Feeling Behind? Try This to Make Systems Work for You

Listen and subscribe on your favorite podcast app:

Apple Podcasts | Spotify | Amazon Podcasts | Pod.link / Pick Another App

Disclaimer: Please note this post may contain affiliate links. This means I may receive a commission if clicked at no extra cost to you. Though the opinions remain my own

Table of Contents

Podcast Description

Do you know you need systems… but feel totally stuck when it comes time to use them?

In this episode, we’re diving into a frustration I hear all the time: “I know I need systems, but I can’t seem to implement or use them consistently.”

Sound familiar? We’re unpacking the real reasons you feel overwhelmed by systems, why mindset plays a HUGE role, and how to make systems work in a way that actually fits your life and workflow. Because yes, you can make systems work for you, even if you’ve “failed” before.

What you’ll learn:

The mindset shift that helps you finally stay consistent with systems
What to do when your Trello boards feel overcomplicated and stressful
The power of celebrating small wins (and why it matters so much)
How to build flexible systems that adapt to you
Practical steps to keep up the momentum without adding more overwhelm

This isn’t about creating “perfect” systems. It’s about building ones that are simple, supportive, and stick.

Links Referenced in Episode:

▶ Grab your free Savvy Sampler Pass

▶ Learn more about the Systems Savvy Society

▶ Episode 57: Mistakes to Avoid When Creating Systems for Your Business

Connect with me:

Website | Instagram

Watch on YouTube:

Episode Transcript

(Note: This is a formatted AI-generated transcript to make it easier for you to read through, but is not an optimized blog post. Please excuse any spelling or grammar errors and filler words – it’s just how I speak LOL)

Episode Intro

Let’s talk about the frustration and inconsistency of creating or sticking to systems. Many of my community have admitted to feeling overwhelmed and stuck when it comes to adapting these new tools and frameworks. And trust me. I have been there too. When I first transitioned from paper to digital systems, it felt like I was literally drowning in options and complexities, and that there was just so much that I needed to learn.

I had no idea what I was doing. But guess what? It doesn’t have to be that way for you. Okay. So let’s rethink about how we view systems, how to build them to fit your needs and keep the momentum going. We want to create systems that actually stick. So stick around because by the end of this episode, you’re going to feel so much more confident and motivated to really take that first step towards creating or adjusting your system. Are you ready? Let’s dive in.

Hey, I’m Lucy Reyes, your host of the Cheerful Productive Chats Podcast, where I’m on a mission to help online entrepreneurs that like you focus on all the right things and kiss overwhelmed goodbye. Here, you’re going to learn strategies that will boost your productivity so that you can scale your online biz and impact lives sooner. It’s your time to shine. So let’s get started.

Feeling Frustrated with Systems

Hey, Hey, welcome back to the Cheerful Productive Chats Podcast. I am so excited about this topic. And I know I say that all the time about all my episode topics, but that’s because I really put a lot of thought and effort into what the topics are going to be about. I’m listening to my communities.

I’m seeing what questions are coming through. I’m seeing what frustrations are coming about. And this topic was one of the most recent conversations that we were having in my student/client-only community where my members were sharing their frustrations of feeling overwhelmed. They know they need systems.

They know the importance of systems. But when it actually comes time to create them or to implement them or to use them consistently, they feel overwhelmed. They feel defeated. They feel frustrated. And maybe that’s the case for you too, because honestly, like we all go through that phase. I didn’t come into this business and already knowing how to use project management tools.

I didn’t even know what they were. Okay. I had no idea what project management tools were. I think I mentioned this in another episode where I had hired my first VA, my very first not a VA, my very first team member and her question was okay, so what project management tool we’re going to be using? And I was like, excuse me. Like, what, what is that? And I could tell that she was kind of like, oh, like, oh no, I was still organized.

Don’t get me wrong. I was still organized in my own way, but definitely not like with project management tools and definitely not ready to hire a VA because that, at that point, that did not work out very well because of the lack of systems. And so I understand, okay, I get it.

I even had a one student emailed me one time who was like, Hey, I was actually listening to one of your trainings from way back in like 2020, 1 of my first trainings that I ever created. And somewhere in the lesson, I’m even talking about how, oh, you don’t need Trello. not for this task specifically. And I thought that was so funny because it’s like, well, You know, fast forward and look at me now, right?

We all reach this point where you’re like, oh crap. I need systems. Oh man. Like I am actually limiting myself from growing, from keeping from scaling up because I don’t have systems because I don’t have a way to manage all of the things that are coming up.

So you might be in this place, just like some of my members where you know you need them. But actually implementing them and actually using them. Now that’s a different story. So don’t worry. Like I totally, totally understand. I get it.

Shifting Your Mindset

But here’s what I want us to do. I want us to really start to shift our mindset around how we think about systems. And I know that it’s like, oh no, we’re going to the woo side here. And honestly like, yes, We are, because mindset is so important with anything that you do in your business. You’re going to see that and hear that all the time, like it’s really a matter of your mindset.

It’s the same thing of like, if you think you can, or you think you can’t you’re right. I don’t know who said that quote, but it’s a very powerful quote that my husband says to my son all the time. And it’s true. Right. Whatever you think is true is going to happen.

So if you’re feeling frustrated with your systems, if you’re always saying like, oh my gosh, I can’t figure this out. Oh my gosh, this is so hard. Oh my goodness. Like, I don’t know how to use this consistently. If that is the story that you are telling yourself, then that is a story that is going to be true.

There comes a point where you have to say, I am going to figure this out. I know I’m going to learn how to use the system. I am going to use my new systems consistently. Like there comes a point where you have to reframe your mindset and yes, it is easier said than done. But you have to start.

You have to start getting yourself into that energy, into that frequency to be like, you know what? No, like I am done being held back by the lack of systems, by the lack of using them consistently, like I am done.

Like put your foot down and say, I am done with this past story of myself. I am going to write a new story for myself. And this new story is going to be one where you’re not seeing these systems as rigid structures that are holding you back.

And instead you’re seeing them as amazing, flexible opportunities to help you grow further. To help you grow faster to help you start make to keep making that impact in your niche, in your audience’s lives so much easier and better because you have the backend systems in place to help you get all those things done without feeling overwhelmed.

So I really want you to shift your mindset and to really start to see systems as this beautiful, positive, amazing thing. And then that in itself, even that little thing in itself, that one small tweak can open up so many opportunities for you in how you start to see things and how you start to implement these systems and how you start to create them because you’re coming at them with a whole new energy.

You’re coming at them with a whole new vibe instead of like, oh, I need to start creating this Trello board, and then you go in and you’re like super bored and super frustrated. Like you’re not going to get anywhere. Right. Like you can’t work like that. Even, not just with systems, but with anything that you do. Whatever task it is that you’re doing in your business.

Like this message applies to that too. You can’t just go into and wanting to create like a tripwire page or something and, ugh, I don’t want it at this. Right. Like you have to be in that positive mindset and think about all the goodness that’s going to come out of whatever it is that you’re doing.

And then when you start to create that Trello board, when you start to create that system, when it’s time to go into your Trello planner and start planning out your week, you’re going to get excited because you’re like, Ooh, I know this is going to work. I know this is going to help me be more productive. I know that this is going to help me stay on top of my tasks.

And that is a whole new energy. That is a whole new vibe. Right. And so that’s a real first thing that I really want you to focus on here.

Celebrate Small Wins

And then the second thing is to focus on celebrating your small wins. Like we get so caught up in wanting to reach the big goal, but really you have so many small wins that you can celebrate.

And the same is true when it comes to systems. If you even just started checking your new Trello board today, Then that’s a win. If that’s not something that you’ve been doing consistently, that’s a win. Even if you just put a new Trello template into your workspace and you changed the title, that can be a win, because that is something that you haven’t done before.

Celebrate your small wins. Look at the things that you have already done that you never did before and take a moment to celebrate that. Okay. Because that is just positive reinforcement to what it is that you’re working towards, what it is that you’re doing and it kind of helps keep you motivated.

It helps to build that momentum. It helps keep that momentum going because you’re like, oh, well I did this today. Yes.

Like in the Systems Savvy Society last week or two weeks ago, we had a Cheers to Action Week where my members were implementing Trello Automations based on lessons that I had given them as I have the course. And those are just simple.

We started with the most simplest automations that they could create that are going to save them maybe a couple seconds here and there. But those couple of seconds adds up to a couple of minutes, especially if they’re doing it multiple times a day. Those minutes add up over the whole week and then they add up over the month.

And that’s just one that little process that we’re optimizing, not to mention everything else. But even those small tweaks into their automations, into their trello boards, they were like, whoa. This is saving me so much time already. Like I’m, it’s so effortless to do this task now.

Like they were so amazed and so surprised and it’s like, yes. Celebrate that. Celebrate the fact that you’re even getting this one automation done. I was having a conversation with my other member.

And I was like, she was like, no, like I’m not ready yet. I’m not there yet. I’m not going to implement this trial automation yet. And I was like, no. Like you have this Trello template. You’re working on getting it implemented. We’re having a Cheers to Action Week right now, like this is the one automation that would work perfectly with this template.

She implemented it, she was like, oh, That wasn’t so bad. And I was like, yeah. It’s not so bad. But that is a win. Like I was cheering for her. I was like, oh my gosh, you did it. I’m so proud of you. Like, it’s so amazing. The little things that you do and celebrate that. Okay.

So let’s shift our mindset and really start to think of systems as this positive and beautiful thing, that’s really going to help you scale your business.

Build Systems That Adapt to Your Needs

All right. So now with that out of the way, let’s go ahead and talk about how you even create these systems to really adapt to your own needs. Because let’s be real, no strategy online, no system online, like nothing online is truly a one size fits all. Anything that you get access to anything that you learn, you have to customize it to fit your own circumstances, to fit your own needs.

And the same is true with systems. So sometimes we’re trying to mold ourselves into someone else’s strategy, into someone else’s template and when it doesn’t work exactly the same way.

You might feel frustrated and overwhelmed like, oh my gosh, that didn’t work. But in reality, all we have to do is make a couple of subtle tweaks to make it work for you.

Keep your system simple

So the first thing that you really want to make sure that you’re doing is that you’re keeping your system clean, simple. You want to keep it detailed and you want to make sure that it’s clear exactly what that system is for.

So for the purposes of this episode, we’re really going to be talking about task management systems and you know, I’m a Trello fan. So I use a lot of Trello references here. And so for your task management system, you really want to make sure that you’re not over-complicating your Trello boards.

Do not overcomplicate your Trello boards. I know there are so many features available to you. And that was my first mistake when I first started trying to use Trello. It took me three tries because I was so overwhelmed.

I’m like, oh my gosh, there’s so much I could do. And I don’t know how to use it. And now I am not going to try it all because I don’t know, but that’s not the case. Like you do not have to over-complicate it. I did not use the Trello power ups for a really long time. I only started dipping into it, dipping into it recently.

Okay. Like you do not have to overcomplicate your systems. You can keep them simple and still have them be super detailed, give you exactly what you need and keep them specific and clear to what it is that you want to achieve with that specific Trello board, with that one task management system. So that is like the first way.

Okay. Because if you overcomplicate your system, One that’s going to feed into your overwhelm. And two, you’re not going to use it because it’s too complicated. You’ve made it too complicated. You don’t even remember what you created. So keep it simple. Okay. That’s my very first tip here.

Regularly review & adjust systems as needed

The second tip I have for you is to make sure that you’re actually reviewing the systems that you created. In episode 57, I actually talk about the different mistakes that I see people make whenever they start creating systems.

And one of the mistakes is that you don’t go back to optimize or review or update the systems that you have already created. I am always updating my systems because a year ago, I didn’t know what me now knows.

I am more knowledgeable with how to use new tools.I have new experience. I’ve worked with more clients. I’ve worked with new students and it’s opened up my eyes to seeing other ways of how it could do certain things. I’ve changed my processes.

There are so many reasons why things will change and the same is true for you. So you really want to make sure that you’re updating your systems so that it continues to work for you.

Whether you want to set aside a specific amount of time every month, every quarter to go back and actually review your systems. Or if you just want to do it on the go, like in real time, that’s how I do it.

I don’t actually set aside time. That’s what works for me. You’re gonna have to figure out what works for you. But for me, if I see that something is not working and it’s been like three times and I’ve had to like, keep doing this new task that I haven’t added or whatever the case is, then I’m going to go and update my system.

Sometimes it could be a simple change of like using a new tool. You might have a simple automation that says, add this lesson to Thrivecart. And now I’ve switched over to using Heartbeat. And so now I’m constantly changing that task that says, no, not Thrivecart, Heartbeat.

And every time I’m seeing myself do that, well, I’m just going to go and change the master template at this point, because. I need to save myself some time.

Right. So that’s what I mean by just optimizing and reviewing, refining your systems. As you’re working through it, make sure that they’re still working for you and the way that you want them to work for you, because otherwise you’re not going to use it. You’re not going to stick to it. Right. Because it’s no longer fulfilling its purpose. So that’s the second tip there.

Integrate with exciting habits and tools

The third tip that I have for you is to integrate the act of building and adapting these systems to any existing tools or habits that you may already be doing. And by that, what I mean by this is if you are in this stage where you’re like, oh my goodness, like, I am already used to using another tool, or maybe you’re not using a tool at all.

Find a middle ground of how you can temporarily connect the two. So where you’re little by little, starting to get used to this new system. One example that I’ve given some members before, if you’re coming from paper planning, but you really want to use Trello because you can see its potential.

And the only thing that’s stopping you is the fact that you don’t remember to go to your Trello board or you’re not remembering to go access your systems, then okay. Let’s keep your paper planner like fine. Let’s keep it for right now, snap a screenshot of it and put it into your weekly board in Trello. And then that way it’s in your Trello board.

And you’ll start to see the difference of, oh, I can just go to my Trello board from my phone whenever I’m not on my desk. And look, there is my weekly planner and little by little, that’s just like a little baby step. So figure out ways on how you can integrate certain tools or just kind of start to slowly work your way up into actually using your new systems consistently.

I really want you to think here, like what would your ideal system look like? What would it look like? And then make it happen. And like it can happen. It is possible for you to create the ideal system That’s going to save you time, save you effort, save you stress, save you overall, like save you all of these things.

It’s possible. It starts with your mindset. And then you want to make sure that you’re implementing these steps that I just shared, which is keeping it simple, keeping it clear and making sure that you’re constantly reviewing it and updating it, keeping it refined.

And if you want to start small, go ahead and find ways on how you can integrate it with certain tools and habits that you are already doing. So that’s how you like to get into the habit of starting to create and use your systems.

Practical Tips to Maintain Momentum

But how do we keep up the momentum? Well, to keep up the momentum, you’re going to do some of the things that we’ve already covered in this episode.

Start with one system

You want to start small. Okay. Start small. Start with one system at a time. This is something I always share with my members and my clients is don’t feel the pressure of having to create all of your systems in one go.

Unless you’re hiring an expert like me to actually create your Trello boards for you in your workspace, you don’t actually need, and I don’t recommend that you go through and create all of your systems at once, because that will just add onto your overwhelm.

So just start small. Start gradually creating and using these systems. Tweak them as you go. Find what works for you and once you do that, it’ll be so much easier to replicate it, duplicate it, and create a new system from that.

Set realistic goals and timelines

And make sure that you’re setting some realistic goals and milestones for yourself. So, like I said, a goal doesn’t need to be, I’m going to create. You know, I’m going to go create. all of my systems and one goal by the end of the week, if realistically, you know, one you don’t have the time for, and two you might not have the knowledge that you need to get that done.

So you really want to make sure that you’re setting these realistic expectations based on where you’re currently at.

That’s something that we cover inside the System Savvy Society that I talk about all the time now. It’s like, you need to know where you’re coming from to even be able to move forward.

You need to know what you currently have and what it is that you’re trying to achieve and be able to prioritize the systems that you’re going to be creating and not feeling that pressure of having to create all of them.

Leverage the power of community

And celebrate your small wins. Okay. We’ve talked about this. You really want to make sure that you are celebrating every single win. Inside of the community, I am cheering you on. I’m always available to help celebrate your wins for you.

I know that in our real lives, And outside of the online space, sometimes our families and our family members and our friends don’t really understand the amount of work that it takes to do something.

And it’s really nice to be able to celebrate with people who understand what it is that you actually got done and how hard that was. Whether it was hard for you and maybe not hard for someone else, but we all know the amount of work that it takes to get certain things done. I celebrate with my husband all the time, but I know he doesn’t truly understand and he admits it.

He’s like, I don’t really know what you’re talking about, but I can see that you’re excited for it. And that it was a big deal. So he’s celebrating with me, but that’s different than me going over and telling my biz bestie. Oh, my gosh, I just did this thing and her knowing exactly what it is that I’m talking about.

And how, how hard that must’ve been and her to celebrate with me. Right? And so we can do that with you inside of the community. Leveraging a community is a really key part in helping you stay and keep up with this momentum of you creating the systems and implementing the systems and actually using these systems consistently because you have the support of a community that is doing it together with you.

Get feedback on your systems

We have co-working sessions inside of System Savvy and you can also come and give feedback on your system. So if you feel stuck, if you’re like, I don’t really know if this is the right way to do it. I don’t know if I’m doing it right.

I feel like I am struggling with the doing this inside of this system. Is there something that I can do to make it better for me? Like you can come and bring all of those questions to our system implementation call, and I will actually look at your Trello board and give you some feedback that you can implement in real time.

And so these are ways to help you really keep up with that momentum so that way you start to use it consistently. You have people in your back corner. And not just me, but the community can all support you and you’re all working through this together.

Savvy Sampler Pass

So it’s really, really powerful to have that support of a community. And we do have that available inside of the System Savvy Society. But if you’re listening to this in real time, then I have a super special treat for you.

Because I am actually hosting the Savvy Sampler Pass, it’s my second time hosting this free event. And it was a huge hit the first time around. And what this is, it’s two days where you will come in and you’re going to learn how to get these systems created.

You’ll have a preview of select content, select premium content that’s normally only available to my members. So you’ll get access to that.

You’ll be able to attend some of these live calls that we have inside of the community, inside the System Savvy Society. So this systems implementation calls that I just mentioned, that is something that you’ll be able to attend for free and your system might get featured.

So if you feel like, oh my gosh, I would love to get your eyes on my Trello board or my system, then you’re definitely going to want to grab your free pass cheerstoproductivity.com/pass.

The event is happening July 15th through 16th. So if you have been interested, having a little bit curious on what it would be like to be a System Savvy Society member.

If you’re not sure, or if you already know, like, yes, This episode spoke to me. I know I need systems. I just it’s everything else that’s been holding me back from really diving in, then this Savvy Sampler Pass is exactly what you need, whether you end up joining the society or not, like you’re still going to leave with so much valuable information because you’re literally getting a taste of everything that we do inside.

So I’m talking about bonus content. I’m talking about a mini Cheers to Action Sprint with one of the most important lessons that I really recommend that you implement, which is evaluating your systems like that is what you’re going to be doing.

You’re going to get one of these Trello automations that I talked about so that way you can see for yourself how much time you can save by just implementing one step. And these are all things that we do every single month inside of the society.

So I’m so, so excited to have you tag along and get to experience it for free. So head to cheerstproductivity.com/pass to get yours and.

Episode Wrap-Up

If there’s anything you can walk away with and this episode, I really just want you to take one small step. Okay. Take one small step towards building or adjusting a system.

I really don’t want you to. stay stuck in these negative feelings and negative thoughts around creating systems or using systems. It really starts with reframing your mindset and then implementing some of these practical tips to ensure that you can keep that momentum going.

But if there’s anything that you take away from the episode, it’s to start small. start small.

Do something today and then send me a message on Instagram at @cheerstoproductivity to let me know what it is that you’re going to do. What is your small step? And I cannot wait to root you on.

Thank you so much for listening to the Cheerful Productive Chats Podcast with me, Lucy Reyes. To get the full transcript and all the links mentioned in today’s episode, go visit the show notes where everything is linked there. And before you go, make sure you follow or subscribe wherever you’re listening so you know once the next productive chat is released. Talk soon and cheers to your productivity and success!

Episode References + CTA