The Golden Utopia of the Clockwork Business

“I want to automate it all. I want my business to run like clockwork so I can do what I’m best at!”

Sound familiar?
Head nodding?

Running a business involves the boring, sucky stuff: admin, legal details, invoices, receipts, scheduling, and (yes) tech support. If you’ve been running your own show for more than five minutes, you’ve probably realized this already.

It’s not all “follow your heart, and the money will come.”
It’s more like, “Follow me down a dark alley to this big pile of admin.” (Cue screaming!)

Those “easy crew” people with their “five-step formula to riches”? They conveniently forget to mention that bit.

I’ve been at this for ten years, and I have yet to find that golden shortcut. In reality, there are three steps on the path to the Utopia of a Clockwork Business.

Step 1: Do it Yourself

This works if you’re:

• Not overloaded with clients (up to 10 is manageable).
• Able to think fast on your feet.
• Not caught up in perfectionism or beating yourself up over every mistake.

If that’s where you’re at, it’s totally fine. For example, if you’ve ever sent an invoice with the wrong details, rescheduled a call because you forgot to update your calendar, or sent an email minus the attachments—you’re normal. It happens.

Step 2: Hire a Virtual Assistant (VA)

Once your client load grows, a VA can be a game changer, if you:

• Have a clear idea of how your business works (no need for 20/20 vision).
• Are comfortable with vulnerability (your assistant will see the unpolished back end of your business).
• Actually have the budget to pay them or are realistic about what they can do within your budget.

A quick note: a VA isn’t your business strategist, therapist, or magical unicorn 🦄. They’re not here to make your business decisions for you. If you think, “Hey, I need a VA,” and you’re not sure what you want them to do, things are going to get… messy.

Step 3: Automate with Systems… Golden Utopia Time! ✨

A lot of people want to jump to this stage way too early. They invest a ton of time and money into all-in-one software that promises to pump golden coins into their bank account. And, yeah, these systems can work really well—if you’re ready for them.

Here’s the kicker: Systems only work if you already know exactly what you want them to do.

Tech doesn’t figure things out for you. It’s, frankly, Dumb as F! It’ll do exactly what you tell it to, but that’s not always what you want it to do. If you thought getting your kid to go to their room, change, and bring their homework down was tough, tech can be way more stubborn!

The Moral of the Story?

You need to be clear on how your business runs. If you’re feeling like a “tech dunce,” it’s not you; it’s the tech. It can only help you if you’re clear on the how.

So… how do you get clear on the how?

By running your business, yourself.
Keeping it simple. Keeping it solid.

Here’s what you actually need to start:

• Clear website
• Clear offer
• Contact/Enquiry Form or Disco Call Booking Link (because who doesn’t want a “Disco Call”?)
• Contract, Invoice, Receipt
• Client Tracker
• Mailing List (if you have a freebie you love and that’s useful, go for it! But sending regular emails is more than enough.)

Little & Often beats Big & Once!

I get it—you want your business to run like clockwork, automated and humming in the background while you focus on creating and connecting. But don’t rush into full automation. Sink cash and time into tech only when it’s the right time.

Manual is fine. Manual works. If you’re not ready for Big Guns tech, that’s okay. You’re not a tech dunce—you’re just pacing yourself, which is exactly where you need to be.