When I was going through college, I never heard the word entrepreneur, even in graduate school. However, I was in the arts and we were always creating or putting together creative programs. We were young and had plenty of energy and ideas to create something new. But over time, relying solely on energy and intuition becomes unsustainable. This is especially true for those of us at mid-career and the halftime of life. Implementing a system that works for us is a game-changer.
A system provides the structure that transforms scattered efforts into sustainable progress. A good system will carry the weight of change and reduce mental work. Systems allow entrepreneurs to maximize skills and resources while minimizing wasted time, duplication, and chaos. When a system is in place, it’s incredibly freeing. I talk about this in my book Power of After especially relating to the process of creating an ideal lifestyle in our next chapter of life. Let’s explore why systems matter so much for entrepreneurial ventures and how to implement them effectively.
Why Entrepreneurs Resist Systems
A system doesn’t kill creativity; it enables it. By streamlining repetitive tasks and providing structure, systems free up mental energy for what entrepreneurs do best: innovate, connect, and grow their business. The systems I have put in place, especially in working with a remote small team, have freed me up. I’ve spent many years practicing scales, chords and rhythms on the piano. It feels repetitive, but that discipline creates freedom so I can improvise and perform with excellence. Some of those scales and arpeggios fly off my fingers as they are integrated into my technique. The same principle is true for entrepreneurs—the right systems create room for freedom, not restriction.
What Exactly is a System?
A system is a repeatable process or framework that helps achieve a consistent outcome. It could be:
- A customer onboarding process that ensures every client has the same great experience.
- An accounting workflow that tracks income and expenses without scrambling at tax season. This is a good reminder for me and I have been much more mindful of this in recent years.
- A content calendar that organizes marketing efforts across social media, blogs, and email. I use this type of calendar quite a bit with my V.A.
- A hiring framework that helps bring the right people into your team.The core purpose of a system is consistency and clarity.
Key Advantages of Implementing Systems
One: Advantage of Scalability: Without systems, growth quickly turns into chaos. What works in one or two situations becomes overwhelming when you add ten more. Systems allow businesses and entrepreneurs to handle increased demand without collapsing under the pressure.
For example: if your invoicing process is manual and inconsistent, growth will only magnify the problem. A systemized invoicing tool ensures clients are billed on time, cash flow is more predictable, and you’re not buried in paperwork. Today, there are so many AI tools readily available. So do your research.
Two:
Advantage of Time and Energy Savings: One of the biggest drains for entrepreneurs is decision fatigue. Every day brings dozens of choices, big and small of what to do and what to keep up with. Good systems cut through that by creating pre-made pathways.
For example: when you have a content creation system, you don’t waste hours wondering, ‘What should I post today?’ Instead, you follow a framework—such as a monthly theme, weekly posts, and scheduled publishing. I use a simple system that I share with my assistant on my Google Drive. The time and energy I save compounds into hours freed for higher-value activities.
Three: Advantage of Consistency in Quality: Clients and customers come back because they trust you to deliver a consistent experience. I have worked really hard on this with my podcast and show. Systems ensure quality doesn’t depend on just my energy level or memory. I’ve found that the more I handle, the more details that slip my mind. So a good system is absolutely necessary to not be overwhelmed.
As an example: if every client onboarding step is documented and automated—with a welcome email, contract, kickoff call—then every client feels valued and informed, no matter how busy you are. I use the free level of Hubspot as a CRM, (which is a Customer Relationship Management System.) This works extremely well for my use.
Four: Advantage of Reduced Stress and Chaos: For years I ran showcase rooms for regional arts conferences all across the country, booking in artists showcasing their acts. I still remember the vivid illustration of one of the entertainers spinning multiple plates. The visual has stayed with me and is a great illustration of the difficulty of running a business. Multiple projects and deadlines can feel like plates are spinning faster and faster. You’re constantly reacting instead of proactively leading. Good systems give peace of mind by ensuring nothing critical slips through the cracks or crashes to the ground with too many plates in the air.
Practical Steps to Implementing Systems
Step 1: Identify the Repetitive Tasks: Look for tasks that you or your team do over and over again—sending invoices, answering FAQs, publishing content, onboarding clients. These are prime activities for systemization. They still require work, but the process of completion is much smoother.
Step 2: Map the Process: Break down different tasks into clear steps as a SOP, or Standard Operating Procedure. Be very specific and write them out in a checklist or flowchart. I share in my book that I found this out the hard way when I had to let a V.A. go. When taking on a new hire this type of document would have been extremely helpful to me. The goal is to make the process of training someone new or tasks that are repeated easy to follow.
Step 3: Automate Where Possible: Leverage tools and technology. CRM systems (like HubSpot), project management tools (like Asana, Trello or even a shared calendar on Google Drive), and marketing automation (like Mailchimp, Constant Contact or others) that can handle repetitive tasks automatically. I consistently keep my eye out for new tools that will make my life easier, though stick with a few basics that are reliable and have stood the test of time. I schedule newsletters, videos and articles in advance and this frees up time for extra travel and projects.
No system is perfect the first time. Use feedback to improve the process until it’s smooth and effective. Don’t be overwhelmed. Take tiny steps. Your system will grow and change with the growth of technology, individual branding and life focus. It should be flexible enough to make those changes. Also, create a central hub for your systems—this could be a shared Google Drive, Dropbox or other cloud storage system. Train your team so they know and trust the process.
Common Mistakes to Avoid
Overcomplicating Systems: Keep them simple. A system should save time, not add unnecessary complexity. Also, what works today may not work tomorrow. Schedule periodic reviews.
Ignoring Team Input: If you have staff or VAs, involve them in some of the system creation—they often see bottlenecks you miss. Your system should fit your specific venture. You don’t need to copy someone else’s.Application
Entrepreneurship thrives on passion and creativity, but it flourishes with systems. Implementing systems is not about restricting freedom—it’s about creating a foundation for growth, consistency, and impact. Take time to list three tasks you repeat often. Choose one to systemize immediately.
I prefer to protect my creativity. My goal is to let systems handle the routine so I can focus on vision, strategy, and innovation. I hope you do the same. If you’re asking, “What’s next for me and my business?” the answer may not be a new idea but a better system for what you already do. Start with one process, build momentum, and watch your entrepreneurial venture transform.Additional Resources
Power of After: What’s Next Can Be Your Most Purposeful Chapter by Deborah Johnson
Bad Code: Overcoming Bad Mental Code that Sabotages Your Life by Deborah Johnson
Deborah’s Books: Deborah’s books on Amazon
The Summit: Journey to Hero Mountain by Deborah Johnson
FREE Downloads: Goal Setting Worksheets
FREE Resources and links: https://GoalsForYourLife.com/DJWorks
YouTube Podcast Playlist: Women at Halftime/Power of After
A good system will carry the weight of change and reduce mental work.
deborah johnson
Thought Leader, Keynote Speaker, Author
If you are interested in growing and learning, check out our online courses here: Online Learning
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