Welcome to today’s podcast & blog, where we’re talking about something that can transform the way you run your business systems. Over the last three years of building my business, I’ve had my fair share of messy days and sleepless nights trying to keep everything running smoothly. But here’s what I’ve learned: having the right systems in place is like having a business best friend. They work in the background, keep things moving, and make sure nothing falls apart—especially when life gets busy.
One of my biggest realization moments came when I was planning my maternity leave. I’ll be honest, the idea of stepping away from my business for a few months was terrifying. Would everything fall apart? Would I lose momentum? But that experience showed me the power of well-thought-out systems. They didn’t just keep my business afloat—they helped it thrive while I focused on my family.
Now, I’m here to share those lessons with you because I know how much of a value this could bring out to you. Whether you’re juggling kids, clients, or just trying to get a few quiet minutes to yourself, the right systems can give you the freedom to breathe.
If we haven't met yet, hi, I'm Brittany, a mom, mystery buff, bookworm, and DIY home decor enthusiast. I love finding sustainable strategies to help your business grow into what you've dreamed of. If you're looking for support with your social media, email marketing to podcast, click here to learn how I can help.
Ready to dive in? Let’s get started!
Table of Contents
Why Systems Matter for Small Businesses
Think of systems as the tools that keep the lights on—literally and figuratively—while also giving you the space to dream bigger and grow. They’re the unsung heroes of a lean business, quietly working behind the scenes to keep everything running smoothly so you can focus on the things that truly matter, for me, that's delivering high level business strategy in actionable steps for my clients and creating accessible resources for DIY entrepreneurs.
The benefits of solid systems are undeniable. First, they automate repetitive tasks, saving you hours of busy work each week. Instead of being bogged down by menial to-dos, you get to spend that time strategizing, creating, or, let’s be honest, just catching a much-needed break. They also streamline your workflows, making your processes more efficient, your outcomes more predictable all while creating a customer and client experience that wows and has them coming back for more.
When I started building my business, I didn’t fully understand how crucial systems were. At first, it felt like I was just throwing spaghetti at the wall, trying to see what stuck. But over time, I realized that the more intentional I became with my processes, the easier things got. Systems allowed me to stop spinning my wheels and start focusing on growth.
When you put systems in place, you’re not just creating structure—you’re building the foundation for sustainable growth. Whether it’s automating emails, organizing your calendar, or even setting up workflows for team communication, systems are the key to running a business that doesn’t run you.
Foundational Systems for Small Business Success
If you’re running a small business, you already know that having the right tools can make or break your success. But with so many options out there, it’s easy to feel overwhelmed. That’s why I want to break down the foundational systems I’ve relied on—tools that have helped me not only stay organized but also create better content, connect with my audience, and grow my business without overcomplicating things.
Website Building:
First up is Wix—my go-to for building professional websites without needing a developer. Whether you’re setting up a simple portfolio or a fully-fledged e-commerce store, Wix offers customizable templates and an easy-to-use interface. It’s affordable, user-friendly, and perfect for small business owners who want a polished online presence without the technical headaches.
Social Media Platforms:
Social media is the heartbeat of modern marketing. It’s where you connect with potential customers, share your story, and build a community around your brand. Platforms like Instagram, Facebook, TikTok, and Pinterest aren’t just trendy—they’re essential. Each one caters to a different audience and content style, giving you the flexibility to diversify your reach.
For example, I’ve used Eventbrite to promote live masterclasses. It’s an easy way to get the word out and create buzz around events, linking seamlessly with social media to amplify your reach. Whether you’re posting stories, hosting live Q&As, or launching a new product, these platforms are non-negotiable for engaging with your audience and growing your business.
Content Creation Tools:
Creating eye-catching and engaging content is no longer a luxury—it’s a necessity. And with tools like Canva, it’s never been easier. Canva is my go-to for designing social media graphics, course materials, and even podcast cover art. Its user-friendly interface makes it perfect for small business owners, even if you’re not a professional designer.
When it comes to video editing, free apps like InShot and CapCut are lifesavers. They make editing quick and intuitive, whether you’re creating a tutorial, a promotional reel, or a behind-the-scenes look at your business.
Another tool I can’t recommend enough is ChatGPT. From brainstorming ideas to writing captions, this AI assistant helps speed up the creative process. Need to draft a clever caption or refine a blog outline? ChatGPT is like having a personal copywriter on standby.
Finally, let’s not forget video content, which is more important than ever. Filmora Pro is my favorite tool for editing videos. It’s beginner-friendly but still powerful enough to create professional-quality content. Whether it’s marketing videos, social media posts, or course materials, Filmora Pro has you covered.
Multipurpose Small Business Tools
Some tools do it all, and for me, Zoom is at the top of that list. I use it for recording podcast interviews, hosting masterclasses, and even connecting with my clients. While other options like Google Meet exist, Zoom consistently wins out for its reliability and features tailored for business needs. From breakout rooms to recording capabilities, it’s a tool I trust for professional and seamless interactions.
By investing in these foundational systems, you’re setting your business up for success. Whether you’re managing your social media, creating stunning content, or hosting important meetings, having the right tools in place ensures you’re running your business efficiently—and with confidence.
Organizing and Planning Your Business Workflow
Whether you’re managing multiple projects or brainstorming content ideas, having a clear workflow can save you from overwhelm and help you focus on what really matters. Let me walk you through the tools and strategies I use to keep everything running smoothly.
Pen and Paper Meets Digital
As much as I love digital tools, there’s something magical about starting with good old-fashioned pen and paper. Whenever I feel stuck or overwhelmed, I grab a notebook and start brain-dumping my ideas. This process clears my mind and helps me focus on what’s important without distractions. Any course I create starts as a sticky note brain dump and then I transition all my thought and ideas into Asana so I can set deadlines and get reminders to help me stay on track to achieving my goals.
Asana for Project Management
When it comes to managing my business, Asana is my go-to tool for project management. Its versatility is unmatched, offering features like color-coded labels, boards, and lists to suit any working style. My primary view is their calendar mode which helps me plan my social media content easily. I love how I can see the big picture of my business at a glance while still tracking the nitty-gritty details of individual tasks. I can share my vision and assign tasks to partners that support my business and easily communicate back and forth in each task so all relevant information is in one place!
Streamlining Client Management with Dubsado
Now, let’s talk about Dubsado. If you’ve ever felt overwhelmed managing contracts, invoices, or client appointments, this tool is a game-changer. It's a comprehensive CRM that automates those tedious tasks, keeps workflows organized, and frees up your time to focus on the work you actually enjoy. For me, it’s been a lifesaver in keeping client interactions smooth and professional.
Automating Marketing and Client Management
As a business owner, your time is precious. That’s why automating certain aspects of your marketing and client management is a game-changer. By setting up systems that run in the background, you free yourself to focus on the big-picture aspects of your business. Let’s dive into two tools that have completely transformed the way I work.
Email Marketing with Omnisend
When it comes to email marketing, having a reliable platform is non-negotiable. For me, Omnisend has been an incredible asset. It’s not just about sending emails—it’s about managing entire campaigns, automating sequences, and ensuring resources are delivered seamlessly to your audience.
Here’s how I use it:
Campaigns: Whether I’m promoting a masterclass, launching a product, or just checking in with my audience, Omnisend makes it easy to create visually appealing emails.
Sequences: Automated email sequences are a lifesaver. Once someone signs up for a freebie or a program, the platform takes care of sending follow-ups, keeping potential clients engaged without any extra effort on my part.
Email List Building: Gone are the days of manually adding contacts to your rolodex. Omnisend offers beutiful and easy to use opt-in forms to grow your list with ease. They even offer multi-step opt-in processes to increase your conversion rate when you need to collect more than just a name and email address.
With a tool like this, you can stay connected with your audience while keeping your workload manageable. Learn more about why Omnisend is the best email marketing tool for small businesses looking to grow their online sales. ↓
Zapier for Workflow Automation
If Omnisend is your marketing powerhouse, Zapier is your behind-the-scenes magician. Zapier acts as a “go-between,” connecting different tools and automating workflows that would otherwise eat up your time.
Here are a couple of examples of how I use Zapier in my business:
Form Submissions to Email Lists: When someone fills out a form on my website or completes a project proposal in Dubsado, Zapier automatically adds their information to my email list in Omnisend and triggers a welcome sequence.
DM Automations to Email List & SMS: ManyChats is a direct messaging integration that creates and triggers automactic responces when followers comment keywords on your posts and stories. It allows for easy delivery of resources and urls to provide instant access to information and products for sales. I primarily use ManyChats as a list building tool, collecting email addresses and phone numbers then I use Zapier to pass the information to my email platform which triggers the delivery sequences for the resources they commented about.
One Zapier automation that's on my wish list for 2025 is integrating Dubsado with Asana to create tasks and trigger workflows as soon as someone compltes a project propsal. Zapier integrates with over 7,900 apps to connect and share information to make running your business much easier!
By automating repetitive tasks with tools like Omnisend and Zapier, you’ll not only save time but also create a polished and professional experience for your clients and audience. It’s a win-win for everyone.
Additional Tools You Should Consider for Your Business
As your business grows, it's important to have tools that not only help you manage your day-to-day tasks but also scale your operations smoothly. Here are a few additional tools that have been essential for me in tracking important data and streamlining different aspects of my business.
Boosting Productivity with Toggl
Productivity can make or break your business, and Toggl is my secret weapon. It’s a time-tracking tool that gives you a clear picture of where your time goes. It’s simple to use but incredibly powerful for spotting inefficiencies and staying on top of your goals.
Podcast Hosting Made Easy with Libsyn
For all the podcasters out there—or those considering starting one—Libsyn is the platform you need. It handles hosting, distribution, and even provides analytics so you can see how your episodes are performing. It’s been instrumental in helping me grow my podcast and reach new audiences effortlessly.
Creating and Selling Courses with Thinkific
If you’re thinking about creating your first online course, Thinkific is the way to go. This platform handles everything—from designing the course to marketing and managing it. Whether you’re sharing your expertise or building a new revenue stream, Thinkific makes it simple and effective and allows you to host one course for free! Check out my course, Profile to Profit, hosted on Thinkfic.
Streamlining Transactions for Your Business with Online Payment Tools
Managing transactions effectively is essential for a growing business, and Stripe is a standout choice. It simplifies payment processing for both one-time and recurring payments, with automatic fund deposits and a seamless setup. Stripe integrates easily with platforms like Dubsado, handling transactions smoothly so you can focus on your business.
Unlike PayPal, Stripe offers more control, fewer transaction fees, and features like recurring billing, one-click payments, and customizable payment flows. Its affordability, flexibility, and ease of use make it a reliable solution for businesses of all sizes. For streamlined and efficient payment management, Stripe is highly recommended.
Lessons Learned: Investing Wisely in Tools
For small businesses, every dollar counts, making smart tool investments essential. It’s not about having the fanciest software but choosing tools that are easy to use and genuinely support your goals. Here’s what I’ve learned:
Free vs. Paid: Making Smart Choices
Free tools can go far. Many tools offer robust free versions that can meet your needs initially. For example, some of these lean business tools I use the free plan for include:
Toggl - The free plan covers my basic time tracking requirements so I haven't felt the need to upgrade.
Zapier - I use their free plan and upgrade to the paid plan online on months where I'm running live workshops and classes, the following month I downgrade my plan again.
Thinkific - I setup Thinkific over a year ago when I launched my first course, Profile to Profit, it's free to host a single cours.
Upgrading when it’s worth it. As your business grows, investing in premium features can save time and improve results. A few of the these small business tools I have paid subscriptions for include.
Canva Pro - Upgrading unlocked features like resizing designs and premium templates, making design work faster and more professional.
Omnisend - My email list has grown with the help of Omnisend and now I've grown into a a paid plan’ which continues to support the scaling of my email marketing efforts and sales generation.
Libsyn - The paid plan’s advanced storage space and analytics were crucial for scaling my podcast audince and understanding what content my audince is loving most.
Avoiding Frivolous Expenses
Before buying any tool, I ask:
Will it save me time?
Will it improve workflow or results?
Is there a free or affordable alternative that meets my needs?
This approach helps avoid “shiny object syndrome” and ensures every tool aligns with my goals. Strategic investments in the right tools can maximize efficiency while keeping costs low, making every dollar work for your business, not against it.
I've also made a habit of reviewing my must-have tools for entreprenurs annual to see if there are new options or features that would better support my goals, or reviewing the pricing of comparable tools to ensure I keep my business expenses managable. A great way to ensure your investments go as far as possible is to pay for the annual subscription instead of the month to month as companies often offer incentives and discounts for paying in full.
Affiliate Disclaimer
Some of the links in this blog post are affiliate links, meaning I may earn a small commission if you make a purchase through those links, at no extra cost to you. I only recommend products and services that I personally use or believe will add value to my readers. Your support helps keep this blog running and allows me to continue creating valuable content for you. Thank you for your support!
Final Thoughts on the Must-Have Tools for Entrepreneurs
Running a successful small business comes down to having the right systems in place. From managing social media platforms like Instagram and TikTok to organizing your content creation with tools like Asana, these systems play a pivotal role in helping you stay efficient, organized, and ahead of the game.
Tools like Canva, Omnisend, and Zapier can streamline workflows, automate tasks, and save precious time. However, as we've learned, it's not just about having the most expensive or advanced tools—it’s about finding the right balance between functionality and cost. You don't need to splurge on every tool out there; instead, focus on the ones that provide the most value to your business while staying within your budget.
So, as you evaluate your current systems, ask yourself: Are your tools truly supporting your goals? Are they helping you grow without overwhelming you or draining your resources? Take a moment to review your processes, and see where small improvements can make a big difference. Investing in the right systems today will save you time, energy, and stress tomorrow, making it easier to focus on what truly matters: growing your business and enjoying the journey along the way.
Episode References
Eventbrite https://www.eventbrite.ca
Canva https://www.canva.com
Inshot https://inshot.com
Zoom https://zoom.us
ChatGPT https://chatgpt.com
Filmore Pro https://filmora.wondershare.net
Asana https://asana.com
Zapier https://zapier.com/
Stripe https://stripe.com/en-ca
Thinkific https://www.thinkific.com
*Note: this post contains affiliate links
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Hit follow and please leave a review if you enjoyed this episode! The kids and I might even bust out a happy dance! 💗 - Brittany
00:00 Intro
1:45 Systems for social media & email marketing
10:30 Website systems & integrations
19:45 wrap up
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