What to Systemize First: A Guide for Small Businesses
Yes, even if you’re not “techy” and don’t know where to start.
Running a small or family-owned business usually means wearing all the hats: CEO, customer service, sales, marketing, HR, bookkeeper, and maybe even janitor on a tough day.
If you’re like most small business owners or entrepreneurs I work with, you started your business to do something you love. But lately? You’re just trying to keep your head above water.
Here’s the good news:
You don’t need more hustle.
You need better systems.
And no, “systems” aren’t just for tech companies or big corporations.
They’re simply the behind-the-scenes ways things get done in your business.
And when those systems are messy (or nonexistent), you become the system.
That’s why you’re tired, behind, and wondering if it’s supposed to feel this hard.
Wait, What IS a System in Business?
A business system is a repeatable process that can save you time, energy, and brain space.
You could get back up to 10 hours (or more!) of your time a week with the right systems!
It could look like:
A checklist for onboarding new clients
A folder structure in Google Drive so you can actually find your files
A scheduling tool that stops the back-and-forth emails
A documented way your team handles frequent customer questions and concerns
A trigger that automates emails to your customer
Basically everything you do in your business that keeps it running is part of a system. When set up right, smart systems can give you time back, help your team work without needing constant input, and allow your business to grow without burning you out.
So… What Should You Systemize First?
If your time is limited (and whose isn’t?), start with these three areas. They give you the biggest bang for your effort and reduce daily stress fast.
1. Your Inbox and Communication
Problem: You’re answering the same emails over and over, digging for info, and always reacting.
Systemize It:
Create email response templates for frequently asked questions from customers or employees
Set up labels or folders for sorting (invoices, clients, vendors)
Use tools like Gmail filters or Outlook rules to reduce clutter
Use a booking link (like Google Calendar or Calendly) to schedule calls automatically
Result: Less decision fatigue. No more inbox dread. Faster replies, happier clients.
2. Your Daily To-Dos and Task Tracking
Problem: You’re juggling eeeeverything in your head or on sticky notes.
Systemize It:
Pick one central tool: Trello, Asana, Google Tasks, or even just a Google Sheet
Create a simple list of monthly, weekly, daily recurring tasks
Assign due dates or days of the week
Share access with team members (if you have any) to delegate tasks
Result: No more forgotten steps. Less “What was I supposed to do again?” More peace of mind.
3. Your Client or Customer Experience
Problem: Every client experience is… different. And not in a good way. Things fall through the cracks.
Systemize It:
Map out your client journey: what happens from first inquiry to final delivery
Create templates for proposals, contracts, onboarding emails
Create checklists and SOPs for your employees to instruct them through the process
Use a CRM tool if you're ready to automate and optimize - but even Google Doc or Sheets works for this!
Result: More consistent service. Happier clients. Less hand-holding required from you.
What About Tools? (Even if You’re Not Techy)
You don’t need fancy platforms to start. You need something you’ll actually use!
Here are a few low-tech, budget friendly tools that work well for new entrepreneurs, small teams, and family-run businesses:
Google Drive: Store everything in one place, use shared folders for your team
Google Docs or Sheets: Use them for SOPs, checklists, templates, contracts, task/project tracking, etc. There’s even a digital e-signature feature!
Google Calendar Appointment Scheduling: Let people book time on your calendar instantly based on your availability (another great tool is Calendly which has more features than Google appointment scheduling if needed)
Google Forms: Free form tool to gather and store information. Can be used for RSVPs, customer or employee surveys, KPI tracking, and more!
Gmail Filters: Automatically sort emails so your inbox doesn’t turn into a monster
Slack: A communication and messaging platform for your team or even to use with your clients with features to stay organized, be more productive, and send voice memos.
Trello: Drag-and-drop task board that’s simple and visual for project management
I tend to recommend Google Workspace tools over Microsoft tools like Excel and Word because Google Sheets, Google Docs, and Google Drive is completely free to use and works so well while collaborating with other people.
And if tech makes your eyes glaze over? That’s okay. It just means you need a partner who can walk you through it. (Hi, that’s me 👋)
The Payoff: More Time, Less Chaos, Bigger Profit
When your systems are working for you, here’s what happens:
✅ You stop repeating yourself 100x
✅ You don’t have to micromanage your team
✅ You can take a day off without your business falling apart
✅ You get to focus on the parts of the business you actually enjoy
And most importantly?
You become a better leader, parent, partner, and human because your brain isn’t always in survival mode.
Feeling Overwhelmed? You Don’t Have to Do It Alone.
Systemizing your business doesn’t have to be scary and you don’t need to know all the tools or terms. I’ll meet you exactly where you are.
If you’re ready to get out of the weeds and finally feel in control, book a Clarity Intensive with me.
Together, we’ll:
Identify where your business is leaking time and money
Prioritize what to fix first
Create a simple, clear action plan you can actually follow
Let’s build a business that supports your life, not one that runs you into the ground.
