3 Simple Steps to Organize Your Business Before You Automate (Even If You’re Not Tech-Savvy)

Thrive On Purpose Podcast

If you’ve ever signed up for a fancy new business tool, thinking it would magically make your life easier, only to realize a few weeks later that you never actually use it—or worse, it’s not even the right tool for your business—trust me, you’re not alone.

I see it all the time (and have fallen into that trap myself). Entrepreneurs jumping into ClickUp, Notion, Airtable, or other shiny tools, convinced that these systems will save them time and keep them organized. But instead, they just end up with more chaos.

And I get it. When your business feels messy, the first instinct is to add something new— a new system, a new tool, a new workflow. But here’s the truth:

💡 If your backend is already disorganized, automation isn’t going to fix it. It will just make the mess run faster.

It’s like putting a brand-new storage system into a cluttered house. If you don’t declutter first, you’re just shifting junk around instead of actually solving the problem.

And let’s be honest—sometimes we invest in these tools not because we truly need them, but because we think they’ll make us look more professional and put together.

“If I have the same setup as that successful entrepreneur I follow, maybe I’ll finally feel legit.”

I’ve been there.

I signed up for Sunsama, a high-end daily planning tool, thinking that if I paid for it, I’d force myself to be more productive. Guess when I actually started using it? When my subscription was about to expire! And after a year, I canceled it and went back to what actually works for me—Google Calendar and my task board.

So today, I want to help you take a step back.

Before you throw money at a new system, let’s talk about what actually makes your business run smoothly. I’m breaking down three simple steps to organize your business before you automate—so that when you do introduce new tools, they actually work for you.

And—if this is exactly what you need help with, you’re in luck!

I’m hosting Get It Done Week, starting February 9th. It’s a free, 4-day experience where we’ll simplify your backend, create systems that fit your business, and finally get organized—without the overwhelm.

✨ If you’re tired of drowning in digital clutter, click here to sign up!

Now, let’s dive in.

Why Most Business Owners Struggle with Systems

You’re not alone if you struggle with setting up and sticking to business systems.

Here’s why it happens:

1️⃣ Thinking the Problem is Lack of Tools—When It’s Really Lack of Structure

Many people assume that investing in ClickUp, Notion, or Asana will magically fix their disorganization. But if your business foundation isn’t solid, no tool will save you.

2️⃣ Copying Someone Else’s System Instead of Creating Your Own

I know I’ve been guilty of this! You see someone raving about their setup, and you think, “Oh my God, that’s exactly what I need!”

But then you download their system and realize… it doesn’t work for you.

Why? Because your business has unique needs. What works for someone else’s workflow might not align with yours.

3️⃣ Feeling So Overwhelmed That You Avoid It Altogether

Let’s be real—when something feels complicated, we procrastinate.

Business organization can feel like a huge, intimidating task unless you break it down into simple, bite-sized steps—which is exactly what we’re doing today.

Step 1: Audit What’s Already in Place (Get Clear Before You Add More)

Before you add anything new to your business, you need to take stock of what’s already happening.

Think about it like decluttering your closet. You wouldn’t go out and buy a bunch of new clothes before figuring out what you actually need, right?

Here’s how to do a quick business audit:

✔ Write down the core things you do daily and weekly—client work, content creation, admin tasks, finances, etc.
✔ Track where everything lives—Google Docs? Sticky notes? Scattered apps?
✔ Identify the bottlenecks—Where do things feel scattered? What keeps falling through the cracks?

You might realize you have important information spread across 10 different places when it could all just live in one simple document.

💡 This is where you start—before you even think about automation.

Step 2: Simplify Before You Systemize

Most people assume they need complex systems. But often, simpler is better.

I love the idea of Notion—it looks sleek and polished, and I’ve seen people build the most incredible dashboards. But every time I tried to make it work for my business, I spent more time setting up the system than actually using it.

Eventually, I had to accept that Notion just wasn’t for me.

And that’s the thing—just because a tool works for someone else doesn’t mean it’s right for you.

Here’s what to do instead:

✔ Instead of 100 scattered Google Docs, create one “Everything” doc with key info.
✔ Instead of a full CRM, start with a simple Google Sheet for tracking clients.
✔ Instead of a complex automated workflow, just write a step-by-step checklist for repeatable tasks.

💡 Focus on what you need now—not what you might need three years from now.

Step 3: Pick the Right Tools Without Overcomplicating It

Now that you have clarity, it’s time to choose the right tools—without going overboard.

Before you invest in anything, ask yourself:
✔ Do I actually need this, or am I just excited about it?
✔ What’s the simplest tool that supports my workflow right now?
✔ Will I actually use it consistently?

For example:

✅ If you’re struggling with content planning, try a simple Trello board instead of a complex project management system.
✅ If you need to track leads, a basic spreadsheet might be enough before you invest in a CRM.
✅ If organizing files is an issue, just create a structured Google Drive instead of buying an expensive system.

💡 Less is more—start simple and build from there.

Feeling Overwhelmed? Let’s Do This Together Inside Get It Done Week!

If today’s post hit home for you, you do not want to miss Get It Done Week!

We kick off Sunday, February 11, and in just 4 days, we’ll:
✔ Declutter your backend and simplify your workflow
✔ Learn how to create systems that actually fit your business
✔ Stop feeling overwhelmed and start working with clarity

I’ll be guiding you every step of the way with:
✔ A kick-off call to set our plan in motion
✔ A mid-week check-in to make sure you’re making progress
✔ A wrap-up session to celebrate wins & troubleshoot struggles
✔ Actionable worksheets & templates to make it easy

✨ And the best part? It’s completely FREE to join!

📌 Click here to sign up and get organized with us!

Final Thoughts

Automation isn’t the answer—organization is.

The simpler your system, the easier it is to stay consistent.

So before you invest in another tool that will sit unused in your subscriptions list, take the time to simplify what you already have.

💡 Start where you are, simplify first, and then automate.

I can’t wait to help you get organized inside Get It Done Week! 🎉

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