Business Systems for Small Business Owners: How to Set Up Systems That Save Time and Reduce Burnout

TLDR:

• Business systems help small business owners get organized, automate processes, and reduce burnout
  
• Systems are made up of repeatable processes, supported by tools like Airtable, Google Drive, and Make.com
  
• Each system connects to others (onboarding, marketing, admin, client delivery) to create efficiency across your business
  
• Automation allows you to streamline tasks across platforms without constant manual work
  
• Without systems, you're spending your energy managing chaos instead of building momentum
  
• Learn how to build and align systems inside the Systems & Templates Masterclass
  

Let’s Get Real: Most Business Owners Don’t Have a “System,”  They Have a Series of Fires to Put Out

Running a small business means you’re juggling a million moving parts, often while feeling like you’re duct-taping your backend together just to stay afloat.

Sound familiar?

You’re not alone.
And here’s the truth: without systems, you're not running your business. Your business is running you.

In this blog, we’re diving into what a real business system looks like, how to set one up (without a headache), and the tools that make it all flow. Whether you’re new to systems or wondering why your current setup still feels chaotic... this is for you.

What Is a Business System, Really?

At its core, a business system is a repeatable process designed to help you complete a specific function with consistency and ease.

Think of it like a recipe.

Every time you onboard a client, write a blog, or deliver a product, you’re following a certain “recipe.” But is that process documented? Automated? Stored in a way that saves you time instead of creating confusion?

If not, you don’t have a system. You have a scramble.

A true system:

• Has a clear flow from step A to step Z
  
• Is repeatable without reinventing the wheel
  
• Lives somewhere centralized (like Airtable, Notion, or Google Drive)
  
• Reduces mental load, not adds to it
  

Systems exist whether you create them intentionally or not — the goal is to make them efficient, strategic, and aligned to your actual goals.

What Goes Into a Business System?

A system isn’t just a checklist. It usually includes:

• A platform (Airtable, Canva, Google Drive, Kajabi, etc.)
  
• A set of tasks or workflows
  
• Templates to speed up repeated actions
  
• Optional automation tools like Make.com to connect platforms
  
• Clear organization so you (and your team) can access what’s needed fast
  

Systems also overlap. For example:

• Your content system may connect to your email marketing system
  
• Your onboarding system may flow directly into your client delivery system
  

If you’re not designing them to talk to each other, your business will feel fragmented, no matter how many tools you have.

🔗 Want a deeper dive into system overlap? Check out this guide.

Example Systems Every Business Owner Needs

Here are a few foundational systems I recommend for every online business owner:

1. Digital Organization System

• Your business files, links, assets, and deliverables all live in one organized place
  
• Uses: Google Drive, Canva folders, Airtable dashboards
  
• Blog to read: Ways to Organize Your Business
  

2. Client Onboarding System

• Automates forms, payments, scheduling, and welcome info
  
• Creates a better client experience while saving you time
  
• Tools: Calendly, Kajabi offers, Airtable CRM, Google Docs templates
  

3. Content Marketing System

• Where your ideas, captions, reels, blog posts, and emails are housed
  
• Should include templates, scheduling workflows, and a repurposing plan
  
• Optional: Use Make.com to connect your blog, Pinterest, and Instagram scheduling in one flow
  

4. Sales + Checkout System

• Streamlined sales pages, product delivery, and payment collection
  
• Tools: Kajabi, Stripe, email automations
  
• Can be paired with upsells, tripwires, or lead magnets to optimize the flow
  

5. Internal Task Blueprint System

• Helps you understand what to automate, delegate, or keep
  
• Gives you the clarity to structure your days (and avoid burnout cycles)
  
• Blog to read: Build Better Systems With Task Blueprints
  

Client Story: From Burnout to Clarity

When Heather came to me, she had zero systems in place: just sticky notes, inbox overwhelm, and a brain full of to-do lists.

She was trying to grow her business while also being a full-time caretaker, and it was too much. She didn’t have a way to streamline her client work, stay organized, or even breathe between tasks.

We started with my Organize the Chaos Workshop, then moved her into the Systems and Templates Masterclass where we built her first backend system together. We created:

• A central hub for her business files
  
• Templates to save her time on client delivery
  
• A process she could repeat instead of rebuild every time
  

Now? She’s working smarter, not harder. And best of all, she’s no longer stuck in burnout mode.

Why Systems Matter (More Than You Think)

Without systems:

• Your mental load increases
  
• Your customer experience suffers
  
• You spend hours repeating tasks manually
  
• You miss revenue opportunities because you’re constantly catching up
  

With systems:

• You reclaim capacity
  
• You finally feel organized
  
• You know what needs your attention (and what can run without you)
  

This is how you build a business that actually feels sustainable.

Ready to Start Your First System?

If you’re tired of the chaos, it’s time to do something about it. The best place to start?

🎓 Systems and Templates Masterclass
This mini course teaches you:

• What systems you need right now
  
• How to build them for your unique business
  
• How to use templates + automation to save time
  
• Bonus: You’ll walk away with your own starter system!
  
  

Want something that will help you in paper form?

Business Systems Guide

This guide will help you identify which systems you need, how to prioritize them, and what tools will serve you best.

✨ And if you’re ready to fully hand things off?
Book a Signature System Set-Up, and I’ll build the whole system for you.

Let’s make backend clarity your new normal.
You’re too good at what you do to keep drowning in disorganization.