5 Sneaky Ways Your Business Processes Are Costing You Time (and How to Fix Them)
For small business owners, especially those wearing the dual hat of entrepreneur and mom, every single hour is precious. And yet, many businesses unknowingly bleed time (and profit) through inefficient processes. If your business is still under the $250K mark, your systems might not just be clunky and inefficient, they might be holding you back from the growth you’re working so hard for.
Let’s take a look at five subtle but significant ways your processes could be costing you time and what to do about them.
1. Invoicing, the very thing that allows you to pay yourself and your team!
If sending an invoice feels like a chore or you’re manually following up with clients to get paid, you’re not alone but this is costing you more than just time.
The Problem:
- You’re toggling between email, spreadsheets, and payment apps.
- There’s no clear follow-up system.
- You forget to send invoices (or follow up), delaying your cash flow.
- You forget to invoice so there is a trickle down effect to processing payroll!
- You don’t have a system at all.
The Fix:
Invest in a system. No, this doesn’t have to be expensive. It needs to fit the needs of your business and not only make invoicing easier but tax time as well! There are multiple systems available like Dubsado, HoneyBook, or QuickBooks that allows you to:
- Automate invoices
- Set payment reminders
- Track client payments in one place
💡 Process Tip: Set a day with a time blocked routine each week to review outstanding invoices and reconcile incoming payments. Call it “Money Monday” or whatever you’d like.
Pro-Tip: This task is something that can be outsourced easily. Doing a time and energy audit can help you identify if this is right for you!
2. Disorganized Digital File Storage
You are a creative genius, and your physical and digital desktop are spaces where 90% of the time you know where to find something but no one else does. Yes, as a solopreneur initially, that may work but you can’t operate like a CEO if you spend 15 minutes searching for a contract or Canva file every time you need it. It also increases your mental load!
The Problem:
- Files saved across Google Drive, Dropbox, your desktop, and your inbox
- No naming convention or folder hierarchy
- Duplicates and outdated documents taking up mental and digital space
The Fix:
- Create a simple file structure (by client, project, or category)
- Use naming conventions like: ClientName_Project_YYYYMMDD
- Conduct a monthly digital cleanup and archive old files
- 💡 Process Tip: Add a quick “Organize Files” step at the end of each project so nothing lingers in your downloads folder or put a task on your admin day or for a Virtual Assistant to complete monthly!
3. No Prioritized Task List That Drives Revenue
You’re busy all day… but are you busy doing the right things? I know I’m guilty of this because the guilt of the to do list and a task looking “easy” to knock off guilt you into finishing them.
The Problem:
- Daily to-do lists are filled with low-impact tasks
- You’re reactive, not strategic
- Important revenue-generating work (sales, marketing, follow-ups) keeps getting bumped
- You focus on everything but making money activities which should be priority one!
The Fix:
Start every week with a CEO Power Hour. Ask:
- What tasks actually move the business forward?
- Which activities lead to sales, visibility, or conversions?
- What can I delegate, automate, or delete?
💡 Process Tip: Use a planner that separates “Needle-Movers” from “Maintenance Tasks” to keep you focused.
4. Manual Processes That Could Be Automated
Time spent doing things by hand is time not spent in your zone of genius.
The Problem:
- You’re manually responding to DMs or inquiries
- Onboarding a new client requires copy-pasting the same email sequence
- You’re updating spreadsheets when a CRM could do it automatically
- You are creating invoices by hand or even templates instead of using tools!
The Fix:
- Use automation tools like Zapier, Acuity/Squarespace Scheduling, or Notion templates
- Set up workflows that handle follow-ups, confirmations, and client onboarding
💡 Process Tip: Start small. Automate one recurring admin task per month—it adds up fast. You don’t need to choose all the paid tools but if the task can be done in an hour a week by a tool that costs $15 a month vs. when it takes you three hours a week, it’s absolutely worth it to spend it as long as you use that time to focus on revenue generating tasks!
5. Lack of SOPs (Standard Operating Procedures)
If you’re the only one who knows how things get done, you’ll always be the bottleneck. Even if it’s just you because there is no way for you to outsource and you likely have no idea how long a task is taking you!
The Problem:
- Repeating the same steps over and over without documentation
- Hard to delegate because tasks “live in your head”
- Inconsistent client experiences or missed steps
- I’m a solopreneur so I don’t need SOP’s
The Fix:
- Create SOPs for recurring tasks like social media posting, invoicing, or onboarding
- Use video (like Loom) + a simple checklist to document processes
- Store SOPs in a shared team folder for easy access
- As a solopreneur documenting your tasks show you where you are spending your time and how long it takes so start with a time and energy audit
💡 Process Tip: Think of SOPs as time insurance, every one you create saves you hours later. Yes, I get it, it’s not a revenue generating task but you need to set aside time to do this the next time you complete a task. Take two each week and document them. This will create the opportunity for you to outsource and know where a process could be improved to save you time and money!
✨ Final Thoughts: Systems = Freedom
The most successful mompreneurs don’t do it all, they systematize it. Whether it’s in business or at home.
If your goal is to grow your revenue, increase profitability, and finally step into the visionary role in your business, you need systems that work for you, not ones that weigh you down.
Want help getting started?
Whether you’re navigating burnout or looking to refine your backend systems, we’ll help you find the right fit. Are you a mompreneur whose business makes between $10,000 and $250,000 per year? Check out a few ways below that I can help you take your consistency to the next level!
- Book a discovery call or take our quiz to determine which tools will make the biggest impact right now. In these consulting sessions, we will audit your current operations, identify friction points, processes that need to be optimized and build a roadmap that aligns with your values and goals.
- Subscribe and download our free tools!
- Subscribe to get notified when we launch our latest tool this summer! This digital download planner and templates is a step-by-step guide built from my consulting and experience with current and past clients to walk you through the steps to find ways to optimize your time and money as a small business owner!
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