When sticky notes stop working: what a real workflow looks like
There’s a moment in every growing business when the sticky notes start to fall — both literally and figuratively.
Maybe you’ve experienced it: the client notes scribbled on the back of a receipt, the project reminders stuck to your laptop, the checklist that only exists in your head. At first, it works…just about. But slowly, cracks appear: things are missed, projects stall, and that once-manageable chaos starts to feel like an avalanche.
This is the moment many small business owners come to me — not because they’re doing something wrong, but because they’ve outgrown the way they work.
The limit of “This will do for now”
Let’s be honest. Most of us don’t start our businesses dreaming of dashboards and workflow charts (unless you’re like us!). We start by doing the work, often wearing all the hats at once. And when it’s just you (or you and one assistant), it feels fine to keep track of things via memory, Messenger threads, or a few bits of coloured paper.
But as client numbers grow, or your services expand, those casual systems stop being enough.
One client told me they “had it all in the van” (meaning, of course, in their head or on scraps of paper on the dashboard). But when they had to hire help and delegate tasks, everything stalled. No one else knew the plan. There was no plan: just instinct, memory, and a hope that nothing got lost.
What a real workflow looks like
A real workflow isn’t about making things pretty. It’s about making things move — clearly, consistently, and with as little stress as possible.
When I say “workflow,” I’m talking about:
A repeatable way you handle things — like what happens when a client gets in touch or a job kicks off
A clear method to track what’s been done, what’s next, and what’s waiting
A shared space (even if it’s just a spreadsheet) that removes the guesswork
And importantly, it should work for how you already work — not against it.
The Shift from Chaos to Clarity
For one client, we replaced a mountain of scattered notes with a three-part setup:
A “Your Week” folder updated every Monday
A “Templates” section with their go-to quotes and messages
A historical log to look back and track progress over time
We didn’t build a shiny app. We built something they could actually use — and trust. Suddenly, handovers became smoother, invoices were based on logged work (not guesses), and tasks stopped slipping through the cracks.
The best part? They didn’t need to ask, “Did I remember that?” They knew.
It Doesn’t Need to Be Fancy. It Just Needs to Work.
If you’re in the “sticky note” stage — no judgement. We’ve all been there. But if your systems are starting to buckle, it’s a sign of something good: your business is growing, and it’s time for your setup to grow with it.
You don’t need complicated tools. You need clear systems that match how you work.
Want a Head Start?
I’ve put together a free Clear Systems Checklist — six real-world systems that help busy business owners stay on top of projects, clients, and cash.
They’re not based on theory — they’re based on what’s worked for real clients running real businesses.
(Or head to the link in bio if you're coming from Instagram)