As professional organizers, we have many projects going at once. So to keep everything organized, you need a systematic way to schedule your projects. Whether it is on paper or virtually, there are many options that can best serve you managing your project schedules. I will be covering my top 5 tips for project scheduling management. 

project planning desk with project plan examples using an acrylic project board broken into categories and organized using colorful post it notes. #projectplanning #organized

Create A Project Scheduling System

The first step in project scheduling management is to create a system that will work for you. There are project management tools that are all online or you can create them using boards. Figure out if you need the project management tool easy for you to see daily. And how you best work with that information. If you are constantly on the go, a digital tool may be better. But if you have days where you are in the office, something on a board may be easier.

For me, I needed something that was in front of my face, so I used poster board and Post-It notes to keep my projects organized. Then I upgraded to acrylic boards with Post-It notes.

Digital project management tools can be Asana, Trello, or Monday. There is also programs like HoneyBook or 17Hats that have project planning included in their services.

You can read more about how I created boards below:

How to Use a Project Board

Project Board Planner

How to Do Project Planning Like a Professional Organizer

Prospective Clients

Once you decided if you are doing digital or board project scheduling management, it is time to determine how you are going to work with prospective clients. These are people inquiring about your services. I created a new Post-It note for each inquiry. You can also create a new card for any digital project scheduling planner you are using. 

I also have email reminders set up to follow up with the client after a week of calling. This includes an email template that I simply have to fill out the details. The template is incredibly useful so that I can just pop in information and then send to the prospective client.

Securing The Clients

How do you go about securing the clients once you get them? My system was having them sign a contract. Once the contract was signed we would schedule their time. The contract is key in order to keeping them accountable for the work you are going to do. I have sample contracts in my Complete Pro Organizer’s Blueprint. Because contracts can seem scary, these sample contracts are a great jumping off point. They ensure you don’t miss anything in order to get that client to book with you. You can purchase the Blueprint here.

I also get the client to fill out an intake form. This helps me get an idea of what their needs are with the organizing project they want to book. If I do an in-home consult, I make sure to get some before pictures so I can evaluate the situation more once I have time to think about how we are going to proceed. 


Project Scheduling Management

Once you get the contract, you have to figure out how to schedule the client’s projects. This involves rough estimates for how long the project could take. You need to know how long you work and how long specific projects take in order to be able to truly estimate how long something can take. 

When I would do organizing projects, I knew that a typical playroom would take me 6 hours. But if I had another organizer with me, it could take us 3 hours to complete the room. Because I had a rough estimate for how long a typical space would take me, I could schedule time according to my rough estimates. This way I wasn’t overbooking myself for projects because I wasn’t able to complete the one the day before.

Another organizing I know books 3 hours sessions only. Whatever they get done is what they get done. So her clients book multiple sessions with her. This also allows her to schedule jobs according to her time blocks. 

Following Up After Client Projects

When a job is complete, you need a way to follow up with your clients to get a review or check in. This ensures good customer service and getting the reviews to help boost your credibility. I would set up a reminder to email a client a week after we were there with a template email. I would fill in the template, which included a link to review us on Yelp or Google. This is how I would get many reviews from clients and many referrals as well as I am still fresh in the clients minds.


When professional organizers create project scheduling management tools, they are able to keep their prospective clients, current clients, and past clients projects organized. There is nothing worse than being a disorganized professional organizer. Use these tips to help you create effective project scheduling so you never lose a job because you didn’t follow up. Or lose a job because you didn’t get them scheduled in a timely manner. Or not get that review because you didn’t follow up. These systems will help your business grow. 

Organizing & Decorating Tips to Save Your Sanity

Setting Expectations for Your Kids is Key to a Tidy House

Hey there!

Are you ready to declutter your life? 

It can be super overwhelming trying to tackle your entire home. But when you start small, you can make huge progress!

Take the burden off of you! And join the free Clear The Clutter Challenge.

The challenge is breaking up decluttering into small, manageable steps you can do to declutter your entire home with ease!

Ready To Get Your Home Organized Once And For All?

Use my easy-to-follow e-learning courses to walk you through organizing your family, your home, and your kids!

Live With Less Framework

The Live With Less Framework is a practical guide to owning less and living more. You will learn how to change your mindset so you can get rid of stuff without guilt, create action plans for physical areas of your home, and maintain order throughout your home with ease.

The Organized Kids Academy

The Organized Kids Academy is a comprehensive program that will guide your kids through five organizing projects and additional lessons to help them keep their spaces tidy. PLUS you will get access to videos that show you how to teach organizing skills to your children!! 

Virtual School Set-Up Masterclass

In this masterclass, ee cover how to set up seating options that aren't just at a desk! Yes, your kiddos need a desk space, but did you know that by providing them with 3-5 seating options, they are able to keep their focus for longer periods of time?? This is based on research for how students learn.

Latest from the Blog

How To Organize Doll Clothes

How To Organize Doll Clothes

My kiddos love playing with their dolls. But all that stuff comes lots of little pieces, parts, and clothing! So Adleigh is sharing her 3 steps for how to organize doll clothes in this Organized Kids video. Then I am sharing more strategies you can use to help your...

read more

I'm Jessica

I am a mom to two kiddos + a fur baby. I am wife to Ben. I enjoy coffee, gluten-free desserts, and sleeping in. And I am The Organized Mama. 

I help families make the every day more enjoyable with practical organizing, decorating, + diy tutorials to maintain order in your home!

As Seen In

better homes and gardens image
parents magazine logo logo
rachel ray logo
apartment therapy logo
the boston glove logo