And I’ll be the first to admit—I “tend” to be organized. But even I found myself wasting time searching for documents or chasing notes through email. It wasn’t until I put a few simple systems into place (and saw how many of my clients didn’t have them) that it clicked: organization isn’t about perfection. It’s about giving yourself a backup for your backup so you don’t lose time on things that should be effortless.

One of the easiest examples? Google Drive.
✔️ Create folders.
✔️ Color code them.
✔️ Always upload and back things up.

It sounds basic—but it saves hours. Because if you’re wasting time searching, you’re not coaching, not creating, and definitely not building the business you want.

So let’s dive into the three systems every coach needs:

System 1: The Content Repurposing System

If you’ve ever thought: “I don’t have time to be everywhere online”—this one’s for you.

The Content Repurposing System takes one piece of content (like this blog or a video) and turns it into an entire ecosystem of posts, reels, emails, or even a podcast.

Instead of publishing and moving on, you:

• Break down the main ideas into smaller bite-size tips.

• Use them across Instagram, LinkedIn, Facebook, or Threads.

• Repurpose them into emails or newsletters.

• Turn the big idea into a podcast or live training.

✨ With AI tools (and the right prompts), this is faster than ever. No more staring at a blank screen thinking, “I can’t create that.”

But here’s the thing: repurposing only works if you actually track what you’ve created. A simple Google Sheet, Airtable, or Trello board can help you keep tabs so nothing goes to waste. And when you’re ready to schedule content across multiple platforms, my favorite tool is Metricool. It’s simple, analytics-driven, and yes—there’s even a free version to start.

✅ Want the step-by-step system (including the exact ChatGPT prompts I give my clients inside the Society and Incubator)? Check out my AI Content Repurposing Magic course. It’s the shortcut that will save you hours and help you create more content than you thought possible.

CONTENT REPURPOSING MAGIC

System 2: The Lead Tracking System

Here’s the deal: if you’re not tracking your leads, you’re losing them. Period.

Most coaches start with a spreadsheet. And while that works for about five minutes, it quickly turns into a giant, unmanageable mess. (Trust me, I’ve seen those “30-tab monsters.”)

A better way? Pick a system that matches how you connect with people.

✔️ If you’re social-media heavy: try GroupTrack CRM. It lets you track conversations directly from social platforms and sync them with your main CRM.

✔️ If you want to keep it simple: ConvertKit works beautifully to build your landing pages, grow your email list and track connections without overwhelm.

✔️ If you want an all-in-one platform: I use FG Funnels. It’s more advanced, but it handles funnels, automations, and CRM all in one place.

And that last point is huge. Too many people assume “social media is enough.” But what happens if you lose access? (I’ve seen accounts disappear overnight.) Without an email list, you’ve lost every single lead.

👉 One of the core things I teach inside my memberships is how to simplify this process so you never wonder, “Who was that person I met at that thing?” again. With the right system in place, following up becomes effortless—and conversations naturally lead to clients.

System 3: The Planning System

Now let’s talk about the system most people resist.

Planning.

I know what you’re thinking: “I don’t have time to plan.”
But here’s the truth: you don’t have time not to.

The brain thrives on 90-day cycles. When you set a 90-day goal, reverse engineer it into monthly checkpoints, and then break those down into weekly priorities—you’ll actually get more done with less stress.

Here’s how:

• Start with your top three 90-day goals.

• Break them into monthly milestones.

• Each week, choose your top priorities (not 47 tasks, just the big ones).

• Schedule them on your calendar like non-negotiable appointments.

Planning is what keeps you moving forward instead of reacting to the next “urgent” distraction.

✅ Need a simple way to make this stick? Grab my Sweary Planning System—it’s designed to help you set goals that don’t feel overwhelming and actually follow through.

And if the real issue isn’t how to plan, but why you keep putting it off? That’s mindset. Procrastination, perfectionism, and “I’ll do it later” loops are exactly what I unpack in my book, Just Another Leap. If you’re tired of spinning your wheels, it will help you rewire the mental roadblocks holding you back.

Your Next Step

Here’s the thing: systems don’t have to be complicated.

• A Google Drive folder can save you an hour.

• A simple CRM can save you a client.

• A 90-day plan can save your sanity.

These are the same shortcuts I teach clients inside the Society and Incubator—because when you simplify, you create space to actually grow.

So, which system are you going to set up first?