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Must Have Business Systems for Small Business
Today I’m sitting down with systems strategist and HoneyBook Pro, Dahlia Orth, to dive deep into how small business owners can streamline their operations and increase efficiency.
In this episode we’re discussing some of the most common misconceptions about systems and breaking down the 5 key systems every small business needs to have in place.
You’ll also hear:
💻Common gaps and bottlenecks that might be holding your business back
💻How to tailor your systems to reflect working with higher-level clients
💻How your personality impacts which CRM tool is the best fit for you
💻Unique ways business owners are using HoneyBook
💻Lesser-known features of the platform that could change the game for your business
Links and Resources Mentioned in This Episode:
- Join me on Monday evenings at 4:00 pm Pacific time/7:00 pm Eastern time for my weekly YouTube Lives!
- Check out my Playbook for Complete Marketing Game Plan
- This week’s action step: Pick out a business system. Make some kind of improvement, iteration, or positive change and share your win with me.
- This week’s book recommendations: The Magnolia Story by Chip and Joanna Gaines, and Rebel: Find Yourself by Not Following the Crowd by Graham Cochrane
- Find us on Instagram and tell us you what you thought of this episode: @mrsamandawarfield and @dahlia.orth
- Dahlia’s Website – http://www.dahliaorth.com
- Dahlia’s Instagram – http://www.instagram.com/dahlia.orth
- Dahlia’s Youtube – http://www.youtube.com/@dahliaorth
Dahlia Orth is a system strategist and Honeybook Pro. She is passionate about helping business owners create simple, easy and effective systems and processes that help them gain back time and freedom in their lives. Dahlia started her business as a photographer and then pivoted into being a virtual assistant for a few years before she narrowed her focus down to specializing in systems. She is a born and raised Jersey girl who now resides in Cleveland, OH, loves to travel the world and will never turn down a spontaneous dance party!
Social Links:
Dahlia’s Website – http://www.dahliaorth.com
Instagram – http://www.instagram.com/dahlia.orth
Why You Can’t Wait to Set Up Systems
Recently, I worked with a client who was finally gaining traction with her marketing. Leads were coming in. Her inbox was hopping. Things were moving in the right direction.
But behind the scenes? It was a scramble.
She was serving clients, yes—but she was also manually writing onboarding emails, struggling to keep track of who was where in her process, and constantly worried something (or someone) might slip through the cracks.
And if you’ve ever found yourself in that boat, friend, you’re not alone.
This is exactly why I brought system strategist and HoneyBook Pro Dalia Orth onto episode 258 of the Chasing Simple Podcast. Together, we dug into how small business owners can set up simple, effective systems—before burnout hits.
Whether you’re brand new or years into your business, the right systems for your small business can completely shift your time, energy, and capacity to grow.
Are Systems Really That Important?
Spoiler alert: yes.
Dalia shared that one of the most common misconceptions is that systems are something you add later—once your business has hit a certain level. But waiting until things are “busy enough” can backfire quickly.
Because systems aren’t about looking fancy. They’re about functioning efficiently.
Without them, even great marketing won’t lead to lasting results. You might gain attention and fill your inbox—but if you can’t follow through consistently? Those leads will quietly disappear.
Setting up systems before you need them creates sustainability for when the growth comes.
The Most Common System Gaps and Bottlenecks
1. Everything Is Manual
If you’re writing the same emails again and again or sending contracts by hand every time, your business is leaking time and energy.
Automated doesn’t have to mean impersonal. And when you set up templates with intention and personality, you can create consistency that still feels warm and custom.
2. Tools Are Being Underused
Most business owners are only using about 50% of the functionality of their current systems. For example: HoneyBook isn’t just for contracts and invoices (we’ll get to more on that in a minute).
Just because you’re “using a system” doesn’t mean you’re getting the most out of it.
3. No Internal Project Management
There’s a system for client-facing work—and then there’s a system for the rest of your business.
Your content calendar, launch timelines, team tasks, and goals all need a home too. Without an internal project management tool (like ClickUp, Asana, Notion, or Trello), it’s way too easy to forget, delay, or lose track of things that matter.
4. Avoiding Templates Because They Don’t Feel Personal
This one might surprise you, but it’s incredibly common.
So many business owners avoid email templates because they want every message to feel custom and thoughtful. And that’s a beautiful goal—but personalization and templates aren’t mutually exclusive.
Templates that sound like you (quirks, catchphrases, and all) can deliver a high-touch experience—without you typing it from scratch every single time.
Choosing the Right CRM Systems for Your Personality
This is one of the most brilliant things Dalia shared in our conversation: your CRM should fit your personality.
Yes, your business needs matter too—but if you don’t like using your system, you won’t keep up with it. And that’s where things fall through the cracks.
If you’re more detail-oriented and love a customizable backend? Dubsado might be for you.
If you want a user-friendly interface that covers the essentials with ease? HoneyBook could be your new best friend.
It’s not about picking the “best tool”—it’s about picking the one that fits how you work.
How to Upgrade Your Systems to Reflect a Higher-Level Client Experience
As you grow, your systems need to grow with you.
If you’re targeting higher-level clients or corporate partnerships, your systems should reflect a level of polish and professionalism that matches that value.
That might look like:
- A branded onboarding portal (Dalia builds hers in Notion with custom video walkthroughs)
- Clear communication about next steps, office hours, and expectations
- Internal processes that allow you to delegate or scale without confusion
Small touches make a big difference—and systems are what allow you to create them consistently.
Creative Ways Business Owners Are Using HoneyBook for Systems
You probably already know HoneyBook is great for contracts, invoices, and workflows—but here are a few creative uses Dalia and I discussed:
- Content workflows for managing podcast and YouTube guest applications
- Rental or product menus built using smart files (clients can select quantities and build their custom package)
- Sales workflows for digital products using lead forms and redirects
- Unique proposals that include videos, interactive pricing, or upsell offers
HoneyBook isn’t just for client services—it can support content creators, educators, product sellers, and more with just a little creativity.
HoneyBook Features You Might Not Be Using Yet
Here are a few lesser-known features inside HoneyBook that might just make your life easier:
- Smart fields in email templates (hello, automated personalization!)
- Tagging and filtering leads by color-coded stages
- Triggering workflows automatically from lead form submissions
- Integrated meeting notes stored inside each client’s portal
- Zapier automations that create Google folders or log inquiries into spreadsheets
- Shared smart file templates you can create and even sell
And one of my favorite underused tools? The client portal. It’s such a simple way to house documents, conversations, and updates in one place, creating a truly seamless experience.
Let’s Keep It Simple
If systems feel overwhelming, start small.
- Don’t try to implement everything at once.
- Choose one system to improve based on where you feel the most tension or inefficiency.
- Create one template. Build one workflow. And test from there.
Done is better than perfect. And simple is always the goal.
Ready to Build Your Own Sustainable Systems?
Inside Content Batching Bootcamp, you’ll find plug-and-play workflows, templates, and a complete system for streamlining your content creation. It’s the perfect first step toward systematizing your business without overwhelm.
Or, if you’re ready to streamline all your marketing systems? The Chasing Simple Playbook gives you access to my full suite of courses, templates, and trainings in one place.
Let’s stop duct-taping your business together and start building something sustainable—and simple.
You don’t need to do it all. You just need systems that support you.
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Have a comment about today’s episode, or a topic you’d like to suggest for a future episode? Shoot me an email over at hello@amandawarfield.com!
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