How to plan your social media

Blog post – How to plan your social media.

Social Media
Photo by Merakist on Unsplash

Social media is one part of a business that a lot of business owners worry about. They are concerned that they don’t know the technology, are not sure what to post or even how to create content. It really is not that hard – you just need to plan.

For me, I plan my social media one month in advance which then frees me up to work on other parts of my business.  I don’t have to stress.  I know that however my day goes, my social media will automatically be posted.
Planning is the key point to all social media platforms – whether you use Facebook, Instagram, Linkedin, or Pinterest. If you have a plan in mind that is relevant to your business and to your customers, you will reach your target audience. As long as you do not do the constant hard-sell customers will engage with your page. The general rule of thumb is to share 80% information, 20% selling (80/20 rule).

Daily Themes

Firstly, you need to work out a guideline to what you want to post – each day post something different. For instance, you could set out your themes for each day. An example might be:

Monday – Motivation
Tuesday – share an article/blog post
Wednesday – Promote your business /Share wisdom
Thursday – Biztip
Friday – Funny /Freebie

I create all my social media graphics in – this program has a free level, that you can use to great all types of graphics social media posts, reports, videos etc. There are many other apps you can use like  but canva is my favourite, as I find it easy to use.

When I create my social media posts in canva, I download them and save them in folders for each topic on my harddrive. eg create a folder for motivation and each motivational social post is then saved a number (motivation 1, motivation 2 etc). Doing this for each theme is then very useful when you start planning your social media – your social media graphics are all kept in one place and are easily found.

Once you have your basic guideline that suits your business, you can then plan your monthly social media around that.


Each month, I sit down and plan my social media – I use a social media calendar. This is one that I created myself.

Social Media Planner

Each month I write in the days of the month, record what my goal might be and then write down the posts I want to schedule.

This is a social media planner I created for myself to use, and will soon be available to purchase as a pdf downloadable file. Write the dates in from 1-30 for the month you are planning, and you are ready to go.

Looking at your guideline, you then write in what you want to post on each day.
On the Mondays of your calendar, choose a motivation graphic and write that in each Monday spot eg Motivational 3, Motivational 7, Motivation 10, Motivation 1. Do this for each day on the calendar following your guideline for each daily theme.


Once you have planned out your month’s social media, you can then start scheduling them. I schedule my Facebook posts on Facebook using the scheduler – some people will use a third-party social media scheduler apps/programs like smarterque or later.

In your scheduler, create a post for each day that you have planned – once scheduled, tick that day off on your social media calendar. This is a really effective way to know where you are up to when you cannot schedule all the posts at once.  Using this method you can see where you are up to easily and can then continue without getting confused.

For me, I like to keep my social media calendar under my keyboard until all posts are scheduled – I then file this away in a folder to use as a reference when planning in future months, as you can see what you have used before and therefore not double up by posting the same thing each month. This also allows you to reuse old content that you have not used before.

I hope that this has been very useful to you and that it helps you to get the most out of your social media. This format can also be useful for other streams of social media like Instagram.

Please note I have not received any endorsement or been paid by any of the apps or platforms that I have mentioned here in this article, and that no part of this blogpost may be copied/used without the approval of Secretarial Online.

Time Management Tips

Howto Manage Time Effectively


Time management is something that everyone struggles with from time to time in both their home and business life. But what is time management and how to we manage time effectively?In this blog post, I will share with you some simple ways that can help you manage your time effectively, allowing you to be more productive.

What is time management?

Time management is the process of planning and exercising control of time spent on activities, to increase effectiveness, efficiency and productivity.

What happens when we don’t manage our time well?

  • work flow is poor;
  • time is wasted;
  • We feel like we are losing control;
  • our work quality is poor;
  • which can lead to poor business reputation.

What are the benefits of managing our time?

There are many benefits of managing our time. If we manage our time well, we become more efficient, more productive and feel good about ourselves. These benefits include:

  • Having more time – Being able to manage our time effectively allows you more time to spend doing the things you want to. In our business life, this could mean more time to follow up leads and sales so you can grow your business. In our personal lives, this could be spending more time with our families, working on hobbies etc. People who manage their time well have a good work/life balance.

Getting things done – People who are good at time management are more likely to stay on top of their workload and are regularly ticking things off their to-do list.

  • Feeling less stressed – If we are able to manage our time well by creating task lists and completing these tasks, we feel less stressed and anxious.

How do we manage time effectively?

There are lots of tips out there that help with time management. Google ‘time management’ and lots of information is at the tip of your fingers. Essentially, though, the information is pretty much the same. We need to know the difference between what is urgent and what is not, and how to not waste time.  A few tips that I think are essential to developing strong time management skills are:

  • Plan/organize your day. This seems pretty simple, but lots of people do struggle with planning. Think about everything that needs to be done and write a list. Be as clear as possible, and if you can, write when this task needs to be completed.


  • Prioritise. Think about your tasks and separate them into groups of importance. For example, you could group them like this:

– Important and urgent: These are tasks that need to be done straight away.

– Important but not urgent: These are important tasks that do not need to be done immediately and can be done after the urgent tasks.

– Not urgent: These are tasks that can be done later.

Some people will also prefer to colour code each category, for example:

– Urgent – red

– Important but not urgent – yellow

– Not urgent – green

Alternatively, you could also use a numbering system, where 1 is the top priority, 2 is the next important tasks etc.

  • Delegate- If you can delegate a task to someone else, do it.  You can delegate to other staff, or even outsource these tasks to someone else. Delegating tasks will save you time, which can be better used focusing on other parts of your business – like building sales.

Some examples of tasks that can be delegated include:

-accounts work

-social media tasks

-updating/creating websites

-general admin tasks

-data entry

-ordering of stock/stock control.

  • Organise your time. Set yourself a schedule by using your diary. Write down all the deadlines of your tasks; from there it is easier to block out time in your diary and work on certain tasks. Be sure to include time for tasks that need to happen at certain times of the day/week e.g. meetings, accounts work, sales etc.

This is also helpful when scheduling time to work on specific areas of your business – Monday morning is accounts work, Wednesday you are following up sales leads etc.

  • Take breaks. Always ensure you take a break when you are busy, even if it is just 10 mins to go into the kitchen, grab a coffee etc. You will be more focused and motivated if you don’t push yourself and skip lunch.

How do we incorporate these tips into our everyday life as well as our work life?

The above suggestions can be easily used in our everyday life as well as our work life.  This might be writing a to-do list for the next day or week, using a weekly planner to plan your family’s activities and events, or even meal plan – I do, and it not only saves me time in the kitchen umming and ahhing about what to cook, it saves me money as I only purchase the groceries I need each week according to my meal plan.

My kids love it too; since implementing a meal plan years ago, and having each of my children choose a meal that they want each week, I have no more fights at the dinner table and everyone eats and enjoys their dinner!

Secretarial Online is a local Australian virtual assistant that can help you with outsourcing of admin tasks. If you would like information on how Secretarial Online can assist you check out my website


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