4 Key Business Systems to Set Up Now

A new year means a new beginning, and a chance to do things BETTER than last year.

This holds true for your business, too.


Today we’re going to talk about four areas of your business that can be improved or simplified by creating systems. Systems help your business run more efficiently and effectively, and can save you both time and money.


And setting up systems has never been easier thanks to technology. Even the most “un-tech-knowledgeable” mogul mom can quickly learn how to use apps, software and “cloud computing“.


Let’s get started by setting up four key business systems, shall we?

4 Key Business Systems to Set Up Now

1. Financial

Ever heard the saying “It’s all about the money, honey”? Well, in this case it’s true.


Knowing your numbers is critical to running a successful business. In other words, you need to know how much money is coming in – and going out – of your business.


It’s easy to set up a financial system for your business with programs like Shoeboxed, Freshbooks, or Quickbooks. And once you have your account up and running, these programs do the bean-counting for you.


If you’d rather someone else handle your business finances, you can always outsource your bookkeeping.


Tip: Set aside a specific day and time each week to focus on the financial side of your business. If you choose to outsource this task, set a regular standing meeting with your accountant to stay educated on the financial health of your business.

2. Task, Time and Project Management

Surprisingly even though it’s 2013, mom entrepreneurs still can’t be in two places at once. 😉


Until then, there are some great systems that will help you manage your tasks, time and projects.


For time tracking, we have you covered right here. Ditto for tasks and to-do’s.


To manage projects, check out Basecamp, Asana or use a good ol’ spreadsheet or Google calendar to track important tasks.


Tip: make sure you know the amount of “workable time” you have each day and week, so you can set realistic goals. 

3. Sales and Marketing:

Sales and marketing can seem like a full-time job to a small business owner. You either love sales and marketing or you don’t.


Regardless of where you stand, you should definitely think about using technology to help you manage your sales cycles and marketing efforts.


Two popular apps to consider for Customer Relationship Management are Highrise and Salesforce.com.  For an inbound marketing option that helps bring customers to you, take a look at Hubspot.


Using software-as-a-service (SAAS) allows you to pay monthly and scale up and down depending on the financial health of your business. If paying for an app is not in your budget, simply create a spreadsheet that allows you to track your prospects, clients and marketing efforts.


Tip: Make sure you have the ability to export your data before you commit to using any cloud software. This is beneficial if you ever want to stop using the service or want to switch to a new service provider.

4. Customer Service:

The customer may not always be right, but how you handle customer service can make or break your business.


If you feel you spend a lot of time and energy answering the same questions over and over, it is probably time to consider alternatives.


To help you manage the customer service side of your business, consider ZenDesk. You might also hire a virtual assistant who can field phone calls and emails for you.


Tip: Creating a thorough FAQ page on your website can work wonders for your customer service and save you a ton of time. 


You see? Creating business systems doesn’t have to be scary. With today’s technology, it can be quick and easy and save you time, money and sanity.

What business system are you going to create NOW? Tell us in the comments.


Heather Allard

Heather Allard is a mom of three kids + one big rescue dog. She's a wellness buff, an essential oil educator with dōTERRA, and a self-professed “entrepreneur to the core”.

Latest posts by Heather Allard (see all)




  1. Courtney Baker

    Keeping a physical log of your stats and money can be huge for seeing trends in your business. I thought I was good at seeing those, then I started having the exact numbers in front of me. Amazing how much more informed you are!

    • Heather Allard

      Awesome tip, Courtney! Thank you! I think anything that you track – money, food, exercise – is so eye-opening. 🙂

  2. Cindy Bidar

    Excellent points! I can tell you from experience that re-inventing the wheel every time you want to do something (prepare a quote, follow-up with a client, train a new team member, etc.) takes a LOT more time than sitting down and putting a system together will. And to-do lists and templates in Basecamp are a lifesaver!

  3. Sonja Jobson

    Great post, Terra! One of my goals for 2013 is getting things more organized and putting a system in place to take care of each area of my business (it’s so important to building success!). This article had some great tips and links.


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