating priorities to my Executive Assistant, and figuring out how to keep all the pieces moving together. Sometimes that happens before I’ve even gotten out of bed. Other times it happens while I’m getting ready, heading to the office, or going about my day.

I’m constantly thinking about how I can better organize my team to accomplish another 80 to 100 hours of project work each week. Work that, without them, would be sitting on MY plate waiting for me to find the time to do it.

And here’s the beauty of that. I’m not personally doing those 80 to 100 hours of work. I’m organizing the vision, creating the systems, removing obstacles, making decisions, and empowering other people to execute it.

That’s leadership. And that’s something I’ve had to grow into.

Leadership Is Not Doing Everything Yourself

It’s also why I think it’s so important to stop measuring our value as business owners by how much work we personally complete. Being the busiest person in your company doesn’t necessarily make you the most effective leader. Sometimes it just means you haven’t learned how to delegate, develop people, or build the right systems yet.

I’ve had seasons where I’ve worked 65 to 70 hours a week and still felt like I was falling behind. I’ve had moments where my house wasn’t as organized as I’d like, projects were taking longer than expected, and I wondered how I was going to fit everything into the week. I’m certainly not sitting here telling you I have it all figured out, because I DON’T. I’m still learning, still adjusting, still finding better ways to do things.

But I am learning that growth requires change. And sometimes that change isn’t about working harder. It’s about getting smarter with the time, resources, technology, and PEOPLE God has placed around you.

Stewarding What God Has Entrusted to You

My goal isn’t to do everything myself. My goal is to steward what God has entrusted to me well. That means recognizing when I need help, investing in capable people, embracing tools that make us more efficient, and building businesses that don’t depend on me personally carrying every single responsibility.

I want the businesses God has allowed us to build to grow beyond what my own two hands could ever accomplish. I want to create opportunities for other people, develop leaders, and have the freedom to be present for my family while still pursuing the vision He’s placed in my heart.

And I’ve realized something through all of this.

I maximize my potential not by doing everything myself, but by organizing my anointing.

Prepare for the Increase You’re Praying For

If you’re a business owner reading this and you feel completely overwhelmed by everything sitting on your plate, maybe the answer isn’t another 20 hours of work this week. Maybe it’s time to look at your systems, embrace some new technology, and find the right people who can help carry the vision alongside you.

Because the increase you’re praying for will require the capacity to manage it when it comes.

What Is Working in Your Business?

I’m curious, business owners. Are you using any of these three things in your business? Do you have a project management system, are you incorporating AI into your daily operations, or do you have a human Executive Assistant helping you manage your workload?

I’d genuinely love to hear what’s working for you, what’s NOT working, and what you’ve learned along the way. We’re all growing, and sometimes the best ideas come from sharing what we’ve figured out with each other.

Call to Action:

If you’re a childcare business owner and you’re finding yourself overwhelmed with administrative responsibilities, enrollment follow-ups, billing, marketing, or simply trying to keep all the moving pieces of your business organized, that’s exactly why we created Childcare Virtual Assistants through Allied Assist. We believe business owners should have the support they need to focus on leadership and growth without carrying every responsibility alone. Our skilled virtual assistants help take those projects and administrative tasks off your plate so you can get back to doing what you do best.

Buy my book BOSS UP, Don’t BURN OUT and take the full journey from burnout to breakthrough.
Buy the book here

Let’s talk through what’s next.
Book your free 20-minute clarity call

Subscribe for weekly encouragement straight to your inbox!