6 Essential Systems Every Online Coach Needs to Minimize Overwhelm

Systems might not be sexy… but having more free time and energy to live your best life definitely is! When you started your coaching business, I’m sure you imagined spending most of your time working with clients, helping them to achieve incredible transformations and also spending lots more time not working and generally living your best life…

But somewhere along the way, the reality of running a business hit hard: scheduling calls, sending proposals, managing payments, writing emails, creating reels … it’s A LOT!

The truth is, many coaches feel like they're drowning in tasks they never anticipated. The good news? You don’t have to feel this way! With the right systems in place, you can reclaim your time, energy, and passion for coaching. Let’s explore the key systems that every online coach needs to build a thriving, efficient, and less overwhelming business.

1. Digital File Organization: A Place for Everything and Everything in Its Place

Let’s start with the basics: digital file organization. If you’re constantly searching for client resources, photos and videos it’s time to get your digital files under control.

• Why It Matters: A cluttered digital workspace drains your energy and wastes time. Proper organization means you can find what you need quickly and focus on what matters most — serving your clients and living your best life!

• Tools to Try: Use cloud storage platforms like Google Drive or Dropbox. Create a folder structure that makes sense to you (e.g. Finance, Offers, Marketing, Professional Development) and stick to it. Regularly declutter and archive files you no longer need.

• Quick Tip: Establish a routine for saving and naming files consistently so you can easily locate them later.

2. Project Management: Keep Your Tasks in Check

Without a project management system, it’s easy to feel overwhelmed by the sheer volume of tasks. A good project management tool can help you stay on top of your daily tasks, plan ahead, and reduce the mental load.

• Why It Matters: By having a clear overview of what needs to be done, you can prioritize better, stay focused, and avoid burnout.

• Tools to Try: Consider tools like Notion (my favourite!), Click Up, Trello or Asana. These platforms allow you to create task lists, set deadlines, and track progress.

• Quick Tip: Create boards or lists for different areas of your business (e.g., client work, marketing, admin tasks). Break down bigger projects into smaller, actionable tasks so you can celebrate small wins.

3. Password Management: Secure and Simple

How many times have you wasted time resetting a password? Or worse, compromised your security by using the same password across multiple platforms? A password management system is a game-changer.

• Why It Matters: Not only does it save time, but it also ensures that your business and client information remain secure.

• Tools to Try: I always recommend LastPass to securely store and autofill your passwords. Lastpass allows you to easily share and automatically update passwords too.

• Quick Tip: Regularly review and update your passwords. Set aside time once a quarter to audit your accounts and security settings.

4. Client Management System (CMS): Streamline Your Client Experience

Your clients are at the heart of your business, and having a system to manage their information, calls, and payments is crucial. A Client Relationship Manager (CRM) can help you keep everything in one place, from scheduling sessions to processing payments and getting feedback.

• Why It Matters: A CRM reduces the back-and-forth of scheduling, automates payments and invoicing, and keeps all client-related information in one easy-to-access place.

• Tools to Try: Platforms like Dubsado, HoneyBook, or Moxie can handle scheduling, contracts, invoicing, session notes, and even automate client onboarding and offboarding.

• Quick Tip: Set up automated workflows for common tasks (like onboarding new clients) to save time and provide a consistent, professional experience.

5. Marketing Systems: Get the Word Out, Without Burnout

Marketing is essential to growing your business, but it can also be one of the most overwhelming tasks. Implementing a marketing system helps you stay consistent, organized, and effective without feeling like you’re always scrambling to create content.

• Why It Matters: A good marketing system helps you create, schedule, and repurpose content, and track your efforts with analytics. This means more time focusing on your clients (and doing things off Instagram!) and less time wondering what to post next.

• Tools to Try: Use platforms like FloDesk or MailerLite when you’re getting started with email marketing. For content creation and scheduling, tools like Canva and Planoly can simplify your process.

• Quick Tip: Repurpose content across multiple platforms to maximize your efforts. For example, turn a blog post into an email, social media posts and some Pinterest pins.

6. Standard Operating Procedures (SOPs): Your Business Playbook

Think of SOPs as the playbook for your business — a step-by-step guide for completing tasks and processes. SOPs help you stay consistent, streamline operations, and make it easier to delegate tasks in the future.

• Why It Matters: SOPs reduce decision fatigue by providing a clear path to follow for routine tasks. This consistency is key to maintaining quality as your business grows.

• Tools to Try: Document your SOPs in a simple Google Doc or in document within your Project Management tool, it doesn’t need to be complicated.

• Quick Tip: Start by documenting the tasks you repeat most often, such as client onboarding, content creation, or social media scheduling. Update them regularly to keep them relevant.

Build a Coaching Business That Truly Supports the Life You Want to Live

Remember, the goal is not to be busy but to build a business that gives you the freedom to live a life you love. Start by setting up these essential systems to free up your time to do more of the things you want to be doing (and reduce your stress levels!).

You don’t need to implement everything at once — start with the one that feels like it’s taking up the most of your energy at the moment, and gradually build from there.

Need help? Check out how I can help you to set up these systems in your business here!

P.S Some of the links in this blog post are affiliate links. This means that if you click on the link and make a purchase, you might receive a discount and I might receive a small commission at no extra cost to you. I only recommend products and services that I genuinely love and believe will bring value to you in your business :)