Spring cleaning isn’t just for your overstuffed closet and that mystery Tupperware collection—it’s time to clear out the chaos in your business, too. If you’re constantly scrambling, losing track of client details, and feeling like your business is running you instead of the other way around, it’s a sign you need a systems refresh.

Let’s talk about the mess—and more importantly, how to fix it. Because being a business owner doesn’t have to mean living in constant panic mode.

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Your Inbox Is a Dumpster Fire

If opening your email feels like stepping into a war zone, we have a problem. You’re answering the same damn questions over and over, client emails are slipping through the cracks, and let’s not even talk about the unread count in your inbox (deep breaths).

Fix It:

Email templates are your best friend. Stop retyping the same responses—create a set of go-to templates for FAQs, client inquiries, and onboarding emails.

Build an FAQ page. Direct people there instead of playing email tag all day.

Use a CRM to automate client communication. Set up auto-responses, follow-up reminders, and a system that organizes all your emails so nothing gets lost.

Create educational blog posts. Send these posts to clients via monthly newsletters, or link them to emails when clients ask a specific question that the blog post answers.

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Your To-Do List Is… Everywhere

Sticky notes, Google Docs, random notes on your phone—you’re keeping track of everything except where you put your actual to-do list. No wonder you wake up at 2 AM wondering if you sent that invoice.

Fix It:

Batch your tasks. Stop bouncing between admin work, marketing, and client calls all day—set dedicated blocks of time for each.

Schedule recurring tasks. Automate reminders for invoicing, content creation, and client follow-ups so nothing falls through the cracks.

Make sure you are maximizing your CRM. If you have a CRM you need to be using it! A CRM really is the easiest way to keep all your tasks, docs, invoices, and appointments all in one place. Giving you peace of mind.

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You’re Constantly Playing “Where the Hell Did I Put That?”

Contracts, invoices, client notes—some are in your inbox, some are saved to your desktop, and some are just gone. Sound familiar? Yeah, we’re fixing that.

Fix It:

Set up a client hub. A CRM (like Dubsado or HoneyBook) keeps contracts, invoices, and client details all in one place—no more digging through your inbox.

Name your files like a grown-up. “FINALfinalREALLYFINALversion2.pdf” is not a filing system. Keep it simple and consistent so you can actually find things. Try “Client/Project Name MM/YY”

Use cloud storage. Google Drive or Dropbox will save your sanity (and your files). Organize them by client so you can access everything instantly.

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You’re Manually Doing the Same Sh*t Every Day

Still sending out every invoice, appointment reminder, and follow-up email yourself? That’s cute. Also, a massive waste of your time.

Fix It:

Automate your workflows. Take the time to sit down and write out your entire client workflow from the inquiry until you send your final “Thank you”. Use this (and your CRM) to help you set up an automated workflow system that handles contracts, reminders, and follow-ups for you. Work smarter, not harder.

Let clients book their own calls. Most CRMs have an internal scheduling program that you can use to make it ridiculously easy to book calls, or events with your clients. If you aren’t using a CRM yet, a scheduling tool like Calendly or Acuity saves you from the back-and-forth email dance.

Set up auto-payment reminders. Late payments? Not your problem anymore, your system should be set up to will handle the gentle (or not-so-gentle) nudges to let your clients know it’s time to pay you.

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You’re Too Busy Putting Out Fires to Actually Grow

If your business constantly feels like an episode of Survivor, you’re too stuck in reaction mode to actually scale. And that’s a damn shame.

Fix It:

Systematize your processes. Remember when I had you sit down and write out your workflows? Use this as a guide so you can delegate when the time comes. Preparing template emails, template forms, and client workflows now will make it so much easier to allow someone else to step in and help you.

Create a CEO dashboard. Keep track of income, leads, and client progress in one place, so you’re not scrambling for data when you need it.

Start acting like a CEO. Stop micromanaging every tiny detail and focus on growing your business instead of constantly playing catch-up. 3 things to do today to help you start acting like a CEO is to create a diversified marketing plan, start creating templates and organize your client processes to make your life easier, delegate and ask for help when you need it!

And if you find yourself needing a little coaching or helping getting all your shit organized. You know where to find me!