Real stories from real business owners doing the work behind the scenes.
This series shines a light on the people holding it all together – the creatives, strategists, service providers, and operators who are building businesses with heart, boundaries, and a whole lot of figuring-it-out-as-they-go.
You’ll find honest reflections, delegation lessons, capacity wins (and misses), and a look at what it really takes to keep a small business running sustainably – without the gloss.
Sarah is a Systems Strategist and Online Business Manager, certified Period Coach with a passion for strategies that help busy business owners find more FLOW. Specialising in helping busy women in business streamline their operations and achieve their goals with a strong history of supporting neurodiverse entrepreneurs.
And let’s not underestimate how freakin’ awesome she is blending business, homeschooling and navigating FIFO demands. Come and meet this Good Human.
Share a snapshot of your business with us – who you support, and what you do?
Who I support is so varied! I have worked with everyone from SEO strategists, magicians, doula’s, NDIS consultants, period coaches, professional bubble blowers, dress makers, youth workers and just about everyone in between. But they all have very key values of authenticity, inclusion, and impact. And *cough* they all tend to be neurodivergent (whether they had worked that out yet or not).
Primarily I am a systems strategist. So I work with my clients to firstly plan the right tools, workflows and automations to support their business (and their brain), and then I set that up for them.
For a handful of people, I also work as an Online Business Manager where I step along side them and allow them to focus on their zone of genius. For these clients I make sure everything else keeps ticking along right from their marketing, to their launches, their system projects and packing their shiny ideas into project planning for the year.
What do people think your work looks like – and what does it actually involve most days?
Honestly I don’t think many people really even know what to think a systems strategist or online business manager does! I think people probably guess I spend a lot of time in inboxes, in calls, and whizzing through automation set ups.
But the reality is there is a LOT of research in making sure the tools I’m selecting for the client are the right ones for them (for the needs, budget AND their brain). So there is a lot of Googling. A lot of reviewing the same thing again to troubleshoot that one glitch that is making a mess. Lots of taking my client’s conversations and turning it into copy that feels like THEM in their communication. There is a lot of problem solving, voice/slack messages, planning, keeping projects on track. And of course as a stay at home mum there is a lot of being asked for snacks.
What does “being supported” look like in your business right now?
Honestly this is a BIG one. We have had a pretty big year with a lot of life stuff we needed to catch. One of the best things I did was step up to be a leader at Scouts because while yes it added to my plate I finally feel like I have found a local network and reasons to leave the house for something other than appointments.
In business though this looks like group chats with likeminded peers. Hugs from my husband when I’m feeling stressed. Money spent on tools that save me a buttload of hours. And plenty of chocolate.
What’s something you’ve delegated (or are considering delegating) – and what made you decide it was time?
Oooh a really big one was actually a few years ago when I explained to my husband that I don’t have a running inventory of the pantry in my head and “hey I’m at Woolies and about to go to the checkout, do we need anything” calls weren’t ok. We had a lot of discussions about mental load and he got way more involved in meal planning, grocery lists and shopping. It’s not my job to always know what’s in the fridge, freezer and cupboards.
In a more practical sense though I’ve been really blessed to have been supported by some great team over the years who have really helped me with the creation of things like slides, ebooks, webpages, and graphic templates. My strength lays in working directly with clients, building the workflows, troubleshooting, and converting my client’s thoughts into copy they love. I plan to have someone manage my podcast in the future too.
How do you manage your capacity – or at least try to keep things workable during busy seasons?
Firstly, accepting that I have a smaller capacity than many freelancers is key. I can’t keep up with them as a homeschooling mum with chronic health conditions so I hold myself accountable to not trying to do the same.
A couple of my key strategies are:
1) Synced and/or shared Google calendars. All the family stuff goes on the shared calendar with my husband so he knows when I am counting on him parenting the kids while I am busy. And synced calendars with my booking system helps avoid double booking. I also have a recurring block that marks the week I get my period so my husband knows I’ll need more help that week and it notes me as unavailable for any client calls.
2) Freezer bag slow cooker meals. I bulk buy the protein (chick breast for example) and while I make dinner one night I’ll also prep the remaining portions up into meals with the carrots, onions, spices, sauces etc. One of these bags is tipped straight into the slow cooker on the days I know I am particularly busy, away from home in the later afternoon, or I am feeling run down. Right now I have pulled pork, sweet and sour, beef brisket, steak dianne, and a couple blocks of pizza toppings good to go for fast meals.
3) Automated systems to do as much of the repetitive, manual work as possible so I can use my hours on things that actually need my attention (like research and implementation).
4) This one is a little controversial and I try to be very conscious of this. But I use AI very intentionally to help me make more impact with the work that I do and the time I have. One of the guidelines I have for myself is always starting with my own words and ideas.
We homeschool in the mornings and I try tick off the life admin or Scouts admin tasks in this time while I need to stop and start a lot. This can take 1-3ish hours depending on the day and if the kids are feeling overwhelmed by learning. Then I work through client tasks, marketing, research, enquiries, my own projects and tasks until around 4pm when it is time to walk the dog and make dinner!
Remembering to take my ADHD medications helps a LOT with being able to start tasks and be productive too.
Are there any boundaries or non-negotiables in your business that have made a real difference?
Blocking my cycle off my calendar felt really weird at first. But the thing is that I can still choose to do work in that week – my boundary is simply that I no longer expect of myself to be able to tackle complex problems, be social or hold high energy spaces anymore.
A boundary in business I am really learning is to trust my gut. I so badly want to help that I have often ignored that little red flag and ended up with a project that honestly was not a good fit for either of us. It’s a hard thing to learn and not a natural boundary for a life long people pleaser. But I am learning!
Non-negotiables are a funny one as I value responding to my needs more than being rigid. But in a nutshell I guess my non-negotiable is strategically investing in tools (physical or virtual) that support me. Not just splashing cash I don’t have, but taking the time to consider the value that tool brings, the time it saves, and honouring that I am worth that investment.
What would you tell another small business owner who’s struggling to hand something over or make space for support?
Feeling safe to hand things over largely comes from trust. And it is one of the main reasons I see businesses owners struggle here. You need to KNOW the person you bring in is going to protect your baby. And I firmly believe that starts with values alignment – especially if that person is going to be handling anything that is customer facing such as marketing or community support.
The other big one is feeling like you are the ONLY person who could possibly do the task properly. And there are absolutely places in your business where this is truth. That is your ‘zone of genius’ and will most commonly be in the delivery of your service. But everything else? Probably not. The more you can identify which tasks actually need you, and which things can be done by someone else with some direction (or templates!) the easier it is going to be to let go.
What’s one thing you’ve learned about yourself through running your business?
To trust that I have things worth saying. There has been quite a journey here in learning this and knowing that someone out there needed that idea, tip or encouragement.
And now – some rapid fire Q’s ♥
Work soundtrack: silence, Spotify, or background chaos?
Spotify. Always Spotify. My brain is so noisy and the noise gives all that mental noise something to ‘stick’ to.
Biggest distraction when working from home?
Kids o.o or my phone. Working on that one o.o
Best time of day to get work done?
Night time after everyone goes to bed – but only sparingly as this is not sustainable. But when the vibes are right and I am in the flow, I take advantage.
Go to snack..
Salty! Chips, potato gems, ham sammich – I’m there.
Connect with your new Small Business neighbour below:
This article may contain links from our affiliate and advertising partners. We may receive payments when you click on links, buy through them or share this content.
