Stop Letting Tools Run You: How to Organize Your Operations Without Overwhelm

Are your tools actually helping you run your business or are they just giving you more to manage?

If your day-to-day operations still feel messy behind the scenes, even with all the apps and automations, this episode is for you. I’m breaking down how to organize your operations without overwhelm so your business finally works for you again. You’ll learn how to simplify your business systems, choose tools that truly fit the way you work, and create structure that brings calm instead of chaos.

Here’s what you’ll take away from this episode:

2:16 – The moment I realized my business was running me instead of the other way around and how documented processes changed everything

4:09 – Why setting one clear goal for the next 90 days is the key to building momentum and reducing overwhelm

5:30 - Three ways tech tools should support your day-to-day: saving time, running things efficiently, and giving you space to focus on what matters

8:55 – Common mistakes business owners make when choosing tools and how to avoid wasting time and money

15:13 – How the Back Office POWER Checklist helps you find and fix the gaps in your operations so your business runs smoothly and sustainably

Resources Mentioned:

🔍 Ready to get clear about what’s really happening in the back end of your business?

The Back Office POWER Checklist is a fillable Google Doc you can complete online (no printing, no overwhelm).  It helps you uncover what’s working, what’s missing, and where your systems are silently slowing you down so you can fix the real problems, not just the symptoms. 

 🔧 Ready to simplify your business and finally feel in control?

The Mind Your Time Society is your space for smart systems, sanity-saving tools, and real support. Inside, you’ll find copy-paste scripts, plug-and-play templates, and a guided 90-Day Roadmap so you always know what to focus on next. Whether you’re tired of late nights, wrong-fit clients, or a calendar that never gives you breathing room, the Society gives you the clarity and structure to run your business like a pro without the overwhelm.

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

Chapters

• 2:16 The moment I realized my business was running me instead of the other way around and how documented processes changed everything
• 4:09 The moment I realized my business was running me instead of the other way around and how documented processes changed everything
• 5:30 Three ways tech tools should support your day-to-day: saving time, running things efficiently, and giving you space to focus on what matters
• 8:55 Common mistakes business owners make when choosing tools and how to avoid wasting time and money
• 15:13 How the Back Office POWER Checklist helps you find and fix the gaps in your operations so your business runs smoothly and sustainably

Transcript

SPEAKER_00: 0:00

Are your tech tools actually helping you run the day-to-day operations of your business? Or are they just giving you more to manage? If things are still feeling messy behind the scenes, even with all your apps and automations, then it's time for you to simplify. So today I'm sharing how you can get your daily operations organized so that your business finally feels calm, clear, and in control and supports you the way you want it to. Welcome to the Mind Your Time Podcast. I'm Shannon Baker, your coffee bumming host and business operations strategist. If you're a service provider who's great at what you do, but stuck with misfit clients, messy onboarding, or joining workdays, this show is for you. Each week I share both strategies and practical insights rooted in my power emotional framework to help you streamline your back end, protect your time, and lead your client experience with confidence because skills got you clients, but systems will take you further. So grab your cup of coffee or your favorite drink and let's dive in. Have you ever started planning a simple family getaway only to be completely overwhelmed by your never-ending to-do list? Well, that was me a few years ago. I had reached a point in my business where things were finally taking off, and instead of celebrating, I was drowning in task. Emails, scheduling, client follow-ups, all while working a day job. I was so busy trying to keep up that I couldn't even enjoy the success that I had worked so hard for. Then one day, I missed a client deadline because their email was buried in my inbox. That's when I knew something had to change. I was done letting my business run me instead of the other way around. So I sat down and I started thinking about how I could make things work for me. And there is so much advice out there about how to start your business, how to get clients, da-da-da-da-da. But no one tells you about the importance of systems or how to set them up so that your business doesn't take over your life. I quickly realized that I needed something else to give me back my time or at least control of my time while keeping things running efficiently, especially when I was working during the day or just completely unavailable because I was spending time with my family. Guess what it was? That is when I discovered the power of documented processes and the importance of tech tools for automation. Those two things combined didn't just save my sanity. They gave me space to focus on what mattered: my family, my clients, and my goals. They allowed me to step into the driver's seat and create a business that worked for me. Does any of that sound familiar to you? Are you constantly juggling tasks feeling like there aren't enough hours in the day? Maybe you're chasing money instead of creating the business that you dreamed of, one that runs efficiently without you and grows sustainably? Well, if that's the case, it's time for you to take a step back and start with the first step of my power in motion framework. You need to pick one goal. And if this is you, you're not alone. But I'm here to tell you it doesn't have to stay this way. So today we're gonna talk about how you can reclaim your time, build a business that supports your desired lifestyle, and start using the right tech tools to create space for what matters most to you. Specifically, we're gonna dive into the first steps of my Power and Motion framework. We're gonna break down each and talk about how it can transform the way you run your business. So, step one, pick one goal. I've talked about this before, but yes, we're gonna talk about it again. This is all about narrowing your focus. One clear, measurable goal for the next 90 days can totally transform your approach and improve your results. For example, when I was planning to leave my day job, instead of saying I just wanted to grow my business, I focused on a very specific outcome. Bottom line is make it very clear that clarity leads to real progress. Now let's talk about the second step. You definitely have to organize your operations. Now I know the tech tools can feel overwhelming, especially when this isn't your strong suit, technology is not your friend, and definitely when you're already stressed out and you don't know where to start. Maybe you've tried a tool or two or more and you got stuck and you just thought, well, you know what, this just isn't worth it. Or maybe you've got tools just sitting there collecting dust because you're not sure how to use them and you don't have time to figure it out. Well, guess what, my friend? Let me start by saying you're not the problem. But the problem is that you're trying to force tools to fit your business without first figuring out what you actually need them to do. That's why the organize your operation step in the Power and Motion framework is so critical. This is where taking time to evaluate your tech tools before you sign up becomes essential. Tech tools are powerful, but only when they're chosen intentionally and used effectively. So let's cut through the noise and get clear on how you can pick the right tools and make sure that they work for you. Because newsflash, tech tools should help you do three things save time, streamline your business, and free you up to focus on what really matters. Now let's break that down a bit. First, how does it save you time? Well, tech tools are like having an assistant who never sleeps. Imagine cutting out the endless back and forth emails to schedule meetings or having follow-up emails sent automatically after someone submits their contact information through your website. That's time you get to spend on something that actually grows your business, or even just enjoying the time that you have to take a deep breath and enjoy a cup of coffee. What would it feel like to wake up and know that things have already been handled for you? Time is your most valuable resource, my friend, and tools help you maximize it. And it they are so much worth their weight in gold. Now, second, tech tools make your business run more efficiently. Think of them as quiet partners that are working in the background. They reduce errors, they automate repetitive tasks, and they keep your business functioning even when you're not working. And when you are working, you can focus on the things that require your attention and not have to worry about the rest. So tools like online schedulers, automated workflows, or project management tools can be integrated into your processes to create systems that don't need you to micromanage them. Third and most importantly, tech tools free you up to focus on what really matters. So whether that's nurturing your clients, creating new offers, or spending uninterrupted and fully present time with your family, the right systems give you back control. I mean, think about it. How much time have you spent doing things that feel urgent but aren't actually important? Tech tools allow you to shift your energy toward the things that align with your bigger goals. So whether that's growing your business, connecting with loved ones, or even carving time out for yourself, they will help. I mean, what would it look like if your work felt purposeful instead of just busy? That's the kind of freedom that tech tools can create when they're working for you. And here's a bonus they also improve communication in your business. Whether you're managing clients or working with a team, tech tools help everyone stay connected and on the same page. Take Monday.com, for example. It's not just about tracking tasks or managing projects and deadlines, it's about creating a centralized hub where updates happen in real time. Now let's be real. Using tech tools isn't always smooth selling. I mean there are challenges, but none of them are deal breakers. First, there will always be a learning curve. Yes, it can feel frustrating at first, but in the long run, it's worth it. That's why I create how-to videos for my clients after we get a process in place. There's step-by-step guides to help you hit the ground running without spending hours searching Google or YouTube for just that. Now let's talk about the second challenge. That's tool overload. There are so many options that it's easy to fall into the trap of subscribing to tools that you don't need. Not to mention, if you're like me, you'll sign up for a free trial that expires before you even get to use a tool. And then worse, sometimes you forget to cancel and you end up paying for a tool that you don't need or you don't like. So how can you avoid this? Well, you need to start by determining what's essential for you. So answer these questions. What specific outcome do you need? Will this tool grow with your business? Because you don't want to have to start over in the future. And are there specific features that you need? And then what features are just nice to have? The answers to those questions are vital before you make a decision to use a tool. Now the third challenge is cost. And I'm not just talking about money, I'm talking about time. That's why you need to evaluate your tech tools thoroughly. Will the time you spend learning and using the tool save you time or make you money in the long run? Will you need to hire someone to set it up for you or train you to use all of its features? And if you have a team, do they already know how to use the tool that you're considering or will they have to learn it too? These are just a few of the considerations that you need to think through in your process. Here's a perfect example of what happens when you don't evaluate carefully. One of my clients was using one of my clients was using Monday.com to manage their team and track tasks, but they weren't maximizing the full potential of what was built into the system already. Because of that, all the features available weren't implemented, and then they decided to start using a more expensive tool that has a very steep learning curve. Meanwhile, one of their key processes was completely manual and was eating up so many hours every week. So once we started reviewing their processes and identified how they wanted things to work, I started implementing automations that were already built into Monday.com to streamline multiple processes. And now, several processes run on their own. There's no more manual data entry, which is faster, more efficient, and more accurate. These changes freed them up to focus on growing their business instead of being tied down with these administrative tasks that could be automated. So let's recap the key takeaways because this is where the transformation really happens. First, you need to start by picking one goal. That's the foundational step in the Power in Motion framework. Focus on one clear, measurable goal for the next 90 days. This focus creates momentum and lays the groundwork for everything else that you do in your business. Next, remember that tech tools save time by automating repetitive tasks and giving you back your most valuable resource. Imagine waking up to find that follow-up emails, appointment scheduling, and even some of your client communications have already been handled, all without you having to lift a finger. That is time you can reinvest in growing your business, nurturing relationships, or simply catching your breath and enjoying life. Second, tech tools make your business run more efficiently. And this isn't just about saving a few minutes here and there every now and then. It's about creating systems that work even when you're not. No more wondering if something fell through the cracks, no more putting out fires, or manually tracking every little detail in your business. Instead, you will be operating like a pro. You'll have streamlined workflows and they will keep everything moving forward without you. Third and most importantly, they free you up to focus on what really matters. What would it look like if your work felt purposeful instead of just busy? That's the kind of freedom that tech tools can create when you use the right tools and they're working for you. And don't forget about communication and collaboration. Tools like Monday.com is not just about task management, it's about creating an environment where your business, your team, your clients, they're connected, they're informed, and everyone's on the same page. So let me ask you this. What would it look like if your business worked for you instead of the other way around? And what if you had the time you needed to focus on the big picture instead of being caught up in the weeds every day? What if you could finally step away from your business knowing it was still run like clockwork? Here's the bottom line. Your business should work for you, not the other way around. And if you've been feeling overwhelmed, stuck in the weeds, or you feel like you're spinning your wheels trying to keep everything running, now is the time for you to make a change. The right systems and tools are not just nice to have. So if you're ready to take charge and organize your business and get your systems in place, that's exactly why I created the back office power checklist. It's a tool that shows you where the cracks are in your business back end so you can stop spinning your wheels and start fixing the right things first. The best part is it only takes a few minutes for you to complete and it will save you weeks of guessing. Go to theshannonbaker.com forward slash checklist, or you can click the link in the show notes. You need to identify what you need to focus on and what systems you need to create to support your goals so you can be successful. So here's your challenge. Once you've completed the back office power checklist, choose one actionable step to improve your operations. That's whether it's setting up a new tool, automating something, or mapping out a process. Small wins build momentum, and you will be amazed at how much clarity and confidence this one step can bring. And then when you're ready for the next level of support, the checklist again is just the beginning. Join us inside Founder Circle in the Mind Your Time Society so you can get access to the full systems and sanity suite. That gives you tools, templates, maps, and the pacing plan that you can use to create a structure that will help you build a business one system at a time at your pace, but you won't have to do it alone. I know you're ready for the next level of support, and I'm here to help you build that with confidence. So let's get started. Thanks for tuning in today. If this episode hit home, it's because you already know you're ready to stop patching up the problems and start running your business like the pro you are. But listening won't fix the cracks. Action will. Your next step? Grab the back office power checklist at theshannonbaker.com forward slash checklist. It'll show you exactly what's working, what's missing, and where your back end is silently slowing you down. And if you're ready to go deeper, founder circle inside the mind your time society is where we can fix it together with the system's insanity suite and you'll get the clarity that you've been craving. Not quite there yet? Come say hi to me on Instagram at the underscore Shannon Baker. I would love to hear what resonated with you the most. And if you're loving the podcast, please leave a quick review because it goes a long way in helping more service providers like you find the podcast. You can do that right now at ratethispodcast.com forward slash mind your time. Skills got your clients. Systems and your expertise are what's going to help you keep them. So until next time, keep calm and streamline.