6 Easy Systems Tips to Make Your Small Biz Run Smoother

Running a small business can feel like you’re juggling flaming admin tasks while riding a unicycle on a Monday morning.

Sound familiar?

Let’s fix that.

One system at a time.

These six simple tips will help you turn the chaos into calm by documenting your processes in a way that actually makes sense.

No jargon.

No fluff.

Just clear, doable steps that give you back time and headspace.

1. Start With What You Do Often

   Not sure where to begin?

   Start with what you actually do all the time.

   Think:
   - Sending invoices
   - Onboarding a new client
   - Writing social media posts
   - Answering customer emails

   If you repeat it, you can document it.

   And if you document it, you can do it faster, delegate it, or just stop forgetting that one annoying step.

   Pro tip: Start with your top 3 recurring tasks this week.

2. Keep It Simple, Not Corporate

   You don’t need a 12-page policy document with graphs and appendices.

   Just a few bullet points in plain English will do the trick.

   Try this format:

   - Step 1: Do this

   - Step 2: Then this

   - Step 3: Don’t forget this!

   Make it easy to follow, for you and for the person who might help you later.

3. Create a Home for Your Processes

   You’ve written it down, wahoo!

   Now, where are you going to put it so it doesn’t disappear into the digital abyss?

   Pick one home:
   – Google Drive
   – Notion
   – ClickUp
   – A Trello board
   – A folder named “Biz Bible” (yes, really)

   Keep your systems in one place, and your future self will thank you.

4. Make It Visual Where You Can

   Some people love lists.

   Others need to see how it works.

   Try:
   📸 Screenshots
   🎥 A quick Loom video
   🧭 A Canva flowchart
   ✅ A checklist with boxes to tick off

   The goal isn’t to make it pretty, it’s to make it clear.

5. Set a Systems Day Each Month

   Your business changes and so should your systems.

   Block out 1–2 hours each month to review what you’ve documented:
   ✔️ Is it still accurate?
   ✔️ Is anything missing?
   ✔️ Is there a new task worth writing up?

   This keeps your systems from going stale and helps you stay in control (instead of reacting to chaos).

6. Track Your Progress

   Trying to do it all at once = burnout.

   Start small, and track as you go.

   Keep a simple tracker (Google Sheet, Notion, or even paper) that shows:

   - What you’ve documented

   - What’s in progress

    - What’s still floating around in your brain

   That way, you’re not just creating systems, you’re building momentum.

   🧩 Need Help Getting Started?

   This is what I do!

   I help small biz owners like you build clear, no-fuss process documents so you can finally hand things off, speed things up, and breathe a little easier.

   Let’s get what’s in your head out of your head and into something you can use.

   📧 hello@getfrankva.co.nz
   🎯 Book your FREE 30-minute discovery call today