3 Systems You Need to Run Your Business Without You

Imagine stepping away from your business for two weeks and coming back to find it running smoothly without a single fire to put out. 

If that sounds I promise you, it’s not—and today, I’m going to show you how.

I’m breaking down three key systems that’ll give you back your time and freedom, so your business can run like a well-oiled machine, even when you’re not around.

Let’s get into it.

Client Onboarding

First up is client onboarding. If you have a completely manual process for sending contracts, welcome emails, or setting up client accounts, you’re wasting valuable time.

Instead, use a CRM like Dubsado or HoneyBook* to automate these steps. And use copy & content templates for things that just can’t be done automatically. 

Now, you don’t need to spend hours on hours pretending to be some tech-savvy genius and set up every single automation under the sun. 

It’s okay if SOME things are manual! But those manual tasks should trigger other automations.

For example, you may have to manually send a contract and fill out specifics of a project. 

But that contract can trigger the invoice, and onboarding email once the invoice is paid, and it can trigger all follow-up invoices.

Your clients get a seamless experience, and you get your time back to focus on growing your business.

Think of it this way: Every minute you spend on something that could be automated is a minute you’re not spending on what actually matters.

Project Management

Next, let’s talk about task and project management. 

When you have a team, you absolutely need a centralized system where your team knows what needs to be done, who’s doing it, and when it’s due. 

This way, you’re not constantly chasing people down for updates. No one likes to micromanage.

And if you’re a solopreneur, a project management tool will help YOU keep track of all the tasks you have to do for each of the 25 hats you wear in your business!

Tools like Asana, ClickUp, or Trello are game-changers.

They keep your projects organized and your team accountable.

Asana is my ride-or-die, and I give all my clients Asana templates they can just upload into their own workspace and start using…but I always say, it’s really about which one works best for YOU. 

Here’s a pro tip: if you have recurring projects, create your own templates so you never have to start from scratch. 

All you have to do is copy the template and get started. 

It’s a massive time-saver!

Standard Operating Procedures

Finally, SOPs — Standard Operating Procedures, which I often refer to simply as “processes” — are non-negotiable if you want a business that runs without you. 

These are detailed documents that outline, SIMPLY, how tasks should be done.

Think of it as a playbook for your business. 

If someone on your team is out sick, or if you’re on vacation, your SOPs make sure that operations don’t skip a beat.

I know it might sound tedious to document everything but trust me, it’s a small investment that pays off big time!

You’re actually future-proofing your business because eventually, anyone can do any task that’s documented. 

It doesn’t all have to fall on you.

I always say, if you do something more than once…document the process! 

So, which of these systems do you need most in your business? 

Let me know in the comments below, and don’t forget to download my free guide, The 5 Tools I’d Never Run My Business Without, to help you streamline even further. The link is in the description.

If you’re ready to stop being the bottleneck in your business and start scaling smarter, hit that subscribe button and check out my other videos for more practical strategies. 

Thanks for watching, and I’ll see you next time!

Please note: I may earn a commission on certain affiliate links in this post.