Pass, Prepare, Prioritize

Ever feel like your to-do list has its own to-do list? Tasks piling up, rolling over from one day to the next, leaving you overwhelmed and exhausted? Yeah, me too. But over the years, I’ve refined a simple time management system that helps me prioritize, delegate, and reclaim my time. It’s all about sorting tasks into three buckets:

Pass, Prepare, Prioritize.

This system works because everything you do more than once fits into one of these categories. It’s the same process I use for organizing a closet (Keep, Sell, Toss) or managing finances (Spend, Save, Invest). The key to effective leadership isn’t doing everything yourself—it’s knowing where to invest your time and energy for the biggest impact. Now, let’s break it down.

Pass (Tasks You Can Hand Off Immediately)

These are the simple, repetitive tasks that don’t require your unique skills or expertise. If someone with basic instructions can do it, it belongs here.

• Sorting, labeling, stocking inventory
• Mailing customer orders
• General housekeeping, grocery shopping
• Carpool, basic admin work

Tip: Offload these tasks first. Whether you hire help, barter with a friend, or recruit your kids (hello, life skills!), getting these off your plate frees up mental space and energy. Your children will learn responsibility, independence, and the value of contributing to the household. Your teammates will see the power of delegation and teamwork in action. Also, consider this: How much is your time worth? If you can make more per hour than what it costs to outsource these tasks, you’re not just saving time—you’re increasing your earning potential.

Prepare (Tasks You Can Teach and Delegate Over Time)

This is where things get trickier—because let’s be honest, we like things done our way. However, delegation is a superpower, and teaching someone else to do a task can free you up for what actually needs your attention.

• Scheduling content, running reports
• Creating newsletters, customer follow-ups
• Cooking, organizing events

Tip: Be patient. Yes, it takes time to teach someone, and yes, they will mess up at first. But the alternative? Doing everything yourself—forever. Train once, delegate for life. When you take the time to teach others, your children learn that mistakes are part of growth, and your team learns the importance of skill-building and development. The way you teach now will impact how they train others in the future. The investment of time now pays off later—giving you more freedom to focus on income-generating activities.

Prioritize (Tasks That Require Your Unique Leadership & Expertise)

This is your gold zone—where your energy should be focused. These are the high-impact tasks that require your unique voice, leadership, and skills.

• Coaching, mentoring, leadership
• Business growth, strategy, and vision
• Deep customer conversations and relationship-building
• Sponsoring calls, coaching calls, and building your personal business
• Personal priorities: faith, family, health

Tip: If your Prioritize bucket is overflowing, something has to shift. Great leaders don’t just manage time; they manage priorities. The more you shift tasks from Prioritize to Prepare and Prepare to Pass, the more you can focus on leading with impact—whether that’s growing your business, mentoring your team, or being present for your family. Your children will see firsthand what strong leadership looks like, and your team will learn the importance of focusing on what truly moves the needle. By modeling this approach, you’re teaching both your family and your business team how to make intentional decisions about where to invest their time and energy. Ask yourself: Would you rather spend an hour scrubbing floors or an hour on a coaching call that generates income and changes lives?

How to Get Started

1. Make Your List. Write down everything you do—daily, weekly, monthly, and quarterly. Yes, it will be overwhelming at first. But seeing it all in black and white is powerful.
2. Sort Into Buckets. Don’t focus on who currently does the task—focus on who could do it. This isn’t about control; it’s about smart delegation.
3. Start with the Pass Bucket. Delegate, outsource, trade services, or hand tasks over to your kids (they can load a dishwasher correctly). Get rid of as many of these tasks as possible.
4. Tackle the Prepare Bucket. This one is harder but worth it. Invest time now to free up time later. Start with one task at a time.
5. Reevaluate Regularly. As your business and life evolve, shuffle tasks from Prioritize to Prepare and Prepare to Pass. What once needed your attention may no longer require it.

Final Thoughts

If you’re constantly feeling overwhelmed, it’s not a time issue—it’s a task management issue. The more you refine and shift responsibilities, the more you can focus on what truly matters. The goal isn’t just to be busy—it’s to be productive, profitable, and present where it matters most.

This system has changed the way I work, the way I lead, and the way I show up for my business and family. Try it, tweak it, and make it yours!

Journal Prompts

• What tasks in my Prioritize bucket could realistically move to Prepare?
• What’s one task I could delegate this week that would free up my time?
• How do I feel about letting go of control over certain tasks?
• What lessons am I teaching my children and my team by how I manage my time?
• What is my hourly worth? Could I be making more if I delegated certain tasks?

Scripture for Reflection

“Commit your work to the Lord, and your plans will be established.” — Proverbs 16:3

What do you think? Do you use a system like this, or does delegation make you nervous? Drop a comment—I’d love to hear your thoughts!

💛 Stay brilliant, stay shining.