Where Do Things Keep Slipping Through the Cracks?

Finding the friction that slows your vision to build systems that smooth the way

Every vision builder, me included, knows the feeling - that frazzled, stretched-thin feeling when you’re running a mile a minute, juggling more tasks than you have hands to hold.

That quiet frustration when something keeps slipping through the cracks.

Maybe it’s a missed follow-up.

A forgotten post.

A task you end up recreating from scratch every single time.

That frustration is your vision’s way of whispering:

You need systems that support you.

When your systems are messy (or missing altogether), your focus scatters. Even the best intentions can start to feel heavy. It creates friction - the kind that drains your energy and dims your excitement.

And if it goes on too long, the cracks widen. The things that once flowed naturally start to feel forced. And operating your vision becomes more difficult than it should.

But when your systems are clear and simple, what once felt heavy starts to flow again. The work feels lighter. Your energy can be placed where it matters most.

In Getting Clear on Your Vision, we talked about how clarity gives direction. Getting clear on the how behind your vision - the ways it runs, moves, and sustains - is part of that clarity too.

Building systems can sound intimidating. But it doesn’t have to be complicated or rigid - especially when you take it one step, one rhythm at a time.

And that begins with defining what systems even are.

What are "Systems"?

“Systems” is one of those words that gets thrown around a lot.

When I say systems, I’m talking about the frameworks, rhythms, and tools that keep your vision running smoothly - even when life gets full.

They organize how you work and serve so things happen consistently - without chaos or burnout.

Inside a system are your processes - the repeatable steps that get things done.

Think of systems as the rooms that hold your work, and processes as the quiet helpers keeping everything in motion.

For purpose-driven solo builders like you, systems might include:

• How you onboard new clients, volunteers, donors, or members

• How you follow up with leads or supporters

• How you organize your content, emails, or social posts

• How you manage your tasks so nothing slips through the cracks

• How you organize you - your time, energy, and focus

And within those systems, your processes might look like:

• The steps you follow to onboard someone new

• The steps you take to process a donation or payment

• The steps you use to follow up when someone goes quiet

When your systems are simple and intentional, they free you to focus on what matters most - your vision and the people it serves.

Instead of putting out fires, you move with steady rhythms that make your work sustainable.

And it starts with awareness. That’s where you begin to see what needs a system, and where a little structure can make a big difference.

A Moment to Notice

Before you start building or refining systems, the first step is noticing where things are slipping - the points of friction where your vision or day-to-day work feels heavy, chaotic, or frustrating.

Here are some reflection prompts to help you start noticing:

• Where do I feel the most drained or disorganized right now?

• What do I keep doing over and over that could be simplified or automated?

• What would make things feel smoother - not perfect, just easier?

• Who or what do I tend to forget to follow up with (clients, volunteers, donors, team)?

• If I had an extra hour back each week, where would I want it to go?

• Where am I overdoing it?

• Which systems do I need in place sooner rather than later, and which can wait for now?

Take a few quiet moments with these questions. The answers will give you the starting point for building simple, intentional systems - ones that support your vision, your people, and your energy.

Final Thoughts

Simple, intentional systems turn friction into flow.

It’s easy to want to fix everything at once - especially when the friction feels constant. But clarity doesn’t start with doing; it starts with noticing.

You don’t have to build the perfect system today.

You just need to pay attention to what’s asking for support.

This is where sustainable systems begin - not in urgency, but in awareness.

So don’t rush in. Give yourself permission to slow down, to see what’s working and what’s not. That’s how you build systems that truly serve you, your vision, and those you’re called to help.

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Putting It into Action

Take a moment this week to notice where friction exists in your vision. Ask yourself:

• Where do I feel the most drained or disorganized right now?

• What do I keep doing over and over that could be simplified or automated?

• What would make things feel smoother - not perfect, just easier?

• Who or what do I tend to forget to follow up with (clients, volunteers, donors, team)?

• If I had an extra hour back each week, where would I want it to go?

• Where am I overdoing it?

• Which systems do I need in place sooner rather than later, and which can wait for now?

Write down the areas that need attention. Naming them is the first step toward building systems that support your vision instead of ones that overwhelm you.

And you don’t have to build these systems alone. When you’re ready to dig deeper and start building sustainable systems, click here to see how we can build them together.

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