From Chaos to Calm: How Systems Can Save Your Sanity
Running a creative business can feel like a total whirlwind. One minute you’re buzzing with ideas and the next you’re buried in emails, chasing invoices, and wondering how it’s only Tuesday.
If that sounds familiar, it might be time to take a step back and put some proper systems in place. Not the rigid, corporate kind, but simple, flexible setups that actually work for you.
Is Your Business Crying Out for Systems?
Here are the telltale signs:
You’re working all the hours but still feel like you’re getting nowhere
Deadlines are slipping through the cracks
Your inbox is chaos and your to do list is never ending
You’re spending more time on admin than the work you actually love
Trust me, I’ve been there. When I started Virtual Rebecca in 2019, I thought I had to do it all. And for a while, I did—until I realised I was stuck in the day to day and not making space for the work that really mattered. That’s when I knew something had to change.
The Core Systems Every Creative Business Needs
Let’s keep it simple. These are the systems that will make the biggest impact:
1. Client Management
Keep all your client info, contracts and communication in one place. I use Dubsado and honestly? It changed everything. No more chasing invoices or digging through emails for project details. Everything’s where it should be.
2. Project Management Workflows
If you’re still relying on mental checklists or sticky notes, it’s time to upgrade. I use Asana to manage client work and my own business goals. It helps me stay on track, prioritise properly, and get that oh so satisfying feeling of ticking things off.
3. Automated Admin Processes
Automate the repetitive stuff like booking calls, sending follow ups, and file management. Tools like Calendly and Google Drive are lifesavers. A few solid workflows behind the scenes can save you hours every week.
4. Content and Marketing Systems
Batch your content, use templates, and schedule it all in advance. I use Canva for graphics and Meta for Business to plan and schedule posts. Having a proper system has helped me stick to posting, even when client work gets hectic.
How to Start Building Systems That Work
Here’s how to break it down so it actually feels doable:
1. Audit what’s going on
Look at what’s working and what’s a total time drain. Get honest about what’s slowing you down.
2. Focus on the biggest pain point
Where’s the chaos? Start there and simplify before you scale.
3. Pick the right tools
Try a couple of options and choose the ones that feel easy to use and make sense for how you work.
4. Create simple processes
Write things down as you go so you’re not reinventing the wheel every time.
5. Tackle one thing at a time
Don’t try and sort everything at once. Get one system working well, then move on to the next.
The Real ROI of Systems
Let’s be real, systems are not just about saving time. They give you space. Space to create, to grow, to rest. And yes, they help you make more money too.
I’ve helped clients go from frantic 50 hour weeks to calm, focused 20 hour CEO workweeks. One client even increased her revenue by 30% after clearing space to focus on what she’s great at.
Want to do the same?
If you’re ready to feel more in control of your business (and your calendar), grab my free CEO Time Freedom Blueprint. It’ll walk you through:
How to audit your time and figure out what to delegate
A simple ROI calculator so you know what’s worth outsourcing
A step by step plan to reduce your hours and reclaim your time
