How do we make your business more resilient? Business systems.
It’s a tough time to be a human and a small business owner, there’s no denying that.
Personally, I’ve been trying to stay afloat amid waves of emotion—collapsing into a freeze state when I absorb too much political news, frantically scanning for local initiatives to donate to, getting weird (but admittedly, very helpful) sparks of inspiration to go “all-in” on my business and support change-making entrepreneurs I believe in (not to mention, there are potential firing freezes in the 9-5 world).
As someone who grew up in Southern California and works with several small businesses in Los Angeles, the recent wildfires have also been a stark reminder of how quickly our “business-as-usual” can be pulled out from underneath us.
There are so many beautiful, community-driven antidotes for the chaos of this historical moment.
And, as leaders within our businesses, we can build resilience and stability for ourselves and our teams (if we have them) into the fabric of our work through thoughtful business systems.
First: What is a System?
In her book, “Thinking In Systems: A Primer,” scientist Donnella H. Meadows defines a system as "an interconnected set of elements that is coherently organized in a way that achieves something.”
We can look toward nature’s wisdom for numerous examples; a forest’s ecosystem is not a bunch of trees, disjointedly growing next to each other. A forest comprises rich and interconnected systems of trees, animals, soil microorganisms, root networks, mycelium, water, and weather patterns.
Similar to an ancient forest that can survive millennia through its tapestry of interdependence, your business is made more resilient and impactful not through the one-off actions you fill your hours with—an email response, a virtual workshop, an email newsletter—but the way these elements work in concert to bring the vision for your work into reality.
Some common business systems in your ecosystem relate to: client relationship management, team onboarding, customer inquiries, marketing, program development, launch management, the flow of information among your contractors and collaborators, etc.
Key questions here: How do you handle each of these? Do you (yet) have a standardized and streamlined way of approaching them?
Why Business Systems Create Sustainable Success
It’s understandable to dream of getting up from your desk at the end of each and every day, 100% satisfied with how much you created, how well you kept up with your client requests, and how tidily you kept in mind all of your overlapping tasks and projects.
The culture of late-stage capitalism asks us to hustle and produce at the same rate, if not more, as time goes on. As an entrepreneur who leads with a vision for collective liberation, you know this is a con.
Let’s be real—you are not a machine. And nor should you be! Your intentional, humanity-first approach is what makes your work so effective.
Trying to keep all the plates spinning through sheer willpower is not built for sustaining a thriving business or weathering an inevitable storm.
So, when you’re experiencing days or seasons of lower capacity (say a nasty flu sweeps through your whole household or a gaggle of billionaire oligarch dorks initiates a government takeover), here’s how solid business systems can be your safety net:
Business Systems Prevent Unnecessary Urgency
Without systems, your daily mission is to address whichever “alligators are closest to the boat.” This constant state of reactivity isn't just inefficient—it's deeply dysregulating for our nervous systems. Good business systems help us catch those to-do list items that threaten to fall through the cracks, facilitate clear expectations, prevent easy miscommunications, and anticipate problems before they need to be urgently resolved.
Business Systems Hold Space for Humanness
Last October, one of my oldest and closest friends passed away. I was having trouble sleeping and could barely concentrate on otherwise simple tasks.
While my clients were beyond compassionate and understanding, I had to (because we live in a capitalist society where income is required to survive) and wanted to (as a distraction if nothing else) continue working.
Luckily, I had strong and flexible systems within my business to lean on: Project management tools with clients to track progress and upcoming deadlines, clear processes documented in SOPs, and rinse-and-repeat HoneyBook templates for my contracts and invoices. This allowed me to continue serving my clients while honoring my grief. Systems don’t replace humanity—they protect it.
Business Systems Facilitate Smarter Decisions
Decision fatigue is a very real thing, especially in times of overwhelm and endless possibilities. Setting up systems to track your key metrics (whether that be social media followers, email open rate, website visitors, etc.) means future-you doesn’t have to rely on guesswork. Even when your capacity is low, past seeds of success can light your way forward.
Business Systems Don’t Leave Money On the Table
Did you know that inefficiency costs companies 20-30% of their revenue each year? While you might be more mission-driven than money-driven, you deserve to be paid a thriving wage!
When you have automated systems that nurture warm leads into ready-to-buy clients, quick and easy communication templates for customers’ most common pre-sale questions, and well-documented procedures for your most impactful customer service and marketing efforts, the pressure is off for you to come up with the “perfect” approach time and time again in order for your bottom line to stay in the green.
This becomes especially vital if/when you want to scale your business without burning out or sacrificing quality of work. Systems help you consciously build a team, so you can focus your limited energy into the natural talents only you can steward in service of a better world.
Starting Small: Your First Steps Toward Systematic Resilience
This is not an overnight process, so firstly: give yourself some grace.
Then, I would encourage you to reflect on this question: If you were presented with a huge opportunity that would require unexpectedly stepping away from your “business as usual” for one week, what would ABSOLUTELY still need to get done (by you or someone you trust)?
Maybe it’s ensuring clients follow through on their payment plans. Maybe it’s facilitating the cancellation process for outgoing members. Maybe it’s distributing course materials to everyone who signed up for your group program this month.
Wherever your absence would be the most felt, start there. Document your current process (even if it’s chaos), and look for opportunities to infuse structure and automation.
And remember: You don't have to figure this out alone. As a trauma-informed Online Business Manager and Systems Strategist, I specialize in helping liberatory small businesses streamline their operations in service of both their goals and their humanity. If it’s about damn time to infuse stability, adaptability, and sustainability into your business, I invite you to check out my services and schedule a complimentary 30-minute call to get started.
