How to Turn a Messy Task into a Simple System (without overthinking it)
When you're flat out running your business, stopping to ‘build a system’ feels about as appealing as sorting socks by color. Who’s got time for that?
You're too busy doing the thing to explain how you're doing the thing.
And don't worry—I get it. The chaos is real.
But here’s the truth: if a task feels messy, clunky, or confusing, it’s probably screaming for a system.
Before you click away muttering “I don’t have time for this,” bear with me.
We’re not talking corporate SOPs or some PDF dungeon of rules. Just a simple, clear, repeatable way to get stuff done, without reinventing the wheel every. single. time.
Even if there’s a toddler underfoot or your dog’s conducting a barking symphony in the background.
I promise, this is doable
🔍Step 1: Zoom in on the chaos
Pick one task. Something basic but a bit chaotic, like onboarding a new client, replying to quote requests, or sending invoices.
This isn’t about fixing everything.
Just to shine a light on that one thing that’s been quietly draining your time or sanity.
📝 Step 2: Brain-dump your real process
Grab a cuppa and scribble down the steps as they actually happen, messy bits included. Forget perfect. We’re aiming for honest.
This gives you visibility and makes the “invisible work” real.
🧹 Step 3: Spot the speedbumps
Now ask yourself: can any of this be simplified?
Are there clunky parts? Duplicate steps? Places you always get stuck?
Could you create a pre-written email? Use an online form? Automate a reminder?
Often, the fix is way easier than your brain wants you to believe.
🧭 Step 4: Build your cheat sheet
Turn those messy notes into something tidy. Use a checklist, a bullet list, or a flowchart if you're feeling fancy (or just love a good flowchart like I do).
Make it easy to follow, no translator required.
Bonus: future you will thank present you. And if you ever hand this task off, you’re sorted.
🧪 Step 5: Road-test and tweak
Next time this task pops up, follow your steps. If something feels off? Adjust it.
Systems aren’t static, and they should be able to grow with you.
Systemising one task could save you hours next month.
Start small. Pick one thing this week.
Or if you’re over it already? Tag me in.
Helping business owners like you turn chaos into calm is kinda my thing, and I love making this stuff make sense.
