Speaker 1: 0:26

Welcome back to Plan Like a Boss. I have a question for you. Does your brain ever feel like it's running a hundred open tabs at once? If so, this episode is for you, because today we're talking about systems, what they actually are, why you need them and the three core systems that will take you from overwhelmed to organized. And don't worry, I'm not about to bury you in complicated tech or fancy software.

Speaker 1: 0:56

Systems can be simple, even scrappy. The key is making them work for you. Now, before we dive into the how, let's clear up a common misconception. When people hear the word systems, they often think of expensive software, complicated automations or corporate style operations manuals. And while those things can be systems, that's not what we're talking about today.

Speaker 1: 1:21

At its core, a system is simply a repeatable way of doing something. Think of systems like containers for your chaos. Here's what I mean. If, every time you onboard a new client, you reinvent the process from scratch, that is not a system. However, if you have a checklist, you follow the same email templates ready to go and a clear next step for them every single time, that is a system. You see, systems don't have to be complicated. They can be something as simple as a Google Doc with your step-by-step process, a Trello board with your recurring tasks, a folder of pre-written email responses or even a page in your planner where you track certain things the same way each week. Think of systems as shortcuts for your brain. So, instead of spending all this time wasting energy asking what's next, the system already knows and you just follow it.

Speaker 1: 2:24

Now, if you are a solopreneur, most likely you are the systems. You're the CEO, the marketer, you're the administrative assistant and you're the bookkeeper. Without specific systems in place, everything lives inside your head and you know that might work for a little while until you get busy, tired, or life throws something unexpected your way. Tired, or life throws something unexpected your way. Think of the systems in your business like bumpers in a bowling lane. They keep you moving forward even when you're not throwing strikes. They save you time because you're not reinventing the wheel over and over again. They save you energy because you're not making the same decisions over and over, because people decision fatigue is real. They also reduce overwhelm because you know exactly where to look when you need something. The more systems you have in place, the more headspace you free up to focus on your big picture strategy. So let's take a look at the three core systems every solopreneur needs.

Speaker 1: 3:34

Now let's get practical first. If you're starting from scratch, these three systems I recommend you set up first. The first one is a client and money system. This is the backbone of your business. It helps you track leads and inquiries, because if you are not tracking your leads, somebody else is. It helps you onboard clients smoothly. It helps you send invoices and hello, get paid without chasing people down, and it keeps your contracts and your client notes organized.

Speaker 1: 5:12

For me, this is a combination of go high level and Notion. For you, it could be something as simple as a spreadsheet. The tool doesn't matter. Using it consistently does.

Speaker 1: 5:27

The second thing you need is a content and marketing system. Now, I know marketing can feel like a never-ending hamster wheel. That is unless you build a system for it. Your content system might include a content calendar to plan ahead, a place to store your ideas. I know for this I use a spreadsheet. I use sticky notes in my planners for when I'm out and about, and sometimes I use my smart speaker because I get my best ideas in the shower. So, yes, I put an echo dot in my bathroom so that when I'm in the shower and get a great idea. I can just have it. Take a note for me. Your content system might also include a batching routine, so you're not scrambling every day to get stuff done, and it would be good to include a simple repurposing method as well, like turning this podcast episode into an email and some Instagram posts. I have been doing this for years, because the people who read the blog on my website are different than the people who watch my YouTube channel, who are different from the people who subscribe to me on Instagram, who are yet different from those who watch me on TikTok, and my podcast audience is yet a different audience. So you can use the same content across multiple platforms, because each platform has a different audience. These kinds of systems keep you visible without constantly feeling like you have to come up with something new.

Speaker 1: 7:03

Finally, the third system you need is an admin and task management system. It's your catch-all system for keeping your business running. It helps you manage your daily and weekly to-dos, your recurring tasks, all of your projects and deadlines. Now, some people thrive with ClickUp or Trello. Others, like me, love paper planners. I personally use my Hobonichi Cousin and my Bullet Journal to map out all of my tasks and deadlines for every week. But regardless of what system you use, the point is you should never wake up wondering what should I be working on today? Your system tells you what you need to be working on.

Speaker 1: 7:47

So let me give you a peek into how this looks in my own business. For clients and money, I use Go High Level for my sales, my billing, my emails, my lead tracking, etc. For my content and marketing system, I have a content tracker that maps out all of my podcast episodes, my YouTube videos and Instagram posts and I batch create all of my content so I can step away if I need to. And let me tell you, this system saved me when I was going through chemotherapy and just couldn't function. Sometimes. My admin and task system is my bullet journal. I use my bullet journal to brain dump everything out. Everything gets captured, sorted into weekly priorities, and then I schedule it in my planner.

Speaker 1: 8:36

Now, these systems aren't fancy. Some of them aren't even automated, but they keep me on track and reduce my mental load, and they can do the same for you. Now I pay for Go High Level, but when I was first starting out, I used an Excel spreadsheet on my PDA, and if you don't know what that is. That is a personal digital assistant and it predates the smartphone. I used an Excel spreadsheet because Google Sheets did not yet exist. Because, well, I'm that old and I've been in business that long and that's why I know what I'm talking about.

Speaker 1: 9:13

So here is the reframe I want you to walk away with. Systems are not about rigidity. They're about freedom. When you have systems in place, you're not scrambling at the last minute, you're not relying on your memory for everything, because your memory will fail you. You actually create space for creativity, rest and growth, because without systems, your brain becomes the storage unit, but with systems, your brain becomes the creative director. Now here is your action step for this week.

Speaker 1: 9:50

I want you to pick one area of your business that feels really messy right now and I want you to set up a simple system for it. Maybe it's drafting a template for client onboarding, Maybe it's creating a simple content calendar, maybe it's finally deciding where your to-do list lives, or maybe it's just writing out a few pre-written responses to emails. You get all the time so you can just copy and paste. I want you to keep it simple, I want you to keep it repeatable and I want you to watch how much lighter your business feels.

Speaker 1: 10:26

And if you loved this episode, make sure you hit subscribe, because next week we're talking about how to stay visible online without burning out A topic I know so many solopreneurs struggle with, because they ask me about it every single day. And until then, I would love it if you would leave a review on your favorite podcasting platform. It helps push this podcast out to others and it is one tiny thing you could do to help support the podcast. And I want you to remember overwhelm isn't a sign you need to work harder. It's a sign you need assistance. Until next time, keep planning like a boss.