5 Systems Every Business Should Implement First (Plus the One System You Can’t Ignore)

The Hidden Cost of Not Having Systems

As business owners, we have to deal with decision fatigue daily - every small decision drains energy and stops you from taking real action. The more decisions you make, the less energy you have for the high value work that actually grows your business.

Without systems in place, you can end up wasting hours on things like answering emails and doing tasks that anyone else could do just as well. Because you haven’t taken the time to write out instructions or find someone to hand these tasks over to, they stay on your to do list. And because you have to make decisions about each and every one of these tasks, you end up exhausted at the end of each day. 

Here’s what happens:

• Your marketing is inconsistent, so you’re not getting enough leads. And even when those leads do come in, they often fall through the cracks because there’s no clear process to follow up or close the sale.
• Cash flow becomes another major headache - late invoices or missed payments create unnecessary stress and make it harder to plan ahead.

Does this sound familiar? You spent an hour answering emails before wrapping up for the day, only to realise you’ve completely forgotten to schedule next week’s social media posts. Now it’s the end of the day, and you’re scrambling to come up with ideas, while orders or client work still need your attention.

Systems don’t just free up brainpower by reducing the number of decisions you need to make. They also prevent problems before they even happen. For example, a system for invoicing ensures that invoices go out on time, payments are followed up consistently, and cash flow remains steady.

When you have systems, you don't have to waste time and energy worrying about what might go wrong. Instead, you can hand over tasks, knowing they'll get done the way you want them done. And then you can concentrate on growing your business and getting the high value things done efficiently.

Want to read more about how you can build Standard Operating Procedures for your business systems? Take a look at the blog post here.

What Systems Should You Focus On First?

Every business needs five essential systems: marketing, sales, delivery, finance, and admin. But there’s one more that’s absolutely critical - your personal productivity system. If you’re not managing your time and priorities effectively, it’s impossible to keep everything else on track.

The problem without systems is simple: you’re constantly re-making decisions. Every day, you’re figuring out what needs to happen and how to do it, over and over again. That’s exhausting.

When you’ve got a system in place, you don’t have to think about it - you just follow it. No decisions required, and no wasting time trying to figure things out from scratch. Systems free up brainpower so you can focus on what you’re doing, make the best use of your time because you know exactly what to do, and get more efficient about how you do it.

And here’s the best part: Once you've got systems are in place, they’re not just for you. You can hand them over to someone else, whether that’s a VA or a team member, and know the work will get done the way you want it done.

The 5 Essential Systems to Implement First

Marketing Systems

Without consistent marketing, you won’t have enough leads coming in. You’re not getting eyeballs on your website or your products, and without visibility, growth becomes impossible.

A strong marketing system makes sure that your content is planned, created, and distributed in a way that gets results. Here’s how to structure your marketing system:

• Content Planning: Create a schedule for your content so you always know what to post and when. This can be as simple as a spreadsheet or as advanced as a tool like Notion or Asana. Include:
  • Themes for each month or quarter (e.g., promotions, launches, holidays).
  • A posting schedule for social media, email campaigns, blogs, and any other marketing channel you use.
• Content Creation: Document how you create content so it’s easy to replicate or delegate. For example:
  • Use a template for your Instagram captions that includes a hook, value, and CTA.
  • Record a process for turning one long form piece of content (like a blog) into smaller posts for social media.
  • Write out guidelines for your brand voice, tone, and visuals so everything is consistent.
• Content Distribution: Have a system for where and how you share your content. For example:
  • Use a tool like Later or Buffer to schedule your social media posts.
  • Set reminders to email your list whenever you publish a new blog or have a promotion to share.
  • Repurpose content across multiple platforms (e.g., turn a video into a blog post or carousel).
• Review and Optimise: A good system doesn’t stop at publishing - it includes tracking what’s working and making improvements.
  • Review analytics weekly or monthly to see which content is performing best.
  • Use that data to refine your content strategy and double down on what’s working.

Actionable Step: Spend an hour creating a simple content calendar for the next month. Start with one or two posts per week, and use tools and create templates to make planning easier for next time.

Sales Systems

Marketing gets people interested, but your sales system turns that interest into paying customers. A clear, repeatable sales process helps make sure you don’t miss opportunities and can consistently convert leads, whether you’re selling products or services.

Here’s how to structure your sales system:

• Lead Management: Organise how you track and follow up with potential customers so no one slips through the cracks.
  • Use a simple CRM like Trello, Airtable, or even a Google Sheet to track leads. Include columns for contact info, where they came from, and their status in the sales process.
  • For product based businesses, think about segmenting your email list by customer interest (e.g., product categories or purchase history). This helps you target them with relevant offers.
  • For service based businesses, track new enquiries and prioritise follow ups based on potential fit or urgency.
• Follow Up Process: A consistent follow up process is how you consistently convert leads.
  • Create email templates for common scenarios:
    • Product based: Automate abandoned cart reminders, restock alerts, or exclusive offers for browsing customers.
    • Service based: Responses to enquiries, follow ups after proposals, or reminders to schedule a consultation.
  • Set a follow up schedule that works for your business:
    • Product based: It could be sending 1-2 follow up emails after someone visits your site or adds something to their cart.
    • Service based: Maybe it's checking in 3-5 days after an enquiry and again after sending a proposal.
• Closing the Sale: Make it easy for customers to say “yes” by streamlining your checkout or decision process.
  • Product based: Make sure your checkout process works seamlessly across all devices. Use email campaigns for upselling or cross selling (e.g., “Complete your look with these matching items”).
  • Service based: Create a simple proposal template that outlines pricing, deliverables, and next steps. Make sure you've got clear payment options and a straightforward contract process.
• Post Sale Workflow: A great sales system doesn’t stop when the customer buys - it makes sure they’re happy and ready to buy again.
  • Product based: You could send a thank you email with information about shipping and how to care for or use the product. Use email marketing to promote complementary products or exclusive offers for repeat customers.
  • Service based: You could send a thank you email outlining the next steps, such as onboarding or scheduling the first session. Follow up after delivering the service to ask for feedback, testimonials, or referrals.

Actionable Step: Spend 30 minutes mapping out your sales process from the moment a lead enquires or visits your website to the point they make a purchase. Identify one step where you can add automation, like abandoned cart emails for products or follow up reminders for service enquiries, and get it set up this week.

Delivery Systems

Your delivery system ensures your customers get what they paid for - on time, in great condition, and with a great experience. Whether you’re shipping products or providing a service, having a reliable, repeatable process is key to building trust and encouraging repeat business.

Here’s how to structure your delivery system:

• Document Your Process: Every delivery system starts with a clear step by step process for how you fulfil your orders or services.
  • Product based businesses: Outline steps from receiving the order to shipping it. Include tasks like packaging, quality checks, printing shipping labels, and notifying customers of dispatch.
  • Service based businesses: Break down what happens from the moment a client signs on to when the service is completed. Include onboarding, progress updates, and final deliverables.
• Set Expectations for Customers: A good delivery system isn’t just about what happens behind the scenes - it’s about making sure your customers know what to expect.
  • Product based businesses: Send automated order confirmation and shipping emails with estimated delivery dates. Include FAQs about returns or care instructions in your packaging or emails.
  • Service based businesses: Provide a welcome email or pack that outlines timelines, how the service will work, and what you need from them (e.g., forms, access, or materials).
• Use Tools for Efficiency: The right tools can streamline your delivery process and help you avoid mistakes.
  • Product based businesses: Use platforms like ShipStation or Shopify’s shipping tools to automate label creation and tracking. Batch similar tasks, like packing orders or printing labels, to save time.
  • Service based businesses: Use task management tools like ClickUp or Asana to track client projects and ensure you meet deadlines. Automate scheduling with tools like Calendly to avoid back and forth emails.
• Build in Quality Control: Mistakes happen, but a strong system catches them before they reach the customer.
  • Product based businesses: Add a final check before shipping to ensure the order is correct and properly packaged. Consider including a small thank you note or bonus to enhance the customer experience.
  • Service based businesses: Create a checklist for reviewing deliverables (e.g., proofreading documents or testing completed projects) before sending them to the client.
• Follow Up After Delivery: Great delivery doesn’t end when the product ships or the service is complete. Following up shows your customers you care about their experience and opens the door for repeat business.
  • Product based businesses: Send an email asking for feedback or a product review. Include tips for getting the most out of their purchase or a discount for their next order.
  • Service based businesses: Check in after project completion to ensure they’re happy, answer questions, and ask for testimonials or referrals.

Actionable Step: Write down the key steps you follow to deliver your product or service. Focus on making the process clear, efficient, and repeatable. Identify one area where you could improve (e.g., automating updates to customers or creating a quality control checklist) and implement it this week.

Finance Systems

Cash flow is the lifeblood of your business. Late invoices, missed payments, or disorganised expense tracking can create unnecessary stress and financial instability. A strong finance system ensures your money flows in and out smoothly and gives you a clear picture of your business’s financial health.

Here’s how to structure your finance system:

• Automate Invoicing and Payments: Make invoicing and payments as seamless as possible to avoid delays and human error.
  • Product based businesses: Use an ecommerce platform like Shopify or WooCommerce to automate order confirmations, invoices, and payment processing.
  • Service based businesses: Use tools like Xero, Wave, or QuickBooks to send invoices automatically after completing a project or consultation. Include online payment links to make it easy for clients to pay.
• Track Expenses Consistently: Knowing where your money is going is just as important as tracking what’s coming in.
  • Make sure your accounting software is always up to date so you know your financial position (getting a bookkeeper will help with this, especially if numbers aren't your strong point).
  • Create a habit of uploading receipts and reconciling expenses weekly, so you’re never scrambling at tax time.
  • Make sure you know exactly what your cost of goods and product margins are.
  • Track software subscriptions, tools, and any contractor payments.
• Schedule a Weekly Finance Hour: Dedicate an hour each week to reviewing your finances and handling any outstanding tasks.
  • Check overdue invoices and send follow ups to clients who haven’t paid. Use polite, professional email templates to make the process faster.
  • Review your profit and loss report to ensure you’re staying on track with your goals.
  • Set aside time to plan for upcoming expenses like restocking inventory or renewing software subscriptions.
• Have a System for Chasing Payments: Unpaid invoices can wreck your cash flow. A structured follow up system ensures you get paid without feeling awkward or pushy.
  • Product based businesses: Use automated reminders for customers who abandon carts or don’t complete their payment.
  • Service based businesses: Send friendly payment reminders a week before the due date, on the due date, and a week after. Include payment details and an easy way for them to settle the balance.
• Plan for Taxes and Savings: A robust finance system includes setting aside money for taxes and building a savings buffer for your business. We use Profit First to make sure that our business is always profitable, and we can always pay our bills.
  • Open a separate bank account for taxes and transfer a percentage of your income into it weekly or monthly. Tools like Profit First can help you allocate funds effectively.
  • Build a reserve fund for unexpected expenses, so you’re not caught off guard by emergencies.

Actionable Step: Schedule your first weekly finance hour. During this time, reconcile your expenses, review your cash flow, and follow up on any overdue invoices. If you haven't heard of Profit First, you can read more about it here. 

Admin Systems

Admin tasks - like emails, scheduling, and recurring to dos - are essential but shouldn’t consume your time. The key to a strong admin system is to eliminate, automate, and delegate as much as possible. You don’t need to be in the weeds handling every detail - your time is better spent working on high value tasks and growing the business.

Start by automating what you can. For example, use tools like Calendly for scheduling or email templates for common responses. Once you’ve streamlined tasks, delegate the remaining work to a VA or customer service person, creating Standard Operating Procedures (SOPs) so they have clear instructions and tools to get the job done efficiently.

Here’s how to structure your admin system:

• Create a System for Your Inbox: It’s important that managing the inbox isn’t your responsibility as the business owner. Create a system for your VA or customer service person to take charge.
  • Provide email templates for common questions or enquiries.
  • Collate frequently asked questions (FAQs) into a publicly available helpdesk or shared document.
  • Ask your VA to draft responses to difficult emails for you to approve.
  • Include social media messages in this system. Your VA can respond to common questions and flag anything that needs your attention.
  • Work toward “inbox zero” by reviewing the system weekly to ensure everything is handled.
• Batch Recurring Tasks: Group similar tasks together and handle them in focused blocks of time to save mental energy.
  • Product based businesses: Batch tasks like processing orders, printing shipping labels, or responding to customer enquiries.
  • Service based businesses: Group tasks like creating new products, or preparing client updates.
  • All businesses: Group tasks like invoicing, social media creation and scheduling, and answering emails. 
• Use Project Management Tools Effectively: The right tools can make task delegation and tracking so much easier, but they’re only as good as the systems you create around them.
  • Use tools like Trello, ClickUp, or Asana to delegate tasks.
  • Document tasks clearly so your VA has everything they need to complete the work without coming back to you for clarification. For example, include links to SOPs or instructions, add deadlines, and any necessary links or files.
  • Review completed tasks regularly and provide feedback to fine tune your systems.

Actionable Step: Take 15 minutes to write down the tasks you handle each day. Identify one task you can eliminate, one you can automate, and one you can delegate. Set up the tools or systems needed to remove those tasks from your plate this week.

Personal Productivity System (The One You Can’t Ignore)

You’re the MVP of your business. If you’re not managing your time and priorities effectively, everything else in your business suffers. A personal productivity system that you stick to makes you’re working on the right things at the right time, staying focused, and avoiding overwhelm.

Here’s how to structure your personal productivity system:

• Plan Your Time with Intention: Start each week with a clear plan so you’re not constantly reacting to what’s urgent.
  • Every Sunday, plan out your week. Write down your top three priorities - these should be the tasks that will move your business forward the most.
  • Block out time in your calendar for high priority work. Treat these blocks as non negotiable.
• Create a Daily Routine: A strong daily routine helps you stay on track and make progress every day.
  • Start each day by reviewing your top three priorities for the day. Work on these before anything else.
  • Use time blocking to group similar tasks together. For example, batch admin tasks into one block so they don’t distract you throughout the day.
  • End the day by reviewing what you accomplished and planning your top three tasks for tomorrow.
• Use Tools to Stay Organised: The right tools can help you prioritise and track your work without adding unnecessary complexity.
  • Use a task manager like ClickUp, Asana, or Trello to organise tasks and deadlines.
  • Keep a simple notebook or digital app for jotting down ideas or to dos that come up during the day. Review and prioritise these as part of your end of week planning.
• Eliminate Distractions: Protecting your focus is critical to making the most of your time.
  • Turn off notifications during deep work sessions. Use tools like Focus@Will or noise cancelling headphones if you work in a noisy environment.
  • Set boundaries with your team and clients by communicating your availability.
• Prioritise Self Care: You can’t be productive if you’re running on empty. A great personal productivity system also includes time for rest and recharge.
  • Schedule breaks into your day, especially after long periods of focused work.
  • Make time for activities that energise you, whether it’s exercise, reading, or spending time with family.

Actionable Step: Start your personal productivity system today by planning your week. Write down your top three priorities, block time on your calendar for them, and set boundaries to protect that time.

Final Thoughts

Building systems in your business isn’t about adding complexity - it’s about simplifying the way you work. Systems free up your time, reduce stress, and stop problems before they happen.

The key is to start small. Pick one system to focus on, like marketing or admin, and begin by documenting the steps as you go. You don’t have to create a perfect system overnight - every small improvement frees up a little more of your time and energy.

Over time, these systems will make your business run more efficiently and give you the space to focus on growing it the way you’ve always wanted.

Freebie & Next Steps

If you’re ready to start building systems but aren’t sure where to begin, I’ve got you covered.

Join my free Facebook group - a place where you can ask questions, get support from me (a small business systems expert), and connect with others who are building systems to save time and grow their businesses.

It’s the perfect next step if you want practical advice, encouragement, and a supportive community to help you take action. Plus, you’ll get access to exclusive tips and resources to make systemising your business easier.

Grab my free Quick Start Systems Guide - my simple 4 step process to get started creating business systems. 

And of course, if you want to skip the DIY and just have things done for you - book a call and see how I can help you get systems in your business super fast.