How to Systematize Your Work (Without Turning Into a Robot)
Let’s face it—“systems” don’t exactly scream sexy. But neither does forgetting a client call because your calendar is more mysterious than your ex’s text messages.
If you’ve ever muttered, “I’m too busy to be this disorganized,” congratulations—you’re ready to systematize your work.
And no, it doesn’t mean you’ll become a soulless productivity bot. It just means you'll finally be able to breathe between tasks.
🧩 Step 1: Identify Your Repeat-Offenders
Start by asking:
What tasks do I do over and over... and over again?
Look for:
Sending the same types of emails
Scheduling client meetings
Creating proposals or quotes
Onboarding new clients
Posting on social media (hello, caption fatigue)
If you’ve done it 3 times, it needs a system.
📋 Step 2: Turn It Into a Process
Record yourself using your phone or Loom to document your process:
Be sure to talk through each step (Yes! I mean describe what you’re doing.)
Have AI transcribe your video
Review the transcribed steps and simplify or eliminate anything unnecessary
Save it in a doc and standardize your naming convention like “Mktg Client Follow-up SOP”.
⚙️ Step 3: Automate or Delegate
Now that your process is clear and documented, ask:
Can this be automated? (Tools like Zapier, Dubsado, or Calendly might save your life)
Can someone else do it? (Hint: If it doesn’t require your genius brain, it probably can)
Bonus points if you:
✅ Create a template
✅ Record a Loom walkthrough
✅ Store it in a central system (like Notion, ClickUp, or Google Drive)
🧠 “Systematic?” What Does That Mean?
Since we’re here—“systematic” means methodical, organized, and done according to a plan. So yeah… basically how you want your business and brain to feel.
🚨 Action Challenge:
Pick ONE task this week and build a basic system around it.
Keep it simple. Even a checklist is a win. Trust me—your future self will want to high-five you not only the next time you go to perform this task but when you hire a person to perform the task for you!
