As a mompreneur, you wear many hats—business owner, mom, wife, friend, volunteer, and everything in between. It’s easy to get overwhelmed with the sheer number of tasks that fill your day. But what if your business could run smoothly without you having to oversee every detail? With the right systems in place, it’s entirely possible. In his book, Atomic Habits, author James Clear warns that you don’t rise to the level of your goals, instead you fall to the level of your systems. Systems not only make your business more efficient but also free up your time so you can focus on what matters most: your family, your faith, and your well-being. Let’s dive into how you can build these systems, so your business doesn’t run you.
1. Automate Repetitive Tasks
Automation is one of the easiest ways to reduce the daily grind and save time. Tasks like invoicing, scheduling, and email marketing can be easily automated with the right tools. When you set up automation for these repetitive tasks, your time is freed up for more strategic work or, better yet, quality time with your loved ones.
Here’s how you can automate today:
- Set up automatic invoicing in your accounting software (QuickBooks or FreshBooks). This way, you don’t have to manually send invoices every month.
- Use scheduling tools like Calendly or Acuity to let clients book meetings at their convenience, without the back-and-forth emails.
- Automate your email campaigns using platforms like Mailchimp or ConvertKit, which can send regular updates or promotions without your constant attention.
By automating these tasks, you’ll find yourself spending less time on the little things and more time on the big picture.
2. Delegate Effectively
As your business grows, there’s only so much you can handle on your own. One of the best ways to build a system that doesn’t rely on you is to delegate. Whether it’s hiring a virtual assistant, outsourcing social media management, or having your kids help with small household tasks, delegation is key to freeing up your time.
Here’s how you can delegate more effectively:
- Outsource tasks you don’t need to handle. Consider delegating graphic design, website updates, or bookkeeping. There are plenty of talented professionals who can take care of these tasks at a fraction of the cost of your time.
- Assign responsibilities at home. Get your family involved with household chores that support your business goals, such as organizing your office or handling deliveries.
- Create clear expectations for those you delegate to. When you outline what needs to be done and how to do it, you set everyone up for success.
Delegating isn’t just about getting help—it’s about creating a team that supports your vision, both in business and in life.
3. Use Time-Blocking to Maximize Productivity
With all the different demands on your time, it can be easy to jump from one task to the next without a clear focus. That’s where time-blocking comes in. Time-blocking is a technique where you set aside specific blocks of time for specific tasks, ensuring you’re working with intention.
Here’s how to implement time-blocking in your life:
- Set aside specific blocks for work. For example, reserve 9-11 AM for client calls and 2-3 PM for admin tasks.
- Include personal time in your blocks. Time for prayer, exercise, and family shouldn’t be an afterthought. Put it in your schedule like any other meeting.
- Stick to your blocks. When the time is up, move on to the next task. This keeps you from overworking and helps you focus on one thing at a time.
Time-blocking helps you take control of your day instead of letting your day control you. When you protect your time, you’re honoring both your business and your calling.
4. God’s Call to Steward Your Time Wisely
In all of this, it’s important to remember that the time we have is a gift from God. The Bible encourages us to use our time wisely, not just for productivity’s sake, but to serve Him and live out our purpose.
As Psalm 90:12 reminds us, “Teach us to number our days that we may gain a heart of wisdom.” Time management isn’t just about getting things done; it’s about honoring God by making the most of the moments He’s given us. By building systems that run your business, you’re creating space for more meaningful work and deeper relationships, both with your family and with God.
When you trust God with your schedule and ask for His guidance in how to manage your time, He’ll give you the wisdom and peace you need. You’re not alone in this process—God is there to lead you every step of the way.
There are some systems you could create today to help promote automaticity and ease in your business. Some of the systems serve an individual task and some management systems have more all-in-one capability. As with any advice, take what works and toss what doesn’t. Creating and implementing systems that run your business can be a game-changer in terms of saving time, reducing stress, and maintaining balance. These are a few systems that can help you streamline your business, so you don’t have to repeatedly handle every detail yourself:
1. Client Onboarding System
Having a streamlined process for welcoming new clients ensures a smooth and professional experience from the start, without you having to manage each step manually. A solid onboarding system can automate everything from sending contracts to setting expectations.
- What you can do today:
- Create an automated email sequence that includes a welcome message, an introduction to your services, and links to necessary forms or contracts.
- Use an onboarding platform like Dubsado or HoneyBook, which can automate client contracts, invoicing, and project tracking.
2. Content Creation and Scheduling System
If you’re constantly thinking about what to post on social media or how to keep your website content updated, a content creation and scheduling system will free up a lot of mental bandwidth.
- What you can do today:
- Batch create content once a week or month. Set aside a few hours to write blog posts, create social media graphics, or record videos.
- Use scheduling tools like Buffer, Later, or Planoly to schedule social media posts in advance, so you’re not scrambling to post every day.
3. Email Management System
Managing your inbox can be one of the most time-consuming tasks. Building an email management system can help you stay organized and respond quickly without getting overwhelmed.
- What you can do today:
- Set up email filters or labels to organize incoming emails by priority (e.g., urgent, client-related, administrative).
- Use tools like SaneBox or Clean Email to automate inbox management and ensure important emails aren’t lost in the shuffle.
- Set specific times to check and respond to emails, rather than constantly checking throughout the day.
4. Financial Management System
Keeping your finances organized is crucial for both your peace of mind and the health of your business. A solid financial system ensures that you stay on top of invoices, expenses, and taxes without spending too much time on the details.
- What you can do today:
- Use accounting software like QuickBooks, Wave, or FreshBooks to track income, expenses, and generate invoices automatically.
- Set up a monthly financial review schedule to keep track of cash flow and prepare for taxes.
- Automate recurring payments (e.g., subscriptions, software) through your bank or service provider.
5. Inventory and Order Management System (for Product-Based Businesses)
If you’re running a product-based business, keeping track of inventory and orders can quickly become overwhelming. A system that automatically updates inventory and tracks orders can save you a lot of time.
- What you can do today:
- Use platforms like Shopify or WooCommerce that integrate with inventory management systems to automatically update stock levels as sales are made.
- Set up automated order confirmation and shipping notifications for your customers.
6. Customer Service System
Providing excellent customer service doesn’t mean you have to be available 24/7. A customer service system can automate responses to common questions and ensure clients feel valued without you needing to handle every interaction personally.
- What you can do today:
- Set up a Frequently Asked Questions (FAQ) page on your website to address common inquiries.
- Use chatbot tools (like Tidio or Intercom) to automatically respond to customer queries with pre-set answers during off-hours.
7. Workflow System
Your business likely involves multiple tasks, from client work to marketing to admin. Having a workflow system that organizes your day-to-day operations helps you stay on track without feeling like you’re managing everything from scratch.
- What you can do today:
- Use project management tools like Trello, Asana, or Monday.com to create checklists and workflows for recurring tasks.
- Break down larger projects into smaller steps and assign deadlines to ensure things move forward smoothly.
8. Client Communication System
Keeping clients informed and involved in their projects is essential, but it doesn’t have to mean constant emails or meetings. A client communication system can keep everyone on the same page and reduce the time you spend responding.
- What you can do today:
- Use a tool like Slack, Basecamp, or Asana for easy communication with clients, where they can ask questions, provide feedback, and stay up-to-date on project progress.
- Set up regular check-in emails or meetings, but automate reminders to both you and your client.
9. Client Payment System
Managing client payments can be one of the more tedious tasks, especially when payments are missed or invoices need chasing. An automated payment system can help you get paid on time, without extra effort.
- What you can do today:
- Set up recurring billing through payment platforms like PayPal, Stripe, or Square to automatically charge clients for ongoing services.
- Send out automated reminders for overdue payments, so you don’t have to track down each client manually.
10. Feedback and Review System
Getting feedback and reviews from clients is essential for business growth. Having an automated system to request feedback ensures that you’re continuously improving your services without needing to chase clients for testimonials.
- What you can do today:
- Use tools like Google Forms or SurveyMonkey to create automated post-service surveys.
- Send automated follow-up emails requesting a review or testimonial at the end of a project or after a service is completed.
By putting these systems in place, you can create a business that operates smoothly and efficiently, freeing up your time to focus on the things that matter most—your faith, your family, and your well-being. You don’t have to do everything yourself! With these tools, you can ensure your business continues to grow and run smoothly, even on the busiest days.
