(And How to Fix Them)
You’ve tried ClickUp, Notion, Airtable, or Asana. You’ve set up workflows, automations, and dashboards. But things still feel messy.
Here’s why creative brands struggle with Systems and how to fix them.
1️⃣ You Have Tools, But Not a Strategy
Just because you have a project management tool doesn’t mean you have a functioning system. If you’re constantly tweaking settings, abandoning tools, or forcing yourself to use a setup that doesn’t fit how you naturally work… that’s not a system. That’s a distraction.
🛠 The Fix: Start with your actual workflows first. Write/sketch them out, then find the tools that fit your Systems… not the other way around.
2️⃣ Your Systems Don’t Fit the Way You Actually Work
It’s easy to copy “best practices”, download someone else’s template, or use AI but if they don’t match how you and your team operate, they won’t stick. The best Systems are the ones you’ll actually use.
🛠 The Fix: Your Systems should fit into your existing work style, not force you into something that doesn’t feel right. They should also be in line with these 7 Elements.
3️⃣ You’re Overcomplicating Things
Systems (definitely) aren’t better just because they have more steps, automations, or fancy dashboards. If your setup is too complicated, no one will use them, including you.
🛠 The Fix: Simplify. Remove unnecessary steps and focus on core essentials that actually keep things moving and making money.
4️⃣ No One Is Using Them
If your team or clients still ask you for things your Systems are supposed to handle, that’s a sign your Systems are not working. Systems only work if they’re adopted and trusted.
🛠 The Fix: Train your team, communicate changes clearly, and make sure your Systems solve real problems and not just adding another layer of work. Take time to test them out!
5️⃣ You’re Expecting Systems to Fix a People Problem
Sometimes, the issue isn’t with your Systems. More often than not it’s unclear roles, decision avoidance, and/or lack of accountability. No amount of automation can replace clear communication.
🛠 The Fix: Address team dynamics and workflows first, then build a system to support them.
So, What Now?
If your Systems aren’t working smoothly, the answer isn’t more tools. The answer lies in taking a good look at how you, your business and your team operate then building Systems that amplify your authenticity, brilliance and impact.
That’s exactly what we do with the SOSS Intensive to ensure your Systems work for and not against you.