Unlock growth, streamline operations, and get your time back with the right business systems.
As a small business owner or solopreneur, chances are you wear many hats—CEO, customer service rep, marketing lead, bookkeeper, and everything in between. But as your business grows, managing all those roles manually becomes exhausting and unsustainable. That’s where a systems strategist can become your secret weapon.
What Exactly Is a Systems Strategist?
A systems strategist helps business owners streamline, automate, and organize the behind-the-scenes operations of their business. Their goal is to align your workflows, tools, and processes with your business goals—making it easier to scale sustainably.
Think of them as the architect of your business operations. Instead of focusing on one tool or system, they look at the bigger picture:
- Are you duplicating work?
- Are important details falling through the cracks?
- Do you have standard operating procedures (SOPs) in place?
- Can someone step in and understand how your business runs?
Systems strategists work across areas like:
- Client onboarding and offboarding
- Team management and communication
- Finance and bookkeeping processes
- Lead generation and follow-up workflows
- Project and task management
How Is a Systems Strategist Different from an OBM or VA?
This is a common question! While there’s some overlap, each role serves a different purpose:
- Virtual Assistants (VAs) are task-focused. They follow instructions and complete repetitive tasks like email management, scheduling, or invoicing.
- Online Business Managers (OBMs) oversee the day-to-day of your business and manage your team and timelines.
- Systems Strategists, on the other hand, don’t just manage—they design. They map out how your business can function better using tools, workflows, and strategy.
10 Signs You’re Ready for a Systems Strategist
Not sure if it’s time to bring one in? Here are some telltale signs:
- You’re repeating the same tasks manually.
- Your business relies too much on you.
- You lose track of leads, deadlines, or deliverables.
- Onboarding a new team member feels overwhelming.
- You’re constantly switching between apps to get things done.
- There are no documented SOPs or workflows.
- You’re spending too much time in your inbox.
- Client communication falls through the cracks.
- Bookkeeping or finance tasks get pushed off regularly.
- You feel like you’re “winging it” behind the scenes.
If you’re nodding along, it’s time to explore systems support.
Real-Life Example: From Chaos to Clarity
Let’s take the example of “Ava,” a service-based business owner juggling 10+ clients. She was manually onboarding clients, sending proposals from one tool, collecting payments from another, and tracking deadlines in her notebook.
We implemented:
- Dubsado for proposals, contracts, and payments
- ClickUp for recurring task tracking
- Google Drive SOP hub with templates and how-to videos
- Zapier automations to trigger reminders and file backups
Within 30 days, Ava gained back 10+ hours a week, cut client onboarding time in half, and felt more in control of her business.
What Systems Strategists Help You With
Here’s a breakdown of what a systems strategist can audit or build in your business:
1. Client Experience Systems
- Inquiry forms, proposals, contracts
- Onboarding emails & automation
- Client check-in and offboarding workflows
2. Team Operations
- Weekly meeting agendas
- Task assignment and due dates
- Team SOP library
3. Finance & Bookkeeping Workflows
- Month-end close checklists
- File organization systems
- SOPs for reconciliation, payroll, and tax prep
4. Marketing & Lead Generation
- Email marketing sequences
- Content calendars
- CRM workflows (like Dubsado, Honeybook, etc.)
5. Internal SOPs & Tech Stack Integration
- Process mapping and documentation
- Tool selection and software setup
- Zapier or Make automations
How to Work with a Systems Strategist
You can engage a systems strategist in several ways:
- VIP Days or Intensives to build out a system fast (like setting up ClickUp or Dubsado)
- Ongoing Retainers to refine and maintain your business infrastructure
- Audits & Action Plans where you get a roadmap to implement yourself
Pricing varies depending on the complexity of your business and the strategist’s expertise, but the return on investment is huge when you consider the time and stress saved.
What to Look For When Hiring a Systems Strategist
- Industry experience. Ideally, choose someone who has worked with businesses like yours (e.g., service-based, product-based, or digital educators).
- Tech knowledge. Make sure they’re comfortable with your platforms or can recommend the best tools for your needs.
- Strategic thinking. A great strategist won’t just “plug in software”—they’ll ask questions about how you want to work and grow.
- Process-focused. Look for someone who values documentation, follow-through, and training.
Final Thoughts: It’s Time to Work Smarter
If your business growth feels chaotic, disorganized, or too dependent on you, hiring a systems strategist might be the move you need. It’s not about overcomplicating things—it’s about building smart systems that let you lead your business instead of getting lost in it.
A well-run backend means more energy for clients, more margin for life, and more freedom to grow on your terms.
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