The Secret to Working Smarter, Not Harder
Jo Rawald • January 24, 2025
Run Your Business Like a Pro with Systems and Processes

Running a business without systems and processes is honestly like trying to bake a cake without a recipe – and, just so you know, I am likely one of the worst bakers on this planet! So you can imagine, baking a cake without a recipe or measurement tools, for anyone, you might end up with something edible, but chances are it’s not going to be a masterpiece. If you’re tired of the chaos and ready to transform your business into a well-oiled machine, you’re in the right place.
Let’s talk about how systems and processes can free up your time, lower your stress, and boost your profits—all while making you feel like the boss you truly are.
Why Systems and Processes Matter
Imagine you’re a watching a juggler with a dozen flaming torches in the air. That’s what running a business can feel like without the right systems. Systems and processes are your safety net—they keep everything moving smoothly and catch the things you might otherwise drop.
When your business runs on strong systems, you create consistency, efficiency, and predictability. You’re no longer wasting time reinventing the wheel or scrambling to put out fires. Instead, you’re focused on what you do best: growing your business and living your dream life.
What Are Systems and Processes Anyway?
If you’re picturing a complicated mess of flowcharts and manuals, breathe easy. Systems are simply the tools, habits, and structures you use to keep things running. Processes are the step-by-step actions you or your team take to get results.
Think of it like this:
- Systems are the what—the tools, software, or frameworks.
- Processes are the how—the instructions, habits, and workflows that make things happen.
Together, they create a seamless experience for you, your team, and your customers.
The Benefits of Running Your Business with Systems
Still not convinced? Let’s look at some of the game-changing benefits of a systems-driven business:
1. Save TimeEvery minute you spend hunting down a file or re-explaining a task is time you’re not spending on revenue-generating activities. Systems streamline your operations, freeing up hours each week.
2. Increase Profits
Efficiency equals profitability. When you eliminate waste and focus on what works, your bottom line grows without adding extra hours or stress.
3. Reduce Stress
Knowing exactly how things should be done eliminates guesswork and keeps you calm, even when things get busy.
4. Scale with Confidence
Systems make scaling possible. Whether you’re hiring a new team member or launching a new product, having processes in place makes growth seamless.
Simple Steps to Create Systems and Processes
Building systems and processes doesn’t have to be overwhelming. Start small, and watch your business transform.
1. Identify the Pain Points
What’s slowing you down? Where do things often go wrong? Whether it’s customer onboarding or managing inventory, start with the areas causing the most frustration.
2. Map Out the Process
Write down the steps for each task. Think of this as creating a recipe for success. It doesn’t need to be perfect—just clear enough for someone else to follow.
3. Choose Your Tools
The right tools make all the difference. From project management software like Trello to accounting tools like QuickBooks, find what works best for your business.
4. Test and Tweak
Run through your new system or process and make adjustments. Get feedback from your team or clients to ensure it’s working as intended.
5. Document and Share
Once you’ve nailed down a process, document it. Create a simple guide that anyone on your team can follow. This keeps everyone on the same page and saves you from answering the same questions over and over.
Real-Life Example: The Power of a Good System
I once worked with a small business owner who spent hours every week manually tracking her client appointments. She was overwhelmed and constantly worried about double-booking. We implemented a simple online scheduling tool that automatically synced with her calendar and sent reminders to her clients. The result? She saved 10+ hours a week, eliminated scheduling errors, and even noticed an increase in client retention because her process felt more professional.
This is the power of a good system—it works for you, not the other way around.
Common Systems Every Business Needs
Not sure where to start? Here are a few essential systems to consider:
1. Customer Relationship Management (CRM)
Keep track of leads, clients, and sales opportunities in one place.
2. Project Management
Organize your to-do list, delegate tasks, and track progress with tools like Trello or Asana.
3. Accounting and Invoicing
Simplify your finances with software like QuickBooks or Wave.
4. Marketing Automation
Save time with email marketing platforms that nurture leads while you sleep.
5. Client Onboarding
Create a seamless process for welcoming new clients and setting clear expectations.
The Magic of Automation
Truthfully, automation is like hiring an invisible team of assistants. From sending out invoices to scheduling social media posts, automation handles the repetitive tasks so you can focus on the big picture. Think about what you do daily or weekly. Can any of those tasks be automated? Chances are - the answer is yes.
Building a Team That Loves Systems
Your systems and processes won’t mean much if your team isn’t on board. Involve them in the creation process and encourage their input. When everyone understands the “why” behind a system, they’re more likely to embrace it.
It’s Time to Work Smarter
At the end of the day, systems and processes aren’t about taking away the heart and soul of your business—they’re about giving you the freedom to focus on what truly matters. Imagine a business that runs smoothly, a team that knows exactly what to do, and a schedule that actually includes time for you. That’s
the dream, and it’s absolutely achievable.
Ready to Unlock Your Business’s Profit Potential?
Take the first step toward transforming your business with my Profit Simulator or schedule a personalized discovery call to map out your path to success.
Using my Audacious Profits Pathway, you can:
✅ Explore a Self-Guided Simulator to see the numbers in real-time
✅ Receive a Customized Profit Report showing exactly how small, strategic adjustments—just 1.4% improvements in 12 key areas—can double your profits
✅ Watch an Exclusive Video revealing how the world’s top business owners use counterintuitive thinking to earn more while working less.
Are you looking for a more personalized approach? I also offer a free 20-minute discovery Zoom
where we’ll chat about your goals, identify opportunities, and create a plan tailored just for you.
You’ve got what it takes to achieve incredible success, and I’m here to help you every step of the way. Let’s create a business that works for you!

I went to a networking event yesterday at Rosie’s Bar & Grill in Wilton Manors. Tropical-chic to the max. You know the kind of place - upscale casual, strong cocktails, mandatory valet. Now usually, I’m all about valet. But not yesterday. I wasn’t there to sip martinis or hang around all night. I could only stay for 20-minutes. That means - I was on a serious 20-minute mission: say hi, shake hands, peace out. Then, get back in my car to jump on a Zoom meeting! I certainly wasn’t about to drop $20 just to park my car for 20 minutes. No way! I pulled into the valet area, looked the guy dead in the eye, and said, “I’ll be in and out faster than your last relationship. Can I just park it right here?” And bless his heart - he said yes. Honestly, that should’ve been my win for the night. But then I met Sean Gac-Guerrier. Sean’s the Marketing Director at Excel Title, Inc. We started talking about dogs - and **cue the angels singing. We clicked instantly. Not two strangers meeting, more like two childhood friends who hadn’t seen each other in a decade! Sean showed me a photo of his dog, Dottie. I pulled out pics of my girl, Adelaide. Then he pulled out a photo of Dottie that stopped me in my tracks. Sean had a photo of what Dottie would look like as a human. Not a cartoon. Not a filter. I’m talking AI-generated, fully humanized, real-world, cardigan-wearing, intelligent-and-intimidating Dottie. I was mesmerized! It was as if Pixar and the FBI teamed up to design her. I looked at Adelaide’s pic… then looked back at Sean… and blurted out, “I need to humanize my dog!!” And I did. I went home, found the exact AI prompt, uploaded Adelaide’s photo, answered a few fun questions about her personality, and style - then… BOOM. Human Adelaide was born. Tall, lean, cozy-chic, with that unmistakable “don’t-mess-with-me-but-I’ll-still-hug-you” vibe. She looked like she ran Homeland Security and still had time for tacos and espresso martinis on a rooftop. Honestly? I stared at the image for like five minutes. Because it wasn’t just about making something cute. It was about seeing something familiar - something you know - come to life in a new way. Here’s the AI Prompt if you want to try it yourself:

Leftovers are the fake friends of the food world. And you know what? That’s what a lot of businesses look like, too. They launch with energy. Get some quick wins. A few clients. One lucky viral post. They look like they’re set up to thrive…until pressure hits. The market shifts. Leads dry up. And suddenly - leftovers. Not sustainable. Not scalable. Definitely not long-term. That’s why I teach my clients to build like bamboo - strong, flexible, and BUILT TO LAST. My BAMBOO framework doesn’t chase trends. It builds foundations. At Brains, Brilliance & Bold Moves , I’m teaching how to outlast the noise, scale without stress, and build a business that actually pays you… year after year. No more business leftovers. No more "it looked like enough until you opened it." You deserve a full plate. 📍 May 7 in South Florida 🎟️ Claim Your Spot 🍷 Wine included. Obviously. Catch you in the room. Jo

If your business feels like one never-ending game of catch-up, we need to fix that. Too many women are drowning in busywork, doing too much, and seeing too little return. They’re hustling hard but not making real money. That’s not a business - that’s a burnout plan. B.A.M.B.O.O. - The Profit Formula That Kills Uncertainty and Fuels Rapid Growth

You don’t need more chaos - you need a business that runs like a machine. If you’re constantly scrambling, reinventing the wheel, or trying to keep up, your business doesn’t have a real structure. And without structure, scaling is impossible. Most business owners build their success on sheer effort instead of smart systems - and that’s why they burn out before they ever hit real revenue growth. What’s the Secret to a Bulletproof Business? B.A.M.B.O.O.

You’re working too damn hard for too little. You’re hustling, grinding, doing all the things - but where’s the payoff? If your revenue isn’t growing at the rate it should be, it’s not because you need to work more. It’s because you’re not maximizing what you already have. Scaling isn’t about doing MOR E. It’s about making every move count. You don’t need to add more services. You don’t need to post more on social media. You don’t need to exhaust yourself trying to be everywhere at once. You need a strategy that turns your existing efforts into higher profits, stronger cash flow, and sustainable success. B.A.M.B.O.O. - The Exact Business Structure That Makes Scaling Effortless

A while back, I was on a Zoom networking call. You know the kind - 30-second intros, a few breakout rooms, and a whole lot of wondering “Why am I even here?” When it was my turn, I gave my usual intro. Nothing fancy. Just clear and true: “I help women entrepreneurs simplify their systems, increase profits, and build a business that doesn’t burn them out.” Then we moved on. Nobody commented. Nobody asked a follow-up. I honestly thought it fell flat. But a few days later, I got a DM from someone in that meeting. She said, “I’ve been repeating your line to myself ever since. I think I need your help.” It stopped me in my tracks. Not because it turned into a sale (though it did)… But because I realized: clarity attracts. I wasn’t being flashy. I wasn’t over-explaining. I was just finally saying what I do, who I help, and how I help them - clearly, consistently, and unapologetically. And that one sentence? It stuck. That’s what I want for you. Because if your dream clients can’t repeat what you do… If your message is foggy, vague, or buried under “inspirational” fluff… They won’t hire you. They won’t refer you. And they won’t remember you when they need what you offer. That’s why I’m inviting you to: Brains, Brilliance & Bold Moves • A Workshop for Women Entrepreneurs Ready to Work Smarter & Profit Bigger 📍 May 7th | 6PM–8PM | Total Wine & More, Pembroke Pines, FL 🍷 Includes catered experience, wine tasting, & real strategy This is not a vision board party. This is a high-impact, hands-on evening designed to help you: ✅ Attract the right clients (without chasing anyone) ✅ Simplify your offers, systems & structure ✅ And create a business that’s profitable, sustainable, and crystal clear I’ll be walking you through the “A” in my B.A.M.B.O.O. Framework - Attract - and showing you exactly how to stop getting overlooked and start becoming the obvious choice. Ready to be heard — and remembered? 🔗 Save Your Seat Here It’s time to stop trying harder… and start showing up with clarity that sticks. Talk soon, Jo P.S. Know a woman whose message is powerful but messy? Forward this. Let’s get her showing up with client-magnet energy too.

A few years ago, I decided I was going to finally lose the pesky 10 pounds I had slowly put on over the years. I jumped online and found this weight loss coach who looked like a total dream - toned arms, glowing skin, every photo airbrushed to fitness-perfection. I followed her. Obsessed a little. Booked a 1:1 Introductory Zoom meeting with her to sign up for her program. Then she popped up on camera and… y’all, she didn’t even remotely resemble her photos. I’m not here to body shame - this isn’t about that. But she was clearly 60 pounds heavier than her brand claimed, and everything about the vibe felt… off. Here’s the point. It wasn’t about this woman’s size. It was about the brand disconnect. What she sold didn’t match what she delivered. She was coaching a transformation she clearly hadn’t made herself. I was confused and confused people don’t buy. Period. And that confused moment? It’s one of the reasons why I created my B.A.M.B.O.O. Framework. Because I don’t want you building a business that looks good online but crumbles under pressure. I want you building something that lasts. That grows with purpose. That holds its ground when the storms come. So why Bamboo ? Because bamboo is deceptively strong. It bends - but it doesn’t break. It thrives in chaos, survives in the harshest conditions, and grows fast when rooted deep. You can cut it back and it keeps coming. That’s the kind of business I help women build - durable, flexible, unshakable.

Let me tell you about a landscaping business in Kansas pulling in $1.2 million a year in gross revenues. Sounds like a solid business, right? Except for one little problem - over the past ten years, they racked up $1.3 million in unpaid invoices. That’s not just bad; that’s horrific. They weren't just doing work for free - it was costing them money to service a client's lawn! Their billing and collection system was a disaster. Clients were paying late (if at all), invoices were slipping through the cracks, and their bank account was bleeding cash. But here’s the kicker - they didn’t even realize how bad it was because their bank account never went into the negative. It came close a few times, but, as long as there was still $100 in their checking account - they thought they were doing fine. From that moment, when we discovered their 10-year Accounts Receivable balance was well into the 7-figures, we came up with a collections plan! I know what you’re thinking. “Jo, there’s no way you went back ten years and collected on old invoices.” Ohhhhh....but we did. And not just that - we re-invoiced and sent late payment notices for every single outstanding balance, even ones from a decade ago. But here’s the secret sauce - we didn’t just send out friendly reminders and hoped for the best. Nope. We threatened to report every single past-due balance to the IRS. [Keep reading if you want to learn more about how we did that]. Suddenly, those clients who had been ghosting them for years? They started paying real fast when they heard the IRS could get involved. And guess what? In just six weeks, we collected $1,079,000 a whopping 83% of what they thought was a lost cause. Now, let me be clear - that didn’t happen by magic. It wasn’t just about sending invoices. It took hustle, strategy, and relentless follow-up. But we did it. And once we got that money in the door, we put a bulletproof billing and collection system in place so they NEVER ended up in that mess again. Now? Today? They have a $0 balance on anything past 30 days. Clients pay ON TIME, cash flow is smooth, and they don’t have to chase down their own money anymore. So let me ask you - how much money are YOU leaving on the table? How many clients are you “hoping” will pay? How long are you willing to stay stuck, grinding without seeing the cash actually hit your account? Because here’s the truth - Hard work alone doesn’t equal profit. Strategy does. And that’s exactly why I created Brains, Brilliance & Bold Moves - a LIVE, in-person workshop in South Florida for women business owners who are DONE spinning their wheels and READY to get paid what they’re worth. This is where business owners learn how to make MONEY. B.A.M.B.O.O. - The Business Growth Formula That Refuses to Break Bamboo doesn’t chase sunlight - it grows straight to it. It doesn’t fight for space - it claims it. It doesn’t wait for perfect conditions - it expands anyway. Your business should be doing the same.

Every year on St. Patrick’s Day, Chicago pulls off one of the boldest marketing moves of all time. They don’t just slap a few shamrocks on storefronts and call it a day. No. They shut down streets, they throw massive parades, and they dye an entire river green. And guess what? It works. People show up in droves. They take photos. They talk about it for weeks. Because when you go that big, that bold, and that unapologetically loud, you become impossible to ignore. Now, let me ask you this - what’s your business doing? Too many entrepreneurs market themselves like a whisper. They post once in a while and hope clients magically find them. They keep their services under wraps like some exclusive VIP secret. They don’t want to be “too loud” or “too much.” And then they wonder why no one is buying. Meanwhile, the businesses making real money? They’re throwing a parade. They’re visible. They’re showing up consistently. They’re making noise. Not spammy, not desperate - just strategic, confident, and impossible to ignore. Here’s the Reality If people don’t know you exist, they can’t pay you. If you’re waiting for clients to just find you, you’re going to be waiting a long time. The best brands aren’t the best-kept secrets - they’re the ones that know how to make themselves seen. So, how do you stop being invisible? How do you turn your business into something people can’t stop talking about? That’s exactly what I’m teaching at Brains, Brilliance & Bold Moves - a hands-on workshop for women entrepreneurs who are done waiting quietly and ready to attract clients with confidence. On May 7th at Brains, Brilliance & Bold Moves in South Florida, we’re covering: • How to market yourself like a parade (without feeling salesy) • How to attract dream clients instead of chasing bad ones • How to fix your cash flow so you always know where your next dollar is coming from • The exact strategies to get seen, get paid, and stop wasting time This isn’t theory. It’s action. If you’re a woman business owner, grab your seat now. If you know a woman entrepreneur who needs to stop waiting in the shadows, send this her way - she’s welcome. Sign up here See you May 7th. And hey - if Chicago can turn a whole river green, you can show up and promote your blimey business.

Have you ever had that gut feeling that something was off - like you just knew something wasn’t right? You pull up somewhere familiar - somewhere you go all the time - and yet, something feels… off. Your gut tightens. Your instincts go on high alert. You don’t have proof that anything’s wrong, but you sure as hell aren’t about to ignore that feeling. That was me the other morning at the dog park. And let me tell you - my instincts? Dead on. The Routine That Got Disrupted Adelaide and I have our morning routine down to a science. Dog park, 6:45 AM, five days a week. She’d love to go every day, but, you know, I got work commitments.