The Mind Your Time Podcast | Empowering Entrepreneurs to Streamline, Scale, and Live Their Legacy

How to Transform Chaos into Clarity and Reclaim Your Time

• Shannon Baker | Business Operations Strategist • Episode 199

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Are you feeling buried in the daily grind of running your business, wondering why all the effort you’re putting in isn’t paying off the way you hoped?

It’s time to uncover the real issue: disorganization and the lack of systems—and why discipline is the secret to turning it all around.

In this episode, I’m sharing how my POWER In Motion framework helps you create systems that work and the mindset shift needed to stick to them. You’ll hear a quick-win challenge to clear your digital clutter, an inspiring client story of transformation, and actionable steps to start reclaiming your time and focus.

Why does this matter?

 Because systems without discipline are just tools. True freedom comes when you combine structure with consistency to make it work.

Tune in now to learn how to create a business that supports your life instead of overwhelming it. And don’t forget to grab the Biz Ops Checklist in the show notes to take your first step toward clarity today.

1:15 - ​​Discover why a shaky foundation without systems might be keeping your business from growing and how the POWER In Motion framework can help

3:39 - Take on a quick desktop decluttering challenge to experience how organization can create clarity and mental space

8:33 - Learn why scalable businesses rely on systems and how wasted time affects your health, family, and growth

10:19 - Explore the 3 C’s—Calm, Clarity, and Commitment—and how fear can keep you stuck in chaos instead of thriving with systems

Resources Mentioned:

📋 Grab the Biz Ops Checklist, a fillable PDF, to quickly audit your back office, spot inefficiencies, and create a smoother, more efficient operation!

🤝 Join The MY-T Society for tools, templates, and expert support to simplify your business systems and take control of your time!

Related Episodes Mentioned:

Episode 193 - The Ultimate End-of-Year Planning Framework to Build Momentum for Next Year



Let me know your thoughts! Click here to send me a text.

Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

Resources Mentioned In This Episode:

Check Out The MY-T Society Membership

Listen to My Free Audio Masterclass

Schedule a 20 Minute Chat with Me

Let’s connect online:

Follow Me On Instagram: @the_shannonbaker







Speaker 1:

If you're an entrepreneur that is tired of being stuck in the weeds, working hard but not seeing the results you want, this episode is for you. Today, we're going to talk about how disorganization and broken systems might be holding you back and how you can make small changes that give you better results. So, whether you're struggling to stay productive or just craving more freedom in your business, this episode will give you actionable steps so you can reclaim your time and finally create a business that works for you. 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. Are you feeling buried in the daily grind of running your business in the weeds, so to speak, wondering why all the effort that you're putting in isn't paying off the way you had envisioned? Well, let me ask you this. What if the issue isn't how hard you're working, but it's because you're trying to build your business on a shaky foundation because you don't have the right systems holding it up? Think about that for a second. You're hustling, you're showing up, you're putting in the hours, you're losing sleep, but you're not seeing the growth you want. If that hits home, you're definitely in the right place, because today we're going to talk about how you can turn your back office chaos into a strong foundation for growth and freedom, using my power in motion framework, because it's time for you to stop spinning your wheels and start building a business that works for you, not the other way around.

Speaker 1:

Picture this you wake up ready to take on the day. You fix your morning cup of coffee, you do a little journaling or Bible reading as you sip on that coffee and enjoy the quietness in the room. Then you get ready to start your day. You've got it all planned out. You're determined. You're going to check off every item on your to-do list, but by noon you're overwhelmed. The emails keep coming in. You've had to put out several fires for a client and then you find out that a major process is broken and you don't know how to fix it. Does that sound familiar? It's okay, I've been there too. This is actually where a lot of entrepreneurs get stuck, because they're juggling everything, feeling pulled in every direction and left wondering why they're still in the same place that they were six months ago. I get it Again. I've been there.

Speaker 1:

I remember one morning that I sat down at my desk staring at a sea of files on my desktop. I needed to find a contract for a client, and after 10 minutes of searching, I couldn't locate it. Not only was I frustrated, but it also drained my energy and my productivity. At that moment, that's when I realized that my digital clutter wasn't just annoying, it was costing me time and keeping me from being productive. So let's do something about that right now.

Speaker 1:

If this is something that you've been putting off, here's a quick one challenge for you. Take a look at your computer desktop. Is it covered in random files and icons? If it is, I want you to pause this episode and create one folder call it ORGANIZEME, and I want it in all caps, so that this folder stands out. Then take a deep breath and drag every single file on your desktop into that folder. Now, this isn't about perfection. This is about making progress, and progress beats perfection every time. Once you've done that, I want you to look at your clean desktop. It feels good, right? Well, that's our ultimate goal with getting organized having clarity that creates mental space for what matters most to you. Now imagine what getting organized could do for your entire business when you create systems that work. Now I'm going to share a true story with you that shows the power of getting organized.

Speaker 1:

One of the first projects that I tackle with every client is digital organization. For example, I had a client who had a six-figure business and it was growing fast. Now, on the outside, her business looked successful because it was at least on the books. Her clients loved her work because she was good at what she does. She still is, and her calendar is always booked in advance. But behind the scenes, it was absolute chaos. She had two Dropbox accounts, two Google Drives and no clear separation between her personal and her business documents. Her digital files were scattered across random folders or in no folders at all. Her calendar was a total nightmare of overlapping meetings. She was always overbooked and her client onboarding process, which was non-existent, was so inconsistent that she always forgot steps and this always caused complications. Later she was overwhelmed, exhausted and constantly worried about dropping the ball, because she did a lot. She spent more time putting out fires than actually doing productive work, so her business wasn't just chaotic, it was really running her into the ground.

Speaker 1:

So our first project was cleaning up her desktop and her digital files by separating and consolidating everything into a single system. That's where we implemented what I now call a power week. We tackled her digital junk drawer head on, organizing everything into a system that worked for her, and it has been a game changer From there. We were able to create streamlined and repeatable processes, including the onboarding process, and that removed the guesswork from her operations. Now, for the first month, everything was working well. For the first time, she felt like she finally had her business under control. But then chaos started creeping in. Does that sound familiar? So at our 30-day check-in call, we dug into what was happening and she had an aha moment. She had started slipping back into her old habits and wasn't using the system the way we built it to work. But once she recommitted to the process and made her systems part of her daily routine, letting them do their job, everything changed. Within a few months she was sticking to her office hours, taking unplugged weekends and vacations with no laptop and no stress, because she knew her business would keep running without her.

Speaker 1:

That's the power of combining systems with discipline. Systems only work if you let them. They don't restrict you. They actually create space in your daily life, and that space gives you the freedom you want and need to focus on what matters most in your life and in your business. And this transformation ties directly into the Power in Motion framework, because it's not just about organizing your files. It's about building a solid foundation in your business that sets you up for long-term success. Now, if you're curious about all five steps of this framework and how they work together, I go into each of them in detail in another episode, which is the ultimate end-of-year planning framework to build momentum for next year. I'll put a link in the show notes so you can check that out later.

Speaker 1:

Now here's a hard truth. I don't want you to have to learn this the hard way. Without systems, your business isn't scalable. Actually, it's a house of cards that can fall apart very easily. Every minute you spend on things that could be automated or delegated, it's not just time wasted, it's time that is stolen from the things that matter most to you. That's your health, your family and growing your business.

Speaker 1:

So let's flip the script. Imagine freeing up just two hours a week. What could you do with that time? Maybe it's taking a walk to clear your mind and getting more movement. Maybe you can enjoy an uninterrupted coffee break or lunch out with a girlfriend during the day, or finally being able to sit down and read that book that's been sitting on your nightstand for months. Those two hours is not just time saved. There are moments you can reclaim for yourself. But guess what? None of that is possible without systems. Now would it be helpful for you to have access to resources that make this process a little bit easier for you? Well, inside of the Mighty Society membership, I've created workbooks, templates and other resources that will not only help you build systems tailored to your unique business and its needs, but there are resources in there to help you learn how to make time for yourself and practice self-care daily.

Speaker 1:

These aren't cookie cutter solutions. They're designed to help you streamline your operations and reclaim your time, and, once your systems are in place, discipline is what keeps them working for you. This is how you build sustainable growth not by working harder, but by working smarter. But systems are only part of the equation. Let's talk about your mindset. Systems won't fix the chaos you're experiencing if you're stuck in survival mode, and this is where the three C's come into play. That's calm, clarity and commitment. Being calm protects your energy and helps you stay grounded when things feel overwhelming. That's why my tagline is keep calm and streamline. And then clarity that helps you stay focused on solving the right problems instead of spinning your wheels and wasting time on the wrong ones. And commitment well, this is a game changer. Commitment turns your progress into lasting success.

Speaker 1:

Now, there is one thing that I've noticed all of my clients have in common that keeps them from sticking to their systems once they're in place. It's fear. Whether it's fear of letting go, fear of trusting someone else, fear of trusting the system or fear of failure, they experience either one or all of these things and they start slipping back into their old habits. So, whether you experience one or all of these, fear will keep you clinging to the chaos and then accepting it as a normal way of living, and we don't want that. Here's the thing, though. Discipline. Don't want that. Here's the thing, though Discipline it's not restrictive, it's actually liberating. Discipline allows you the space that you need to focus on what matters most while letting go of the rest. That's what real self-care looks like for us as business owners. It's being able to say I matter enough to create a business that supports my life, not the other way around. So here's something else I want you to do for your next quick win Grab the BizOps checklist via the link in the show notes.

Speaker 1:

In less than two minutes. It's gonna help you pinpoint exactly where your systems are leaking time Spoiler alert. You're going to feel the same sense of clarity that you got from cleaning up your desktop, but on a much bigger scale, when you complete that checklist. Now, if digital file clutter is what's holding you back, then that's where a power week comes in. It's a focused work week where we map out what you want your filing system to look like, and I do the heavy lifting and clean up and organize your digital files while you spend your time somewhere else. It's the perfect solution if you want to start with a clean slate and then build from there.

Speaker 1:

Now let's do a recap of what we talked about today. First of all, being disorganized leads to chaos, which is what's holding you back, but systems and discipline unlock the freedom that you desire, and systems are not just good tools to have at your disposal. They are the foundation of growth, the keys to clarity and freedom. We also talked about the mindset shifts that you need to embrace to make it all work Keeping calm to protect your energy and keep you grounded, having clarity to solve the right problems and be productive. And then being committed to making changes, not slipping back into your bad habits. So the progress that you've made leads to more success, which is what you want.

Speaker 1:

Now it's time for you to take action. Whether you download the BizOps checklist, join us inside the Mighty Society, reach out to me on social media to get your questions answered, or book a call with me to see what option is best for you, take the first step so that you can build a business that supports you. Remember, systems create clarity, and clarity creates the space for your business and your life to thrive together. So don't let another week go by without taking action. Start getting your systems in place. You have the power to create a business that supports your life and your values, so let's make it happen together.

Speaker 1:

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.