Stop Letting Tools Run You: How to Organize Your Operations Without Overwhelm

Are your tools actually helping you run your business or are they just giving you more to manage?

If your day-to-day operations still feel messy behind the scenes, even with all the apps and automations, this episode is for you. I’m breaking down how to organize your operations without overwhelm so your business finally works for you again. You’ll learn how to simplify your business systems, choose tools that truly fit the way you work, and create structure that brings calm instead of chaos.

Here’s what you’ll take away from this episode:

2:16 – The moment I realized my business was running me instead of the other way around and how documented processes changed everything

4:09 – Why setting one clear goal for the next 90 days is the key to building momentum and reducing overwhelm

5:30 - Three ways tech tools should support your day-to-day: saving time, running things efficiently, and giving you space to focus on what matters

8:55 – Common mistakes business owners make when choosing tools and how to avoid wasting time and money

15:13 – How the Back Office POWER Checklist helps you find and fix the gaps in your operations so your business runs smoothly and sustainably

Resources Mentioned:

🔍 Ready to get clear about what’s really happening in the back end of your business?

The Back Office POWER Checklist is a fillable Google Doc you can complete online (no printing, no overwhelm).  It helps you uncover what’s working, what’s missing, and where your systems are silently slowing you down so you can fix the real problems, not just the symptoms. 

 🔧 Ready to simplify your business and finally feel in control?

The Mind Your Time Society is your space for smart systems, sanity-saving tools, and real support. Inside, you’ll find copy-paste scripts, plug-and-play templates, and a guided 90-Day Roadmap so you always know what to focus on next. Whether you’re tired of late nights, wrong-fit clients, or a calendar that never gives you breathing room, the Society gives you the clarity and structure to run your business like a pro without the overwhelm.

Let me know your thoughts! Click here to send me a text.

Leave a Rating and Review: https://ratethispodcast.com/mindyourtime

Let’s Stay Connected

Follow @mindyourtimepodcast and @the_shannonbaker on Instagram for conversations about boundaries, systems, and building a business that leaves room for your life.

Episode Transcript

SPEAKER_00 (00:00):
Are your tech tools actually helping you run the

(00:03):
day-to-day operations of yourbusiness?
Or are they just giving you moreto manage?
If things are still feelingmessy behind the scenes, even
with all your apps andautomations, then it's time for
you to simplify.
So today I'm sharing how you canget your daily operations
organized so that your businessfinally feels calm, clear, and

(00:25):
in control and supports you theway you want it to.
Welcome to the Mind Your TimePodcast.
I'm Shannon Baker, your coffeebumming host and business
operations strategist.
If you're a service providerwho's great at what you do, but
stuck with misfit clients, messyonboarding, or joining workdays,
this show is for you.
Each week I share bothstrategies and practical

(00:45):
insights rooted in my poweremotional framework to help you
streamline your back end,protect your time, and lead your
client experience withconfidence because skills got
you clients, but systems willtake you further.
So grab your cup of coffee oryour favorite drink and let's
dive in.
Have you ever started planning asimple family getaway only to be
completely overwhelmed by yournever-ending to-do list?

(01:08):
Well, that was me a few yearsago.
I had reached a point in mybusiness where things were
finally taking off, and insteadof celebrating, I was drowning
in task.
Emails, scheduling, clientfollow-ups, all while working a
day job.
I was so busy trying to keep upthat I couldn't even enjoy the

(01:30):
success that I had worked sohard for.
Then one day, I missed a clientdeadline because their email was
buried in my inbox.
That's when I knew something hadto change.
I was done letting my businessrun me instead of the other way
around.

(01:50):
So I sat down and I startedthinking about how I could make
things work for me.
And there is so much advice outthere about how to start your
business, how to get clients,da-da-da-da-da.
But no one tells you about theimportance of systems or how to

(02:11):
set them up so that yourbusiness doesn't take over your
life.
I quickly realized that I neededsomething else to give me back
my time or at least control ofmy time while keeping things
running efficiently, especiallywhen I was working during the
day or just completelyunavailable because I was

(02:33):
spending time with my family.
Guess what it was?
That is when I discovered thepower of documented processes
and the importance of tech toolsfor automation.
Those two things combined didn'tjust save my sanity.
They gave me space to focus onwhat mattered: my family, my

(02:55):
clients, and my goals.
They allowed me to step into thedriver's seat and create a
business that worked for me.
Does any of that sound familiarto you?
Are you constantly jugglingtasks feeling like there aren't
enough hours in the day?
Maybe you're chasing moneyinstead of creating the business

(03:16):
that you dreamed of, one thatruns efficiently without you and
grows sustainably?
Well, if that's the case, it'stime for you to take a step back
and start with the first step ofmy power in motion framework.
You need to pick one goal.
And if this is you, you're notalone.
But I'm here to tell you itdoesn't have to stay this way.

(03:40):
So today we're gonna talk abouthow you can reclaim your time,
build a business that supportsyour desired lifestyle, and
start using the right tech toolsto create space for what matters
most to you.
Specifically, we're gonna diveinto the first steps of my Power
and Motion framework.
We're gonna break down each andtalk about how it can transform

(04:00):
the way you run your business.
So, step one, pick one goal.
I've talked about this before,but yes, we're gonna talk about
it again.
This is all about narrowing yourfocus.
One clear, measurable goal forthe next 90 days can totally
transform your approach andimprove your results.

(04:21):
For example, when I was planningto leave my day job, instead of
saying I just wanted to grow mybusiness, I focused on a very
specific outcome.
Bottom line is make it veryclear that clarity leads to real
progress.
Now let's talk about the secondstep.

(04:43):
You definitely have to organizeyour operations.
Now I know the tech tools canfeel overwhelming, especially
when this isn't your strongsuit, technology is not your
friend, and definitely whenyou're already stressed out and
you don't know where to start.
Maybe you've tried a tool or twoor more and you got stuck and
you just thought, well, you knowwhat, this just isn't worth it.

(05:06):
Or maybe you've got tools justsitting there collecting dust
because you're not sure how touse them and you don't have time
to figure it out.
Well, guess what, my friend?
Let me start by saying you'renot the problem.
But the problem is that you'retrying to force tools to fit
your business without firstfiguring out what you actually

(05:29):
need them to do.
That's why the organize youroperation step in the Power and
Motion framework is so critical.
This is where taking time toevaluate your tech tools before
you sign up becomes essential.
Tech tools are powerful, butonly when they're chosen
intentionally and usedeffectively.

(05:50):
So let's cut through the noiseand get clear on how you can
pick the right tools and makesure that they work for you.
Because newsflash, tech toolsshould help you do three things
save time, streamline yourbusiness, and free you up to
focus on what really matters.
Now let's break that down a bit.

(06:11):
First, how does it save youtime?
Well, tech tools are like havingan assistant who never sleeps.
Imagine cutting out the endlessback and forth emails to
schedule meetings or havingfollow-up emails sent
automatically after someonesubmits their contact
information through yourwebsite.
That's time you get to spend onsomething that actually grows

(06:34):
your business, or even justenjoying the time that you have
to take a deep breath and enjoya cup of coffee.
What would it feel like to wakeup and know that things have
already been handled for you?
Time is your most valuableresource, my friend, and tools

(06:54):
help you maximize it.
And it they are so much worththeir weight in gold.
Now, second, tech tools makeyour business run more
efficiently.
Think of them as quiet partnersthat are working in the
background.
They reduce errors, theyautomate repetitive tasks, and
they keep your businessfunctioning even when you're not

(07:16):
working.
And when you are working, youcan focus on the things that
require your attention and nothave to worry about the rest.
So tools like online schedulers,automated workflows, or project
management tools can beintegrated into your processes
to create systems that don'tneed you to micromanage them.

(07:37):
Third and most importantly, techtools free you up to focus on
what really matters.
So whether that's nurturing yourclients, creating new offers, or
spending uninterrupted and fullypresent time with your family,
the right systems give you backcontrol.
I mean, think about it.
How much time have you spentdoing things that feel urgent

(08:01):
but aren't actually important?
Tech tools allow you to shiftyour energy toward the things
that align with your biggergoals.
So whether that's growing yourbusiness, connecting with loved
ones, or even carving time outfor yourself, they will help.
I mean, what would it look likeif your work felt purposeful

(08:22):
instead of just busy?
That's the kind of freedom thattech tools can create when
they're working for you.
And here's a bonus they alsoimprove communication in your
business.
Whether you're managing clientsor working with a team, tech
tools help everyone stayconnected and on the same page.
Take Monday.com, for example.

(08:43):
It's not just about trackingtasks or managing projects and
deadlines, it's about creating acentralized hub where updates
happen in real time.
Now let's be real.
Using tech tools isn't alwayssmooth selling.
I mean there are challenges, butnone of them are deal breakers.
First, there will always be alearning curve.

(09:06):
Yes, it can feel frustrating atfirst, but in the long run, it's
worth it.
That's why I create how-tovideos for my clients after we
get a process in place.
There's step-by-step guides tohelp you hit the ground running
without spending hours searchingGoogle or YouTube for just that.

(09:27):
Now let's talk about the secondchallenge.
That's tool overload.
There are so many options thatit's easy to fall into the trap
of subscribing to tools that youdon't need.
Not to mention, if you're likeme, you'll sign up for a free
trial that expires before youeven get to use a tool.
And then worse, sometimes youforget to cancel and you end up

(09:49):
paying for a tool that you don'tneed or you don't like.
So how can you avoid this?
Well, you need to start bydetermining what's essential for
you.
So answer these questions.
What specific outcome do youneed?
Will this tool grow with yourbusiness?
Because you don't want to haveto start over in the future.

(10:12):
And are there specific featuresthat you need?
And then what features are justnice to have?
The answers to those questionsare vital before you make a
decision to use a tool.
Now the third challenge is cost.
And I'm not just talking aboutmoney, I'm talking about time.
That's why you need to evaluateyour tech tools thoroughly.

(10:36):
Will the time you spend learningand using the tool save you time
or make you money in the longrun?
Will you need to hire someone toset it up for you or train you
to use all of its features?
And if you have a team, do theyalready know how to use the tool
that you're considering or willthey have to learn it too?

(10:56):
These are just a few of theconsiderations that you need to
think through in your process.
Here's a perfect example of whathappens when you don't evaluate
carefully.
One of my clients was using oneof my clients was using
Monday.com to manage their teamand track tasks, but they

(11:17):
weren't maximizing the fullpotential of what was built into
the system already.
Because of that, all thefeatures available weren't
implemented, and then theydecided to start using a more
expensive tool that has a verysteep learning curve.
Meanwhile, one of their keyprocesses was completely manual

(11:42):
and was eating up so many hoursevery week.
So once we started reviewingtheir processes and identified
how they wanted things to work,I started implementing
automations that were alreadybuilt into Monday.com to
streamline multiple processes.
And now, several processes runon their own.

(12:05):
There's no more manual dataentry, which is faster, more
efficient, and more accurate.
These changes freed them up tofocus on growing their business
instead of being tied down withthese administrative tasks that
could be automated.
So let's recap the key takeawaysbecause this is where the

(12:27):
transformation really happens.
First, you need to start bypicking one goal.
That's the foundational step inthe Power in Motion framework.
Focus on one clear, measurablegoal for the next 90 days.
This focus creates momentum andlays the groundwork for
everything else that you do inyour business.
Next, remember that tech toolssave time by automating

(12:50):
repetitive tasks and giving youback your most valuable
resource.
Imagine waking up to find thatfollow-up emails, appointment
scheduling, and even some ofyour client communications have
already been handled, allwithout you having to lift a
finger.
That is time you can reinvest ingrowing your business, nurturing

(13:13):
relationships, or simplycatching your breath and
enjoying life.
Second, tech tools make yourbusiness run more efficiently.
And this isn't just about savinga few minutes here and there
every now and then.
It's about creating systems thatwork even when you're not.
No more wondering if somethingfell through the cracks, no more
putting out fires, or manuallytracking every little detail in

(13:36):
your business.
Instead, you will be operatinglike a pro.
You'll have streamlinedworkflows and they will keep
everything moving forwardwithout you.
Third and most importantly, theyfree you up to focus on what
really matters.
What would it look like if yourwork felt purposeful instead of
just busy?

(13:56):
That's the kind of freedom thattech tools can create when you
use the right tools and they'reworking for you.
And don't forget aboutcommunication and collaboration.
Tools like Monday.com is notjust about task management, it's
about creating an environmentwhere your business, your team,
your clients, they're connected,they're informed, and everyone's

(14:20):
on the same page.
So let me ask you this.
What would it look like if yourbusiness worked for you instead
of the other way around?
And what if you had the time youneeded to focus on the big
picture instead of being caughtup in the weeds every day?
What if you could finally stepaway from your business knowing

(14:44):
it was still run like clockwork?
Here's the bottom line.
Your business should work foryou, not the other way around.
And if you've been feelingoverwhelmed, stuck in the weeds,
or you feel like you're spinningyour wheels trying to keep
everything running, now is thetime for you to make a change.
The right systems and tools arenot just nice to have.

(15:13):
So if you're ready to takecharge and organize your
business and get your systems inplace, that's exactly why I
created the back office powerchecklist.
It's a tool that shows you wherethe cracks are in your business
back end so you can stopspinning your wheels and start
fixing the right things first.
The best part is it only takes afew minutes for you to complete

(15:36):
and it will save you weeks ofguessing.
Go to theshannonbaker.comforward slash checklist, or you
can click the link in the shownotes.
You need to identify what youneed to focus on and what
systems you need to create tosupport your goals so you can be
successful.
So here's your challenge.

(15:58):
Once you've completed the backoffice power checklist, choose
one actionable step to improveyour operations.
That's whether it's setting up anew tool, automating something,
or mapping out a process.
Small wins build momentum, andyou will be amazed at how much
clarity and confidence this onestep can bring.
And then when you're ready forthe next level of support, the

(16:20):
checklist again is just thebeginning.
Join us inside Founder Circle inthe Mind Your Time Society so
you can get access to the fullsystems and sanity suite.
That gives you tools, templates,maps, and the pacing plan that
you can use to create astructure that will help you
build a business one system at atime at your pace, but you won't

(16:42):
have to do it alone.
I know you're ready for the nextlevel of support, and I'm here
to help you build that withconfidence.
So let's get started.
Thanks for tuning in today.
If this episode hit home, it'sbecause you already know you're
ready to stop patching up theproblems and start running your
business like the pro you are.
But listening won't fix thecracks.

(17:03):
Action will.
Your next step?
Grab the back office powerchecklist at theshannonbaker.com
forward slash checklist.
It'll show you exactly what'sworking, what's missing, and
where your back end is silentlyslowing you down.
And if you're ready to godeeper, founder circle inside
the mind your time society iswhere we can fix it together

(17:24):
with the system's insanity suiteand you'll get the clarity that
you've been craving.
Not quite there yet?
Come say hi to me on Instagramat the underscore Shannon Baker.
I would love to hear whatresonated with you the most.
And if you're loving thepodcast, please leave a quick
review because it goes a longway in helping more service
providers like you find thepodcast.

(17:46):
You can do that right now atratethispodcast.com forward
slash mind your time.
Skills got your clients.
Systems and your expertise arewhat's going to help you keep
them.
So until next time, keep calmand streamline.