The Real Reason I Need Systems in My Business (Not What You Think)
Setting up systems to have free time is cute.
But let’s be real — that’s not my story.
If you ever wish you could relate to those business owners who preach that they only work 20 hours a week so they can enjoy their free time reading, going on vacation, lazing on the beach, or taking up random hobbies… yeah, that’s super great for them.
But my reality looks different.
I don’t build systems so I can sip my coffee by the ocean every day — even though I do currently live by the ocean and would love to do that.
I build systems because I have to.
I’m not just a business owner.
I’m a mom.
And I’m a caregiver.
Which means the systems in my business aren’t a luxury.
They’re the reason I can keep running my business at all.
And today, I want to share the real reasons I need systems. Not the fluffy “work less, make more” kind of story — but the honest, human side of what systems can do for you when life is hard, unpredictable, and just plain exhausting.
Because if you’ve ever tried to grow your business in the middle of burnout, chaos, or caregiving… this one’s for you.
Either keep reading or watch the video below:
Systems Aren’t a Scaling Strategy for Me. They’re Survival Tools.
A lot of people talk about systems as a scaling strategy.
You’ll hear things like:
Build systems so you can delegate.
Automate so you can work less.
Streamline so you can focus on your zone of genius.
And yes — don’t get me wrong — all of that is true.
But for me (and maybe for you too), systems are survival tools.
They allow me to keep things moving even when I only have tiny windows of time to work.
For example, I’m writing this while my daughter happens to be out with her dad. That is a rare opportunity.
So I’m talking about the kind of systems that make sure:
My client tasks are already scheduled.
My content ideas are captured before they disappear into mom-brain overload.
My invoices and expenses are tracked so I don’t have to remember.
Because when you’re balancing caregiving, parenting, and business, your bandwidth isn’t just limited by hours.
It’s limited by mental energy too.
Systems Save Me Time (Even Five Minutes Matters)
For me, every single minute counts.
If something saves me even five minutes, I’m all in.
That might sound dramatic. But when your workday happens between appointments, meltdowns, or unpredictable energy levels, five minutes is a big deal.
When I sit down to work, I don’t want to waste 10 minutes trying to remember what I was supposed to do.
I want to open Asana, glance at my task list, and instantly see what needs to happen next.
That’s why I have templates for everything.
Client onboarding
Content creation
Affiliate tracking
Lead tracking
Weekly reviews
It means I can sit down with maybe three minutes to spare and actually get things done that matter instead of fumbling around trying to figure out where to start.
And honestly? That’s huge.
During burnout seasons — when your brain is foggy, you’re tired, and decision-making feels like climbing a mountain — having pre-built templates and workflows ready to go makes all the difference.
Instead of burning 30 minutes planning, I can spend those 30 minutes doing the thing that needs to be done.
When you’re in survival mode, your systems should remove friction, not add to it.
You don’t need something fancy or complicated.
You just need structure that helps you move forward without overthinking every single step.
Systems Save My Mental Energy
This one matters just as much.
The mental load of being a mom — especially to a high-support-needs kiddo — is already enormous.
There’s always something to remember:
Appointments
School forms
Therapies
Food preferences (or safe foods — especially if you have an ARFID kiddo)
Emotional needs
And that’s all before I even open my laptop for work.
So I don’t want those lists living in my head.
I want them captured somewhere that will keep them for me.
For me, that’s Asana. But it could be anything — a notes app, a spreadsheet, whatever works for you.
When I’m in business mode, I cannot afford to hold everything in my head.
My processes are already laid out.
Due dates automatically inputted.
Content scheduled ahead.
Ideas noted and organized.
Every little bit counts.
Because every decision I don’t have to make in the moment is energy I can save for something more important — like supporting my daughter, showing up for my clients, or even just taking a breath.
And I think that’s something we don’t talk about enough.
Systems aren’t just for efficiency.
They’re for emotional relief.
They quiet the mental noise of:
Did I forget something?
What’s next?
Am I behind?
That peace of mind is honestly priceless.
Systems Don’t Always Give You More Time. They Give You Different Time.
People assume systems are supposed to give you tons of free time.
Like once you have automations and templates, suddenly you’re on a beach reading novels and drinking smoothies.
And sure, that’s nice in theory.
But sometimes systems don’t give you more time.
They give you different time.
Time that’s more intentional.
Time that’s less chaotic.
Time that you can actually choose how you use.
For me, that might look like:
Finishing client work early so I can take my daughter for a walk.
Having my weekly content already scheduled so I can rest without guilt.
Having enough mental space to plan dinner without having a meltdown.
That’s what systems do.
They create a buffer.
A bit of breathing room.
And when you’re in a season that doesn’t offer much of that, it matters more than a “four-hour workweek” ever could.
Start Small (Please Don’t Systemize Everything Overnight)
I know it’s easy to feel like you need to systemize everything at once.
Please don’t.
Start small.
Every tiny improvement adds up over time.
Here’s what I suggest:
Create one repeating task for your weekly review.
Build one simple template for client onboarding.
Start capturing ideas in one dedicated spot.
It doesn’t even have to be Asana.
It could be a notes app.
It could be a spreadsheet.
These might sound like small steps, but they compound.
The more structure you build, the more energy and time you get back.
And that gives you the capacity to build better systems later.
If You Don’t Want to Start From Scratch
If you’re at the point where you know you need systems but you don’t want to build them from scratch, that’s exactly why I created my Asana System Templates.
They’re plug-and-play projects designed specifically for service-based business owners — coaches, VAs, freelancers, and online experts.
Inside, you get the exact projects I use to manage:
Client work
Marketing
Leads
Content planning
And more
They’re designed to feel easy, supportive, and sustainable — especially if you’re juggling a lot behind the scenes.
Because your systems should hold things steady for you when life feels anything but steady.
The Real Benefit of Strong Systems
Here’s the part that’s hard to explain until you experience it.
When you have strong systems in place, it’s not just your business that feels lighter.
It’s you.
You stop waking up feeling behind.
You stop overthinking every little thing.
You start trusting your setup — and trusting yourself again.
Because you know that even when life feels unpredictable, your systems will hold things steady.
They become like a safety net for your brain.
For me, that’s been everything.
It’s allowed me to keep showing up for my clients, my audience, and my family — even when I’ve been exhausted, burned out, overwhelmed… or all of the above.
And honestly?
I’m thankful for past me for building those systems before I hit burnout.
Because when I needed them most, they were already there.
If You Take One Thing Away From This
Let it be this:
Systems don’t have to be perfect.
They just have to support you.
One recurring task.
One template.
One automation.
That’s it.
That can save you time, energy, and peace of mind.
And those things matter so much more than a fancy four-hour workweek.
Because systems aren’t about creating more free time.
Not for us.
They’re about creating more real-life time.
The kind that lets you be present for what truly matters.
If you’re in a hard season right now, I hope this gave you perspective — and maybe even permission — to build systems that serve you and the season you’re in.
Not someone else’s highlight reel.
Yours.
