Poor Organization in Business is Costing You Money: Lessons From a 7-figure Business Owner

Today we’re tackling a topic that might hit close to home for many of us: the struggle with poor organization in business. Did you know that one in five independent business owners have actually lost money due to a lack of organization? That’s a pretty sobering statistic! But don’t worry, we’re not here to dwell on the negative. I’m raising my hand here too. Instead, we’re focusing on a solution that could be a game-changer for your business: creating strategic and efficient systems.

In this episode as host of the Honeybook Independent Business Podcast, I sat down with Amber McCue, the brains behind “The Modern CEO” and “How to Clone Yourself.” Amber’s got some serious credentials – she managed to turn her side hustle into a multimillion-dollar company using the very systems she’s going to share with us. 

Who knows? This might be the conversation that helps take your business to the next level. Click here to watch the whole interview, or click play to listen below!

 

1. Having a Systems Mindset Is More Than Just Being Organized

When I sat down with Amber, she introduced the concept of a “systems mindset.” As someone who started as a single mom at 18 and now owns three companies (talk about a glow-up!), she credits all her success to this approach. “The only way it is possible is because I have that systems mindset,” she said.

This concept resonated with me because, like many entrepreneurs, I didn’t naturally gravitate towards systems. In the early days of my business, I was laser-focused on client acquisition and paying the freaking bills. But as things picked up, I found myself overwhelmed and exhausted. That’s when I realized the importance of systems, even if I had to implement them reluctantly at first.

 

2. Breaking Down Systems

Amber defines systems using the “W” questions – who, what, where, when and why. She used the brilliant example of ordering coffee to illustrate this. When you walk into your favorite coffee shop, there’s a system in place to take your order, prepare it efficiently, and deliver exactly what you asked for.

The goal of systems is to deliver a great product and create an excellent experience efficiently and consistently. It’s about having an input, a process to be executed, and a set of steps that lead to the desired outcome.

One of the most impactful points Amber made was about the significance of the ‘why’ behind your systems. When people understand the reason behind a process, they can deliver with a whole new perspective. This is especially important when you have a team!

 

3. You Need to Adapt Corporate Systems as an Independent Business Owner

As a former “corporate girly” myself, I was curious about what systems from the corporate world could benefit independent business owners. Drawing from her own corporate experience, Amber shared that there’s a rhythm to strategic planning and implementation cycles, and getting a system in place for these processes can speed up just about everything you do in your business.

Amber broke down the implementation system into several key components:

1. Annual Planning: Start with your roadmap, strategic plan, goals, and objectives for the year.
2. Quarterly Check-ins: Regularly review your progress.
3. Reflection: Look back at what you’ve accomplished in the last quarter.
4. Forward Planning: Based on your current position, plan what you need to do to reach your goals.
5. Milestone Setting: Map out what you need to accomplish in the next 6 weeks or 90 days to stay on track.
6. Monthly Check-ins: Review what you said you needed to get done and ensure it’s happening.
7. Weekly CEO Time: Schedule time every Monday and Friday for strategic thinking and planning.
8. Daily Integration: Make this process a part of your daily workflow.

It always sounds more complex than it is, right?

 

4. You Need to Adapt When Life Happens (Because It WILL Happen)

Despite being systems-minded, that doesn’t mean everything always goes according to plan. Amber talked about how we need to build margins into our systems. She recommends only booking 60-80% of your calendar, leaving buffer space for unexpected events. She also suggests doing brief scenario planning for big projects or launches, thinking through potential hiccups without obsessing over them.

 

 

5. There are 4 Systems You Need To Get Out of Poor Organization in Business

You know my next question right? What systems do we actually NEED in our businesses? Amber shared that there are four main systems to help us get out of poor organization in business.

1. Revenue Generating Systems: These are super important because sales are the lifeblood of any business. They might not always be perfect, but having them in place gives you peace of mind and sets you up for smart growth.
2. Client Facing Systems: Once you’ve got clients, you need systems to keep them happy and well taken care of.
3. Time Saving Systems: From there, find ways to streamline tasks that eat up too much of your time or cause frequent mistakes. These systems can save you time, stress, and energy.
4. Life Giving Systems: Happy teams and business owners do better work. If certain tasks are draining you, think about how to change or systematize them. Sometimes, this means passing them off to team members who will enjoy them.

6. Aligning Systems with Values

When creating systems, Amber stressed the importance of aligning them with your values. This alignment should be evident in every action and decision, from how you treat your team to how you interact with clients. For example, you can’t be a company that says you prioritize family and then be unreasonable when a single mom needs to stay home with a sick kiddo. By making sure your systems reflect your values, you create consistency and authenticity in your business operations.

 

7. Maintain Boundaries Gracefully with the Disney No

Lastly, Amber introduced the concept of the “Disney No,” a way of saying no without using the word “no,” instead offering alternatives or reframing the situation positively. It’s a great way to keep boundaries while still giving awesome customer service.

For instance, instead of just saying no to a client’s request, you could say, “That’s a great idea, but how about we try this alternative? I think it’ll work even better for you.” This way, you respect your boundaries without hurting the relationship.

 

If Poor Organization in Business is Costing You Money, It’s Time to Embrace Systems

Ready to dive deeper into this conversation? Head over to here to catch the full interview and don’t forget to subscribe to the podcast for more high-level conversations with independent business owners. I’ll see you there!