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

Smarter Systems, Sustainable Growth: Why Hustling Harder Is The Real Roadblock

• Shannon Baker | Business Operations Strategist • Episode 209

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Still grinding 10-hour days and wondering why your business still feels chaotic behind the scenes?

Here’s the truth no one wants to admit, hustling harder isn’t the path to sustainable success. It’s the roadblock! And if you’re not intentional about how you use your time, your systems (or lack of them) will keep you stuck in a cycle of burnout, even if your revenue looks great on paper.

If you’re running a six-figure business but still feel like you’re the one holding it together with sticky notes and sheer willpower, this episode is for you.

You didn’t build your business just to be exhausted. You built it for freedom. It’s time to protect your time, create space to lead, and stop sacrificing your sanity to hit your next milestone.

This is a real-talk conversation about why doing more isn’t helping—and what to focus on instead if you want your business to grow without draining you. Inside, I’m sharing:

1:48 - The critical mindset shift that helped me prep for multiple events, a family celebration, and a major summit without dropping the ball

3:15 - The importance of pausing and reflecting on your accomplishments

6:04 - How a Legacy In Motion Session gave a growing entrepreneur the clarity, structure, and custom 90-day plan she needed to finally get her systems working for her

10:34 - A quick exercise to help you identify what’s wasting your time and what you can stop doing this week to focus on what matters most

13:47 - The myth of productivity that’s keeping six-figure CEOs overwhelmed and overbooked

17:55 - Simple shifts you can make to protect your time and reclaim your role as the leader

19:42 - Why small wins matter more than you think and how to actually pause long enough to see them

Resources Mentioned:

🔧 Ready to simplify your back office and finally feel in control?

Join The MY-T Society Systems & Sanity Suite, your space for smart systems, sanity-saving tools, and real support. You’ll get plug-and-play templates, strategy driven resources, and access to expert guidance so you can run your business like a pro without the overwhelm.

🗺 Feeling stuck in the weeds? Let’s fix that.

Book a Legacy In Motion Session, a focused 2-hour strategy experience where we identify what’s slowing you down and build a 90-day plan that aligns with your vision. It’s time to clear the clutter and grow with intention.


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

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Additional Resources Available:

Tired of feeling overwhelmed by the back end of your business? It’s time to take control. Grab my free audio masterclass, The ABC Guide to Streamline Your Back Office, and start freeing up your time today.

Let’s connect online:

Follow Me On Instagram: @the_shannonbaker







Speaker 1:

When was the last time you actually stopped and gave yourself credit for what you've accomplished recently? If you're always chasing the next big win and overlooking the small wins, this episode is just for you. Today, we're going to talk about what it really takes to grow your business without burning yourself out, and I share a personal experience of what happened in my life recently that sparked this conversation. Welcome to the Mind your Time podcast. I'm Shannon Baker, your coffee loving host and business operations strategist. If your business feels chaotic and you're tired of spinning your wheels, you're in the right place. Each episode contains both strategies and practical insights rooted in my power and motion framework to help you streamline your operations, reclaim your time and grow without burnout. So, whether you're just starting out or scaling the six figures and beyond, I'll help you simplify, set boundaries and build a business that works for you. So grab a cup of coffee or your favorite beverage and let's dive in. Let me tell you something the past couple of months have been a whirlwind for me. March and April were some of the busiest months that I've had in a long time. We had a destination wedding slash vacation plan, so I took two full weeks off, which meant everything had to be prepped and handled before I left, not just for me but also for my clients. On top of that, I was out of town providing event production support for one event right before vacation and prepping for another one that actually happened the day we left. So I had to make sure everything was lined up so that the team could execute without me, which honestly took a lot more planning than usual, and I had to tweak a few systems behind the scenes to make sure things still flowed efficiently. Then, when I got back from vacation, I had to jump right into preparing for a very special religious occasion with my family, and as soon as that wrapped up, I was packing again to head to Arizona to support the no Summit. So when I returned home, jet lag hit me hard and I was down for three days. And I did all of this while managing logistics for my client's May events and still had to take care of the normal things for my family, which includes my parents. So yes, I've been dealing with a lot, but even with everything going on, I didn't feel like I was drowning. Are you wondering how is that even possible? Well, basically it's because I had a solid plan, I had systems in place and I was really intentional about where my time and energy went before each trip and when I returned home. Podcast episodes were scheduled in advance and my clients were aware that I was going to be offline, so we prepped for that in advance as well. This was a huge accomplishment that I am very proud of and that made me realize something important that I want you to think about today when was the last time you actually sat down and really reflected on all of the things you've accomplished lately? I mean really paused and looked at your progress? If you're anything like me, it's probably been a minute.

Speaker 1:

It's really easy to get caught up chasing the big wins and then we completely overlook the small ones. But those small wins but those small wins they're what keep us going. They're proof that things are moving forward and we're actually making progress, even when it feels like we're stuck. That's exactly why step five in the Power Emotion Framework is remember, refine review, because if we don't take time to recognize what's already working and what we've actually accomplished, we end up missing the chance to build on that momentum. So we stay stuck in that what's next mindset without ever feeling like we're actually making progress when we are, and if you're at the very beginning of creating or building your back office, that's okay.

Speaker 1:

The Mighty Society Systems and Sanity Suite was created to give you a simple starting point that actually makes sense, and it doesn't contain fluff and it's arranged in a way that it shouldn't overwhelm you, because I know you've built something real, you've got clients, you have a proven offer and you have the kind of drive that most people only wish they had. Now, on the outside, I know it looks like you've got it all together, but behind the scenes it's a different story. You're probably operating off of sticky notes, late nights and a never ending to-do list, which most of that is in your head. You're always working on something, always putting out a fire, and because of that, you're starting to wonder if all this hard work is actually getting you where you want to go. If you are shaking your head yes to some or all of that, make sure you pay attention. We need to flip the script Working less. It isn't lazy, it's smart. Let me tell you how I know this and how we can do this. Today, we're going to talk about the myths that keep you stuck in hustle mode, how you can create a system that protects your time and energy, and why giving yourself permission to work less is actually the smartest way to grow your business. And no, you don't need to do more, you just need a better way to operate, and I'm going to help you with that, if you let me.

Speaker 1:

So this reminds me of one of the members inside of the Mighty Society. When she joined, her business was already growing. She had clients, she was showing up online doing all the things, but behind the scenes there was no organization. Everything lived in her head, so every day it was a scramble for her to keep up, and although she had access to all the tools and resources inside of the membership, like a lot of high achieving women, she just didn't know where to start. So she booked the Legacy in Motion session with me, and that session was the turning point for her. Together, we mapped out exactly where she was in her business, what was working, what wasn't and what was missing. What was working, what wasn't and what was missing? To her surprise, there were more processes in place than she thought, but all of them needed work. So we picked her goal for the next 90 days, and the custom action plan that she received identified what systems needed her immediate attention, and she received a detailed timeline of how we could work together to get those systems up to speed so that they could support her goal. Now, if you've built momentum but your back end is still feeling messy, this is your sign. Now it's a time to streamline what you've already built so that you can grow it and it won't constantly rely on you.

Speaker 1:

So during this member's action plan review call, she told me that, while she has a lot to do, she knows that getting her systems in place is really going to set her up for long-term success, and she's looking forward to being able to go to Italy for two weeks and not have to worry about her business. How does that sound to you? What is your dream vacation? That you want to take two weeks off? Keep that in mind. The action plan I provided for this member captured all of that, and we identified the exact systems and resources inside of the membership that she needed to use. First, to stay focused and that's what I help every member do Get clear, get structured and finally take back control.

Speaker 1:

Most of us make the mistake of thinking we need to fix all the things at one time, when really we just need to focus on the right things, and for this member and every other business who has booked a legacy emotion or a limb session with me, that's when things start to click together and make sense. One of the greatest benefits of booking a limb session when you belong to the membership is the resources you need to implement on your own. You already have access to them. And that member I mentioned she was able to make a huge pivot in the way her business operates. She created services that were more aligned with her passion and her values. Now she charges what she is worth and when she talks about what she does, it's wonderful to see how confident she is. She can explain it clearly. Her pricing reflects her experience and because of the client experience that she can provide. Now her business has a solid back office and it's not draining her anymore. So her business isn't just running smoother, it's finally giving her the time and space she needs to grow without burning out.

Speaker 1:

And I know you didn't build your business just to be exhausted all the time or working all the time. You built it to create freedom. So now is the time for you to reclaim that original purpose, your original vision and this transformation. It doesn't come about because you work harder or you hustle harder. This happens when you pause long enough to get clear, get focused and make intentional moves that actually support your goals and are aligned with the season that your life is in. And that brings me to today's topic how do you go from being busy to being productive and finally create a business that lets you work less and get more done? It sounds weird, but, trust me, it works. But before we dive into the bigger shifts, I want to give you a quick win.

Speaker 1:

But before we dive into the bigger shifts, I want to give you a quick win, something simple that you can do today that is going to give you instant clarity. I want you to set a timer for 10 minutes and we're going to do a mini time audit. First, open your calendar and I don't care if it's digital or paper, because I use both but I want you to look back at how you spent your last five work days. Then ask yourself what was busy work, what actually needed to be done and what is one thing that you can stop doing today, this week, so you can focus on what really matters right now. This quick check-in on how you spend your time. It is powerful. It can reset your mindset before you even touch a task list. And this is exactly the kind of habit stacking that we focus on inside of the Mighty Society Systems Insanity Suite. It's about helping you be intentional and stay intentional so that your business runs more smoothly with less effort from you. Now, if that mini audit makes you realize just how much you have been juggling, that is a good start, because awareness is the first step to change Again. You don't have to fix everything this week. I need you to just start with one shift and I'm going to help you with the rest.

Speaker 1:

When you're ready to go deeper, there's a resource waiting for you inside of the Systems Insanity Suite. It's called a Task Audit Workbook. Insanity Suite it's called a task audit workbook. It builds directly on this practice and walks you through a simple process to help you do a few things. You will be able to identify what you need to delegate, delay or delete, but it starts with a full brain dump of everything that you're working on. Then you use the prompts in the workbook to sort through and decide what really deserves your immediate attention. So by the time you finish the workbook, you have a clear action plan and a whole lot more peace of mind, because you know what you should be spending your time on. Because, let's be real, you don't need a longer to-do list. You need clarity on what matters most right now, and that's what you need to be spending your time on. That's what this workbook gives you, and it's just one of the many resources that are available to members inside of the systems and sanity suite. It pairs perfectly with what we're talking about today, which is finding a better way to work that gives you time back without having to sacrifice results.

Speaker 1:

But now let's talk about the deeper shifts that will help you keep this type of momentum going, because if you want to consistently work less and get more done, it really starts with your mindset, and then you need to have systems to support that. So let's start with the first shift. You need to let go of productivity myths, and there are a ton of them out there. But if you're constantly feeling like you should be doing more, you're not the only one that feels this way, because unfortunately, it's the way we're conditioned. We've been told the most successful people are up at 4 am or 5 am and they start their day with a workout. Well, first of all, that's not me, and I consider myself to be successful, and I know several other successful women, and that is not how they live their lives. So here's the truth More hours does not equal more impact. Every single one of us gets the same 24 hours each day, and being productive doesn't mean you have to be busy all day, because busy doesn't mean productive.

Speaker 1:

Real productivity is about getting results because you worked on the right things, and you can only do this when you have clarity and you work with intention. So here's a real life example for you. You could spend three hours jumping between your inbox, scrolling for inspiration on Instagram, tweaking your website and creating images for social media and Canva. By the end of the day, you feel like you've been working nonstop, but did you actually do something that mattered Now? On the other side, compare that to spending 30 minutes documenting your onboarding process so you're ready to bring on a virtual assistant and get them up to speed before summer. That one task saves you hours down the line and it creates more space for someone to take work off your plate. That's the difference between being busy and being productive. Productivity is about working with intention. Productivity is about working with intention. So the time that you spend actually builds momentum in your business.

Speaker 1:

Here's another myth Multitasking makes you more efficient. Well, my friend, if you drank that Kool-Aid, it doesn't. It actually drains your energy and your focus. Jumping between tabs, tasks and conversations makes it harder for your brain to get into gear for you to do the kind of focus work that moves your business forward. You don't need to keep grinding. You need to get clear on what actually matters and protect your time so that you can do that work. Well, let me tell you how this usually plays out in real life. You sit down. You're like okay, today I'm finally gonna work on my onboarding process so I can get ready to onboard a virtual assistant.

Speaker 1:

So you open up your document Google Doc, word, whatever you use you jot down a few notes, you write down your name, your address. Then your phone buzzes. You check the message, you respond to a DM and, before you know it, you're tweaking your Instagram bio. You're jumping into your inbox to answer random emails. Then the phone rings, although you didn't have any call scheduled, and then you spend 30 minutes on the phone. By the end of the call you realize this person was not a good fit. And, by the way, from the beginning you should have directed them to book a consultation call, which would screen them in advance via your intake form to determine if they're a viable lead that you even need to consider working with.

Speaker 1:

Now, next thing you know it's been over an hour and that SOP that you were supposed to be working on, you still have a document that's sitting there with a few words on it, and it's not because you weren't working, it's because you were doing too many little things back to back at once instead of focusing on the one thing that actually mattered at that moment. That is why being intentional with your time is so important. It's not just about getting things done. It's about protecting your time, protecting your focus, so you can get the right things done, the things that are going to move your business forward and give you your time back later. Now, the second shift that I want to move your business forward and give you your time back later Now.

Speaker 1:

The second shift that I want to talk about is building a system that supports deep work and efficiency, because, again, you don't need more time. You need more structure around the way you use your time. That's where systems come in. Now, most of the women that I work with believe me, the challenge that they experience is not that they're not motivated. A lot of times it's decision fatigue. There are too many options, too many tools and they don't have enough clarity to make a decision because they're overwhelmed. That's why creating a system that supports deep work is so powerful.

Speaker 1:

So you can start by time blocking your schedule for phone calls, client work and to work on your business. Then you have to get into the habit of theming your days so you know what to focus on and when to do it. Here's an example. And when to do it. Here's an example Monday, for me, is a down day for me to recover from a busy weekend and plan my week. I have very specific days for specific types of phone calls. I have specific times every day where I read and respond to emails. That's just the beginning of my daily system. Now for you, if you're inside the Mighty Society Systems Insanity Suite, there are a ton of resources that walk you through exactly how to do this, like there's a workbook that helps you map out your weekly routine. Then you can plug in recurring tasks in a way that actually works with the season that your life is in Because, let's be honest, that changes. Your schedule needs to account for that.

Speaker 1:

Now the third shift that I want to talk about is working less on purpose. If you are constantly in go mode, your brain never gets a chance to rest, and without rest, your best ideas, they don't have space to come through. One of the biggest lessons that I've learned and that I teach is working less creates room for better decisions. When you shorten your work hours, you force yourself to focus on what actually moves the needle forward. So instead of sitting there trying to figure out how you can get all the things done, ask yourself what can I let go of? That goes back to that task audit workbook that's available inside of the membership, available inside of the membership Also inside of the systems and sanity suite.

Speaker 1:

We take time management very serious, because having a great resource is great, but if you don't know what you need right now, in the season that your life is in, all of it just becomes more noise. That's when members generally book a legacy emotion session with me, because they want to know exactly what they need to focus on, and that customized action plan that they get helps them then identify the resources and tools inside of the membership that will help them get results faster. And then, when they get stuck on their SOS button and I would love that for you too they get stuck. I'm their SOS button and I would love that for you too. So let's take a moment and summarize what we've talked about today, because the shifts that we've covered. They sound simple, I hope, but when you commit to them, they actually create powerful results to help you take control of your time.

Speaker 1:

So first we shattered the myth that being productive means being busy, means you're productive. Just because your calendar is full or you're constantly working does not mean that you're making progress, because productivity is not about checking boxes on a bunch of random things. It's about being focused, being crystal clear about what you need to be working on and getting it done. We also talked about building a system that protects your focus and your time and allows you to do deep work, because when your time has structure, your mind has space. Without systems, you are constantly reacting to things throughout the day and that, my friend, keeps you in survival mode. Systems create a steady and efficient flow. They help you be consistent, they help you make decisions faster and they give you space to show up as the leader your business needs you to be.

Speaker 1:

And then, finally, we unpacked why working less on purpose is the key to building a business that supports you and allows you to live your legacy. Shortening your work hours doesn't mean you're slacking off. It's a strategy. When you choose to focus on what matters most, based on the season that your life is in, you make space for clarity, better decisions, real growth and for you to enjoy life outside of the office. That is how you build a business that is profitable, sustainable and aligned with your life. So, again, these shifts are not about doing more. They're about doing what matters, building with intention and creating a business that works for you instead of the other way around. And if you're ready to turn this clarity into action, the Mighty Society Systems and Sanity Suite is here to support you. It's where we simplify the back end of your business, put boundaries in place to protect your time, and then we help you build the structure that you need to move forward with clarity and confidence.

Speaker 1:

Now, if this episode hit home and you're ready to stop doing all the things and start doing the right things, I invite you to join us inside the Mighty Society Systems Insanity Suite. It's a space where you'll get access to curated tools, step-by-step workflows, workbooks and quick, no-fluff trainings that will help you simplify how you run your business so you can take back control. Check that out at theshannonbakercom forward slash membership Now. If you prefer more direct support from me, or you just know you want that tailored roadmap to help guide your efforts, then feel free. Go ahead and book a legacy in motion session. I hope you figure out exactly what to focus on first, based on the current season that your life is in, and you'll get a custom action plan that you can stick with and it won't overwhelm you. Go to theshannonbakercom forward slash assessment today and get that session booked.

Speaker 1:

There is just enough time left right now, when this episode goes live, for us to make progress before summer gets here, but either way, you can enjoy more fun in the sun and be confident in your business that it's still running efficiently without you, no matter what time of the year it is. No matter what option you decide, though always remember you don't have to figure it out alone. Let's work together to build a business that works for you, not one that burns you out, and I'll talk to you next time. 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.

Speaker 1:

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.