You can be the best you can be, and this will help your goal: Systemize your work

Start of my business

It has been two years since I opened my business and almost four years since I first allowed the idea to develop a plan. I knew that if I was going to do this, I needed a coach, so I sought out a business coach.

One of the first things I learned at the time is the importance of processes and systems.

Frankly, I wasn’t sure what he was talking about, but I knew it sounded REALLY BORING. I didn’t understand why this was so important besides for obvious reasons of writing job descriptions and knowing how to do any certain job. Over the last years I realize that I am not alone in not knowing why systems and processes are so important, but then I had the google experience of this year!

Google knows everything

I was doing some brief research on writing strategies others use, how writers set up their writing spaces and just asked random writing-related questions. I love doing that because google has the answer for anything. I came across a blog that highlighted a very useful statement: “systems ensure a trusted outcome.” And with that, it just all made sense!

Systems and processes now became not just important and necessary, but they became valuable to me. I understood the WHY.

The purpose of having a system is that you know if you put in your time and effort, that you have an outcome that is dependable, one of quality and one that is efficient.

Systemization increases your chance of creating consistent quality work. A key ingredient to achieving excellence.


There are always parallels to draw between triathlon and life. Obviously!

In Triathlon, I had naturally developed systems in order to focus on the things that actually deserved my energy; my training. Afer the second year of training systematically, everything was set up and had a place. My bike trainer is set up, the iPad charged, the headphones plugged in, the fan on a push button, my bike bottles and nutrition organized and my clothing and shoes ready to go. It never really occurred to be what was happening, but now I see it more clear.

When it comes to writing, I really struggle with the organization and the process of writing. There is the ideas phase, the draft, the editing, the preparing for publish, the submission phase and ultimately the published stage. For blog writing it is very much similar, idea->draft->edit->schedule->post.

But thanks to the google find, I understood what I needed to do. And this may be a no-brainer for most of you out there, but I am sure I am not alone. So here is how I have it set up.

Using the Folder Within a Folder Within a Folder mentality.


My Blog Writing System

So for those writers that struggle to organize your writing process follow this setup.

  1. Folder: Ideas: I like using PCs for this matter because you can right-click and create a new word document and title it. Very easy way to input ideas
    1. Folder: Drafts: Once you have written in the actual idea document, you simply drag it into the draft folder. Knowing that you need to polish it before you can schedule it.
      1. Folder: Ready to Publish: Once you have polished your draft, move it into the next folder so that when it is time to schedule your posts, you just must upload it and format it.
        1.  Folder: Published: This is really for archival purposes and knowing your posts have arrived aka been published.


Blog Writing Schedule in Sync with My Publishing System

With all the moving pieces of my day, I have decided that 3 blog posts a week is what I can sustain. So, my schedule for content production is Tuesday-Friday (minimum). Monday contains a 2-3 hour time block for polishing the posts and in the evening another 45min block for scheduling the post.

Why is this important? Why not just be a creative and write whenever you feel like it?

Well as we all know, emotions are not very dependable, but what is dependable is a dedicated work ethic. So, to really figure out what work needs to be completed and when, will ensure a trusted outcome, namely, 3 scheduled posts per week. And with that, a far lower stress level to get it all done. Once I have systemized the three posts per week, I can increase it


I want to hear from you!

What are your strategies on staying ontop of it all? Where do you like to write? Laptop or Desktop. PC or Mac? Tell me! How are you keeping your balance?