Both Will Help You Build a More Organized, Efficient Online Business

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Understand Strategy vs. Systems - Why Both Are Essential to Growing a Strong, Sustainable Online Business

The topic of today's blog-vlog (and podcast) might seem simple on the surface but is critical for running and growing a successful online business: the difference between strategies and systems.

This topic came up in a conversation with a friend who admitted, “I don’t even know what operations means!” That’s when I realized it was time to break things down and really clarify why strategies and systems matter so much for entrepreneurs.

Strategy vs. System: Let’s Define Them

Here’s the simplest way to look at it:

• A strategy is the “what”—your plan for how to get from point A to point B.

• A system is the “how”—the structure, tools, and repeatable steps that help you carry out that plan.

A Quick Analogy

• Strategy: Opening Google Maps to figure out how to get somewhere.

• System: Following the turn-by-turn directions to reach your destination.

Another example: A morning routine is a strategy to start your day off right. The steps you follow like brushing your teeth, making coffee, or getting dressed make up the system that completes that strategy.

Why Systems Matter So Much

If you’re running an online business, you probably have a few strategies already—like how to market your offer or how to make a sale. But without systems in place, those strategies won’t get executed efficiently, consistently, or maybe even at all.

Think of your systems like the foundation of a house. Without a strong foundation, everything can collapse.

Or picture sleeping in a tent directly on rocky ground with no padding and no support. That’s what running your business without systems feels like: uncomfortable, chaotic, and exhausting.

“Without systems, your business is on a rocky foundation.”

Even the Bible reminds us to build on solid rock, not sand (Matthew 7:24–27). I believe systems are part of that solid foundation that are critical for a strong online business.

The Power of Systems in Online Business

I love systems because:

• They make me feel at ease.

• They allow my business to run smoothly, even when I’m not actually working.

• They help me stay focused on what matters most.

I’ve heard people say, “Don’t bother with systems or tech until you’re more established.”

I disagree!

If you’re just starting out, that’s the perfect time to build strong systems! The earlier you start, the easier your growth will be.

6 Key Systems Every Online Business Needs

Here are the core systems I recommend setting up in any online business:

1. Foundational Systems

   • What tools and platforms will you use?

   • Where do you store receipts?

   • Have you identified and written down details about your ideal customer?

   • How often will you review your Ideal Customer Information?

   • Where is your "why" documented?

2. Sales Systems

   • What’s your sales process?

   • How do you follow up with leads?

   • Are you tracking the effectiveness of your sales strategies?

3. Marketing Systems

   • How are you tracking leads?

   • What’s your nurturing sequence?

   • Where are your marketing assets organized?

4. Money Systems

   • How do you track income and expenses?

   • What software do you use for bookkeeping?

5. Delivery and Customer Service Systems

   • What’s your onboarding process?

   • How do clients access what they’ve purchased?

   • Are these steps automated or manual?

6. Communication Systems

   • Who answers what emails?

   • How will you handle messages and inquiries?

   • What’s your process for managing social media?

These are the systems I personally use plus a few extra. (Watch the Vlog at 15:56 to see how I organize in my Google Drive by systems😀).

How to Start Building Systems Today

Feeling overwhelmed? Don’t worry. Here’s where to begin:

1. Document what you do now.
   Start by tracking your current workflows. Write them down, record a video, or type out the steps.

2. Create simple SOPs (Standard Operating Procedures).
   Use tools like ClickUp or Google Docs to create repeatable checklists and instructions.

3. Get help.
   A coach (like me!) can help you audit your systems, identify gaps, and create a smoother way to operate.

Ready to Get All Systems Go?

If you're ready to build stronger systems and strategies for your business, I have good news: I'm opening 5 private coaching spots starting in June!

We’ll work together on your business goals AND:

• Clarify your business strategies

• Create or refine your systems

• Set you up for sustainable success

👉 Go to LimitlessBusinessOnline.com/coaching and join the waitlist (or sign up if spots are already open!) for 1:1 hybrid coaching starting June 2025.

Let’s build your business on a solid foundation so you can grow with ease, confidence, and clarity.