It’s like 27,000 apps when all you need is a system…
Your 27,000 doesn't make it a system
How do you know when your systems aren’t working?
I think the correct question is, did you really have any systems in the first place or did you call it a system so you don’t experience FOMO with the rest of the business owners you know?
You have a computer, an email, and 27,000 apps.
You do all the things, onboarding, invoicing, marketing…you’ve got everything you need to become a successful business owner.
So…
Why does it feel like you are constantly putting out fires?
Why do you get anxiety just thinking about taking a vacation?
Why are you always playing seek and find with your files and passwords?
There is a reason life is chaotic. Doing, and doing efficiently are not the same thing.
You’re going through the motions and doing things, but you don’t have any systems!
The problem… Tools are not systems
Just because you have an app for everything doesn’t mean it’s helping you in the way that it should.
Let’s say for example you have a password manager.
Awesome! You don’t have to remember 97 different passwords!
Until…
It’s time to update the password in Mailchimp but you are in the middle of something so you just write it on the post-it-note for now.
One of your team members locked themselves out of Adobe and needed to change a password and forgot to update the manager for the rest of the team.
You went down a rabbit hole and found an app that would be great for everyone to use so you sign-up and start working… and already forgot what login and password you used to set it up.
So tell me, how useful is your password manager app?
You think you’re organized because things “mostly work” BUT tools only work efficiently when connected to clear processes.
Before we go too much further, I want to give some definitions from the Oxford English Dictionary (OED)…
Tool/App: a software program designed to perform a particular task; especially a small self-contained program designed for use on a mobile device.
Process: a series of actions or steps taken in order to achieve a particular end.
System: A set of things working together as parts of a mechanism or an interconnecting network; a complex whole.
In summary, apps are how you do it, a process is what you do and the system is what links your apps and processes together so it all functions smoothly.
Why bad habits feel safe
Now that you know what tools, processes, and systems actually are, let’s talk about why you’re not using them properly.
Because you’re comfortable with what you’ve always done.
You’ve been doing things the same way for so long that even when you know it’s inefficient, it still feels safer than trying something new.
OR, you’ve honestly never even considered that you’re doing it the hard way.
You rely on memory because it “works.”
You scribble things on paper because it’s “easier.”
You skip documentation because it’s never even occurred to you that it’s something you need because you know how to do it!
And when someone suggests a better way, your brain immediately goes to:
“I don’t have time to fix it.”
“I’ve always done it this way.”
“It’s faster if I just do it myself.”
Except it’s not faster, It’s just familiar… AKA COMFORTABLE!
That’s why you’re living in constant fight-or-flight mode!
Panicked mornings trying to find the presentation you know you saved somewhere
Working late because you spent all day “catching up”
Waking up at 3 a.m. wondering if you sent that contract or invoice
The problem is, right now, you are the system.
That’s why everything falls apart the second you step away.
That’s why you can’t grow your business no matter how long you work.
Your business can’t scale if it depends on your memory, your availability, or your energy level on any given day.
What real systems actually do & benefits
Real systems take the pressure off you being the one who has to remember, decide, and fix everything. Whether you’re a one-person show or leading a team, systems free up your brain space and give you peace of mind that nothing’s being missed.
Here’s what systems actually do inside your business:
1. They create consistency
You stop reinventing the wheel every time you do something. Whether it’s onboarding a client, sending invoices, or posting content - the steps are set and the same every time.
2. They make delegation possible
When everything is documented, anyone can step in and help without you needing to explain it for the hundredth time.
3. They give you visibility
You can see what’s happening in your business without digging through emails or guessing what got done.
4. They reduce mental load
You don’t have to remember everything anymore. The steps live in your processes, not in your brain. That means fewer late-night “did I forget something?” moments.
5. They build scalability
When your systems run smoothly, your business can grow without doubling your workload. You can take on more clients, add team members, or expand your offers without chaos following you around.
The benefits?
You get time back
You make better decisions
You give clients a better experience
You feel less stressed
You’re more confident
You take breaks
You take vacations
You sleep better
You work less
You have control
You’re consistent
Your business grows
You stop forgetting things
You make more money
You give clients a better experience
You actually enjoy your business again
Once you’ve experienced that kind of calm, you’ll never want to go back.
Systems ease the chaos
So, how do you know when your systems aren’t working?
You have a computer, an email, and 27,000 apps.
You do all the things, onboarding, invoicing, marketing…you’ve got everything you need to become a successful business owner.
But do you?
Do you have systems… or are you the system?
