Why Systems Are Self-Care (and How to Build Them)

What if the very thing you’re calling “freedom” is actually fueling your burnout?

We’ve been sold the idea that flexibility equals freedom. That being able to work from anywhere, say yes to everything, and keep our business in our head is somehow empowering. But let’s be honest, it’s exhausting.

Today I’m flipping the narrative! Because the truth is, real freedom doesn’t come from flying by the seat of your pants. It comes from structure. It comes from systems that give you your time, your energy, and your life back.

If you’re overwhelmed, on the verge of burnout, or just tired of feeling behind all the time, this is the mindset shift you didn’t know you needed.

Here’s what we’re going to expand on today:

2:09: The moment I realized my business was draining me and how that changed everything

4:57: Why messy operations quietly kill your confidence, clarity, and capacity

6:45: How building systems is a protective response, not a restrictive one

9:27: Simple ways to start systemizing today without getting overwhelmed

10:13: The role of the Back Office POWER Checklist in helping you determine where to start making changes

11:18: A quick win challenge to help you start building your first system

Resources Mentioned:

📋 Grab the Biz Ops Checklist, a fillable PDF, to quickly audit your back office, spot inefficiencies, and create a smoother, more efficient operation!

🔧 Ready to simplify your back office and finally feel in control?

Join The MY-T Society Systems & Sanity Suite, your space for smart systems, sanity-saving tools, and real support. You’ll get plug-and-play templates, strategy driven resources, and access to expert guidance so you can run your business like a pro without the overwhelm.

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Additional Resources Available:

Tired of feeling overwhelmed by the back end of your business? It’s time to take control. Grab my free audio masterclass, The ABC Guide to Streamline Your Back Office, and start freeing up your time today.

Let’s connect online:

Follow Me On Instagram: @the_shannonbaker

Chapters

• 2:09 The moment I realized my business was draining me and how that changed everything
• 4:57 Why messy operations quietly kill your confidence, clarity, and capacity
• 6:45 How building systems is a protective response, not a restrictive one
• 9:27 Simple ways to start systemizing today without getting overwhelmed
• 10:13 The role of the Back Office POWER Checklist in helping you determine where to start making changes
• 11:18 A quick win challenge to help you start building your first system

Transcript

Speaker 1: 0:00

You ever sit down to rest, but your mind is still running through everything you didn't get done that day. Guess what? I've been there too, and it took burning myself out to realize that self-care is way more than just bubble baths, a day at the spa and a few boundaries. Real systems are also self-care. They support you when you're not working. So today I'm talking about how building systems can help you reclaim your time, protect your peace and finally breathe again. Welcome to the Mind your Time podcast. I'm Shannon Baker, your copy loving host and business operations strategist. Each week, I'll share practical insights and bold strategies rooted in my power and motion framework to help you streamline your operations, reclaim your time and build a business that supports your life. Whether you're just starting out or scaling to six figures and beyond, these episodes will help you take control and create success on your own terms. So grab a cup of coffee or your favorite beverage and let's dive into today's topic.

Speaker 1: 1:09

A question I get asked often is how did I go from being a virtual assistant to someone who specializes in business systems? Well, let me tell you what finally made me realize that systems were more than just something that's nice to have. So, a few years into building my virtual assistant business, I found myself snapping at my husband over something so small that, honestly, I can't even remember what it was. But I do remember how tired I felt Not just physically tired, but mentally exhausted and emotionally drained. I would spend days keeping everything in my head Client deadlines, follow-ups, content I still hadn't created and new leads were coming in that I needed to chase. I wasn't prioritizing resting at night and I was always creating lists in my head. So I'd work my job during the day, sit down for dinner, and then I would suddenly remember I forgot to send an email or I forgot to finish something for a client for a client. And those moments when I would actually make time to do something for myself, like get my nails done and get a pedicure I felt guilty that I wasn't using that time to be more productive and get something done. So, after being on this hamster wheel for years, it hit me I had built a business that was solely dependent on me. It really was like having a second child that required more time and attention than the first one, which was my actual living and breathing daughter, and it was draining the very energy that I needed to show up in every other part of my life. That moment, right there is, when I realized that having systems is self-care.

Speaker 1: 3:09

So today I want to unpack that, because whether you're just starting your business, scaling faster than you anticipated, or feeling the weight of it all after being in business for many years, the truth is a messy back end leads to burnout. Systems are how we protect our peace, and getting started doesn't have to feel overwhelming. So let's break this down a little bit more. Let's start by talking about how messy operations actually drain your time, energy and your focus. See, when you run your business without systems, it's like trying to run a marathon in stilettos. Now, I love me some stilettos, but they are not the right footwear for a race. You can move forward in them, but your progress is going to be slow and painful.

Speaker 1: 4:03

And this reminds me of how things were early on in my business. My inbox was totally out of control. Project details were scattered in multiple notebooks. I had no idea how to find anything quickly, and every task took more time than it should have. But what I didn't realize at the time was how much it was really costing me and I'm not just talking about time, but it cost me mentally, emotionally, and it was exhausting. See, when your back end is messy, you're constantly in reaction mode. You're always putting out fires, saying yes to things that you should have said no to, saying yes to things that you should have said no to, and then you feel guilty for dropping the ball. That really what you were trying to do was never in your lane to begin with. That was exhausting and it was keeping me awake at night.

Speaker 1: 4:57

Now, for you, this might look a little different. This might look like you bouncing between multiple notebooks like I was multiple Google Docs, or your inbox is filled with multiple emails just to onboard one new client. No wonder you're tired before you even start working. And if that's not you, maybe you're one who has big goals, but every client or team question comes through you. You have become the bottleneck in your business, and any growth that does happen becomes just another form of overwhelm. Then again, you may just be missing details. Things are falling through the cracks, and it's not because you're failing. It's because your systems are failing you. That's the kind of invisible, nonstop labor that's wearing you out. No matter what the case may be, this operational chaos doesn't just slow you down. It has a huge impact on your confidence, and that's a price we don't often calculate when we look at things.

Speaker 1: 6:02

So let's talk about why building systems is actually a protection, not a restriction. Now I'm gonna be upfront in saying that this requires a mindset shift, because systems aren't about rules, which is what many people think. They're actually about getting you relief. They protect your time, your boundaries, your brain, your energy, and they free up space so you can rest, think, create, lead and live. Now I've heard some people say that systems make their business feel too rigid and that they want flexibility to do things the way that they want. But true freedom doesn't come from that chaos. It comes from having structure in the way your business operates. So let me illustrate this for you. When you use a calendar whether it's a hard copy or digital and, by the way, I use both it doesn't restrict your day. It is a visible reference point that holds space for what really matters. Using it consistently makes it a repeatable process that doesn't kill creativity, but actually protects it. Now let's talk about life with something like a simple onboarding system. Let's talk about life with something like a simple onboarding system A new qualified lead books, a consultation with you and I use the word qualified, because the intake form with your online scheduler gathers the data that you need before you even get on the call.

Speaker 1: 7:29

And while you're on the call, you close the sale, you get paid and you have a signed contract. Then you send your welcome email, which, by the way, is a template that you copy paste. Paid and you have a signed contract, then you send your welcome email, which, by the way, is a template that you copy paste, customize and send. One other thing that's in that welcome email is a link for this new client to schedule a kickoff call with you, and the link to that kickoff call has an intake form that gathers the remaining information that you need, and you really did not have to lift a finger. This type of system is about honoring your time and creating a consistent client experience. It's not cold, it's not robotic, it's actually a pleasant experience for your new client and, most importantly, it's efficient. Now, inside the founder circle, you get access to the resources you need and my guidance to help you build workflows like this, because they don't just save you time, they help you stay in your zone of genius.

Speaker 1: 8:31

So here are a few things that creating this kind of system can do for you. It will give you confidence because you're no longer winging it, you're not guessing anymore. A system also increases your capacity. When you have systems in place, you can delegate and trust. The process will be followed because you have one. One of the biggest benefits systems create the breathing room you've been craving. The biggest benefits systems create the breathing room you've been craving. You will have time to step back, reflect and reconnect with your vision and you can enjoy life day to day, because systems help you build a business that doesn't collapse or implode when you're enjoying life, when life starts lifing or when you just step away. They don't restrict you, they support you, they free you. They are your business's nervous system.

Speaker 1: 9:27

Now you may be wondering well, where do you start if you want more peace and less pressure? Okay, so let's make this feel doable for you. Start with one system that solves one problem. It's that simple. Ask yourself what's the one task that drains your energy every single week. That's your starting point. Is it managing your schedule? Then set up a simple online calendar with buffers built in. Or is it client follow-up? Well, create an email template or checklist and if it's figuring out what to do every day. Try a weekly planning system that actually works with your life Now.

Speaker 1: 10:10

If you're not sure where to begin, no worries, I have something that will help you out. The Back Office Power Checklist is a game changer. It will help you assess your current systems and identify any gaps. It shows you what needs to be created, what's missing and what's already working. So you're not guessing anymore, and members of the Founders circle in the Mighty Society System Insanity Suite have access to a video that walks them through how to complete the checklist. So, whether you need to calm the chaos, whether you're ready to lead without bottlenecks, or you just need to feel grounded again, grab a copy of the back office power checklist to help you get started and, if you're ready to really dive in and take action, join us inside the Mighty Society Systems Insanity Suite, because you don't have to figure it out alone. Imagine logging into a space that doesn't overwhelm you but actually gives you the clarity and confidence you need to breathe again.

Speaker 1: 11:12

I'm going to tell you a bit more about the membership in a moment, but here's your quick win challenge for the week. I want you to set a timer for 15 minutes and write down the last task that made you feel frustrated, then I want you to list three to five steps that it took for you to complete it. That is the beginning of a system. Now you get bonus points if you save those steps somewhere that you can refer to them in the future over and over again, whether that's Google Docs, notes on your phone or even a notebook, wherever you keep the steps. That's the start of a system. Boom, that's how easy it is to make progress. Now let's talk more about what's inside the founder circle and why. This may be your next best step if you want to build a business that works for you, not the other way around.

Speaker 1: 12:03

The founder circle is a self-guided tier of the Mighty Society Systems Insanity Suite that meets you right where you are, and that's whether you're just getting started, you're starting over, or you're ready to finally clean up the chaos behind the scenes. So here's what you get access to when you join. One is the starter stack. These are the core tools that every member starts with, because strong systems it doesn't require something that's complex. It just needs to help you get clarity. It just needs to help you get clarity. So, again, whether you're just starting or you're optimizing what you've already built. This is where you get the pieces to strengthen your foundation.

Speaker 1: 12:43

There are also detailed momentum maps available that show you exactly what systems to build first and in what order, so you don't have to guess. Then that back office power checklist will help you assess what's working, what's missing and where to focus next. But it's also available outside of the membership, separately, if you're not ready to jump into the membership yet. And here's the bonus. And here's the bonus If you join, you get access to my voice and strategy guiding you, because this is a private platform, so you don't have to figure this out alone, and you will be among others that have traveled the same journey or may even be in the same part of their journey as you.

Speaker 1: 13:34

This isn't about doing more, which is one of the reasons I created this space. It's about doing the right things, but with the right support. So if you're thinking well, this is exactly what I need. I want you to trust that feeling and take action, because the longer you wait to get your systems in order, the longer you're going to stay stuck in stress and guesswork, and we need to end that. So check out the membership. Join the Founders Circle today to get started. Go to theshannonbakercom forward, slash membership and start building systems that protect your peace, expand your capacity and support the life you actually want to live.

Speaker 1: 14:16

So let's quickly recap what we talked about today. One messy operations drain your energy and your confidence. When everything lives inside your head and you're constantly in catch-up mode or putting out fires, you're not running your business, you're surviving it. Actually, your business is running you and that's not sustainable and we need to fix it. I also reminded you that systems are not restrictive, they're protective. The right structure in your business helps you lead with intention, creates capacity for you and actually gives you the space that you need to enjoy the business you're building. In a nutshell, systems give you breathing room and peace of mind.

Speaker 1: 14:59

And the third thing that we talked about today you don't have to figure it all out alone. Whether you're not sure where to start or you've tried and felt stuck, the Founders Circle and the resources inside of the Mighty Society Systems Insanity Suite are here to guide you, one simple system at a time. And if you still feel you're not quite ready to take that step, no worries, just grab a copy of the Back Office Power Checklist A link to grab that is in the show notes. Now, before we wrap up, here's something I want you to remember. You didn't start your business to be stuck in a cycle of stress, second guessing and burnout. You started it to create something meaningful that gives you freedom, fulfillment and helps you build a future that feels. Aligned Systems are how you get there and no, this is not a theory when you create systems at your own pace and get support that meets you where you are, that makes progress possible.

Speaker 1: 16:04

So if this episode resonated with you and you're ready to trade chaos for clarity, hustle for structure and burnout for peace, I am personally inviting you to join us inside the Founders Circle today. You already have what it takes to build a business that honors your values and supports your life. So let's build the systems that make it stronger, but one system at a time. Join us now at theshannonbakercom forward slash membership. I cannot wait to see you inside. Thanks for hanging out with me this week.

Speaker 1: 16:45

If you've made it this far, it's clear you're ready to shake things up and take control of your business, and I'm here for it. But remember, just listening to this episode won't get you better results. I challenge you to break the mold and take action today. Your next move. Let's connect Head to the show notes and book a call with me to learn how the Mighty Society membership can help you streamline your back office and reclaim your time. If you're not ready for that step yet, no worries. Connect with me on Instagram at the underscore Shannon Baker, and tell me what resonated most from today's episode. And if you're loving the podcast, leaving a review is a quick way to show your support and help more entrepreneurs like you break free from the chaos. Listening is great, but action creates transformation. Go, make it happen and until next time, keep calm and streamline.