Have you ever looked around at your business and thought, Wait, how did things get this messy? Behind the scenes? On the outside things look like they're working great. Clients are happy. You're getting referrals, you're booking discovery calls, but behind the scenes, you're holding it all together with duct tape, high hopes and way too many reminders in your head, while you're not necessarily behind, you're not operating with the clarity and structure you know you need.

So in today's episode, I'm going to walk you through the first steps you can take to finally fix what's broken behind the scenes in your business. If your back end feels like it's chaotic, you're reactive or it's disorganized, this is where we start to make changes.

Welcome to the Mind Your Time Podcast. I'm Shannon Baker, your coffee loving host and business operations strategist. If you're a service provider who's great at what you do but stuck with misfit clients, messy onboarding or draining work days, this show is for you each week. I share both strategies and practical insights rooted in my power and motion framework to help you streamline your back end, protect your time and lead your client experience with confidence, because skills got you clients, but systems will take you further. So grab your cup of coffee or your favorite drink, and let's dive in.

Let me take you back in time to the moment when I went from being a virtual assistant to a business operation strategist, let me tell you, I was booked out. My clients trusted me, and my business grew because of referrals. So growth happened a lot faster than I had ever anticipated. But behind the scenes of my business, it was total chaos.

I was mainly onboarding every client, which meant that every client had a different experience, and all of them weren't that great. I also found myself having to redo client work because they didn't have any processes so their expectations weren't clearly communicated when they gave me the task to complete, and because I didn't have systems in place, I was wasting hours looking for files that I needed, recreating onboarding steps over and over, retyping the same client emails over and over, the list goes on and on. The bottom line, I couldn't keep up, because at the time, my daughter had just started going to school, and I was working full time while trying to build my business, and I didn't know what to fix first. That's what made it so frustrating.

When I started my business, I found tons of information online to help me get the business going, but there wasn't a lot of information about how to keep it going without burning out. But over time, one thing I did figure out on my own was that I didn't need another offer, because I had tried quite a few at that time, and none of them really worked out the way that I wanted them to. And honestly, it didn't matter, because I didn't need more work, because I didn't have more time.

What I actually needed was a way to fix the back end of my business. Because of lack of systems, it was dragging me down, and it was really straining my relationship with my family. Now, if that's you right now, I promise there is a way out, and it starts with clarity.

So let's dig into what that looks like. Well, first of all, if you're disorganized, that is only part of the problem, and you're not the only one with it. You've actually just outgrown your current infrastructure.

So let's take a moment to reframe your thoughts on that, because I've talked to quite a few number of service providers over the years, and most of them, they honestly feel like they're bad at systems and that there's no hope. How do you feel about that?

Well, if your client experience feels different every time, if communication with your clients and your team feels scattered, if your boundaries are constantly being tested or ignored, and if you feel stuck or in hustle mode because you don't have the structure you need to grow and scale, that's not because you're bad at systems.

It's because you don't have the ones you need to support the level you're actually operating at. And that's why everything feels so heavy, and why your business is so dependent on you, because you're carrying it all on your own, and your operations are all in your head.

So here's the truth. You know your clients, they already trust you. Your skills are solid. You're delivering results. So this isn't about your capability, but it's really about your back end catching up to your brilliance. See, when you create structure to support your zone of genius, your business stops feeling so chaotic and heavy you.

Stop making decisions that aren't aligned with your values or the season of your life. You stop doing things from scratch over and over again, and instead, you get the systems in place that you need so that you can start operating efficiently and showing up like the leader that you already are.

But here's the catch, you can't fix what you can't see. See, one of the most frustrating parts of back end chaos is not even knowing where to start, and it keeps a lot of business owners stuck. It's a common struggle. I mean, you can feel that something's off, you know you're repeating tasks that really should be easy, but without a bird's eye view into your business operations as they are right now, you get stuck putting out fires instead of building the foundation that you actually need.

And because you spend so much time putting out fires, you don't have the time you need to investigate the issue so you can resolve it, not to mention it's probably not your expertise anyway. Now if you want to experience the relief that comes from at least identifying the issues, then I highly recommend you grab the back office power checklist, because it walks you through the six core systems that I personally feel every growing service provider needs to have in place in their business.

Now, the top three are file management, calendar management and client communication, and all of them together will help that well, at least that checklist is going to help you pinpoint exactly where the chaos is coming from, because one or more of those systems is missing, and the truth is, it's not about fixing everything at once. It's about fixing the right thing first.

So now if you're wondering what those six core systems are, I go deeper into that in the episode The six core systems your business needs to grow without burnout. So I'm going to drop a link to that episode in the show notes, because it gives you a quick summary of each of the core systems that you need so that you have a strong business foundation that supports you.

But for now, the one thing I cannot say enough is I need you to go to the Shannon baker.com forward slash checklist and grab the back office power checklist and complete it as soon as possible. But now let's talk about how you can start to make changes for the better.

Okay, let's be real. I know you are neck deep in work right now, so you don't have the capacity to take on, let's say, a 90 day overhaul of your back office. That's why the first fix in your back end needs to give you a quick win, something you can implement right away that makes tomorrow next week and the months and the years beyond easier, not more overwhelming.

So maybe you can start by organizing your digital filing system and create naming conventions that you plan to use so you're not wasting time searching for the same documents every week or recreating the same document that's your file management system doing this job.

Or maybe you want to take control of your time by blocking every Monday for CEO tasks like planning out your week based on the season of your life, instead of putting out fires every day and overbooking yourself. Guess what? That's part of your scheduling system or a time management system, which puts boundaries around your capacity instead of draining it.

And one of the most common areas I see service providers struggling with is writing out a simple, repeatable onboarding workflow, and this is a bit more than just a checklist, and there's nothing wrong with checklists, but you really need a full process that gently and professionally guys a client, from when they sign the contract and submit their payment to scheduling their kickoff meeting and beyond that. And it's all done in a way that makes them feel confident in you, that you care for them, and it clearly shows them what they can expect as they move forward with working with you. And the best part, you don't have to explain everything manually, manually, each and every time.

That's your communication system doing its job, or you can call it a client management system. But this reinforces your boundaries, it sets expectations up front, and it elevates your client experience, all while saving you time and energy behind the scenes, because it's automated.

Now you may be wondering, why am I sharing all of this with you? Well, it's because your back end does not need a total rebuild to calm the chaos, and you don't need to burn everything down and start over. You just need a clear starting point and a plan so that you can make the needed changes.

That's what the back office power. Checklist can help you with and that's how you stop wasting energy on things that don't actually move things forward for you and your business. So now here's a quick one challenge for you that I want you to complete this week.

Pick one area in your business that feels the most chaotic right now. It could be your client onboarding, client communication, or even just setting client expectations. Now, write out how you're handling that right now, and don't overthink it. Just write a few bullet points. Then I want you to go to the Shannon baker.com forward slash checklist.

Download the back office power checklist, then use it to compare your current process to what a streamlined system could look like. That checklist will help you immediately spot the gaps in your back office and identify what you need to fix first, and then you can build that into a full workflow and an automated system later, but this is how you start calming the chaos. One clear step, one clear process at a time.

Now this is what I want to emphasize. This is really important, and I don't want you to forget it. The back office power checklist is just the first step. It's intentionally designed to help you see what's missing, but then you have to take action.

But when you're ready to actually build your systems out, you don't have to figure it out on your own. That's where the mind, your time society, comes in, and it's not just another membership.

It's actually your toolkit and your roadmap to creating a strong foundation in your business, because inside, you get access to the full systems insanity suite as a founder circle member. Now here are some of the resources that are included. The back office power checklist, which helps you quickly spot what's missing in your back end. The starter stack, which gives you plug and play templates for smoother operations and many other resources and tools you can use to create your processes and your workflows and your systems. There are detailed momentum maps that guide you so that you can focus on one priority at a time and not get overwhelmed and the power path plans, they show you how to move through the systems insanity suite based on your time, your energy, no more. Where do I start? Decision paralysis.

The beauty of the systems insanity suite is that it meets you where you are right now, and you don't need to fix everything today. You'll be able to create a plan that you can work on based on your schedule, with no pressure and because the mind your time society is a community. You won't be doing this alone. You'll have guidance and support from other service providers who are at different points of their journey, and they also have access to those tools that will help you grow, and everyone grows together. I would love to welcome you inside. So go to the Shannon baker.com, forward slash membership, and check that out today.

Now let's take a moment to recap what we've talked about today, because this episode isn't just about identifying the chaos, it's about giving you the clarity that you need to finally start fixing it. So here are three things that I want you to take away from this episode.

Takeaway number one, the chaos you're experiencing is not your fault. It's just a sign that your systems haven't caught up to your growth. Recognizing that is a first step to making a change, and it takes the shame out of where you are right now so that you can move forward and get where you need to be.

Takeaway number two, you cannot fix what you can't see. So that scattered feeling that you have right now, it's rooted in blind spots. You've been doing the hard work. You're delivering results, you're making things happen, but you're doing it without a strong back end to support you, so you're constantly playing catch up. The back office power checklist will give you the full picture so that you can take action from a place of strategy, not stress, not panic, but you can take the time and fill in the gaps so that you can operate more efficiently.

And TAKEAWAY NUMBER THREE, fixing this doesn't have to be complicated. You just need to start now, and you don't have to fix everything at once. You just need to focus on one area that's slowing you down the most and make one change that will bring you relief, and then you can start to build momentum off of that one intentional fix at a time. That's how you start showing up with more clarity, confidence and control.

So with the chaos behind the scenes of your business has been weighing on you, I hope you. Walk away from this episode knowing this you're not behind. You just need systems that support the level that you're operating at in your business, and you only need to pick one and get started. So if you're ready to stop spinning your wheels and finally fix the chaos behind the scenes in your business, head to the Shannon baker.com forward slash checklist and grab the back office power checklist today and complete it. It's free, it's simple, and it's designed to help you take back control without overwhelm, and then when you're ready for the next level of support, the checklist, again, is just the beginning. Join us Inside founders circle in the mind your time society so you can get access to the full systems insanity suite that gives you tools, templates, maps and the pacing plan that you can use to create a structure that will help you build a business, one system at a time, at your pace. But you won't have to do it alone. I know you're ready for the next level of support, and I'm here to help you build that with confidence. So let's get started. Thanks for tuning in today. If this episode hit home, it's because you already know you're ready to stop patching up the problems and start running your business like the pro you are. But listening won't fix the cracks. Action will your next step grab the back office power checklist at the Shannon baker.com forward slash checklist, it'll show you exactly what's working, what's missing, and where you're back in is silently slowing you down. And if you're ready to go deeper, founder circle inside the mind, your time society is where we can fix it together with the system's insanity suite, and you'll get the clarity that you've been craving not quite there yet, come say hi to me on Instagram at the underscore. Shannon Baker, I would love to hear what resonated with you the most. And if you're loving the podcast, please leave a quick review, because it goes a long way in helping more service providers like you find the podcast. You can do that right now. At rate this podcast.com, forward slash mind, your time skills got your clients, systems and your expertise are what's going to help you keep them so until next time, keep calm and streamline you.

If your business is starting to grow, but everything behind the scenes is getting harder to manage to the point that you are overwhelmed. This episode is for you. Today I'm going to break down the must fix systems that either support your growth or are silently sabotaging it because they're missing. So if you're back in fields, duct taped together and you're ready for more clarity, more control and way less stress. Let's get into it.

Welcome to the mind your time Podcast. I'm Shannon Baker, your copy loving host and business operations strategist. Each week, I'll share practical insights and bold strategies rooted in my power and motion framework to help you streamline your operations, reclaim your time and build a business that supports your life, whether you're just starting out or scaling to six figures and beyond, these episodes will help you take control and create success on your own terms. So grab a cup of coffee or your favorite beverage, and let's dive into today's topic.

Okay, I have a confession to make. I didn't always love systems. In fact, I didn't even know what systems were when I started my business as a virtual assistant, but eventually I learned the hard way, that they are the things that you can't just piece together if you want your business to thrive. But before that lesson was learned, I was doing good work, I was booking clients, I was staying busy, but everything behind the scenes, it was pure chaos, and I will never forget the part of my journey when I was juggling multiple client projects, working a full time job, raising a family, and I was exhausted, I mean, to the point that I was like, how am I supposed to keep this up?

And then one day, I realized I had promised the client something, and I completely forgot about it. It wasn't in my planner, it wasn't on my digital calendar. I couldn't even find the email that I needed to complete the task, and it definitely wasn't in any kind of project management tool, because I wasn't using one, and I almost lost that client. That was the moment that I realized something had to change. And this didn't just happen because I was disorganized, because, by nature, I'm a very organized person, but that didn't matter, because I was just trying to grow a business without the back end that needed to support it. And that's when it clicked.

The problem wasn't how much I was doing, it was how I was doing it, and that's when I made the decision that I wasn't going to keep working in that chaos. So I started paying attention to when I worked and how I worked, not just what I worked on, and that laid the foundation for the kind of business that I run today, and I help my clients build the same type of business. So the tips that I'm going to share today and the strategies that I share on the podcast in general, they are tried and true. And I'm not saying that you need to do things exactly the way that I did, by all means, but I'm pretty sure that you can relate to the struggle that I've had over the years and the things that I've had to overcome, and you can get something from what I learned or the mistakes that I made, so that you can also get past that.

Now, if you're out here doing meaningful work, your clients are happy, your business is growing and you're getting noticed. Kudos to you. But I also know for many of you, everything behind the scenes is keeping you up at night. So if that's you, I want you to recognize that it doesn't mean you're necessarily doing anything wrong, but your systems are not in place, or your business is not equipped to support all of that because the systems are missing. So let's talk about what you actually need to fix before you experience this growing pain, because more clients and bigger opportunities won't fix a messy back end, it will just magnify the issues. And if you already have steady growth, then you are experiencing these growing pains, and it's time for us to get it under control.

So let's start with the first hard truth. Growth exposes every single crack in the back end of your business. Now, when you first start your business, you can get by with a couple of sticky notes, and you can still make things happen when you're working with organized chaos. But as you prove your business concept is viable and your business starts growing, that means you're taking more calls, so you need a screening process. You also need templates to respond be. Because you're going to get more inquiries.

Basically, there are a ton of moving parts, and every little inefficiency in your back office becomes a big energy drink. So you end up spending more time double checking to see if you sent that response or that contract if you reply to an email, sometimes you forget to follow up with people, so you miss out on good opportunities. And that doesn't even count for the time that you lose, constantly searching through your computer or your Google Drive or Dropbox or OneDrive, trying to find that one document you use the last time you know the one that has the wording exactly the way that you want it. And it's not that you're disorganized, well maybe, but in reality, the fact is that your business has outgrown the way you've been operating.

You need systems, and this is where a lot of business owners get stuck, or they just ignore this all together and continue to operate by the seat of their pants. And then we're told in the online space that you just need to hire help or work harder, work smarter, not harder. But no one tells you what actually needs to change to address all of this, and if you keep ignoring it, it will only get worse. The truth is, you don't need more help because you're doing things manually. You need a business that supports you automatically, because once you start booking clients consistently, or you get enough business to the point that you start to raise your prices, those cracks in your back end are going to start costing you real time, real energy, money and trust.
And that brings me to the second big mindset shift that you need to make. You don't need more tools. You need more structure. And this is big because it's very easy to fall into. The tech will save me trap. This is the second biggest trap I've seen business owners make outside of hiring help way before their business is ready for that type of support. Now I'm not going to get on my soapbox about that today, because I've covered that already in the episode, stop hiring in chaos.

How to delegate successfully, and you can check that out later if you're thinking about building a team to help you solve this issue. Spoiler alert is not going to work, but here's the truth that no one talks about tech tools do not fix messy processes. They just disguise them. So maybe you've tried Google Sheets. Click up, notion. Air table, Trello, Monday, the list can go on and on, hoping that one of them is going to finally make your business feel more organized. If you don't have documented processes or you're unclear on your process, on your priorities or how things flow, it doesn't matter where you store your documents or what tools you have in your tech toolkit, it's still chaos.

So when you create systems in your business, you start to build structure, and when I say systems, I'm talking about a documented process that walks through how to do something for your business, step by step, then your tech tools are integrated, and what's left can be delegated to someone other than you. See, when your systems are in place, you have a way of working that's repeatable. Boundaries are built into your workflows. Things operate efficiently and consistently behind the scenes.

That means you can stop reinventing the wheel, because the wheel is already mapped out and in place, and once you have that, my friend, your tools finally start doing what you wanted them to do. Your task manager reminds you at the right time to do something. Your client folders follow a naming convention so you can find what you need when you need it, and your scheduler, oh, your calendar is completely blocked off and allows for the time that you need to focus and be present in everyday life. So it's not about finding the perfect software or even the perfect person. It's about building a structure that works for you, and then plugging your tools and people into that.

Now here's the part, most people overlook the right systems. They help you lead, not just deliver. So if you're spending all of your time reacting to emails, juggling client deliverables and putting out fires, you're stuck in survival mode, and that is not leadership. And I know that you're not building your business just to feel busy all the time.

You're building it to lead, to have control of your time, to create a client experience that feels aligned. It's sustainable. Streamlined systems allow you to do that. They let you lead your clients through a smooth, consistent and clear process that sets expectations and builds trust. They let you say no to the wrong opportunities and yes to the right ones without panicking and without stretching you too thin, they help you hand off tasks with confidence, because you're not the only person who knows how it all works, and it works without you having to manually do it all yourself.

You see, leadership isn't just about having the vision. It's about having the right operations. It's about how your business runs when you're not the one pushing it forward every single day, and if your business is relying on you to remember, manage and hold everything together that is not sustainable. That's a burnout plan that is waiting to happen. So where exactly can you start?
Well, I've got a quick one challenge for you. I want you to pick one process in your business right now that feels inconsistent or is weighing you down just one it could be your only onboarding process. It could be how you prepare for sales calls, or maybe it's how you manage your clients.

Whatever it is, I want you to write out every single step of that process, and I mean the real version, not the polished one that exists in your head but doesn't work in reality. What do you actually do? Write down the steps in order, and then you can go back and identify what's missing, and I don't want you to worry about fixing it yet. I just want you to get the steps out of your head and onto paper, because once you can see your process, then you can clean it up. Once it's cleaned up, you can create templates, you can streamline it, and eventually you can delegate it.

That's how systems start. And it doesn't require a fancy dashboard, but it does require clarity. Now, if you want a little help identifying where to start mapping out your back end systems. That's exactly what the back office power checklist is for. It walks you through the six core systems your business needs so that you can grow without burnout, and in less than 10 minutes, you can see what's working, what's missing, and identifying where you need to focus.

This is the same checklist that I use to streamline my systems, and I use it with my clients and inside of the mighty society systems insanity suite. It's designed to help you stop spinning your wheels and start fixing what's slowing you down. You can grab it at the Shannon baker.com forward slash checklist, or you can just click the link in the show notes.

Now, before I let you go, let's ground all of this information with a quick recap. First, growth magnifies what's missing in your back end. If it's messy, getting more clients is not going to fix that. It's just going to make it harder to manage. So before you start to grow and scale, we need to fix the foundation. Second, tech tools are not the solution. Structure is you can't automate what isn't clearly identified.

So start with how you work, then you can choose tools that support that workflow, not ones that force you into someone else's system. And third systems are how you lead with intention. They give you control without you having to micromanage. They let you show up for your business, your clients and your life with calmness, clarity and confidence. And that's the kind of business you're really trying to build, isn't it? Not one that just runs, but one that fits the way you want to live and lead.

So if you're ready to start building that version of your business, I want you to go to the Shannon baker.com forward slash checklist and download the back office power checklist, and once you go through it, you will know exactly where to start fixing the things that are silently stealing your time. Remember, you don't need to work harder, you just need the right support, and that starts with your systems.

Thanks for hanging out with me this week. If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it. But remember, just listening to this episode won't get you better results. I challenge you to break the mold and take action today. Your next move, let's connect. Head to the show notes and book a call with me to learn how the mighty society membership can help you streamline your back office and reclaim your time. If you're not ready for that step yet, no worries.

Connect with me on Instagram at the underscore Shannon Baker and tell me what resonated most from today's episode, and if you're loving the podcast, leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos. Listening is great, but action creates transformation. Go make it happen, and until next time, keep calm and streamline you.

If your business feels heavy, scattered, or stuck in the same cycle every quarter, this episode is your reset button. Today, I'm going to talk about how to use this season — meaning right now — to take control of your business growth without burning out. September is my January, and after today, I think it might become yours too.

You're going to walk away with three powerful steps you can use to reset your vision, clean up the back end of your business, and finish this year strong. And I've got a resource that's going to make this easier for you.

Welcome to the Mind Your Time Podcast. I'm Shannon Baker, your coffee-loving host and business operations strategist. If your business feels chaotic and you're tired of spinning your wheels, you're in the right place.

Each episode contains bold strategies and practical insights rooted in my POWER In Motion Framework to help you streamline your operations, reclaim your time, and grow without burnout. So, whether you're just starting out or scaling to six figures and beyond, I’ll help you simplify, set boundaries, and build a business that works for you.

So grab a cup of coffee or your favorite beverage, and let's dive in.

Let me start by talking about a common challenge I see among entrepreneurs — whether they’ve just started bringing in clients, are on the verge of hitting six figures, or are just beyond that milestone. They tend to jump from one thing to the next, never really giving anything enough time to work.

There’s always pressure to try new strategies. We have a tendency to chase what’s trending, and that can be overwhelming. I know firsthand — I’ve been there, chasing shiny objects, chasing money, and feeling like I was missing out on something if I didn’t hop on every opportunity and new idea that came my way.

So how do you decide what truly deserves your time and energy? How do you filter out the noise and focus on what actually matters so that your business can grow?

For me, the answer came during a season of reflection and reset.

That’s when I decided to make September 1st my January. I’d heard the idea before — for years, actually — but when I finally started doing it myself, it stuck. It felt like the perfect time to pause and redirect my energy. Not just to finish the year strong, but to reset my goals, review my systems, and realign in a way that supported the lifestyle I was craving.

And that one shift made an immediate difference.

What I didn’t realize until I made that change was how much I’d been waiting for a new year to fix everything. I was waiting for a new planner, waiting to create a new strategy, waiting to fix what really needed to be rebuilt in my business from the inside out.

Instead of scrambling to set goals and "restart" in January — when my energy was lower, the weather was cold, and my schedule was already full — I started using the fall to build momentum. I treated September like the start of Q1 for my business.

While everyone else was winding down for the holidays, I was laying the foundation for the business I wanted to walk into on January 1.

If you've ever hired someone to help relieve the overwhelm you feel in your business and you still feel like you're doing everything yourself, this episode is for you. Because I'm going to be talking about why you keep failing at delegation—and spoiler alert, it's probably not the reason you think.

It's not about who you hired. It's about what you hired them into.

Whether you're the CEO trying to grow your business or you're just trying to get control of your time and get time back, your systems matter. Delegation isn't the problem—but your back end might be.

So let's talk about it.

Welcome to the Mind Your Time podcast. I'm Shannon Baker, your coffee-loving host and business operations strategist. If your business feels chaotic and you're tired of spinning your wheels, you're in the right place. Each episode contains bold strategies and practical insights rooted in my POWER In Motion Framework to help you streamline your operations, reclaim your time, and grow without burnout.

Whether you're just starting out or scaling to six figures and beyond, I’ll help you simplify, set boundaries, and build a business that works for you. So grab a cup of coffee or your favorite beverage and let's dive in.

Okay, so let me start by taking you back to one of the first clients that I ever worked with as a virtual assistant. We're going to call her Melissa.

On the outside, everything in her business looked amazing. She was almost making six figures, she was booking speaking gigs, and she had a waitlist full of dream clients. But once I got to look behind the curtains and see the real deal, her business was a mess.

There were no SOPs. No task management system. Nothing was documented. It was just pure chaos.

During her discovery call, I noticed some red flags that I should not have ignored. She was very vague about how she worked and couldn’t explain her processes. Honestly, she was pretty scattered. But I ignored all those red flags because I was new—and I truly believed I could help her.

Well, guess what? I couldn’t.

Every time I tried to create structure in Melissa's business, she got flustered. Sometimes she even ghosted me. One day she said I was giving her too much work—when all I had done was try to introduce some clarity and organization.

Needless to say, I ended up firing her as a client.

That was the moment I realized: delegation isn't always the issue. Nine times out of ten, the real problem is the backend of the business.

I remember sitting at my desk wondering, “Is it me? Am I asking too much?” But deep down, I knew I wasn’t. I was asking for basic things: clarity, communication, and structure.

That’s when it hit me—it wasn’t about my effort. It was about her readiness.

And that moment has stuck with me ever since. Because I’ve seen it happen time and time again—especially with women who are purpose-driven and laser-focused on reaching their goals.

So let’s talk about this for real.

If you're anything like my client Carla—this is a different client—then you’re probably thinking delegation just doesn’t work for you either.

You’ve handed off a few tasks here and there. Maybe you’ve hired a VA once, twice, even three times—and each time it’s failed. Somehow it always ends up the same.

Tasks fall through the cracks. You repeat yourself constantly. And eventually, you just do it yourself.

So you tell yourself, “It’s easier if I just handle it.”

But here’s the truth: you aren’t failing at delegation. You’re trying to delegate into disorganized—or nonexistent—systems.

Let’s say you hire someone and say, “Just help me. Jump in wherever I need support.” Sounds reasonable, right?

But without clear expectations, documented steps, or a system for them to plug into, they’re left guessing. And guesswork leads to mistakes. Mistakes lead to mistrust. And suddenly you’re back in the weeds, stressed out and burned out, doing it all yourself again.

The problem isn’t that you hired the wrong person. It’s that your backend wasn’t ready to support them so they could support you.

Now hear me out. I’m not saying you need to build a 200-page SOP manual overnight. But you do need a system—a foundation that gives your support team clarity, direction, and documentation so they can actually help.

That’s where the Back Office POWER Checklist comes in.

It’s the very first thing I give to anyone who’s preparing to hire or who’s had a poor experience with delegation. It helps you take an honest look at what’s working, what’s missing, and what’s creating bottlenecks behind the scenes.

Because if your business is built on adrenaline and last-minute decisions, no VA in the world can keep up. But if you give them a roadmap, show them the big picture, and provide a little breathing room—they can help you lead.

That’s exactly what one of my clients—let’s call her Carla 2.0—did.

She came to me totally over it. She’d already sworn off hiring another VA because it had “never worked.” She said it was more stress than support.

But during her POWER In Motion Jumpstart Session, we did something different.

Instead of rushing to fill in the gaps, we slowed down. We walked through the Back Office POWER Checklist together. And that one step changed everything.

She saw exactly where her systems were fuzzy, where handoff points were failing, and where her expectations were still stuck in her head. That clarity shifted everything.

By the end of her session, she didn’t just feel ready to hire—she felt equipped to do it differently. She had a starting point, a 30-day focus, and a way to prepare for the kind of support she actually wanted and needed.

For the first time, she wasn’t hiring from the verge of burnout. She was hiring with intention.

Her plan now is to bring on a VA who can truly grow with her. And when she does, she already knows what that onboarding process will look like—because we mapped it out together.

She’s planning to enroll them into Founders Circle after 90 days of working together, and they’ll use the Delegate with Confidence Guide to co-build the backend—without Carla becoming the bottleneck again.

What a difference preparation makes. And it started with one honest look at what was happening behind the scenes.

That’s what I want for you, too.

So let me ask you—do you really know what kind of support you need? Or are you hoping someone will just figure it out for you?

Do you have a repeatable way to hand things off? Or are you winging it every time something comes up?

Answer those questions honestly.

Here’s your quick win challenge this week: Download the Back Office POWER Checklist and complete it—truthfully. Don’t sugarcoat. Don’t skip the messy parts. If it’s slowing you down or making delegation harder, it needs to be addressed.

This isn’t just the first step to hiring. It’s the foundation for building a business that supports the growth you want.

Now let’s wrap this up with three mindset shifts that can change your entire approach to delegation:

First, hiring isn’t the fix—preparation is. If your backend is chaotic, it won’t matter who you hire. You have to make space for them to succeed.

Second, delegation works when you lead it well. That doesn’t mean micromanaging—it means providing structure, context, and a system that helps your team step into their role with confidence.

Third, you don’t need a massive overhaul to see results. Sometimes one focused audit or a 30-day plan is all it takes—just like Carla 2.0 experienced.

If you’re ready for support that actually sticks, download the Back Office POWER Checklist now. And if you want personalized guidance as you walk through it, book a POWER In Motion Jumpstart Session. In one hour, we’ll create a 30-day action plan that gets your backend ready for the kind of support that can help you thrive.

You don’t need to do more to make your business run better. You just need the right foundation.

Let’s build it together.

If your summer schedule is pulling you in a million different directions and the back end of your business feels more reactive than supportive, then this episode is for you, because, whether you're trying to take Fridays off, or you actually want to unplug while you're on vacation without your business burning to the ground, or you just simply want to take back control of your time, I'm going to break down exactly how you can reset your routines, reclaim your calendar and build systems that support you this summer and beyond. In today's episode, welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee-loving host and business operations strategist. Each week, I'll share practical insights and bold strategies rooted in my power and motion framework to help you streamline your operations, reclaim your time and build a business that supports your life. Whether you're just starting out or scaling to six figures and beyond, these episodes will help you take control and create success on your own terms. So grab a cup of coffee or your favorite beverage and let's dive into today's topic.

I can clearly remember the summer that I thought I was doing it all right, like it was yesterday. Client work was lined up, our vacation plans were set, my out of office message was ready to go, notifications had gone to my clients, but guess what? It did not take long before my inbox exploded. I had missed messages, missed deadlines. I had to put out fires I thought were already handled and guess what? While on vacation, I spent way too much time behind my laptop instead of having unplugged fun with my family and friends. And that was my wake-up call. I realized I didn't need more hustle. I needed better systems.

Now why am I sharing this with you today? Well, it's because summer is basically here. That means more backyard barbecues, graduation celebrations, afternoon coffee dates with your girlfriends, waterfront lunches and, if you're anything like me, you want to take advantage of shortened summer hours in the office so you can take a day trip to the beach and feel your toes in the sand. I know I'm not the only one that wants that. No, I know the kids may be out of school and at home with you, but what about your business? Is your business still doing its thing, or does it require you to do everything? And while summer is really meant to be a time for you to recharge, if your back end is chaos and a total mess, you're going to end up more stressed than actually enjoying the warmer weather, and we need to fix that. So what if I told you that it is completely possible for you to enjoy your summer and maintain the momentum you have built up in your business while enjoying life? Because I know you didn't start your business to feel like you're always working. You started it for freedom, flexibility and to make a bigger impact. That is what building a legacy is all about, and today I want to show you how to reclaim your time and set your business up to run without you instead of running you into the ground. And whether you're in the early stages of building your business or you're feeling bottlenecked by quick growth or you're just completely over it, I want you to really tune in to what I have to say today, and we're going with the hardcore truth, black coffee style.

Right now is the best time of the year to give your business a hard reset. Why? Because of the summer slowdown. It is a real thing, my friend. Your clients are checking out. They're going on vacation. That's why your inbox is quieter and you now need to take advantage of that opportunity and zoom out and get intentional about what you spend your time on. I talked about this recently in the episode make your business work for you so you can enjoy summer too. I definitely want you to go back and listen to that one next, if you haven't done so already. It pairs perfectly with today's conversation because it takes you through how you can adjust your workflow and priorities so you can enjoy the season that we're in and stay on track with your goals. I'll put a link to that in the show notes for you and stay on track with your goals. I'll put a link to that in the show notes for you. But first things first, let's talk about being intentional with your time. It starts with planning your week with intention. If you don't already have a day that you plan your week, your week now is a great time to start this habit.

Personally, I live by time blocking. I've done it for years. It's how I stay sane year round. But what I love about it is I can always adjust my time blocks depending on the season of my life and really, the season outside. That's why I love this method and, again, I have been doing this for over 10 years. So in the summer, I shortened my business hours and I increased my life blocks because listen, work is always going to be there. There will always be something that you have to do, but where I live in Maryland, near DC, the warm weather and the beautiful sunshine that's not going to last. So when this episode goes live, I have actually shifted and I'm using my lifeblocks to focus on taking my healthy lifestyle habits to the next level.

So I started working out with my old personal trainer again once a week, and that's in addition to other workouts that are part of my regimen. I do one to two additional strength training sessions on my own. I get in two and a half miles outside three to four days a week, and I love having impromptu coffee dates with my sister on my deck or at a coffee shop, and I love co-working at coffee shops too, which I started to do year round. And all of this is in addition to the things that are in my schedule that hardly ever change, especially when it comes to caring for my family and my volunteer work. But here's how I make it work: I write out my top priorities for the week, personal and business and I drop them into flexible time blocks on my calendar. So it's not rigid. I can move it around when I need to, but it's a rhythm that works for me and lets me be real. I do everything I can to avoid multitasking. One thing at a time works so much better. That alone can change everything for you.

Now here's something I want you to think about. If you can swing a four-day work week, even just a lighter day at the end of the week, it gives you breathing room and it makes a huge difference. So I really recommend you try this. Now, if you want some support to make this even easier, there's a resource inside of the Mighty Society Systems Insanity Suite that will help you go from setting the right big goals to creating a clear action plan, and it will not overwhelm you. It's the 90-day goal setting worksheets, and they're a total game changer.

I even use them myself. They help you map out your goals in 90-day increments in a way that is doable and intentional, and you start by setting clear goals based on the season of your life, using the smart goals workbook. Then you use those 90 day worksheets to break the steps you need to take down into many projects and reasonable steps that actually fit into your life, week by week. And let me tell you I know it's tempting to fill your calendar with the fun flashy stuff that's just a distraction, like creating content, working on your marketing, all the things you love to do or just simply watching reel after reel after reel on Instagram or TikTok. But, girl, your back office needs attention, and if you don't make space to tighten things up behind the scenes right now, you are going to stay stuck in the same cycle, which is going to lead to burnout. So the Smart Goals Workbook helps you set the direction you want to go in, and then the 90-Day Worksheets help you build the roadmap. They are a powerhouse together because they make sure that your next quarter, or your next 90 days, is productive, peaceful and aligned with what actually matters to you. And then, once you have a handle on your schedule and you have an action plan to implement, I need you to stick to your routines or start creating some. If you don't have any. Stick to your routines or start creating some if you don't have any. Routines are your anchor to productivity, especially when your schedule starts to bend around everyone else's needs. That's why I highly recommend creating a flexible morning routine that works for you.

Now, for me, my morning routine. It's a sacred quiet time. My family knows that and they respect that. I make my coffee. I go sit out on the deck when the weather is warm. I open my Bible. I read in peace and quiet, no noise around me. I get up early on purpose. Most mornings it's just me, the birds, and sometimes I get a quiet visit from a family of deer. But it's peaceful, it's grounding and it's how I get centered before the day starts jockeying for my attention. Now for you, it could look different. It could be a morning walk, stretching, journaling, meditating, prayer or just five quiet minutes with your thoughts. Whatever it is that fills your cup. I want you to carve out that slice of time just for you. And that's not an indulgence, it's not being selfish, it's a strategy, because it will help you feel more focused, be more present and you'll definitely be a lot less reactive.

And evening routines matter just as much. Now. I created the habit of powering down my tech, or putting down my tech 30 to 60 minutes before going to bed most nights anyway, and I've done this for years. It helps me sleep better, show up better and be more present with my family in the evening. We even have a no tech at dinner rule, because little things like that. It helps us all. Being present in the moment helps us be clear on what the focus is, and it makes space for real connection, which we know in the time we live in. We're all connected to our phones, but I must say I love sitting down with my family and just having conversations with each other. So after you get some routines in place, then you know what we need to focus on.

Next, your systems. I'm just going to put it out there. If your business doesn't have basic systems, you are wasting time, money and energy, point blank. Systems are what keep your business running when you need to be present somewhere else and when you need to rest and you need to rest. They would allow you to unplug for vacation, go to the beach without checking mails or checking and responding to text messages, and you can stop being the only one who knows how to keep your business running. And please, please, please, before you hire help, I need you to document some basic processes and create at least three of the six core systems that every business needs to have in place.

Hiring a virtual assistant or anyone else for that matter without systems is like handing someone the keys to your house to care for your pet, but you don't give them the address to get there or instructions of how your pet needs to be cared for. Both of you end up frustrated. Neither of you get where you want to go, and the poor pet is the one that suffers the most. So here's what your systems should do. It should be an outline of repeatable tasks, and this could be checklists or a full standard operating procedure. They should be stored in a central digital location, by the way. Then you can identify what can be automated and anything that's left. You can assign who does what, and it doesn't have to be you. But that's the starting point. It has to be documented for you to determine that. Now I've talked about all six core systems multiple times. On the podcast. You can actually go back and listen to the last episode, which is an oldie but goodie. I'm going to put a link to that in the show notes. But, above all else, if you take just one thing from this episode, let it be this: Building a strong business backend is not optional.

It's the difference between achieving sustainable growth or staying stuck and going nowhere. Now let's pause for a moment and identify where you are in your journey right now, because I'm all about meeting you where you are in your journey right now because I'm all about meeting you where you are, so maybe one of these will hit home. Are you just starting your business and you're trying to build some structure without losing your mind? Are you in the thick of it with a successful service but feel like you can't breathe because you're the bottleneck? Or are you ready to stop running on fumes and build or rebuild your back end so your business finally supports you, no matter where you are in your journey?

I created the Mighty Society Systems Insanity Suite with you in mind and let me tell you it's not like your average membership. There are three levels, so you get the exact support, tools and resources you need, based on where you are in your journey, without pressure and without overwhelm. So the founder circle is the most popular level and this is for any business owner who is just getting started with building their backend. It's a calm, guided, self-paced space to help you build real systems from the ground up, and this is perfect for you if you're just starting out, or even if you're starting over and want to build structure with guidance from me and without the stress and frustration of doing this all on your own. You'll get a private monthly call with me and it's just for this group to get focused guidance and gentle accountability as you build your systems.

Now, if you need to refine your systems, then the core tier is for you. This tier is for those who have started building their system, so you get everything that's in Founder Circle, but you also get access to bite-sized how-to tech videos, deeper templates and a quarterly live masterclass or strategy call to help you keep building with intention. So this is best if your backend is already started and you need to refine, streamline or scale with more advanced support. Now the next tier is premium. It's the core tier on steroids. Basically, if you want personalized ongoing support on demand, you again get everything that's in the other tiers, but you also get private Voxer access to me for voice note. Basically guidance, real time questions and strategic support between the quarterly calls. This is best for you if you want high touch guidance while you're implementing your systems, navigating changes or making decisions quickly without having to wait for the next group call. Overall, the Mighty Society System Insanity Suite is a hub for everything that I've been talking about on the podcast and especially today Templates, checklists, workflows, strategy and more all in one place and if you're thinking, okay, well, shannon, I need this, but I really have no idea where I should start.

Well, my friend, I have a wonderful offer that will help you with this. The Power in Motion Jumpstart Session is the perfect first step. Jumpstart session is the perfect first step. This focused 60 minute strategy call is designed to help you stop spinning your wheels and actually make progress on the back end of your business this summer, while your schedule is lighter, but your vision is still shining big and bright. On that call, we're going to identify where you are inside of my power and motion framework. On that call, we're going to identify where you are inside of my power and motion framework, uncover what's keeping you stuck and build a 30 day action plan. Yes, just that 30 day focus right on the call. So when we're done, you will know exactly what to focus on first. And here's what makes this so powerful.

If you've been eyeing the founder circle or one of the other levels of the membership, I know one of the biggest reasons women hesitate to join memberships is because they worry that they won't use it or they won't know how to get the most out of it. Or if you've had an experience, like me, where you joined a membership and there's so much stuff in it when you log in that you're overwhelmed and you have no idea where to start. Well, my friend, you can start with this session. It will set you up for success right from the beginning, so you can log into the membership already knowing what you need to work on, what resources you need to use, where to plug in to get the results that you want, and without being overwhelmed. So if you've been craving clarity and want to finally reset your business back in the summer, this is where you start.

Now, as you think about what your next step is going to be, I have a quick win challenge for you. I want you to take about 15 minutes this week and choose one area of your business that feels messy or chaotic. Is it your inbox? Is it your calendar? Is it your client onboarding? Whatever it is? Ask yourself these three questions. What part of this could be turned into a checklist? What could be templated or automated? What could be templated or automated and who else could eventually own this? If I'm not doing it, then I want you to DM me on Instagram at the underscore Shannon Baker, and tell me where you are starting. I check my messages all the time and I'm always cheering you on, but this, right here, I want to hear from you, because this is where systems start. It starts with clarity, nothing complex.

So let's recap what we've talked about today. We covered three simple but powerful ways that you can get your business ready this summer for success. Start by planning your week intentionally, using time blocking. That reflects your life and your business, and remember, think about that four-day work week. It is possible when you plan for it. Then we talked about sticking to or starting new routines, because routines protect your peace and they fuel your productivity. So, whether it's a morning routine, a no tech dinner rule, a nighttime routine or all three and more in between, every little bit helps. Then you need to build your systems, starting now, because eventually you need to delegate, but delegating without documentation creates chaos and without systems, your business will always depend on you to operate, and we need to fix that.

And here's the truth. Where you are today is exactly where the Mighty Society Systems Insanity Suite is designed to meet you. So, whether you're in the DIY stage you need my support to implement or you're ready for deeper guidance, the Systems Insanity Suite has a space for you and I would love to see you inside. And if you're ready for clarity and want to skip the guesswork, please go ahead and book your Power in Motion Jumpstart Session. Let's map those steps out together. That way you can hit the ground running when you join the Mighty Society Systems and Sanity Suite and you're going to end up with a plan, a path forward and, most importantly, your peace of mind.

But don't forget the quick win challenge this week and be sure to tag me or DM me when you've completed it. I can't wait to hear from you. Thanks for hanging out with me this week. If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it. But remember, just listening to this episode won't get you better results.

I challenge you to break the mold and take action today. Your next move, let's connect Head to the show notes and book a call with me to learn how the Mighty Society membership can help you streamline your back office and reclaim your time. If you're not ready for that step yet, no worries. Connect with me on Instagram at the underscore Shannon Baker and tell me what resonated most from today's episode. And if you're loving the podcast. Leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos. Entrepreneurs like you break free from the chaos. Listening is great, but action creates transformation. Go, make it happen and until next time, keep calm and streamline.

If you listen to the last episode where I talked about how systems are self care, you might be wondering, okay, so exactly what systems do I actually need to get in place first. So in this episode, I'm walking you through the six core systems that every business needs to grow sustainably and so you can breathe again. This is one of the most downloaded episodes every year, and it's the perfect way for you to get a bird's eye view into what you need in your back office if you're serious about simplifying your back end and protecting your piece
Welcome to the mind your time Podcast. I'm Shannon Baker, your copy loving host and business operations strategist. Each week I'll share practical insights and bold strategies rooted in my power and motion framework to help you streamline your operations, reclaim your time and build a business that supports your life, whether you're just starting out or scaling to six figures and beyond, these episodes will help you take control and create success on your own terms. So grab your cup of coffee or your favorite beverage, and let's dive into today's topic.

Well, I'm thrilled that you have joined me today, but before we dive into today's content, I want you to know that this episode is one of my most valuable episodes. Why? Well, we're going to revisit an essential topic that every business owner needs to hear and it doesn't matter what phase of business you're in, these six core systems, every business has to have them to operate efficiently. And this isn't just about organizing your files or setting up some email autoresponders or some sequences. It's about building a solid foundation to support sustainable growth and improve efficiency in your business. And if you want your business to thrive, not just survive without consuming every waking second of your life, then these systems are non negotiable. But there's even more to it.

This episode contains timeless insights that are just as relevant today as when I first recorded it. So whether you're just starting to create your systems or you're looking to streamline your existing systems, the points that we're going to talk about today are vital to your success, and one of the biggest reasons I'm always talking about how important your back office systems are is because they're the foundation that you have to have in place to support sustainable growth. Think of them really, as the backbone of your business and everything else is built on top of it.

Systems ensure consistency. They enhance the customer or client experience that you provide, and they help you run your business more efficiently. So let's briefly talk about all three of these benefits individually when it comes to consistency, is definitely required in business. And I'm not just talking about social media, that's a small piece. You have to be consistent in everything that you do in your business. When you manually complete tasks, there's room for human error, I mean, and this happens when you're not following a process, for sure, because you're going by memory.

And let's be real, we all forget things. I mean, I have to use my Apple watch to find my iPhone at least once a day, and that's a good day. My point is, you can't rely on your memory because it's already failing you, and it's going to continue to do so. So when you don't have processes in place, even for routine tasks, you're going to skip a step or two or more, which is why, every time you do something, you get a different result. And that, my friend, is the total opposite of consistency. And without consistency, you can't measure your results. But if you make the time, and notice I said, make the time not take the time to document your processes and automate what you can you can get more predictable results, and you will actually complete things faster, and you'll have a measurable outcome.

So not only does this boost your productivity, but it also enhances your reputation for reliability and providing quality customer service, and that is important. You also need to have systems so that you provide a better client experience. First impressions are a lasting impression, and the experience that people have with you actually starts way before they officially work with you, and really is whether they work with you or not. We all know the process is entrepreneurs. People say, say it with me. You have to get people to know, like and trust you. Well, guess what? Without systems, you can't make that happen because, again, you don't provide a consistent ex. Experience if you don't have processes and systems in place.
So not only do you have issues keeping clients, but you have issues getting referrals, but when you implement systems and you let them do their job, you don't leave that client experience to chance. When clients experience a smooth process in their professional interactions at every touch point on their journey with you, not only will they stay with you, but they are more likely to recommend your services to others. Referrals don't require you to do much work. It's free marketing, and that's what we want. Our goal is to work smarter, not harder. And the last benefit is they simply allow your business to operate efficiently. Systems help you execute your business's strategy efficiently, which reduces costs, improves your consistency, resulting in a stronger brand reputation and provides insight into areas that need improvement for you to meet your clients needs.

So in simple terms, systems allow you to focus on what you do best while your systems handle the rest. Now that we've talked about the benefits of having systems, let's go ahead and talk about these six core systems that you need to have in place. And I'm only going to give you a high level description of each system, because each of them already has an individual episode where I go deeper into them one at a time. So finish listening to this episode and make a note of which system that you want to focus on first, and then you can go to that individual episode, because links to all of them are going to be in the show notes.

So the first system is your central filing system. And I want to talk about this first because it is critical when it comes to your productivity. Avoid the mistake of saving everything on your hard drive, because what happens? If your hard drive crashes, you will lose everything. This happened to my first MacBook, and I was so happy that all of my business documents were stored electronically, not on my hard drive. So a digital or electronic filing system ensures one your documents are safe and accessible from everywhere, because they're not on your hard drive and your laptop may not be with you, but think about being able to locate a document within seconds when you need it, and that's whether you're sitting behind your laptop, you're on your iPhone or your iPad or Your tablet, basically when you're on the go, that is golden.

The second system is a scheduling system other than your inbox and social media. Phone calls, or unscheduled phone calls, are one of the biggest distractions ever, but one of the easiest ways that you can keep this from happening to you is to put some boundaries around your schedule with an online scheduling system, then all you have to do is provide a link to the specific appointment that someone wants to book. But there's more to it than that. The great part about a online scheduling system is that you can use the system to screen leads for you in advance, which saves you time by using intake forms.

And you can also take payments when appointments are booked. That is the ultimate level of efficiency right there, and you get paid. So again, all you have to do is provide a link. They look at your calendar and schedule appointment according to your availability, and then reminders go out automatically. And the great part is you can maintain control over your availability in real time by maintaining your calendar which you should be doing anyway.

The third system, a very important one, your communication system. This is internal and external communication. Now, when I say external communication, I'm talking about talking to your clients, people you meet at networking events, etc, anyone outside of your business circle.

And guess what? Again, this process starts from the first point of contact, and it either builds trust or it creates doubts, because it provides a glimpse into the inner workings of your business. Now, when it comes to internal communication, if you have a dream team, then efficient communication is essential in order for you to have smooth operations, and I'm not talking about you sending a bunch of emails to your team, you need to use a streamline project management tool like Monday to centralize your communication.
Yes, Monday can streamline your communication in a bunch of different. Ways, but I'll talk about that in another episode. My point is using a tool outside of email for communication helps prevent misunderstandings, and it ensures that everyone is on the same page, so that your team can work together to achieve your goals.

The fourth system is your money management systems. Now you may feel this one is a no brainer, but many business owners don't know their numbers, and that's a problem.
A money management system helps you monitor cash flow, track expenses and manage your billing and invoicing. Even a simple spreadsheet can be a good starting point, until you can invest in a more into more sophisticated tools like QuickBooks Online or FreshBooks or something like that. The bottom line is, understanding the financial health of your business allows you to make informed decisions, plan efficiently and avoid costly mistakes, like building your team too fast and you can't really afford it.

One of the biggest reasons small businesses fail is because of cash flow problems, and that's why this is very important. So get this system in place, and don't be a statistic.
System number five is your sales and marketing system. So let me start by saying number one, they are two different things. Marketing gets you seen. Sales get you paid. Your marketing helps build the know, like and trust factor, like having a customer care process, which is part of your communication system.

Now, your marketing system is all the things involved in attracting the right clients and converting them into loyal customers, so that social media, your email marketing, all of that together, processes around those things need to be documented, and your sales process it needs to be stellar, so that you continue to build on the trust that was established when you acquired This new client. So this should include everything in an onboarding process, like a welcome message, all the things a new client needs to know. And then it needs to include regular check ins to make sure you and your client are on the same page.

So as you can see, this is connected to your communication system. Really, all of these systems are connected in one way or another.

So now the last system is a backup system. And you may be scratching your head about this one, but in a nutshell, a backup system is Plan B to keep your business running without you. This includes backups of your computer files, your website, the contacts in your CRM and backup plans for your dream team, if you have one, what's going to happen when someone's on vacation or out of the office because they have a life too? You need to have an emergency preparedness plan to ensure business continuity.

Think about the peace of mind that you'll have knowing your business can weather any storm. This also means that you can also step away and enjoy life outside of the office, and your business will continue to run. So those are the six basic systems that you need to have in place in your business. Now remember this, if you do not have documented processes and systems in place, you do not have a business. You have a you. That means if you don't do it, it doesn't get done. That also means that if something happens to you, it is game over for your business, and we don't want that to happen.

So if you're ready to clean up your systems and operate like a well oiled machine, then I invite you to join the mighty society membership. This exclusive membership has the resources inside that you need to make the most. Of those 30 minutes a week that you're going to set aside to work on your back office systems, and there are two options that you have to join. You can take a stab at this all on your own using the resources that are inside, including road maps, or you can join as an insider and have access to me through Voxer hours when you have questions or you need to hit the SOS button when you get stuck building your systems. This membership is what you need to start creating your systems. Let's get it off your to do list and get it into action. But you don't have to take my word for it. Here's what Imani Guy of made new marketing head to set

I am Imani Guy, CEO of made new marketing and I wanted to come on here and shout out Shannon Baker of TSB management solutions. I had the amazing opportunity to be a part of her MIT society membership, and this program has really been instrumental in my growth as an entrepreneur. Were I always told Shannon, when I first became an entrepreneur, I Googled, how do you how do you start a business?

And it told me, LLC ein website, but it didn't speak about the importance of having efficient back office operations and automating your system so that you don't have to focus on them as much. This membership allowed me to do just that. Not only did it give me the platforms, but the information, and also allowed me to talk to Shannon to see, how can I build a foundation now for the success I see in the future, and that's one of the biggest things I learned. The success of your business starts with the foundation you lay it on. So I highly recommend this membership program to entrepreneurs, no matter the level you're on.

So if you're ready to take action, go to the Shannon baker.com forward slash membership to join the mighty society. Membership today, I look forward to seeing you inside, and until next time, keep calm and streamline.

You ever sit down to rest, but your mind is still running through everything you didn't get done that day. Guess what? I've been there too, and it took burning myself out to realize that self-care is way more than just bubble baths, a day at the spa and a few boundaries. Real systems are also self-care. They support you when you're not working. So today I'm talking about how building systems can help you reclaim your time, protect your peace and finally breathe again. Welcome to the Mind your Time podcast. I'm Shannon Baker, your copy loving host and business operations strategist. Each week, I'll share practical insights and bold strategies rooted in my power and motion framework to help you streamline your operations, reclaim your time and build a business that supports your life. Whether you're just starting out or scaling to six figures and beyond, these episodes will help you take control and create success on your own terms. So grab a cup of coffee or your favorite beverage and let's dive into today's topic.

A question I get asked often is how did I go from being a virtual assistant to someone who specializes in business systems? Well, let me tell you what finally made me realize that systems were more than just something that's nice to have. So, a few years into building my virtual assistant business, I found myself snapping at my husband over something so small that, honestly, I can't even remember what it was. But I do remember how tired I felt. Not just physically tired, but mentally exhausted and emotionally drained. I would spend days keeping everything in my head: client deadlines, follow-ups, content I still hadn't created and new leads were coming in that I needed to chase. I wasn't prioritizing resting at night and I was always creating lists in my head. So I'd work during the day, sit down for dinner, and then I would suddenly remember I forgot to send an email or I forgot to finish something for a client. And those moments when I would actually make time to do something for myself, like get my nails done and get a pedicure I felt guilty that I wasn't using that time to be more productive and get something done. So, after being on this hamster wheel for years, it hit me I had built a business that was solely dependent on me. It really was like having a second child that required more time and attention than the first one, which was my actual living and breathing daughter, and it was draining the very energy that I needed to show up in every other part of my life. That moment, right there is, when I realized that having systems is self-care.

So today I want to unpack that, because whether you're just starting your business, scaling faster than you anticipated, or feeling the weight of it all after being in business for many years, the truth is a messy back end leads to burnout. Systems are how we protect our peace, and getting started doesn't have to feel overwhelming. So let's break this down a little bit more. Let's start by talking about how messy operations actually drain your time, energy and your focus. See, when you run your business without systems, it's like trying to run a marathon in stilettos. Now, I love me some stilettos, but they are not the right footwear for a race. You can move forward in them, but your progress is going to be slow and painful.

And this reminds me of how things were early on in my business. My inbox was totally out of control. Project details were scattered in multiple notebooks. I had no idea how to find anything quickly, and every task took more time than it should have. But what I didn't realize at the time was how much it was really costing me and I'm not just talking about time, but it cost me mentally, emotionally, and it was exhausting. See, when your back end is messy, you're constantly in reaction mode. You're always putting out fires, saying yes to things that you should have said no to, saying yes to things that you should have said no to, and then you feel guilty for dropping the ball. That really what you were trying to do was never in your lane to begin with. That was exhausting and it was keeping me awake at night.

Now, for you, this might look a little different. This might look like you bouncing between multiple notebooks like I was multiple Google Docs, or your inbox is filled with multiple emails just to onboard one new client. No wonder you're tired before you even start working. And if that's not you, maybe you're one who has big goals, but every client or team question comes through you. You have become the bottleneck in your business, and any growth that does happen becomes just another form of overwhelm. Then again, you may just be missing details. Things are falling through the cracks, and it's not because you're failing. It's because your systems are failing you. That's the kind of invisible, nonstop labor that's wearing you out. No matter what the case may be, this operational chaos doesn't just slow you down. It has a huge impact on your confidence, and that's a price we don't often calculate when we look at things.

So let's talk about why building systems is actually a protection, not a restriction. Now I'm gonna be upfront in saying that this requires a mindset shift, because systems aren't about rules, which is what many people think. They're actually about getting you relief. They protect your time, your boundaries, your brain, your energy, and they free up space so you can rest, think, create, lead and live. Now I've heard some people say that systems make their business feel too rigid and that they want flexibility to do things the way that they want. But true freedom doesn't come from that chaos. It comes from having structure in the way your business operates. So let me illustrate this for you. When you use a calendar whether it's a hard copy or digital and, by the way, I use both it doesn't restrict your day. It is a visible reference point that holds space for what really matters. Using it consistently makes it a repeatable process that doesn't kill creativity, but actually protects it. Now let's talk about life with something like a simple onboarding system. Let's talk about life with something like a simple onboarding system: A new qualified lead book, a consultation with you and I use the word qualified, because the intake form with your online scheduler gathers the data that you need before you even get on the call.

And while you're on the call, you close the sale, you get paid and you have a signed contract. Then you send your welcome email, which, by the way, is a template that you copy paste. Paid and you have a signed contract, then you send your welcome email, which, by the way, is a template that you copy paste, customize and send. One other thing that's in that welcome email is a link for this new client to schedule a kickoff call with you, and the link to that kickoff call has an intake form that gathers the remaining information that you need, and you really did not have to lift a finger. This type of system is about honoring your time and creating a consistent client experience. It's not cold, it's not robotic, it's actually a pleasant experience for your new client and, most importantly, it's efficient. Now, inside the founder circle, you get access to the resources you need and my guidance to help you build workflows like this, because they don't just save you time, they help you stay in your zone of genius.

So here are a few things that creating this kind of system can do for you. It will give you confidence because you're no longer winging it, you're not guessing anymore. A system also increases your capacity. When you have systems in place, you can delegate and trust. The process will be followed because you have one. One of the biggest benefits systems create the breathing room you've been craving. The biggest benefits systems create the breathing room you've been craving. You will have time to step back, reflect and reconnect with your vision and you can enjoy life day to day, because systems help you build a business that doesn't collapse or implode when you're enjoying life, when life starts lifting or when you just step away. They don't restrict you, they support you, they free you. They are your business's nervous system.

Now you may be wondering well, where do you start if you want more peace and less pressure? Okay, so let's make this feel doable for you. Start with one system that solves one problem. It's that simple. Ask yourself what's the one task that drains your energy every single week. That's your starting point. Is it managing your schedule? Then set up a simple online calendar with buffers built in. Or is it client follow-up? Well, create an email template or checklist and if it's figuring out what to do every day. Try a weekly planning system that actually works with your life Now.

If you're not sure where to begin, no worries, I have something that will help you out. The Back Office Power Checklist is a game changer. It will help you assess your current systems and identify any gaps. It shows you what needs to be created, what's missing and what's already working. So you're not guessing anymore, and members of the Founders circle in the Mighty Society System Insanity Suite have access to a video that walks them through how to complete the checklist. So, whether you need to calm the chaos, whether you're ready to lead without bottlenecks, or you just need to feel grounded again, grab a copy of the back office power checklist to help you get started and, if you're ready to really dive in and take action, join us inside the Mighty Society Systems Insanity Suite, because you don't have to figure it out alone. Imagine logging into a space that doesn't overwhelm you but actually gives you the clarity and confidence you need to breathe again.

I'm going to tell you a bit more about the membership in a moment, but here's your quick win challenge for the week. I want you to set a timer for 15 minutes and write down the last task that made you feel frustrated, then I want you to list three to five steps that it took for you to complete it. That is the beginning of a system. Now you get bonus points if you save those steps somewhere that you can refer to them in the future over and over again, whether that's Google Docs, notes on your phone or even a notebook, wherever you keep the steps. That's the start of a system. Boom, that's how easy it is to make progress. Now let's talk more about what's inside the founder circle and why. This may be your next best step if you want to build a business that works for you, not the other way around.

The founder circle is a self-guided tier of the Mighty Society Systems Insanity Suite that meets you right where you are, and that's whether you're just getting started, you're starting over, or you're ready to finally clean up the chaos behind the scenes. So here's what you get access to when you join. One is the starter stack. These are the core tools that every member starts with, because strong systems don't require something that's complex. It just needs to help you get clarity. It just needs to help you get clarity. So, again, whether you're just starting or you're optimizing what you've already built. This is where you get the pieces to strengthen your foundation.

There are also detailed momentum maps available that show you exactly what systems to build first and in what order, so you don't have to guess. Then that back office power checklist will help you assess what's working, what's missing and where to focus next. But it's also available outside of the membership, separately, if you're not ready to jump into the membership yet. And here's the bonus. And here's the bonus If you join, you get access to my voice and strategy guiding you, because this is a private platform, so you don't have to figure this out alone, and you will be among others that have traveled the same journey or may even be in the same part of their journey as you.

This isn't about doing more, which is one of the reasons I created this space. It's about doing the right things, but with the right support. So if you're thinking well, this is exactly what I need. I want you to trust that feeling and take action, because the longer you wait to get your systems in order, the longer you're going to stay stuck in stress and guesswork, and we need to end that. So check out the membership. Join the Founders Circle today to get started. Go to theshannonbaker.com forward, slash membership and start building systems that protect your peace, expand your capacity and support the life you actually want to live.

So let's quickly recap what we talked about today. One messy operation drains your energy and your confidence. When everything lives inside your head and you're constantly in catch-up mode or putting out fires, you're not running your business, you're surviving it. Actually, your business is running you and that's not sustainable and we need to fix it. I also reminded you that systems are not restrictive, they're protective. The right structure in your business helps you lead with intention, creates capacity for you and actually gives you the space that you need to enjoy the business you're building. In a nutshell, systems give you breathing room and peace of mind.

And the third thing that we talked about today is that you don't have to figure it all out alone. Whether you're not sure where to start or you've tried and felt stuck, the Founders Circle and the resources inside of the Mighty Society Systems Insanity Suite are here to guide you, one simple system at a time. And if you still feel you're not quite ready to take that step, no worries, just grab a copy of the Back Office Power Checklist A link to grab that is in the show notes. Now, before we wrap up, here's something I want you to remember. You didn't start your business to be stuck in a cycle of stress, second guessing and burnout. You started it to create something meaningful that gives you freedom, fulfillment and helps you build a future that feels. Aligned Systems are how you get there and no, this is not a theory when you create systems at your own pace and get support that meets you where you are, that makes progress possible.

So if this episode resonated with you and you're ready to trade chaos for clarity, hustle for structure and burnout for peace, I am personally inviting you to join us inside the Founders Circle today. You already have what it takes to build a business that honors your values and supports your life. So let's build the systems that make it stronger, but one system at a time. Join us now at theshannonbaker.com forward slash membership. I cannot wait to see you inside. Thanks for hanging out with me this week.

If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it. But remember, just listening to this episode won't get you better results. I challenge you to break the mold and take action today. Your next move. Let's connect head to the show notes and book a call with me to learn how the Mighty Society membership can help you streamline your back office and reclaim your time. If you're not ready for that step yet, no worries. Connect with me on Instagram at the underscore Shannon Baker, and tell me what resonated most from today's episode. And if you're loving the podcast, leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos. Listening is great, but action creates transformation. Go, make it happen and until next time, keep calm and streamline.

When was the last time you actually stopped and gave yourself credit for what you've accomplished recently? If you're always chasing the next big win and overlooking the small wins, this episode is just for you. Today, we're going to talk about what it really takes to grow your business without burning yourself out, and I share a personal experience of what happened in my life recently that sparked this conversation. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee loving host and business operations strategist. If your business feels chaotic and you're tired of spinning your wheels, you're in the right place. Each episode contains both strategies and practical insights rooted in my power and motion framework to help you streamline your operations, reclaim your time and grow without burnout. So, whether you're just starting out or scaling the six figures and beyond, I'll help you simplify, set boundaries and build a business that works for you. So grab a cup of coffee or your favorite beverage and let's dive in. Let me tell you something the past couple of months have been a whirlwind for me.

March and April were some of the busiest months that I've had in a long time. We had a destination wedding slash vacation plan, so I took two full weeks off, which meant everything had to be prepped and handled before I left, not just for me but also for my clients. On top of that, I was out of town providing event production support for one event right before vacation and prepping for another one that actually happened the day we left. So I had to make sure everything was lined up so that the team could execute without me, which honestly took a lot more planning than usual, and I had to tweak a few systems behind the scenes to make sure things still flowed efficiently. Then, when I got back from vacation, I had to jump right into preparing for a very special religious occasion with my family, and as soon as that wrapped up, I was packing again to head to Arizona to support the KNOW Summit. So when I returned home, jet lag hit me hard and I was down for three days. And I did all of this while managing logistics for my client's May events and still had to take care of the normal things for my family, which includes my parents. So yes, I've been dealing with a lot, but even with everything going on, I didn't feel like I was drowning.

Are you wondering how is that even possible? Well, basically it's because I had a solid plan, I had systems in place and I was really intentional about where my time and energy went before each trip and when I returned home. Podcast episodes were scheduled in advance and my clients were aware that I was going to be offline, so we prepped for that in advance as well. This was a huge accomplishment that I am very proud of and that made me realize something important that I want you to think about today when was the last time you actually sat down and really reflected on all of the things you've accomplished lately? I mean really paused and looked at your progress? If you're anything like me, it's probably been a minute.

It's really easy to get caught up chasing the big wins and then we completely overlook the small ones. But those small wins but those small wins they're what keep us going. They're proof that things are moving forward and we're actually making progress, even when it feels like we're stuck. That's exactly why step five in the Power Emotion Framework is remember, refine review, because if we don't take time to recognize what's already working and what we've actually accomplished, we end up missing the chance to build on that momentum. So we stay stuck in that what's next mindset without ever feeling like we're actually making progress when we are, and if you're at the very beginning of creating or building your back office, that's okay.

The Mighty Society Systems and Sanity Suite was created to give you a simple starting point that actually makes sense, and it doesn't contain fluff and it's arranged in a way that it shouldn't overwhelm you, because I know you've built something real, you've got clients, you have a proven offer and you have the kind of drive that most people only wish they had. Now, on the outside, I know it looks like you've got it all together, but behind the scenes it's a different story. You're probably operating off of sticky notes, late nights and a never ending to-do list, which most of that is in your head. You're always working on something, always putting out a fire, and because of that, you're starting to wonder if all this hard work is actually getting you where you want to go. If you are shaking your head yes to some or all of that, make sure you pay attention. We need to flip the script Working less. It isn't lazy, it's smart. Let me tell you how I know this and how we can do this. Today, we're going to talk about the myths that keep you stuck in hustle mode, how you can create a system that protects your time and energy, and why giving yourself permission to work less is actually the smartest way to grow your business. And no, you don't need to do more, you just need a better way to operate, and I'm going to help you with that, if you let me.

So this reminds me of one of the members inside of the Mighty Society. When she joined, her business was already growing. She had clients, she was showing up online doing all the things, but behind the scenes there was no organization. Everything lived in her head, so every day it was a scramble for her to keep up, and although she had access to all the tools and resources inside of the membership, like a lot of high achieving women, she just didn't know where to start. So she booked the Legacy in Motion session with me, and that session was the turning point for her. Together, we mapped out exactly where she was in her business, what was working, what wasn't and what was missing. What was working, what wasn't and what was missing? To her surprise, there were more processes in place than she thought, but all of them needed work. So we picked her goal for the next 90 days, and the custom action plan that she received identified what systems needed her immediate attention, and she received a detailed timeline of how we could work together to get those systems up to speed so that they could support her goal. Now, if you've built momentum but your back end is still feeling messy, this is your sign. Now it's a time to streamline what you've already built so that you can grow it and it won't constantly rely on you.

So during this member's action plan review call, she told me that, while she has a lot to do, she knows that getting her systems in place is really going to set her up for long-term success, and she's looking forward to being able to go to Italy for two weeks and not have to worry about her business. How does that sound to you? What is your dream vacation? That you want to take two weeks off? Keep that in mind. The action plan I provided for this member captured all of that, and we identified the exact systems and resources inside of the membership that she needed to use. First, to stay focused and that's what I help every member do Get clear, get structured and finally take back control.

Most of us make the mistake of thinking we need to fix all the things at one time, when really we just need to focus on the right things, and for this member and every other business who has booked a legacy emotion or a limb session with me, that's when things start to click together and make sense. One of the greatest benefits of booking a limb session when you belong to the membership is the resources you need to implement on your own. You already have access to them. And that member I mentioned she was able to make a huge pivot in the way her business operates. She created services that were more aligned with her passion and her values. Now she charges what she is worth and when she talks about what she does, it's wonderful to see how confident she is. She can explain it clearly. Her pricing reflects her experience and because of the client experience that she can provide. Now her business has a solid back office and it's not draining her anymore. So her business isn't just running smoother, it's finally giving her the time and space she needs to grow without burning out.

And I know you didn't build your business just to be exhausted all the time or working all the time. You built it to create freedom. So now is the time for you to reclaim that original purpose, your original vision and this transformation. It doesn't come about because you work harder or you hustle harder. This happens when you pause long enough to get clear, get focused and make intentional moves that actually support your goals and are aligned with the season that your life is in. And that brings me to today's topic how do you go from being busy to being productive and finally create a business that lets you work less and get more done? It sounds weird, but, trust me, it works. But before we dive into the bigger shifts, I want to give you a quick win.

But before we dive into the bigger shifts, I want to give you a quick win, something simple that you can do today that is going to give you instant clarity. I want you to set a timer for 10 minutes and we're going to do a mini time audit. First, open your calendar and I don't care if it's digital or paper, because I use both but I want you to look back at how you spent your last five work days. Then ask yourself what was busy work, what actually needed to be done and what is one thing that you can stop doing today, this week, so you can focus on what really matters right now. This quick check-in on how you spend your time. It is powerful. It can reset your mindset before you even touch a task list. And this is exactly the kind of habit stacking that we focus on inside of the Mighty Society Systems Insanity Suite. It's about helping you be intentional and stay intentional so that your business runs more smoothly with less effort from you. Now, if that mini audit makes you realize just how much you have been juggling, that is a good start, because awareness is the first step to change Again. You don't have to fix everything this week. I need you to just start with one shift and I'm going to help you with the rest.

When you're ready to go deeper, there's a resource waiting for you inside of the Systems Insanity Suite. It's called a Task Audit Workbook. Insanity Suite it's called a task audit workbook. It builds directly on this practice and walks you through a simple process to help you do a few things. You will be able to identify what you need to delegate, delay or delete, but it starts with a full brain dump of everything that you're working on. Then you use the prompts in the workbook to sort through and decide what really deserves your immediate attention. So by the time you finish the workbook, you have a clear action plan and a whole lot more peace of mind, because you know what you should be spending your time on. Because, let's be real, you don't need a longer to-do list. You need clarity on what matters most right now, and that's what you need to be spending your time on. That's what this workbook gives you, and it's just one of the many resources that are available to members inside of the systems and sanity suite. It pairs perfectly with what we're talking about today, which is finding a better way to work that gives you time back without having to sacrifice results.

But now let's talk about the deeper shifts that will help you keep this type of momentum going, because if you want to consistently work less and get more done, it really starts with your mindset, and then you need to have systems to support that. So let's start with the first shift. You need to let go of productivity myths, and there are a ton of them out there. But if you're constantly feeling like you should be doing more, you're not the only one that feels this way, because unfortunately, it's the way we're conditioned. We've been told the most successful people are up at 4 am or 5 am and they start their day with a workout. Well, first of all, that's not me, and I consider myself to be successful, and I know several other successful women, and that is not how they live their lives. So here's the truth More hours does not equal more impact. Every single one of us gets the same 24 hours each day, and being productive doesn't mean you have to be busy all day, because busy doesn't mean productive.

Real productivity is about getting results because you worked on the right things, and you can only do this when you have clarity and you work with intention. So here's a real life example for you. You could spend three hours jumping between your inbox, scrolling for inspiration on Instagram, tweaking your website and creating images for social media and Canva. By the end of the day, you feel like you've been working nonstop, but did you actually do something that mattered Now? On the other side, compare that to spending 30 minutes documenting your onboarding process so you're ready to bring on a virtual assistant and get them up to speed before summer. That one task saves you hours down the line and it creates more space for someone to take work off your plate. That's the difference between being busy and being productive. Productivity is about working with intention. Productivity is about working with intention. So the time that you spend actually builds momentum in your business.

Here's another myth Multitasking makes you more efficient. Well, my friend, if you drank that Kool-Aid, it doesn't. It actually drains your energy and your focus. Jumping between tabs, tasks and conversations makes it harder for your brain to get into gear for you to do the kind of focus work that moves your business forward. You don't need to keep grinding. You need to get clear on what actually matters and protect your time so that you can do that work. Well, let me tell you how this usually plays out in real life. You sit down. You're like okay, today I'm finally gonna work on my onboarding process so I can get ready to onboard a virtual assistant.

So you open up your document Google Doc, word, whatever you use you jot down a few notes, you write down your name, your address. Then your phone buzzes. You check the message, you respond to a DM and, before you know it, you're tweaking your Instagram bio. You're jumping into your inbox to answer random emails. Then the phone rings, although you didn't have any call scheduled, and then you spend 30 minutes on the phone. By the end of the call you realize this person was not a good fit. And, by the way, from the beginning you should have directed them to book a consultation call, which would screen them in advance via your intake form to determine if they're a viable lead that you even need to consider working with.

Now, next thing you know it's been over an hour and that SOP that you were supposed to be working on, you still have a document that's sitting there with a few words on it, and it's not because you weren't working, it's because you were doing too many little things back to back at once instead of focusing on the one thing that actually mattered at that moment. That is why being intentional with your time is so important. It's not just about getting things done. It's about protecting your time, protecting your focus, so you can get the right things done, the things that are going to move your business forward and give you your time back later. Now, the second shift that I want to move your business forward and give you your time back later Now.

The second shift that I want to talk about is building a system that supports deep work and efficiency, because, again, you don't need more time. You need more structure around the way you use your time. That's where systems come in. Now, most of the women that I work with believe me, the challenge that they experience is not that they're not motivated. A lot of times it's decision fatigue. There are too many options, too many tools and they don't have enough clarity to make a decision because they're overwhelmed. That's why creating a system that supports deep work is so powerful.

So you can start by time blocking your schedule for phone calls, client work and to work on your business. Then you have to get into the habit of theming your days so you know what to focus on and when to do it. Here's an example. And when to do it. Here's an example Monday, for me, is a down day for me to recover from a busy weekend and plan my week. I have very specific days for specific types of phone calls. I have specific times every day where I read and respond to emails. That's just the beginning of my daily system. Now for you, if you're inside the Mighty Society Systems Insanity Suite, there are a ton of resources that walk you through exactly how to do this, like there's a workbook that helps you map out your weekly routine. Then you can plug in recurring tasks in a way that actually works with the season that your life is in Because, let's be honest, that changes. Your schedule needs to account for that.

Now the third shift that I want to talk about is working less on purpose. If you are constantly in go mode, your brain never gets a chance to rest, and without rest, your best ideas, they don't have space to come through. One of the biggest lessons that I've learned and that I teach is working less creates room for better decisions. When you shorten your work hours, you force yourself to focus on what actually moves the needle forward. So instead of sitting there trying to figure out how you can get all the things done, ask yourself what can I let go of? That goes back to that task audit workbook that's available inside of the membership, available inside of the membership Also inside of the systems and sanity suite.

We take time management very serious, because having a great resource is great, but if you don't know what you need right now, in the season that your life is in, all of it just becomes more noise. That's when members generally book a legacy emotion session with me, because they want to know exactly what they need to focus on, and that customized action plan that they get helps them then identify the resources and tools inside of the membership that will help them get results faster. And then, when they get stuck on their SOS button and I would love that for you too they get stuck. I'm their SOS button and I would love that for you too. So let's take a moment and summarize what we've talked about today, because the shifts that we've covered. They sound simple, I hope, but when you commit to them, they actually create powerful results to help you take control of your time.

So first we shattered the myth that being productive means being busy, means you're productive. Just because your calendar is full or you're constantly working does not mean that you're making progress, because productivity is not about checking boxes on a bunch of random things. It's about being focused, being crystal clear about what you need to be working on and getting it done. We also talked about building a system that protects your focus and your time and allows you to do deep work, because when your time has structure, your mind has space. Without systems, you are constantly reacting to things throughout the day and that, my friend, keeps you in survival mode. Systems create a steady and efficient flow. They help you be consistent, they help you make decisions faster and they give you space to show up as the leader your business needs you to be.

And then, finally, we unpacked why working less on purpose is the key to building a business that supports you and allows you to live your legacy. Shortening your work hours doesn't mean you're slacking off. It's a strategy. When you choose to focus on what matters most, based on the season that your life is in, you make space for clarity, better decisions, real growth and for you to enjoy life outside of the office. That is how you build a business that is profitable, sustainable and aligned with your life. So, again, these shifts are not about doing more. They're about doing what matters, building with intention and creating a business that works for you instead of the other way around. And if you're ready to turn this clarity into action, the Mighty Society Systems and Sanity Suite is here to support you. It's where we simplify the back end of your business, put boundaries in place to protect your time, and then we help you build the structure that you need to move forward with clarity and confidence.

Now, if this episode hit home and you're ready to stop doing all the things and start doing the right things, I invite you to join us inside the Mighty Society Systems Insanity Suite. It's a space where you'll get access to curated tools, step-by-step workflows, workbooks and quick, no-fluff trainings that will help you simplify how you run your business so you can take back control. Check that out at theshannonbaker.com forward slash membership Now. If you prefer more direct support from me, or you just know you want that tailored roadmap to help guide your efforts, then feel free. Go ahead and book a legacy in motion session. I hope you figure out exactly what to focus on first, based on the current season that your life is in, and you'll get a custom action plan that you can stick with and it won't overwhelm you. Go to theshannonbaker.com forward slash assessment today and get that session booked.

There is just enough time left right now, when this episode goes live, for us to make progress before summer gets here, but either way, you can enjoy more fun in the sun and be confident in your business that it's still running efficiently without you, no matter what time of the year it is. No matter what option you decide, though always remember you don't have to figure it out alone. Let's work together to build a business that works for you, not one that burns you out, and I'll talk to you next time. Thanks for hanging out with me this week. If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it.

But remember, just listening to this episode won't get you better results. I challenge you to break the mold and take action today. Your next move let's connect Head to the show notes and book a call with me to learn how the Mighty Society membership can help you streamline your back office and reclaim your time. If you're not ready for that step yet, no worries, connect with me on Instagram, at the underscore Shannon Baker, and tell me what resonated most from today's episode. And if you're loving the podcast, leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos. Listening is great, but action creates transformation. Go, make it happen and, until next time, keep calm and streamline.

Does your business look like it's working on the outside, but behind the scenes it's pretty scary and messy? Well, you're in the right place so you can start taking action to change this. In today's episode, I'm sharing the real reason things feel so chaotic and I'm gonna talk about how a simple checklist can help you finally get clear on what's working, what isn't and what to focus on first. So if you're ready to stop guessing and working so hard, keep listening. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee loving host and business operations strategist. If your business feels chaotic and you're tired of spinning your wheels, you're in the right place. Each episode contains bold strategies and practical insights rooted in my power and motion framework to help you streamline your operations, reclaim your time and grow without burnout. So, whether you're just starting out or scaling the six figures and beyond, I'll help you simplify, set boundaries and build a business that works for you. So grab a cup of coffee or your favorite beverage and let's dive in. Okay, tell me if you can relate to this. And let's dive in. Okay, tell me if you can relate to this.

There was a time in my business when everything looked like it was working on the outside. Clients were coming in, revenue was steady and I was getting things done, but behind the scenes, everything was literally held together with duct tape and a bunch of Google Docs. My business did not have real structure, just a lot of good intentions, a lot of long hours and way too much missed time with my family. I was constantly reinventing the wheel, redoing work, so I was frustrated. I was doing a lot of things manually that could have been automated, and I was trying to stay on top of everything myself, and I wasn't doing very well with that. There were days where I felt like my business was dragging me behind it, like it was on a runaway train. Does that sound familiar?

Well, if you're nodding along because you've experienced some or all of this, then I want you to pay close attention to what I'm about to say. You're not doing anything wrong. You just need to run your business differently, and that means it's time for a new level of support, because the truth is, most of us were never taught how to actually run the back end of a business. I know I wasn't, and the women inside of the Mighty Society membership said that they've run into the same issue. We've learned how to package and sell our services and how to show up online. We know how to serve our clients, but when it comes to building the systems that help you achieve sustainable growth, no one gives you a guide for that. And when you're stuck in the cycle of chaos which, by the way, you can't avoid without systems you end up telling yourself I'll fix this when I have more time. Have you ever said that? But here's the truth. If you're constantly redoing tasks, rewriting the same emails, or avoiding or failing at delegating because everything lives in your head, that's not a time issue, that's a systems issue. So how can you stop spinning and start leading with clarity? Well, that's where the power in motion framework comes in Now. I'm going to briefly talk about a few of the five steps shortly, but you can go back and listen to the episode how to achieve consistent success with the power in motion framework later, and that way you can hear about all five of the steps in detail.

But this framework is the proven method that I developed while growing my business so that I could leave my part-time job, which I did at the end of 2023. And I have refined it even more since then by helping other purpose-driven women stop spinning their wheels in their business and start growing while living their legacy, or, in other words, knowing that they're able to enjoy life in the moment. But it always starts with the same tool. That's my back office power checklist. It's a self-assessment tool that helps you figure out what's working, what's missing and what's slowing you down in your business, so that you can apply this framework in a way that makes sense for you, your lifestyle and your business. And I created this checklist because I got tired of seeing so many smart, talented, high achieving female entrepreneurs stuck frustrated, overwhelmed, exhausted and burnt out by their business. And it wasn't because they weren't working hard. They were actually working too hard. No matter how hard they worked, they didn't know what needed fixing in their business because they didn't have the space to pause or slow down to figure it out. The checklist is a starting point to quickly take the guesswork out of this process for you, so that you can identify the issue. Now let me share a real life example to emphasize how this works.

One of my clients is a six-figure service provider. She produces some amazing corporate events for her clients, but she was chained to her inbox. She didn't have an onboarding process, no central filing system, there were no boundaries in place and she was spending countless hours every day and week sending the same emails over and over again. Not to mention her inbox was a mess, so she wasted a lot of time searching for emails she needed, and she was constantly getting text messages and unscheduled phone calls all day, seven days a week. So I had her complete the checklist and when we walked through her results together, she said for the first time I finally understand why I feel so drained and scattered.

So the first thing we did was to focus on establishing some clear boundaries around her business. We set her business hours and that established the window that she was available to respond to messages, to schedule meetings and for phone calls. Then we documented her entire client experience so that we could build a system to make it more efficient and consistent, and after getting that in place, she was then able to delegate her new client onboarding for the first time ever in her business. That one system created an elevated experience for her clients because they knew what to expect from her right up front. They knew what she expected from them, and that process became more efficient, saving her time and energy. Not to mention, she was now freed up so she could focus on serving her client better, because it was delegated to someone else, and this has resulted in some amazing referrals for her. The bottom line this one process also improved her cash flow, because her clients knew how they would be invoiced, when they would be invoiced and how they needed to pay. Her would be invoiced when they would be invoiced and how they needed to pay her. That's the power of clarity in systems, and that's exactly what the back office power checklist helps you discover.

So I'm going to ask you a question If nothing changes in the way you're running your business right now, what's it going to cost you over the next 90 days? And missed opportunities, lost time, energy you can't get back, family time you aren't really present for, or vacations that you're working through. Now let me tell you how this ties into the Power in Motion framework. Well, the first step is simple but very powerful. You pick one goal, and this is where a lot of people get stuck, for a number of reasons. One, most people focus on their business goals only, but I want you to focus on what is going on in your personal life first, because that dictates how much time you have left for your business and as far as your business goal, it needs to fit the season that your life is in, because the checklist is going to help you identify quite a number of things that need your attention, but the priority needs to be what matches your goal right now, for the next 90 days. And once you have identified that, you have to pick one thing that you're going to work on no multitasking.

And the second area of failure that I see is trying to fix everything at once. It's what we do by nature, but when we do that, we end up spinning our wheels and getting frustrated, so we give up. But progress actually comes from being focused and taking small steps. And now for step two. It's all about organizing your operations, because, let's be honest, if your back office is a mess, growth gets messy too. The back office power checklist is the perfect tool for this step. It actually walks you through the six core systems that every business needs to have in place to operate efficiently and grow without chaos, and this is whether you just started your business or you've been in business for years. That checklist will help you evaluate the following how you organize and store your business files, how you schedule your time and protect your calendar, how you communicate with your team and your clients, how you manage your cash flow, how you attract onboard and serve your clients, and what happens if you need to step away because, let's be real, life happens.

Remember, this isn't about fixing everything today. It's about knowing what you need to fix first. So, when you complete the checklist, you're going to walk away with a snapshot of where you're strong, where you're stuck and what's slowing you down. You're going to stop guessing, stop spinning and start moving forward with purpose. So here's what I want you to do Go to the show notes, click the link and download the checklist right now. This is the kind of clarity that will pay you back with every minute you reclaim. So hit, pause and grab that copy of the checklist, if you're able to do so right now. Now, once you've done that, you might say okay, Shannon. Well, now I see the gaps, but I still don't know what I'm supposed to do about them. Well, that's where I can support you, and there are a couple of simple ways that we can move forward together, depending on the level of support that you're ready for If there's one process or workflow that has really been frustrating you, even though technically it's in place.

Maybe it's your onboarding, managing your schedule or even tracking leads. Whatever it is, you can book a one time SOP efficiency check with me. You send me your process along with some supported documentation. I review it and I tell you exactly what to fix, streamline or automate. I also recommend resources that are available inside of the Mighty Society membership to help you update your existing process. No fluff, no generic advice, just a clear plan you can implement right away. And when I'm done, you're going to get a personalized recorded walkthrough from me with recommendations you can act on immediately without second guessing or searching for what to do next. Spots are limited each month because I give this my full attention. So if you know something's broken but you can't figure out how to fix it on your own, now is the time to get it fixed and off your plate Again. A link to that is in the show notes, but you can also go to my website, theshannonbaker.com forward slash SOP check.

Now. If you're ready for ongoing support, not just getting one process reviewed, then the Mighty Society membership is where you need to be. This is my revamped membership for women entrepreneurs who are done trying to hold everything together on their own and are ready to grow with clarity and restore calmness to their life. You get direct access to my brain, access to the resources I use with my one-on-one clients and access to a community of like-minded women in different stages of their business journey who support each other. But look, no matter what you decide to do, I want you to grab the checklist, because clarity isn't optional. If you want to succeed, completing the checklist and taking action is your first step to reclaiming your time, protecting your energy and getting your business out of your head and into a system that actually supports your goals.

So let's do a quick recap before I wrap it up today. One I want you to remember you're not the problem. Your lack of systems is the issue. So if you're feeling behind, scattered, or you feel like you can't take a day off without everything falling apart, it's not a reflection of your expertise or your ability, because I know you are amazing. It's a sign that your business is relying on you too much and you need systems to support you.

We also talked about the power and motion framework, which will help you stop reacting and help you start building your business with intention, because it's not about doing more. It's about getting clear on what matters most to you and building systems that help you operate from purpose, not panic. This framework gives you structure, direction and space to grow without burnout, and that back office power checklist is going to help you get clarity so you can take focus action. In about 15 minutes or so, you can uncover what's working, what isn't, and what to focus on first in your business. And it's not a to-do list. It's a decision making tool created to help you cut through the chaos and stop spinning your wheels. And and if you need help from me whether it's one workflow or your entire back office let me help you build something sustainable, because you don't have to figure this out on your own. I don't want you to have to keep guessing what to do next.

So complete the back office power checklist and then I want to hear from you. Tell me what system surprised you the most. What are you going to focus on first? Send me a DM on Instagram at the underscore Shannon Baker, or send me an email. I read every single message and I'll respond, because I want to celebrate with you. I want to support you. I want to support you. I want to help you move forward. You don't have to keep holding your business together with duct tape and good intentions. You're going to get clarity when you finish that checklist. I want you to have that clarity now, and then the next step is waiting for you. You just have to take it.

Thanks for hanging out with me this week. If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it. But remember just listening to this episode won't get you better results. I challenge you to break the mold and take action today. Your next move let's connect. Head to the show notes and book a call with me to learn how the Mighty Society membership can help you streamline your back office and reclaim your time. If you're not ready for that step yet, no worries. Connect with me on Instagram at the underscore Shannon Baker and tell me what resonated most from today's episode. And if you're loving the podcast, leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos. Listening is great, but action creates transformation. Go, make it happen and until next time, keep calm and streamline.