The Core Systems That Make Scaling Feel Manageable

First off, I’d like to start today’s blog post with a great big congratulations. If you’re reading this, chances are you’ve built a business and honestly, getting a business off the ground is often the hardest part.

I know what it’s like when you start out. It’s just you, wearing all the hats and muddling through the best you can. What often happens as a result is a back end made up of workarounds and they all mostly live in your head.

Now your business is growing and those workarounds aren’t really working around anything anymore. Your systems start taking up more of your time and energy, time that would be better spent supporting your clients or doing the work you actually enjoy.

What you really need at this stage is a set of systems that support the back end of your business, any future growth and you as the business owner.

When we talk about systems, a lot of people instantly think of large tech stacks and complicated tools. That alone can be enough to put you off. Who has the time or headspace to learn all of that? You might even have tools you promised yourself you’d get round to setting up properly, now sitting half finished and a guilt that shows up every time you notice the money coming out of your bank account.

Good systems can be really simple. They don't have to be all singing all dancing, they just have to make your life better

One of my favourites is a basic Gmail automation that filters emails from certain senders out of my inbox so I can read them when I actually have time, it’s not fancy but it is very helpful.

Here are five core systems that genuinely make scaling feel so much easier.

1. One place for tasks and priorities

I worked with a woman a few years ago who kept a handwritten to do list, used Asana for some projects, Basecamp for others and occasionally dipped into Trello. A lot of her time was spent figuring out where tasks lived rather than actually doing them.

Having one main place for your tasks and priorities makes an immediate difference. It reduces mental load and stops things slipping through the cracks.

Now, full transparency, I LOVE a handwritten to do list. I always will. But aside from my daily checklist, all of my important tasks, deadlines, upcoming work and planning live in Notion. I know where to go and what to look for and that clarity frees up a surprising amount of headspace.

A good place to start is by listing the systems you currently use for tasks, deadlines and planning. Often, it becomes obvious where things need simplifying.

For some people, it’s the opposite problem. Everything lives on paper and deadlines get missed or the bigger picture gets lost. In that case, a digital tool can offer the structure that’s missing.

2. Clear client delivery processes

Happy clients = happy you.

Clear client delivery processes protect your time, improve consistency and create a better overall experience. Ask yourself how your client experiences your business from start to finish. What does onboarding look like? Is it clear and reassuring or a bit vague? Do you deliver what you say you will? Are boundaries and expectations set clearly? What happens at the end of the relationship?

Documenting your client delivery process doesn’t need to be complicated. A simple SOP with the key steps written down is often enough to take pressure off your brain and ensure nothing gets missed.

Start with what you’re already doing then think about how you want your client to feel. That usually highlights what needs tightening up.

3. A sensible tech stack

You don’t need lots of half set up tools. You need a small number of tools that are fit for purpose and easy for you to maintain.

Too many tools create overwhelm and when you feel overwhelmed, you’re far less likely to use them properly. In most cases, one task or project management tool, one CRM, one drive, one website and one email marketing tool is more than enough.

For context, my own tech stack includes:

Toggl - time tracking Podia - website, funnels and email marketing Notion - project management, knowledge management, CRM and notes Google Workspace - email, docs, cloud, calendar and booking system Chat GPT - idea generation, data analysis and research Capcut - editing

This is simply what works for me. Start simple and build from there if and when you need to.

4. Intentional customer experience

It’s worth regularly looking at your business through your client’s eyes.

Think about every touchpoint a client has with you and how your systems affect how your business feels. Your communication, clarity of offers, emails, onboarding and offboarding all shape the experience.

Small details build trust. Your systems should support that experience and make things easier for your clients, not harder. If a system creates friction or confusion for your clients, it’s usually a sign it needs to change.

5. Regular review and reset time

Systems aren’t a one and done task.

As your business grows and evolves, your systems need to evolve with it. A regular review - monthly works well for most people - helps you spot issues early and make small adjustments rather than big overhauls.

Often, tweaking one tool or one system will be enough to ensure the business remains supported

To sum this up, scaling doesn't need to feel overwhelming. Do the tasks outlined above and start with one system rather than trying to fix everything at once.

If you’d like to talk things through or want some support putting systems in place, you’re very welcome to book a free clarity call. No pressure, just a chat to see what would be most helpful.