The No-Faff Fix
No fluff, no fuss — just stuff that actually works.
Running a business solo isn't for the faint-hearted. You're the strategist, service provider, admin team, and social media department — all before lunch. And let's be honest: tech's meant to help, not hijack your day.
This guide is for the business owner who is:
Tech-aware but not tech-obsessed
Tired of clunky workflows
Ready to sort the 'faff'—even if it's not all today
Inside, you'll find simple shifts, digital sanity-savers, and a few quiet "aha" moments to make running your business smoother—and a lot less shouty.
I'm Kelly, a Tech VA who's spent the last few years helping coaches and consultants clear the digital cobwebs. No jargon. No overwhelm. Just practical systems that actually fit the way you work.
No bells.
No whistles.
Just better ways to work.
What You'll Find Inside:
1
Reclaim your desktop, cloud, and sanity in under an hour.
2
Why multitasking is a myth and what to do instead.
3
Get visible without being online 24/7.
4
Ditch the Post-it notes and start building a searchable brain.
5
Make every new client feel like a pro-level handover.
6
Protect your time without sounding precious.
7
Find folders without relying on the search function.
8
Save your brain for the big stuff.
9
Get your life (and weekends) back.
Your Starting Point
Before you jump into the tweaks, let's take stock. Every business is different, so start where you are.
What's your current reality?
Think tools, habits, and current levels of disorganisation.
Example: "I'm using Google Drive, Dropbox, and about 27 sticky notes."
  1. Tools I use now:
  1. What's working well:
  1. What's causing frustration:
What do you actually want?
Less digital noise? Fewer open tabs? More time off? Be honest.
Example: "One login for everything, minimal fuss, and no tech-related anxiety."
  1. My ideal setup looks like:
  1. I'd love to feel more:
  1. My wishlist includes:
What level of effort are you prepared to commit?
There's always a trade-off. But how much adjustment are you truly willing to make right now?
  • I'm willing to spend 30 minutes tweaking if it saves me 3 hours.
  • I'll learn a new tool if it's genuinely simpler long-term.
  • I want no new logins, no unnecessary complexity — just a smoother workflow.
Tip #1: The Digital Declutter
Let's be blunt: a cluttered desktop isn't just an aesthetic issue—it's a silent productivity killer. The average professional now spends up to 28% of their working week just managing emails.
Add to that the time lost trawling through messy folders, duplicate files, or five half-started note-taking apps, and it's no wonder things feel harder than they should.
Research into digital hoarding links this overload to mental fatigue, poor decision-making, and increased stress. And yet, it's fixable—without needing a full tech detox.
5 No-Faff Fixes (With Just Enough Detail)
1
Desktop Detox
Create a “To Sort Later” folder and drag everything from your desktop into it—yes, everything. This provides instant clarity; you can deal with the folder in short bursts later (or never—no judgement).
2
Effective Folder Naming
Use a consistent format like ClientName_Project_MonthYear (e.g., “Smith_StrategyReview_Aug25”). This makes files searchable, scannable, and scalable, especially when juggling multiple clients.
3
Weekly Reset Ritual
Block out 20 minutes every Friday: put on a playlist, turn off your inbox. Rename downloads, file stray documents, and finish with a clean slate—it’s not just admin, it’s self-preservation.
4
Eliminate Duplicates
Run a duplicate finder (Gemini 2 on Mac, Duplicate Cleaner on Windows) and delete the copies. It’s fast, safe, and frees up space—mentally and digitally.
5
Single Note-Taking App
Choose one primary note-taking app (Notion/Evernote/Apple Notes) for all your ideas and client insights. Set it up once, commit to it, and avoid scattering your thoughts across multiple platforms.
Tip #1: The Digital Declutter
What Clutter Is Costing You
Digital clutter doesn't just waste time—it drains focus and adds friction.
You might not even realise how much mental energy it's burning... until you clear it.
  • Wasted time searching for files, links, or "that note you definitely made."
  • Emotional friction (mild dread before you even open your laptop).
  • Avoidance behaviours (procrastination, tab-hopping, app switching).
  • Reduced clarity—the constant sense that you're behind or missing something.
  • Energy leaks from micro-decisions ("Where did I save that?").
Headspace, Systems & Business Sanity
Research in organisational psychology shows that clutter (both physical and digital) increases cognitive load—your brain stays in a low-key state of overdrive. The more inputs fighting for your attention, the harder it is to make decisions, prioritise, or feel in control.
Consider:
  • Which part of your digital world is most chaotic right now: your inbox, files, notes, or something else?
  • What's one low-effort action you can take this week to simplify it?
  • What one area, if simplified, would bring the biggest sigh of relief?
  • If you decluttered just one thing this week, what would it be?
Tip #2: Batching Like a Boss
Constantly switching between different tasks can be a major drain on your cognitive resources and productivity. Every time you shift your focus from one type of work to another—like going from a client call to writing a blog post to checking your Stripe dashboard—your brain has to expend extra mental energy to refocus and re-engage. This constant task switching causes your mental focus and concentration to become fragmented and depleted over time.
Batching your work, on the other hand, puts you back in the driver's seat. By grouping similar tasks together and working on them in dedicated, uninterrupted blocks of time, you can minimise the cognitive overhead of constantly shifting gears.
For example, instead of jumping between client calls, content creation, and financial tasks throughout the day, you could batch all your client calls in the morning, then focus on writing blog posts in the afternoon, and review your Stripe analytics in the evening.
This allows you to work more efficiently, stay deeply focused, and avoid the burnout that comes with a scattered, reactive approach to your workday.
Batching your work in this way has several key benefits:
1
Improved Focus and Concentration
2
Higher Productivity and Output
3
Reduced Mental Fatigue and Burnout
By grouping similar tasks together and working on them in dedicated blocks of time, you can enter a state of flow and get more done in less time. This structured approach to your workday helps you avoid the cognitive costs of constant task switching, so you can work smarter and avoid burnout.
The psychology bit: Task switching triggers a "cognitive cost"—it can take up to 23 minutes to refocus after each interruption. When you group similar tasks, you protect your concentration and build real momentum.
Tip #2: Batching Like a Boss
5 Ways to Batch Like You Mean It
Theme Your Days
Give each day a core focus. For example:
  • Mondays – CEO Planning
  • Tuesdays and Thursdays – Client Delivery
  • Wednesdays – Content Creation
  • Fridays – Administration and Finances
Time Block with Intention
Instead of working off a to-do list, map your day into 90-minute blocks. Protect your peak energy hours (typically 9-11 AM) for deep work—save administration tasks for your slump zone.
Use Your Tools Properly
Apps like Pomofocus, Motion, or Freedom can help you stay in the zone. Even a simple timer and 'Do Not Disturb' mode can work wonders.
Batch Invisible Work
DM replies, link checks, Canva edits, and client follow-ups—these all steal time when left scattered. Group them into 30-minute slots once or twice a week.
Create a Weekly Operations Flow
Use Notion, Trello, or even a whiteboard to build a repeatable checklist.
  • Click.
  • Flow.
  • Done.
Consider:
  • What's the most valuable use of your brainpower, and how can batching help you protect it?
  • What tasks feel easiest to complete during your low-energy window?
  • What drains your energy fastest?
  • Which part of your current day feels like a "black hole" of productivity?
Tip #2: Batching Like a Boss
Know Your Energy Zones
Not all hours are created equal. Trying to write deep content at 3 p.m.? You're fighting biology. Understanding your energy rhythms helps you schedule smarter—and batch with more ease.
1. High Focus Zone
Typically mornings (9–11 a.m.), after rest and caffeine. Ideal for:
  • Deep work (writing, planning, creative output)
  • Decision-making
  • Anything that moves the needle
2. Low-Energy Zone
Often mid-afternoon (2–4 p.m.), post-lunch dip. Ideal for:
  • Admin & emails
  • Tidying tasks
  • Light reading or training
3. Flex Zone
Evenings or variable pockets throughout the day. Ideal for:
  • Calls with warm leads
  • Creative brainstorms
  • Non-essential catch-ups
The Science Behind It
Our brains work in cycles of alertness and fatigue. Aligning tasks with your natural energy patterns doesn't just make things easier—it makes them more effective.
  • Task switching costs your brainpower. It takes an average of 23 minutes to regain focus after an interruption.
  • Most people only have 3–5 truly productive hours a day. Using them well beats working longer.
  • We operate in ultradian rhythms: 90-minute cycles of peak focus. Resting between them helps avoid burnout.
Your Energy Map
When are you naturally sharpest?
  • Morning
  • Midday
  • Late afternoon
  • Evening
Tip #3: Smarter Social Media Systems
You didn't start your business to live in Canva or panic-post at 10 PM.
Social media can grow your audience—but not if it's treated like a full-time job on top of everything else.
The Mindset Shift: You don't need to post daily.
You need consistency. And consistency comes from systems, not burnout.
The No-Faff Fix
Build a Content Bank
Keep a central stash of your best captions, ideas, testimonials, and graphics.
Use tools like Notion, Trello, or Airtable. Group by themes (e.g., tips, behind-the-scenes, promotional). This is your new creative safety net.
Batch Like a Campaign
Plan one core idea per week—a tip, story, or client insight. Then repurpose it across formats:
  1. One carousel
  1. One Reel
  1. One Story
  1. One quote post
Repurpose with Purpose
Turn blog posts into videos with Lumen5.
Use OpusClip to slice videos. Let ChatGPT rewrite one post into multiple formats. Canva's Magic Resize (free trial) saves hours.
Schedule Engagement, Not Just Content
Set a 15-minute timer daily to comment, reply, and connect—then log off. Real impact, zero scrolling spiral.
Use a Light Scheduler
You'll look active without living online. Buffer, Later, and Metricool offer free plans. Or, skip automation and save your posts in Notes or Trello—then post manually for better reach.
Tip #3: Smarter Social Media Systems
Example: Anchor Topic Ideas
Here are three weekly "anchor" topics and post ideas to get you started:
Client Wins (Authority + Social Proof)
  • Carousel: "How [Client's Name] Cut Admin Time by 50%"
  • Reel: Short testimonial snippet or case study
  • Quote Post: "You changed how I work!" (with permission)
Behind-the-Scenes (Relatability)
  • Story: Time-lapse of your digital declutter
  • Carousel: "3 Tools I Use Daily as a Tech VA"
  • Reel: Desk setup tour or "before and after" workflow
Myth-Busting (Education)
  • Carousel: "You don't need five platforms. Here's what you do need."
  • Reel: "Stop doing this with your inbox."
  • Quote Post: "Less tech. More strategy." (brand message)
Consider:
  • Choose one anchor topic and map out three post ideas you can spin from it.
  • What would a one-hour-a-week social plan actually look like?
  • What would "light and sustainable" social media look like for you, and what's the smallest change that could get you closer?
Tip #3: Smarter Social Media Systems
Your Minimum Viable Comms System
Coaches and solo service providers often drown in messages — DMs, WhatsApp messages, emails, voice notes, and client check-ins — it all adds up. This tool helps you reduce the noise without sacrificing responsiveness.
What "Minimum Viable" Looks Like
This isn't about being inaccessible; it's about building predictable systems so your clients feel held — and you feel sane.
1
One Primary Channel
Pick a main platform for all core client messages:
  • Email
  • WhatsApp Business
  • Voxer
  • Notion (with shared pages)
  • Client portal (e.g., Practice, HoneyBook)
Whatever you pick, name it and stick to it.
2
Set Expectations Up Front
Include your comms policy in onboarding — how to contact you, when you'll respond, and what to use for what.
Example: "Email for updates and files, WhatsApp for quick wins. Replies Monday–Thursday, within 24–48 hours."
3
Auto-Responses Are Your Friend
Use an out-of-office message, a pinned message, or a signature line to reinforce your boundaries.
4
Weekly Comms Hour
Batch your replies into one or two focused blocks a week.
No more replying mid-coffee or mid-scroll.
5
Pre-Written Replies
Save your most-used responses: onboarding steps, check-ins, "how to reschedule," and file request follow-ups.
Store them in a Notes app, Google Doc, or email template folder.
Consider:
What's one boundary you could put in place this week that would give you more breathing room and professionalism?
Social Media Sanity Checklist
Use this page to spot the gaps in your current system — and decide what's worth streamlining next.
Content Creation
  • I have a content bank (Notion, Trello or similar)
  • I re–use or repurpose my content across formats
  • I plan posts in batches, not daily
  • I use anchor topics to guide my weekly themes
  • I can find old posts quickly when I need them
Energy Check
  • My social content supports my business goals
  • I don't dread opening the apps
  • I can name the one platform I actually enjoy using
  • I'm clear on what "enough" looks like for me
Scheduling + Posting
  • I schedule or prep content at least 3 days ahead
  • I've chosen one scheduler that works for me — or post manually with intention
  • I've set posting limits (no more "I should post again today…" thinking)
Engagement
  • I use pre–written prompts or stories to stay visible
  • I don't feel guilty for logging off when the job's done
  • I block time to reply to DMs and comments (not reactive scrolling)
Tip #4: Notes That Don't Disappear
Scribbled notebooks and scattered files aren't just messy—they're risky. A tidy, reliable note system means fewer slip-ups, faster prep, and a more confident coaching style.
The Mindset Shift: Your notes are assets—part of your intellectual property. Treat them like business gold, not afterthoughts.
The No-Faff Fix
Pick One Home for Your Notes
Stick to one tool: Notion, Google Docs, Evernote—whatever suits your brain. The real win? Never wondering, "Where did I write that down?"
Use a Simple Template
Establish a reusable format that you can copy for every client session. For example:
  • Date + Session Number with Agenda
  • Key Insights and Action Steps
  • Next Session Prep
Link Your Tools for Easier Access
  • Add the link to your session notes directly in the client’s contact card in Notion.
  • Embed your call scheduler or intake form beside the notes in Google Docs.
  • Use the top line of each doc to link to its folder or form.
Build a 'Post-Session Ritual'
Don’t rush back to Slack or emails after a coaching call. Instead:
  • Block 10 minutes after each session (literally add it to your calendar).
  • Use that time to reflect, type up notes, update actions, and breathe.
This ritual is where insight becomes integration—for you and your client.
Go Voice-First if Needed
No time to type? Open your phone and use Otter.ai, Apple Voice Memos, or Bubbles to speak your debrief. Transcribe it later and file it where it belongs.
Tip #4: Notes That Don't Disappear
Build Your Client Note System
Use this page to design a note system that fits your brain, your clients, and your business style.
Step 1: Where are your notes currently stored?
  • Paper notebooks
  • Word or Google Docs
  • Notion
  • Evernote or Apple Notes
  • Random Post-it notes
  • WhatsApp or voice notes
  • Other: _______________
What's working about this, and what's not?
Step 2: What do you actually need?
  • Will you share notes with clients?
  • Do you want voice-to-text or just typing?
  • Do you need mobile access or just desktop?
  • How many clients are you managing at once?
Based on this, what platform makes the most sense?
Step 3: Build Your Ritual
Make it simple, repeatable, and tailored to you.
Pre-session:
  • Review last session's notes
  • Jot down agenda points
  • Anything else?
Post-session:
  • Fill out template
  • Capture insights and actions
  • Link follow-ups or files
  • Block time on calendar?
Add a signal or ritual to mark the session complete (e.g., music, stretch, voice note, tea).
Consider:
  • What's one part of your current note-taking or session follow-up process that causes friction?
  • What would a smoother, "zero-faff" version of that look like?
Tip #5: Onboarding Without the Overwhelm
The first impression sets the tone. A smooth, straightforward onboarding process doesn’t just help clients feel supported—it saves you hours of back-and-forth, confusion, and missed steps.
The mindset shift: Your onboarding isn’t just admin; it’s part of your service.
Create a Standard Welcome Kit
Send every new client the same essential information:
  • What happens next
  • Key dates and links
  • How to contact you
  • Payment or booking information
This can be a Google Doc, PDF, or Notion page—no need for fancy automations.
Automate One Step
Pick just one step to take off your plate:
  • Scheduling (Neeto, Cal.com, TidyCal)
  • Intake forms (Tally, Google Forms, Typeform)
  • Invoicing or contracts (Panda, Stripe, HelloSign)
Don't build a full funnel. Just make one thing easier.
Use a Mini Checklist
Even a short list helps you stay consistent:
  • Contract sent
  • Payment received
  • Session booked
  • Notes folder created
  • Welcome email sent
You can keep this in Notion, Trello, or just a notes app.
Personalise with Purpose
You don't need custom gifts or hand-drawn welcome cards—but a short voice note, video, or friendly email goes a long way. You're a human, not a system.
Collect What You Need Early
Ask early for anything you need to deliver well:
  • Access to systems
  • Brand assets
  • Client preferences
  • Content samples or logins
Tip #6: Calendar Control
If your calendar feels like a free-for-all, your energy probably does too. Taking control of your time isn't about being inflexible—it's about being intentional. And it starts with how you book it.
The Mindset Shift: Your calendar is a boundary tool. Use it to protect your focus and your week.
Audit Your Week Honestly
Where's your energy leaking? What times feel overbooked or just plain chaotic? Look at:
  • Back-to-back calls
  • Mid-week admin overload
  • Evening catch-ups
  • Undefined "sort this later" blocks
Time Block With Buffers
Use colour-coded blocks to pre-book your week and add 15-minute buffers between calls to avoid mental whiplash.
  • Deep Work (focus time)
  • Admin Time & Client Calls
  • Personal/School Run/Life
Set Your Availability
Use tools like Calendly or TidyCal to limit when people can book you:
  • Only on certain days (e.g., Tuesdays/Thursdays for calls)
  • Set 'No Call' zones (e.g., Monday mornings for planning)
  • Sync with your calendar so you're never double-booked
Say No With Ease
Create a default "reschedule" message or boundary email for when things get squeezed.
For example: "Thanks for your message! I'm currently booked this week, but have space [insert time]. Let's aim for then!"
Review Weekly, Not Randomly
Friday afternoons? Monday mornings? Block 10 minutes to glance ahead:
  • What's realistic?
  • What needs moving?
  • What can be cancelled or delegated?
Tip #6: Calendar Control
Map Your Ideal Week
Get your time under control by designing a week that truly works for your energy, client load, and life outside the screen.
What are your non-negotiables?
Start with what's fixed—then build around it.
  • School runs
  • Lunch breaks
  • Personal appointments
  • Existing retainer calls
  • Your best "focus" times
Jot down when these happen each day. Don't skip the basics.
Assign themes to each day
  • Monday = Planning + CEO Time
  • Tuesday/Thursday = Client Delivery
  • Wednesday = Marketing / Content
  • Friday = Admin + Wrap-up
Use these themes to group your work and avoid constantly switching gears.
Block your week
Use a calendar tool or sketch it out on paper. Colour-code if it helps. Include time for:
  • Deep work (2-3 blocks per week)
  • Admin & Communication
  • Calls (set clear windows)
  • Content Creation
  • Rest and Reset
Add 15-30 minute buffers around meetings where possible.
Set your booking rules
What will you allow—and when?
  • Days I take calls
  • Latest time I'll allow
  • Buffer between calls
  • Minimum notice period
  • How people book
Consider:
  • What's one boundary your calendar isn't currently protecting?
  • What's the smallest change you could make to fix that?
  • What would change if you stuck to this plan 80% of the time?
Tip #7: File + Folder Systems That Stick
If you've ever wasted 10 minutes trying to find a client asset or version 17 of a Canva graphic... you need a better system.
Files and folders don't need to be fancy—they just need to be findable.
The Mindset Shift: You don't need 100 folders. You need five that make sense.
Create a Master Folder System
Start with five clear top-level folders:
  • Clients
  • Content
  • Admin + Finance
  • Templates
  • Personal / Reference
Inside each, build subfolders that match your business flow.
Use Consistent Naming
Adopt a simple format:
  • Client_Project_Date or Topic_Type_MonthYear
Examples:
  • "Smith_BrandGuide_July25"
  • "Marketing_PromoPlan_Sept25"
This keeps files searchable and your future self grateful.
Separate Working Files From Final Ones
Create "WIP" (Work In Progress) and "Final" folders:
  • WIP = brainstorms, rough drafts
  • Final = signed-off docs, published content
  • No more accidentally sending the wrong version.
Use Cloud, Not Chaos
Pick one primary storage tool: Google Drive, Dropbox, or OneDrive. Make it your default.
Bonus: Use shared folders or client portals for collaboration.
Schedule a Monthly Tidy
Block 20 minutes at the end of each month to:
  • Archive old files
  • Rename messily saved docs
  • Move anything that's sitting loose into its proper home.
Like a digital wardrobe—a little, often, keeps it wearable.
Consider:
What's one folder you dread opening, and what small change could make it easier to manage?
Tip #8: Inbox Triage Without the Guilt
1
Multiple Inboxes
  1. ⚙️ See all settings → Advanced → Enable Multiple Inboxes
  1. Inbox tab → Inbox type: Multiple Inboxes
  1. Add panes with queries (e.g., label:Action, label:Waiting, label:Review, from:client@example.com, is:starred)
  1. Name each section; set maximum page size to 5-10
  1. Pane position: Right of inbox for a true split view
2
Templates
  1. ⚙️ See all settings → Advanced → Enable Templates
  1. Compose reply → ⋮ (three dots) → Templates → Save draft as template (overwrite to update)
  1. Insert via ⋮ → Templates → Select, personalise, send
  1. Power move: Create a Filter (Search mail → Show search options → Create filter) + Send template for auto-acknowledgements, OOO replies, or receipts
3
Suggested Extensions
  • Simplify Gmail: Distraction–free layout
  • Boomerang: Inbox pause, email scheduling
  • Email Meter: Weekly usage reports
4
General Tips
  • Create and standardise labels first (e.g., Action, Waiting, Review, Finance, Clients)
  • Add filters to auto-label common senders or subjects
  • Turn off Categories tabs so your panes control the layout
  • Keyboard shortcut tip: ⚙️ Quick settings → Reading pane (Right/Below) to triage without new tabs
  • Auto-advance (Advanced): Jump to the next email after actioning
  • Keyboard shortcuts (General): e for archive, l for label, ]/[ for next/previous conversation
Tip #8: Inbox Triage Without the Guilt
1
Quick Steps
  1. Create: Home → Quick Steps → Create New
  • Chain actions: Move to folder, Flag, Categorise, Mark as read, Forward, Create task with attachment
  • Name & Shortcut: Use a descriptive name (e.g., File + Flag), then assign Ctrl+Shift+1–9.
  • Manage: Home → Quick Steps → Manage to edit or duplicate existing Quick Steps.
2
Rules
  1. Create: Home → Rules → Manage Rules & Alerts (desktop) or Settings → Mail → Rules (web)
  • Common Conditions: From, Subject includes, Sent to, Has attachment
  • Typical Actions: Move, Categorise, Mark as read, Flag, Forward/Redirect
  • Order Matters: Place specific rules above general ones; use Stop processing more rules to prevent conflicts.
Examples
  • Newsletters: If From contains "newsletter@" → Move to Newsletters → Mark as read → Categorise Info.
  • Client-specific Mail: If Subject includes "[ACME]" → Move to Clients/ACME → Categorise Client → Flag Today.
3
Suggested Add-ins
  • FindTime: Automate meeting scheduling by polling attendees for availability and confirming the best time.
  • Text Lightning: Insert one-click snippets for frequently used replies and boilerplate text.
  • MyAnalytics/Viva Insights: Analyse your focus vs. inbox patterns, block out Focus time, and schedule emails to Send later.
4
Tips & Extras
  • Keep 3–5 core Quick Steps; test them on low-stakes emails first to ensure they function as intended.
  • Use Run Rules Now for bulk clean-ups; add exceptions (e.g., “Urgent”) to prevent unintended actions.
  • Save boilerplate text with Quick Parts for easy reuse; protect your focus by using Delay Delivery for non-urgent sends.
  • Keyboard Shortcuts: Utilise Ctrl+Shift+1–9 (Quick Steps), Ctrl+Shift+K (new Task), and Ctrl+Shift+V (Move to Folder) for increased efficiency.
Tip #9: Sanity-Saving Templates & Dashboards
You don't need a new app — you need a home base. A simple dashboard or set of go-to templates can stop the "where did I put that again?" spiral before it starts.
The Mindset Shift: Think of your business like a GPS. If the system is clear, you can simply follow the route. No more guesswork. No more endless tabs.
Set Up a Digital Home Base
Choose one primary tool — your business HQ. Options include systems like Trello, Notion, ClickUp, and Google Drive — the list is endless. Find the one that works for you.
Set up three core sections:
  • Clients
  • Content
  • Operations (checklists, links, systems)
This is the page you pin. It's your control panel.
Use Templates for Repeatable Tasks
Anything you do more than twice should have a template:
  • Onboarding forms
  • Session notes
  • Content boards
  • Weekly planning
  • Email responses
ClickUp, Notion, and Google Docs all support templates. Duplicate and go.
Build a 'Friday Flow' Dashboard
Create a weekly check-in view with:
  • What's done
  • What's next
  • Follow-ups
  • Wins + money in
Whether it's a list, board, or spreadsheet — aim for clarity over complexity.
Add Links to Save Clicks
Embed or pin quick-access links to:
  • Booking pages
  • Client folders
  • Brand assets
  • Proposal templates
  • Calendar
No more hunting through bookmarks or emails.
Review and Refresh Monthly
Systems slip when they're ignored.
Add a 15-minute recurring task to check and tidy your digital HQ at month-end.
Consider:
What's one dashboard, document, or list you could build this week to save time and headspace next month?
The No-Faff Fix – Quick Reference
Use this as your weekly check-in. Pick one area to tidy, one system to tweak, or one fix to try.
CLARITY
  • What do I have now?
  • What do I want instead?
  • What hassle am I actually willing to deal with?
  • Decide what "done" looks like for each active task.
SYSTEMS
  • Batch one task or topic this week.
  • Block "deep work" and buffer time in my calendar.
  • Reuse content; don't start from scratch.
  • Write a 5-step "start here" checklist for a recurring task.
COMMS
  • Choose one client channel and share my rules.
  • Create or update my session notes template.
  • Set a weekly reply/check-in time.
  • Add response time and boundaries to my email signature.
FILES + INBOX
  • Organise one folder or file cluster.
  • Try inbox filters and block email time.
  • Unsubscribe from three low-value emails.
  • Adopt a simple file-naming convention and rename five key files.
TOOLS
  • Pin my main dashboard or digital HQ.
  • Tidy up one template (or build one new).
  • Review systems on the last Friday of each month.
  • Enable 2FA on my top three tools.
This guide is for personal use only. Please don't copy, share, or resell it – but feel free to share it if you found it useful.
@ownyouradmin
You Don't Need to Burn It All Down…
This isn’t about building a sleek system overnight.
It’s about creating calm, one no-faff fix at a time.
You already know how to deliver amazing work. What this guide gives you is a little more headspace – and a little less second-guessing.
Because when your systems are solid, your energy’s free to go where it matters.
And the best part?
You don’t have to wait until “everything’s set up.”
You just have to start.
Kelly x
@de[utydotservices
This guide is for personal use only. Please don’t copy, share, or resell it – but feel free to shout about it if you found it useful.