Hi Life Coach,

Are you tired of scribbling ideas on random pieces of paper and struggling to keep track of them? Have you been told to simply write things down in order to organize your coaching ideas, only to find yourself drowning in a sea of scattered notes?

It’s time to try something different. In this episode, I’ll show you how an Idea Tracking System can revolutionize your coaching practice and help you reclaim your productivity and organization.

No more wasted time searching for lost ideas or feeling overwhelmed by a disorganized system. It’s time to take control and implement a system for keeping track of your ideas so you can stop wasting time searching for things.

In this episode, I’ll show you how to:

  • See the immense value an Idea Tracker imparts on a coach’s workflow and organization skills.
  • Explore options at your disposal like the Idea Tracker fitting.
  • Gain the expertise to effectively accumulate ideas and inspirations within one comprehensive platform, ultimately so you can find what you need in seconds (the definition of organized!)
  • Consider implementing a user-friendly Idea Tracker, complete with organized tabs and categories.

The key moments in this episode are:

01:30 – The Challenge of Keeping Track of Ideas,
03:19 – The Solution: Idea Tracker,
08:56 – Idea Tracker Details,
13:42 – Getting Started with an Idea Tracker,
15:04 – Benefits of Using an Idea Tracker,
16:17 – Creating an Idea Tracker,
16:50 – Using an Idea Tracker,
17:29 – Call to Action.

Your Idea Tracking Coach,

Tracy Hoth's Signature

Resources Mentioned:

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FREE Workshop: 3 Secrets to Organize Your Digital Files https://training.simplysquaredaway.com/3-secrets-workshop 

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Transcript with time stamps:

You know, all those Post-it notes, random pieces of paper notes jotted in various journals along the edge of pages, maybe in a note section or a Google doc, all the ideas you want to remember. Today we’re going to talk about how we can organize all of them and find them in seconds. And I wanted to share a review that I got from a coach. She sent me an email and she said, I meant what I said in my review. So good.

I redid my digital files while I listened. It was that easy. And she sent me a screenshot of her organized Dropbox business folder with the five main files. So if you haven’t done that yet, listen to episode one. Are you ready to work less, and feel more organized and productive?

Streamline repetitive tasks and implement systems that allow your coaching business to run smoothly even without you. If so, you’re in the right place. Welcome to the Organized Coach Podcast, your go-to source for practical tips and solutions. I’m your host, Tracy Hoth, a professional organizer, certified life coach, simplifying expert, and most of all, a down-to-earth fellow coach just like you. No matter if you think you’re missing the organizing gene, have ADHD, or just love anything organizing, I’m here to help you become an organized coach with a business that works for you.

Pull up a seat and let’s get started.

Here we go. Today we’re going to talk about organizing our ideas. Do you have any ideas? Do you hear of things you want to remember but just don’t know where to keep track of them? Or you jot them down on various postit notes in journals on the edge of your planner, random notes in your phone and then you never find them again?

Or do you spend a lot of time searching for them? So what do you do now? I’ve tried this, I’ve done it all, and I’ve kept notes.

I redid my notes section in my notes on my phone and gave each one a category. It was just so difficult for me to go back in there and find things. I think, oh, should I write this in my journal? Should I write it on the edge of my calendar or planner, should I put it in a post on my calendar? Like, what should I do with it so that I can find it and remember it when I need it?

Clients tell me that they have post-it notes all over their computers and all over their desks and they have seven journals that they’re trying to keep track of different things. So what do we do when that happens? This is such a good example. So I get James Clear’s newsletter and one of the things his newsletter just makes me laugh because on the top it says the most wisdom per word of any newsletter on the web. And so of course, like half the time I find one of his quotes so good and I want to remember it, but what do I do with it so that I remember it and I can be thinking and trying to solve that problem?

One of the quotes I found a while back was, you do not rise to the levels of your goals. You fall to the level of your systems. And so, of course, I help people get systemized and create systems, and we fall to the level of our systems. So if we have no systems, that’s where we’re going to end up, at that level. So I wanted to remember this.

I wanted to keep track of it, but what do I do with it? At the time, I didn’t have Organized and Systemized to Scale established yet. I hadn’t completed it. So what do I do with it if I want to remember it? These are all the issues and problems we have, and how do we keep track of them?

What I did. Guess what? Guess what concept I used, the wonderful one. I thought to myself, okay, where is one place that I can keep track of every idea, of everything I want to remember and be able to find it quickly? Where is that?

Because I’ve chosen Google Suite, the suite of products by Google, I chose to make it in a Google Sheet. The Google Sheet is called the Idea Tracker, and it tracks all my ideas in a clean and simple way. Now, you can follow along and you can make one of these yourself. Totally fine. I’ll tell you how I did it.

Or you can buy mine. It’s $9. That’s all. So for $9, you can have this set up and you can start organizing all of your ideas, start getting them in here, and find them immediately when you need them. So that’s what I did with that quote by James Clear.

I created a tab in my idea tracker called Organize and Systemize to Scale OSS. And I put it in there as one of the things that I wanted to use in my offer, as I create my offer. And in that tab, I can start outlining, what does my offer look like, and what are the modules I might have? What are links to things that I might want to include? What do I have already that I could use in that?

And I can keep posting things in there to create my program. And it’s all in one place, on one tab of my idea tracker. It’s so helpful. And I’m going to give you a bunch of examples of things that I keep track of in the Google Sheets. So another one is movies.

Someone will tell me a movie or a documentary, I can pull out my phone and put this into the movies tab of my Google Sheet of my idea tracker. Someone just the other day recommended a book. And, you know, I find myself, even though I’ve had this idea tracker, I find myself thinking where should I write that? Should I write that down on this thing? Should I write it on the back of this piece of paper, and then I have to correct myself and redirect myself?

Tracy you have a place where you track your ideas. You have a list of books, and it’s in the Idea Tracker. So I pull it out on my phone and I add it in there. I make myself do it right now so that I can find it when I need it. Another tab that I have that I created was I was reading an email, and it was talking about the difference between a life coach and a therapist, and it was so useful, it was such good information, but what do I do with that?

How am I going to find it? When I come to the point and someone asks me, well, what do you think the difference between a life coach and a therapist is? And I just wanted to remember it. So I went into my idea. Tracker.

I made a new tab at the bottom, and I put Life Coach versus Therapist, and I can collect some of the information that I find on that topic. Maybe I’ll use it in the future, or maybe I won’t, but at least I have the peace of mind that I’ve recorded it somewhere and that I’ll be able to find it when I need it. Another one. The tab of links I’ve been collecting is two landing pages that I like that I think are really attractive. I like how they look because when I create my next landing page, I want to have those links available.

To be able to go back and look at another tab at my goals. I want to review my goals. I want them in a place where I can find them quickly and get to them immediately, read over them often. Then I can put a link or an appointment in my calendar to review my goals, and I know exactly where they are. Another tab is for affiliate links.

Where do you keep track of your affiliate links? All in one place. So simple. I come in here, click to Affiliates, grab the link, and it’s so quick and easy, and it’s all in one place, so it’s not a bunch of different lists. But the tabs are all along the bottom, and I just scroll through the tabs or use the search feature and I can find it.

For things I want to buy, I just have a little icon of a money bag with the word buy after it, and that’s where I write anything I want to buy. An example of something is one of my coach friends wearing this chico’s no-wrinkle white shirt, and it’s so beautiful. Every time she wears it, she looks so professional, and I love it, so I put it in there. Another one was the certain mascara that a makeup artist said was the very best. Now, I don’t want to buy it right then.

I didn’t want to spend the money on it, I didn’t want to go find it, and I didn’t want to spend the time at that moment to do it. So I just stuck it in here really quickly. It’s there things I want to buy, things I want to do.

I have an education tab. So I am really trying to constrain myself because there are so many amazing offers and things and education and certification and programs and coaches that I would want to be a part of. But I’ve committed to only doing one, maybe two things at a time. And then I have a place to put anything else that I want to do. And I put the link there.

I put who recommended it. I can put any other information that I have in there, maybe even I found it in a funnel. And so it’s the most amazing price or deal. It includes all these bonuses. And so I can put the link to that page in here and come back to that at the time that I want to.

So those are some ideas of tabs and things that I come across that I want to remember. I have many more than that along the bottom, but I won’t read all of them right now. But this idea tracker is yours. It can be yours. I have it 80% off.

It’s only $9. You can purchase it. I’ll put the link in the show notes. The link is training Simply Squared Away. And when you purchase that tracker, you get a four-minute video showing you how to customize it, change the colors, add a tab, add icons, and then a one-and-a-half-minute video showing you how to use the search feature.

The search feature is amazing, and that’s one of the reasons I wanted an idea tracker. I mean, I wanted to choose a place that was searchable but choose a place that was searchable in all in one thing. It’s in one Google sheet, so it’s all in one place. And when you search, it can search through all of it at one time. And so I use the search feature often, and I give you some specific tips in this one-and-a-half-minute video on how to make sure every page is searchable.

And then I also did a workshop for anyone that owned the idea tracker. And I’ll probably do this again, but I’m putting the recording of the workshop into the idea tracker also. So there’s a page that you can go to with the instructions and that has the replay of the workshop. And we went through every single thing. Like the first step, how to change the name, how to make a copy, how to customize it, how to change the colors, and how to add cute icons.

So next to books, I think I have a little icon with a stack of books. It’s super cute. It makes it so fun to use. And then we have different examples that I went through on creating new tabs and categories and what they could be. There are so many neat features in Google Sheets that I am discovering as I go.

One of them is right-clicking on a field, a square, or a cell, right-clicking on a cell, and going to insert a note. That is one of my favorite features is inserting a note within a cell. Another feature is you right-click and then you go to drop down and you can do a drop-down menu within your Google Sheets. So for example, in my books section, I have a drop-down of business books, self-help books, and others. So other includes fiction, memoirs, and anything else.

Memoirs are my favorite, by the way. Anything that doesn’t fit into self-help or business would go in other. And so every time I write a new book in here, I just use the little drop-down menu, choose what type it is, and then at a glance, I can say, okay, I’ve just read three business books, I need something fun, I need a break from that. And I can choose one of the other colors I can also choose I added a column for the location of the book. If I’ve already purchased it and it’s on Audible, or if it’s a physical book, or if I haven’t owned it yet, I don’t put anything in there about who it’s recommended by.

I have a rating column. I’m looking at mine now. This one book says dumb – I would not recommend it. And then the author, the title, the date, and any other notes that I have.

So that’s my book section and I can see it all in a glance. Books I’ve read, I could sort it by the books that I’ve completed and they could go to the bottom. I mean, it’s just so fun to have a place where you can see everything. And just the other day I was talking to someone and we were talking about our favorite books. I found out she was a reader, and I said, okay, what’s the best book you’ve read in the past two months?

And she could tell me I could get on my phone because just like you, I mean, maybe you’re not like this. I’m like this. I’m tempted to write something down on anything in front of me. It’s just a habit. We’ve always written something down.

And so now I have to say, no, we’re not writing anything down. We’re going to our idea tracker and we’re putting it where it goes in the idea tracker so we can find it when we need it. So I go on my phone because it syncs to the cloud and is stored in the cloud, I can use any device and get to my idea tracker. So I have a Google Sheet icon on my phone. I just pull that up.

I go to the tab at the bottom titled Books and I can add the book that she recommended in there. And I can find the book that I would tell her is my favorite in case I can’t think of it, which is, in case you’re wondering, I love memoirs, so Finding Me Educated and The Glass Castle are my favorite three memoirs. I love those so much. Go write those in your own idea tracker if you haven’t read them. So that’s another example of how to use your idea tracker.

Now a colleague friend got her idea tracker and she spent some time getting the information in there. Now that’s the first thing. It’s not going to just all happen without some work. It’s going to take some work. But she said she gave herself, I don’t know if she spent 2 hours on it.

She gathered all her journals, all her Post-it notes, and anything that she had with things that she wanted to remember and keep track of. And she took the time to insert all that information and add it to her idea tracker. She threw away all of those old journals and all of her post-it notes, and cleaned everything up. And now she has it all in her idea tracker. You can do that all at once like she did.

You could schedule a couple of minutes each day where you just go into maybe you have some notes and some individual notes like maybe you have books to read already in a note. But you would add that one note, add it into your idea tracker today and then tomorrow get a different note and add it in as a category. Then maybe one day you’d get all the Post-it notes laying all over your desk and you would add those into their own categories within your idea tracker. So you could do it slowly or you could take time and do it all at once to get your idea tracker up and running. The other thing I love about it is you can bookmark this.

So when I pull my idea tracker up, you click on, on my computer, there’s a little star up in the URL area and you click on that and it’s bookmark this tab. And then you go down, grab the bookmark and drag it to the very top of your bookmark bar. So my idea tracker is right there visible. I put two light bulb icons on my emojis. I guess they’re emojis at the beginning of the title of it.

So it’s there. It’s easy to see anytime I need an idea. I also have a tab called Links, which I’ve been going to a lot. So my Links tab, I can get a landing page link, I can grab this idea tracker opt-in link and I can just get to things so much easier. It’s just been the greatest invention of all time.

So I want you to take this information what are you going to do with it? Either make one yourself, which is just a Google sheet. You add tabs, you customize it, you add columns within the tabs, and you can keep track of your ideas. Now, you don’t have to create a bunch of tabs that you don’t need yet as you’re recording and inserting information into yours. Just make the tabs that have to do with the information.

Don’t add a bunch of stuff you’re not going to use yet. In the Idea Tracker that I give you, I start with books, education, things that you want to eventually do, movies maybe you want to outline a program. I have program names, quotes, spiritual things, and thoughts maybe you’re really working on implementing and practicing some new thoughts. You might keep those there and go visit them. Put it on your calendar to review your thoughts, review your goals, and then go into your Idea Tracker and look through those things you want to do, things you want to buy and work on.

Ideas. Those are a few of the ones I start with, so you can make your own. Or you can go to the link in the Show Notes training, Simply Squared Away, and get yours for $9 and get started today. If you have any questions, please DM me on Instagram at @tracyhoth or email me tracy at SimplySquaredAway.com and let me know what questions you have. Here’s to you finding all your ideas, all the things that you want to remember in seconds.

Have a beautiful day and I’ll see you next week.

Thanks for listening to the episode. Please share this episode with your coaching bestie and tag me on Instagram at @tracyhoth. And of course, I would be so grateful if you could subscribe and leave a written review on Apple podcasts. It’s the number one way you can thank me. To thank you, go grab the file naming formula cheat sheet and watch the workshop replay three secrets to organizing your digital files.

Both are linked in the show notes. Until next time, have a beautiful week.

smiling professional woman, Tracy Hoth from The Organized Coach Podcast with text overlay, "Revolutionize Your Coaching Business and Life with an Idea Tracking System"

Tracy Hoth