What business systems are you using in your business to save time, make more money, and get more done?
As entrepreneurs, we have SO many things to do. It’s easy to feel overwhelmed and stressed when we’re wearing too many hats. Working in our sweet spot is amazing, but it is not possible to only play there. There are always going to be other directions we need to focus our attention.
But with a little strategic implementation, we can free us from some of the “duties” of work and give ourselves more time in our zone of excellence. Setting up business systems initially takes a little extra effort and time, but it will pay off in the long run.
Systems will help you:
- save time
- reduce stress
- overdeliver on your clients’ expectations
- reduce expenses
- make more money
- help more people
Seriously, business systems can save lives – or at least let you live your life. Who doesn’t want more of that?
After months of feeling overwhelmed working in my business, I am finally seeing the light. I signed up for a training program with Carrie Wilkerson. Carrie is known for helping business owners maximize your profit and productivity while keeping your priorities intact.” She has been gently and not so gently reminding me that I have to be the boss of my business, not let it be the boss of me. I cannot be ridiculously successful and keep my shareholders happy by trying to do it all myself. (My shareholders are my husband, kids, and me.)
I’ve been seriously focused for the last few months on setting up some leverage & structure in my business. I’m blown away by how much it’s helping me. Some of the systems are new and some are routines I’ve gotten lazy about. Some of them are things I’ve done in other areas of my life that I’m now applying to my business.
The bottom line is that my business is changing, for the better! Instead of feeling overwhelmed, overworked, and overtired, I’m more in control and getting more done than ever!
I’ve been sharing my results with my colleagues, and with my website clients. They can’t get enough. Every single person talked to wants to learn more. So I’ve decided to summarize the things that are working best for me in a blog post that I can share. (Yes, this is just like another “system” to save me time.)
Here’s a quick summary of the six business systems I’ve set up to leverage my time, get more done, and make more money!
Create a theme for the month to focus on a one business system that will move you forward or take things off your plate.
Examples of some of my favorite monthly themes from the last few years:
- Optimize October – a month optimizing workflow and marketing efforts.
- Financial Peace February – a month of bookkeeping systems, analyzing past spending, setting up automatic bill pay, evaluating insurance & credit cards, and getting taxes done.
- Automation April – setting up new autoresponders and IFTTT recipes to automate marketing, client onboarding, and website management to save time.
- Do It Now December – focusing on doing things right away and stopping the procrastination habit.
This summer, I’m experimenting with something new. I’ve chunked the summer months into one theme to finish a big project I’ve been putting off. I broke it down into three, one-month sections though and so far, so good.
Each week, create a big huge list of everything that is on your mind.
- Cross off the ones that you have no control over (worries, outcomes, etc.)
- Circle the ones that are most important to you, sound like the most fun, or that you’re the only one who can do them. Then add them to your to-do list.
- Delegate the ones that are important but you can outsource to a VA or family member, or someone else.
- Anything left on the list is usually not very important.
Every week look at the things on your to-do list you haven’t finished from the past week. Before moving it forward to the new list, investigate your feelings about it. Why didn’t you get it done? Are you feeling resistance to it? Is this something you should be doing?
I used to do FlyLady when my kids were little. She teaches daily/weekly routines to keep your house clean. I borrowed a tip from her on setting up weekly routines in my business.
Categorized the things you do in your business so you can chunk them on your calendar for certain days. Your categories may be, administrative, marketing, promotion, content creation, finances, learning, relationships, etc.
Example: I decided to only take discovery calls on Tuesdays & Wednesdays so I can focus on serving them, and reduce multi tasking distractions. And I picked a “money” day to send out invoices, follow up on proposals, do my bookkeeping, etc. Thursday and Friday are focused work days to get caught up without phone calls.
Several times a week, schedule a power hour to work ON your business instead of IN your business. Use this time to work on creating new products, systems, and value adds for your clients. Turn off all distractions, turn on some background music and get to work. No excuses. No interruptions.
I’m amazed by all I can accomplish in that time frame, and how much it compounds over the weeks into RESULTS!
I keep a “ta-da” list of things I’ve accomplished so I can see I’m moving forward toward my goals when things don’t feel like they’re moving fast enough for me.
What things have to happen in your business, no matter what, to keep you in business?
Example: If I don’t have 3 discovery calls booked for the upcoming week by Thursday, I will spend some time hustling and following up with potential leads on Friday to get them booked.
Example: If I don’t take do my weekly brain drain, I’m unorganized and unfocused. If I don’t get it done during the weekend, it’s the first thing I do on Monday morning.
Plan ahead to avoid last-minute time and money crunches that make you feel stressed.
Example: Plan ahead of time crunches. My two daughters just graduated last weekend, the oldest from high school and my middle child from middle school. I knew my week was going to be swamped with graduation parties & family in town. I planned for it with a lighter schedule that week and a heavier schedule the weeks before and after.
Example: Plan ahead for cash flow. Time the launch of your next program to pay for an upcoming vacation, or to cover a big expense like taxes or tuition.
Two key points to remember:
- You’re not going to get it all done at once, so be patient and give it time. The results will start to compound, after a month or two.
- Focus on the most important business systems for you, based on what areas make you feel the most overwhelmed. Everyone’s business and skills are different. Do what feels best to you.
Some possible business systems you will want to create are:
- Signature System – your system for how you help your clients get results
- Outreach System – system to get yourself in front of prospective clients.
- Discovery System – systemize your discovery process & sales conversations.
- Self Care & Mindset System – your rituals and routines to take care of you (your most important business asset!)
- Client Onboarding System – systemize what happens when you bring on a new client.
- Client Nurture System – systemize your stay in touch campaigns.
- Referral Systems – systemize asking for referrals and thanking people for referrals.
- Financial Systems – systemize your invoicing, bookkeeping, taxes, payroll, etc.
- Content Systems – systemize your content creation for blogs, email newsletters, social media.
- Website & Marketing Systems – systemize your website & marketing funnels.
- Management Systems – systemize the overall operations of your business.
- Ongoing Website Maintenance Systems – systemize your website maintenance & security as well as updates.
Obviously, setting up all these systems takes time, and they will evolve and need to be modified as your business grows. The biggest challenge is finding the time to implement them, and knowing what to do first.
There are 4 basic steps to create, optimize and execute business systems:
- Identify: Identify where the bottlenecks are in your business, finances, schedule, and life.
- Optimize: Does a process need to be created? What needs to happen to make it flow easily? Are there steps that can be eliminated, combined, or reworked to simplify the process?
- Automate: What can you do to “set it and forget it?” Automate whatever you can to remove the element of having someone who has to remember to do it.
- Outsource: What can you delegate to someone else to execute?
- DIY: What things require your direct touch to happen? Systems that require your time, that only you can do, should be the smallest part of your business. Can you optimize those to free up your time, such as group coaching programs instead of 1:1?
Each system you set up will free up your time/efforts to focus on something else, leading you one step closer to a life of ease & grace!
I hope these suggestions help!
Want help setting up your business systems to save time and make more money?
Or possibly building a website and marketing system that can help you get more clients? Watch the Get Leads & Clients Masterclass!
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