A business man sitting at his computer using the systems he has in place to work efficiently.

When I tell people they need systems in their business, the fear is almost visible. People worry that systems will be complicated and hard to set up, but here’s the thing: systems don’t have to be scary.

Let’s repeat that: systems do not have to be scary. They can, in fact, become one of the best parts of your business.

This article will discuss creating simple, effective systems to streamline your workflow, elevate your business, and make your life easier.

What is a system?

A system is a set way of doing something. That’s it.

Let’s consider accounting as an example. We might think we need Quickbooks or some other software to have an accounting system.

However, a spreadsheet showing your income and expenses is a system. A Ziploc bag that you use to store your receipts is also a system. They are just different levels of complexity.

Remember: a system is just a fixed way of doing something.

A computer showing several file and digital organization systems in place.

Why you need systems

Systems are essential for businesses of all sizes. From small solopreneurs to large corporations, having systems in place will make a massive difference in the success of your business.

Without systems, you will waste a lot of time looking for things or figuring out what needs to be done next. Having a plan allows you to automate specific tasks, ensure consistency, and guarantee nothing slips through the cracks.

Creating the right systems for you

Creating the right systems for your business is about balancing “enough” and “not too much.” Too few systems will mean gaps and inefficiencies, while too many can lead to complexity and confusion.

It’s essential to start simple and adjust as you grow. A sustainable system should eventually become automatic. For that to happen, it must be repeatable, work for you, and not take much time. Let’s break those down.

Create systems that are repeatable.

This is key. You need to create systems in your business; repeating them is the key to creating habits. (If you haven’t read Atomic Habits yet, I strongly recommend it.) Repeatable systems allow you to develop habits that make your business run like clockwork.

Create systems that work for you.

Emphasis on you. Each of us has our own way of working. Your system should fit into your style and be tailored to make your life easier. You’ll notice I don’t recommend specific strategies in my blogs, that’s because they will be unique to you.

Create systems that require minimal time investment.

The goal is for the system to save you time in the long run, but it’ll only become a habit if it’s easy to maintain. Especially if you are growing your business, you are busy. You are wearing many hats and simply don’t have time to take on something that will take hours or days. Keeping it simple and finding systems that don’t require much time is essential.

Avoid systems that are complicated, overly expensive, and unnecessary

If a system isn’t working for you, ask yourself:

  • Do I really need this tool or software? Shiny object syndrome happens, but you should avoid buying something because you think it will make your life easier. Step back and see if other systems are already doing or could be doing the same task.
  • Could it be simpler? Technology can make our lives easier, but if you’re spending too much time figuring out how to use software, it might be a sign that it’s too complicated.
  • Is it unnecessarily expensive? Before you purchase a tool or software, do your research. There are a lot of free resources that are very effective.
A happy business owner at a computer, smiling because she has put business systems in place.

Creating Intentional Systems that Elevate Your Business

As noted, systems are essential for businesses of all sizes. With the right systems, you can spend less time worrying about what needs to be done and concentrate on what you love to do!

Setting up those systems alone can be challenging. That is why I created the Digital Declutter Community – because I know that goals are more manageable and habits are formed faster when you have accountability and support.

In this free group, we work as a community to help each other navigate our digital tools and stay organized. Join today and begin your journey to better digital habits!