Your business might look good on the surface, but behind the scenes, it’s a sticky web of unused or underutilised systems. Sticky systems can quietly sabotage your success, draining your time, energy, and sanity.
Here are ten common sticky systems and simple solutions to fix them, so your biz can breathe a sigh of relief - just a final girl.
1. Manual client onboarding
Problem: Every new client means scrambling to send contracts, invoices, and welcome emails.
Fix: Set up an automated workflow using software like Dubsado. Templates for contracts and emails can go out automatically when triggered, saving you hours and creating a streamlined experience for your clients.
2. Inbox overflow
Problem: Your email inbox is a cluttered disaster zone.
Fix: Use labels and folders to sort emails by category (e.g. clients, inquiries, payments). Implement rules to automatically filter low-priority emails and schedule time to action your inbox daily.
3. Tasking task management
Problem: Your to-do list is scattered across post-its, notebooks, and your brain.
Fix: Centralise tasks with project management tools like ClickUp, Asana, or Trello. Break projects into actionable steps, assign deadlines, and check in weekly to stay on track.
4. Muddled team roles
Problem: Your team is stepping on each other’s toes or missing deadlines because nobody knows who’s responsible.
Fix: Create a clear org chart and use task management software to assign ownership. Software like Slack can facilitate real-time communication while platforms like ClickUp track accountability.
5. Repetitive socials scheduling
Problem: Posting daily eats into your precious time.
Fix: Batch content creation monthly and schedule posts using tools like Meta, Later or Planoly. Your entire social media strategy can run on autopilot while you focus on engagement.
6. Bottlenecked approvals
Problem: Team progress stalls while waiting for your approval on every little thing.
Fix: Empower your team by defining approval boundaries. For example, let your OBM manage your team and let your VA approve social posts while you focus on major decisions. Use platforms like Loom to give quick feedback when needed.
7. Payment chaos
Problem: Tracking invoices and chasing overdue payments is eating into your cashflow.
Fix: Use systems like Stripe or Xero to automate invoicing and send reminders for overdue payments.
8. Lack of Standard Operating Procedures (SOPs)
Problem: Every task feels like you’re reinventing the wheel.
Fix: Start documenting processes with tools like Notion or Google Docs. Break tasks into steps and share them with your team.
9. Clunky file management
Problem: Finding the right file takes ages…
Fix: Use cloud storage like Google Drive or Dropbox with a clear folder structure. Use consistent naming conventions and train your team to follow the system.
10. Reactive time management
Problem: You spend your day putting out fires instead of working strategically.
Fix: Use time-blocking to schedule your day. Allocate chunks of time for deep work, admin tasks, and team check-ins. Protect your focus time like your life depends on it (just like a final girl!).
Fixing these sticky systems doesn’t just save time - it frees up mental bandwidth, reduces stress, and sets you up for long-term success. These tweaks might feel small, but altogether, they create a business that’s scalable, sustainable, and smooth.
Tired of untangling your mess alone? Let’s chat about how I can help you build a business that works for you, not the other way around.