7 Systems Quick Wins | Amanda Johnson

Start here: pick ONE quick win this week

Don't try to do all seven at once. Choose the one that will have the biggest impact on your business right now, complete it, then move to the next. Small consistent improvements create massive results over time.

Document Your Most-Repeated Process

Time required30–60 minutes

ImpactHigh — saves 2–5 hours/week

The problem

You're explaining the same process over and over, or doing it yourself because it's "faster than explaining."

The solution

Identify your most-repeated task (onboarding, invoicing, social posting, etc.)
Open a Google Doc or Notion page
Write down each step as you do it — simple, numbered
Include screenshots or record a quick Loom video
Share with your team and have them test it

Pro tip: Record yourself doing the task while talking through it. Transcribe the video and you've got your process doc in 15 minutes.

Done — process documented and shared with team

Audit Your Tech Stack

Time required45 minutes

ImpactMedium — saves $50–500/month

The problem

You're paying for tools you don't use, have duplicates doing the same thing, or tools that don't connect — creating manual work.

The solution

List every tool and software you're paying for
Check bank statements for forgotten subscriptions
For each tool note: what it does, who uses it, when last used
Identify duplicates and cancel what you don't need
Look for integration opportunities between the keepers

Pro tip: Spreadsheet: Tool | Monthly Cost | Purpose | Users | Keep/Cancel. Takes 20 minutes. Most businesses find $100–300/month in savings.

Done — tech stack audited and unnecessary tools cancelled

Create a Communication Protocol

Time required20 minutes

ImpactHigh — reduces interruptions by 50%

The problem

Team members don't know where to communicate what — important messages get buried and urgent items go missing.

The solution

Define channels for different communication types
Set response time expectations for each channel
Document it in a one-pager and share with your team
Add it to your onboarding docs

Pro tip: Add "urgent" guidelines. Define what truly qualifies as urgent vs. what can wait. Most things aren't as urgent as they feel.

Done — communication protocol created and shared

Build a Simple Client Onboarding Checklist

Time required30 minutes

ImpactHigh — improves client experience immediately

The problem

New clients get an inconsistent experience. Steps get forgotten. Things fall through the cracks.

The solution

Think of your last 3 new clients — what happened from "signed contract" to "first deliverable"?
List every single step in order with who's responsible and when
Turn it into a checklist template and use it every time

Pro tip: Create this as a task template in your project management tool so it automatically generates for every new client.

Done — client onboarding checklist created

Centralise Your Project Management

Time required1–2 hours

ImpactVery high — see everything at a glance

The problem

Projects live in email, Slack, spreadsheets, sticky notes, and your head. There is no single source of truth.

The solution

Choose ONE project management tool (Asana, Trello, ClickUp, Monday — just pick one)
Create a project for each active client or initiative
Move all tasks from emails and notes into the tool
Assign owners and due dates to everything
Rule: "If it's not in the tool, it doesn't exist"

Pro tip: Start simple. Get everything visible in one place first, then refine. Perfection later.

Done — all projects centralised in one tool

Implement a Priority System

Time required15 minutes

ImpactMedium — work on what matters most

The problem

Everything feels urgent. You're busy but not productive. Important work keeps getting pushed to "tomorrow."

The solution

Use a simple framework: P1 (do today), P2 (do this week), P3 (do this month)
Every morning, identify your 3 P1 tasks
Do those before checking email or messages
Review and update priorities weekly

Pro tip: Ask "If I could only accomplish 3 things today, what would move the business forward most?" Those are your P1 tasks.

Done — priority system implemented and in use

Create a Central Knowledge Base

Time required30 minutes setup

ImpactHigh — answers questions 24/7

The problem

Team members ask the same questions repeatedly. Important information lives in your head or buried in old emails.

The solution

Choose a simple wiki tool (Notion, Google Sites)
Create basic sections: Processes, FAQs, Resources, Contact Info
Dump everything you can think of — doesn't need to be perfect
Any time someone asks a question twice, add the answer to the wiki

Pro tip: Start with your top 10 most-asked questions. Document those answers first. Build from there organically.

Done — knowledge base created and populated

Ready to take your systems to the next level?

These quick wins are just the beginning. Imagine what's possible when all your systems are working together.

Book my free discovery call