How to Set Goals for Your Small Business with AI and Trello
If you’re anything like me, you love setting goals for your small business - but sometimes it can feel like you’re setting yourself up to fail before you even begin.
Maybe you’ve written pages of plans, filled notebooks, colour-coded Trello boards… and then ended up feeling completely overwhelmed before you even start!
This has always been me, chasing too many things at once, feeling guilty when I couldn’t keep up, and wondering why I always started strong but lost focus along the way.
That’s why, this year, I have started using a simpler, calmer system for goal-setting, one that actually works with your brain, not against it. It’s the process I now use to plan my own creative business, and it’s the focus of my newest Skillshare class:
👉 Stop Overwhelm: A Creative’s Guide to Goal-Setting with AI & Trello (coming soon!)
And because I know how much difference a clear plan makes, I’ve also put together a free downloadable Goal-Setting Template you can grab here:
👉 Download the free Goal-Setting Template
Why Most Goal-Setting Doesn’t Work
A few years ago, I hit a wall.
I had so many ideas and ambitions, new courses, freelance projects, personal projects, volunteering work, running goals, and content plans, but I tried to tackle everything at once. I’d set 10 or 15 goals at the start of every year, then wonder why I was exhausted by March.
I realised the problem wasn’t my motivation. It was my approach.
When you set too many goals, you dilute your focus. You spread your energy so thin that progress in any one area feels impossible. Instead of feeling inspired, you end up anxious and stuck and constantly switching between projects but never quite finishing anything.
I knew something had to change if I wanted to grow my business. That’s when I started experimenting with a different way of planning - one that focused on clarity, focus, and sustainability instead of constant hustle.
The Power of Fewer, More Intentional Goals
If there’s one thing I’ve learned, it’s this: you don’t need more goals - you need more focused ones. When I cut back to just two or three key focus areas, I could actually breathe. I had space to think, to prioritise, and to give my best energy to the work that truly mattered.
This is the foundation of my approach now, and what I teach inside the new class. Because when you focus on fewer goals, you actually achieve more.
Why having fewer goals works:
• You reduce mental clutter and decision fatigue.
• You know exactly where to focus your time each day.
• You build momentum because you actually finish what you start.
It’s not about doing everything. It’s about doing the right things, the ones that align with your vision and values.
Step 1: Reflect Before You Plan Your Goals
Before you set new goals, you need to pause and look back.
Reflection is one of the most overlooked (and most powerful) steps in goal-setting. It helps you see what’s working, what isn’t, and what actually brings you joy and results. When I sat down to do this myself, I realised that although I’d achieved a lot over the last 12 months, launched new Skillshare classes, got a Skillshare Staff Pick, grown my email list, and launched my freelance marketing services, I’d also been juggling too much. And I realised that I can’t do everything, especially as I also currently work full time. That awareness has helped me to instead focus on the projects that matter most in helping me to meet my goals.
If you’re not sure where to start, try using AI as your reflection partner. Here’s a simple ChatGPT prompt you could try:
“Act as a business coach. Ask me 5 reflection questions about my creative business over the last 12 months, what worked, what didn’t, and what I learned.”
You’ll be surprised at the clarity that comes from writing it all out.
Step 2: Envision Your Ideal Creative Future
Once you’ve reflected on the past, it’s time to look ahead. This step is about imagining what success actually looks and feels like for you. Not what everyone else says it should look like, but what genuinely aligns with your values and lifestyle.
Ask yourself:
• What kind of work do I want to be doing this time next year?
• Who am I creating for?
• How do I want to feel day to day?
• What kind of impact do I want my work to have?
When I did this exercise, my vision became clear:
“My vision is to build a calm, purposeful business that gives me the freedom to design my own life, doing meaningful, values-driven work that helps small, mission-led businesses with their marketing and strategy.”
Once you’ve written yours, keep it visible, on your wall, your planner, or at the top of your Trello board.
If you need help phrasing it, you can ask ChatGPT:
“Help me write a one-paragraph vision statement for my creative business based on these reflections: [paste your notes]. Make it sound positive and personal.”
Step 3: Turn Your Vision into a Clear 12-Month Objective
This part is where your big picture vision becomes something you can actually measure.
Take your vision and translate it into one clear, measurable, 12-month objective, something you can track and celebrate by the end of the year. For example:
Vision: “Build a calm, sustainable business where I can create freely and work from anywhere.”
Objective: “Earn £XXXX per month from freelance clients by the end of the year while maintaining a balanced schedule.”
Your objective should be ambitious but realistic, something that motivates you without adding pressure. It should also be measurable.
If you’re stuck, try this ChatGPT prompt:
“Here’s my vision statement: [paste]. Help me turn this into a clear, measurable 12-month objective I can work towards.”
Step 4: Choose 2–3 Focus Areas
Once you’ve set your main objective, it’s time to decide how you’ll get there.
Focus areas are your themes for the year - the big-picture pillars that guide everything you do.
For example, mine for the next 12-months are:
-Balanced, values-aligned career
-Income growth (Skillshare + freelance)
-Visibility and sustainable systems
Every goal I set for the year will then sit under one of them. This helps to limit distratctions and make sure you are focusing only on areas that help you to meet your objective and long-term vision.
You can ask ChatGPT to help define your focus areas if you are unsure. Or, if you already have lots of ideas for focus areas (like many of us creatives do!) you can use ChatGPT to help you narrow them down:
“Here are my potential focus areas: [list them]. Which 2–3 would have the biggest impact on my business this year?”
Step 5: Break It Down Quarterly
A year is a long time. That’s why I now plan quarterly, as I find that it’s short enough to stay motivated (and not feel overwhelmed!), but still long enough to make real progress. Once you have your focus areas, you can then set measurable goals underneath each one. ChatGPT can help with this too! All you need to do is share your focus areas with ChatGPT and ask it to give you 2-3 measurable goals for each focus area.
Each quarter, you can then choose two or three priorities that directly support your annual goals.
For example, if one of your goals is “grow your email list to XXX subscribers,” your quarterly priorities might be:
Q1 – Create and launch a new lead magnet
Q2 – Promote it across social media and your website
Q3 – Run a mini challenge or campaign
Q4 – Refresh or relaunch the lead magnet
This helps to break a larger task down so it’s more manageable and less overwhelming, which means you are more likely to do it!
If you want help structuring it, try asking ChatGPT:
“Here are my annual goals: [paste]. Help me break them into realistic quarterly priorities for a solo creative business.”
Step 6: Turn Priorities into Actionable Tasks
This is where Trello comes in (or a tool of your choice - you can also use Notion, Asana, or even a notepad and pen if you’re old school!)
Once you’ve set your quarterly priorities, break them into small, tangible steps that you can do each month, things you can actually tick off.
Example: if your goal is to launch a Skillshare course, your tasks might be:
• Outline the lessons (January)
• Write the scripts (February)
• Film and edit (March)
• Publish and promote (April)
I like to use Trello because it makes everything visual. I have a list for each quarter, and under each one, I add cards for my key goals and tasks. Seeing it all laid out reduces overwhelm instantly. And it also makes sure I’m focusing on the right things, because if a task isn’t helping me to move closer to achieving one of my goals, then it won’t go onto the board!
Here’s an example of how I plan my year in Trello (boards are blurred out): there is one column for annual goals, then a list for each quarter so I can stay focused without feeling overwhelmed. I then have another board for specific the tasks for that quarter.
The beauty of this system is that it’s flexible. You can move cards around, update deadlines, or even colour-code by focus area. And if you prefer Notion, Asana, or even a paper planner then that’s fine too. The tool doesn’t matter. What matters is that it feels clear and manageable for you.
Step 7: Stay Accountable
You don’t need to track every detail or punish yourself for falling behind. Instead, build in small, regular check-ins:
• Weekly – Review your board and move finished tasks.
• Monthly – Ask: “What went well? What can I adjust?”
• Quarterly – Reflect, celebrate wins, and set new priorities.
You can even use ChatGPT as an accountability partner and schedule check-ins weekly, monthly, or quarterly. All you need to do is ask ChatGPT to remind you at an interval of your choosing and it will send you an automated message. It’s simple, flexible, and keeps you connected to your progress, without guilt.
I personally like to write a blog post at the end of each quarter, reflecting on what went well, and what my challenges were. I also post on Instagram at the end of each quarter with the same (I sometimes do this monthly too). This is helpful for me, as I find it keeps me on track and accountable. I also think other people are interested in what other business owners are doing and so it can help to inspire others too.
Research shows that people who write their goals down AND share goals with others are more likely to achieve them, so there is science behind this!
My Free Goal-Setting Template & Skillshare Class
If you want to simplify your own goal-setting process, I’ve created a free Goal-Setting Template to help you get started. It includes space to reflect, write your vision, set your 12-month objective, and map out your quarterly goals.
👉 Download your free Goal-Setting Template here
And if you’d like a deeper walkthrough, with examples, ChatGPT prompts, and a full Trello demo, you’ll find it all in my new Skillshare class:
👉 Stop Overwhelm: A Creative’s Guide to Goal-Setting with AI & Trello (coming soon!)
In my Skillshare course, I guide you step-by-step through:
• Reflecting on what’s worked and what hasn’t
• Defining your vision and measurable objectives
• Choosing focus areas that align with your values
• Breaking goals into quarterly and weekly plans
• Visualising everything on Trello or your preferred tool
• Staying accountable with gentle reflection and AI prompts
You’ll walk away with a realistic, flexible plan for your creative business, one that helps you move forward without burning out.
Final Thoughts
Goal-setting doesn’t have to feel like a to-do list that never ends. When you focus on fewer goals, build reflection into your process, and use simple tools to stay organised, you create a business that feels calm, clear, and sustainable.
This system has helped me make more progress than I ever did with complicated planners or rigid systems, and I hope it helps you too.
Because you don’t need to do more. You just need to focus on what matters most.
If you download the template or try the process, I’d love to hear how it goes, tag me on Instagram or drop me a message. I’m always cheering you on.
Take care,
Louise
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