Small Business, Big Systems: How I Stay Organised (Without the Overwhelm)
- plant bliss
- May 6
- 3 min read
Running a small business is rewarding—but let’s be honest, it can feel like your to-do list is running you. Between client work, admin, emails, and marketing, staying organised is essential if you want to grow your brand without losing your mind (or misplacing that one important file for the third time this week).
As a brand and website designer, I’ve had to find ways to streamline my days so I can spend less time buried in tabs and more time creating meaningful work for my clients. Over time, I’ve built a system that helps me stay on top of things—without needing 15 different apps or a full-time assistant. Here's a peek behind the scenes at the tools and habits that help me stay (mostly) sane and organised:
Here’s my small business systems to stay organised without the overwhelm:
𖤓 Gmail for Email & Calendar (My Digital HQ)
My inbox and calendar live in Gmail and Google Calendar. It’s where I manage all communication with clients and schedule meetings. I colour-code different types of events (client calls, design time, admin, etc.) and block time for important tasks I can’t afford to let slide. If it’s not in the calendar, it’s probably not happening.
Bonus tip: I also use Gmail's built-in ToDos (on the right-hand panel) to quickly add tasks straight from my inbox. It’s perfect for jotting down reminders like “Send that logo revision” or “Follow up with H next week.”
𖤓 Time Blocking: My Secret to Getting Things Done
Every week, I block time in my calendar for the tasks that matter most—design work, content creation, admin, or just breathing space. It helps me avoid the trap of being “busy” all day but not actually ticking off the important stuff.
Try this: On Mondays, review your week ahead and block out 2–3 non-negotiable slots just for deep focus tasks. Even 90 minutes of distraction-free work can move the needle more than a full day of multitasking. I also always plan tomorrow today, just before I switch off I take a look at the next day and see what's coming and ensure I am prepared.
𖤓 Notion: My Brain in a Dashboard
Notion is where I keep everything that doesn’t live in my inbox: project timelines, content ideas, brand resources, client notes, and planning docs. It’s flexible, easy to customise, and lets me create one portal per client—so everything for that project lives in one place.
Client calls, brand strategy, timelines, asset links—one click, and it’s all there. No more scrolling through email threads trying to remember what was agreed three weeks ago. Think of it as your digital notebook!
𖤓 Canva & Adobe Illustrator for Content Creation
When it comes to creating branded content for my business or clients, I use Canva for quick, polished designs and Adobe Illustrator for anything that needs that extra custom touch. Canva is perfect for batching Instagram posts. Illustrator is where the more detailed branding magic happens—like building out logos, brand presentations. illustrations, and icon suites.
𖤓 A Few Bonus Systems I Swear By:
✔ Templates for everything: Proposals, emails, client onboarding—I reuse and refine, rather than reinventing the wheel.
✔ A client onboarding checklist: Keeps me (and them) on track and makes every project feel seamless.
✔ A digital filing system: Clear folder structure in Google Drive so files are easy to find and even easier to share.
✔ Wix Invoicing & Proposals (if you’re ready to get fancy): One click and bosh, invoice or proposal created and sent to client. They receive it quickly, so that means quick pay-outs too!
The truth about small business systems and how to stay organised is, organisation isn’t about perfection—it’s about finding systems that support you so you can focus on what you’re great at. The goal isn’t to “do more.” It’s to feel clearer, calmer, and more in control of your time and energy.
And remember: you don’t need to use every tool out there. Just start with the basics, build habits around them, and tweak as you grow.
Got a favourite tool or small biz system you love? Get in touch —I’m always up for geeking out over a good workflow!
~ Catarina 𖤓