Why Your Business Feels Like a Mess (And How to Fix It)
Frustrated business owners usually have this in common: they’re capable and competent. Full stop. If you’re feeling overwhelmed by the never-ending admin of running your business, it’s not you.
It’s your systems.
The opportunity cost of running a systems-less business
If you’ve been pulling your hair out over running your business, you may already know where I’m going with this, so tell me if these struggles sound familiar:
Wasting your time trying to figure out where you’ve stored important client information
Spending hours scrolling online for content ideas to post that day
Doing work over again or cramming it in at the last minute because you make to-do lists a hundred different ways
One of the biggest benefits to leveling up systems is all the time you get back. Imagine a world where all your contacts are in one place, organized according to your needs; where you can plan your content for weeks, if not months at a time so you always have something ready to post; and where your to-do list lives in one document that you can access anywhere.
All those wasted minutes add up to wasted hours, and a little bit of systems work now earns so much time back over the life of your business.
There are hidden costs of disorganization, too. You miss an email in your inbox because you don’t have an admin rhythm, and that could be a thousand-dollar job that you miss! Dropping the ball on a deadline because it slipped off your radar could cost you clients or business opportunities.
When you’re running your business reactively instead of proactively, you are just responding to things that have already happened. If you want to scale your business, you need to be planning ahead and making moves that lead to success in the future. Reacting to problems in the moment rather than being intentional to avoid them ahead of time makes business growth so much more difficult.
Scattered information = the root of the problem
No centralized system – Notes, tasks, and client details live in too many places (notebooks, emails, sticky notes, random Google Docs).
Inbox overload – Important client requests and to-dos get buried.
No clear daily plan – Mornings start in a scramble instead of with structure.
The stack of notebooks on your desk, cluttered Downloads folder, and hundreds of “Untitled Documents” in your Google Drive tell a story: that super-important info that you rely on to make your business hum is allllll over the place.
The first step in designing a business workflow that doesn’t drive you crazy is getting everything in one place. Your ducks don’t need to be in a row, but I highly recommend getting them all in the same pond.
Develop a file organization hierarchy and naming convention for Google Drive, Canva, and your hard-drive storage. If you jot notes down on Post-its or a notebook, find a regular time each day to transfer those notes to a single place. If you have more than one email address in use for business, update accounts or set up forwarding so that you only have one login to worry about.
Once everything is all centralized a little bit, I also love to organize my inbox using priority inboxes and labels so that new incoming emails stand out and I never miss an important email.
Finally, something that might help stay on top of your newly organized business flow is blocking out a half hour at the top of each day to organize and plan ahead. You can rank tasks based on priority, you can review what you accomplished the day before, and build a business you feel confident in day-by-day.
The fix: The Ultimate Business Dashboard
If this all sounds like too much work, I have good news: I’ve already done some of this systems setup (it’s my job, after all) and I’ve done it many, many times over.
I want you to have access to the systems that I’ve proven work for small businesses. They’re simple to use, applicable across industries, and easily adaptable if you need to switch something up to fit your biz better. I use them in my business and in my work for my clients, so I know they do the job.
I’ve bundled them together in my newest resource for small businesses: The Ultimate Business Dashboard. Instead of juggling scattered tools, The Ultimate Business Dashboard brings everything together in a single, easy-to-use system.
Besides my best suggestions and business organization tips, The Ultimate Business Dashboard also includes three customizable Google Sheets Templates:
Client Tracker: Keep track of client details, projects, and follow-ups
Business To-Do List: Organize tasks by priority and due date to stay on top of your workload
Content Calendar: Plan and schedule your marketing content to stay consistent
No more Post-its covering your entire monitor. No more frustrating scrolling while you try to brainstorm ideas for a post for that day. No more clients lost in the scurry of the day-to-day.
And the best part? It’s $37. Thirty-freaking-seven. Peace of mind, confidence, and organization for under thirty bucks. And it’s available now here:
Taking action to keep your business operating at its best is important. Truly, systems are the best way to avoid burnout and fall in love with your business all over again. You’ll feel so much better being prepared.
FAQs about business organization
Q: How can I organize my business finances?
A: I’m not a financial advisor or expert in business finance, but what I can tell you is that the first step is always keeping track of where your money is going. That’s why I built finance tracking into The Ultimate Business Dashboard!
Q: I feel so lost! Can you teach me how to organize my business?
A: The Ultimate Business Dashboard is all my best tips for business organization in one place, and I sell it at an accessible price point for small business owners. Feel free to browse my blog for other tips, too. If you’d like to work with me 1:1 for VA services, click here to inquire!
Hi! I’m Bre
I specialize in helping female entrepreneurs and small business owners streamline their operations, save time, and grow their businesses with tailored virtual assistant services. From admin support to business systems audits, website maintenance, and launch strategies, I provide expert, personalized solutions. Explore my blog for tips on business efficiency, and connect with me to discuss how I can take tasks off your plate, so you can focus on what matters most.
