Build It Before You Break It – How Systemising Early Sets You Free in Business

You can listen to an AI-generated audio podcast summary of this blog by pressing play below.

Otherwise feel free to read below, there is also a series of Action Points at the bottom to help you.

Driven Business Club Mastermind | May 2025 Recap

What if the key to growing your business wasn’t scaling faster, but slowing down to fix the foundations first?

That’s exactly what Sherona Treen, founder of Treen Coward Associates, helped us explore at this month’s Driven Business Club Mastermind. Her insights were direct, refreshing, and exactly what a room full of ambitious business leaders needed to hear.

Sherona’s approach is grounded in real-world experience—she’s seen what happens when businesses grow without structure, and how game-changing it is when they don’t.

🧱 Sherona’s Core Message: Build Systems Before You Need Them

Sherona’s golden rule?

“If you wait until you’re growing to build systems, you’re already behind.”

She reminded us that effective systems don’t start with fancy tech. They start with a pen, a pad, and some honest thinking about what actually works—and what doesn’t.

Here are some key takeaways from Sherona’s talk:

• Start small: Document everyday, repeatable tasks. These are the hidden time-thieves.
• Go visual: Use tools like FigJam, Miro, or a whiteboard to see how things really flow.
• Use your frustrations: Repeated problems are signs that a system is missing—not that you need to work harder.
• Good enough is good enough: Just get it down. Your first system doesn’t need to be elegant—it just needs to exist.

The result? A business that doesn’t rely on your heroic effort every single day.

🔧 Scaling Without Chaos

Off the back of Sherona’s session, the group shared common struggles around delegation, burnout, and “doing it all.”

The core shift?
Stop being the bottleneck in your own business.

Some strategies discussed:

• Delegate before you’re ready—especially the tasks you dread.
• Let your team document their own processes and systems.
• Use tools like Scribe, Notion, or Loom to simplify knowledge sharing.
• Build repeatable templates for things like onboarding, proposals, or support emails.

The mindset shift was clear: structure creates space—not restriction.

🎯 Visibility & Positioning: Be Seen for What You Do Best

The session then moved into brand visibility and differentiation—how to show up with clarity in a noisy space.

Highlights from the conversation:

• You are the brand—share your personality, not just your product.
• Talk about the journey: why you started, what lights you up, and how you help.
• Use storytelling and honesty to build trust—especially on LinkedIn.
• Don’t wait for perfect content—just start showing up.

Whether you’re a consultant, accountant, strategist or service provider, consistency trumps complexity.

🤖 Tech & Tools (Minus the Hype)

We wrapped with a smart and grounded look at automation. No buzzwords—just tools that save time:

• Traffic-light systems to track client onboarding progress
• Automated follow-ups for incomplete forms or tasks
• Digital task inboxes (like the Things app) to clear your head
• Repeatable workflows that reduce admin and increase clarity

Key quote of the session:

“Don’t automate everything—just start with what’s annoying you the most.”

🏁 Final Word

Sherona Treen reminded us of a truth we often forget:

The strongest businesses aren’t the busiest. They’re the ones with clarity, structure, and room to grow.

So, if your to-do list is running your day—and you can’t see the wood for the workflow—it’s time to step back, simplify, and build something that works for you.

🧰 Action Guide: Build It Better – Mastering Systems, Structure & Visibility

Inspired by insights from Sherona Treen & Driven Business Club | May 2025

🧱 1. Get Serious About Systemising

Before growth comes chaos. Don’t wait for things to break—start systemising now. It doesn’t have to be complex. Just start.

✅ Map your most repeated tasks
– What are you doing 3x or more per week? That’s a system waiting to happen.

✅ Use visuals to simplify
– Grab a whiteboard or use FigJam/Miro to sketch out your workflows.

✅ Capture the process, even if it’s messy
– Use Scribe or Loom to record how you do things (like client onboarding or quoting).

✅ Involve your team in documenting
– Get them to write down or record how they do what they do. It empowers them and takes the pressure off you.

🔄 2. Reduce Your Role as the Bottleneck

Founders often become the glue—but glue doesn’t scale. Create the space to grow by stepping back where you can.

✅ Identify what only you can do—and delegate the rest
– Especially the tasks you dread or delay.

✅ Use templates and automation to save time
– Email responses, proposal formats, follow-ups: systemise them.

✅ Store your SOPs somewhere accessible
– Use Notion, OneDrive, or even Google Docs. Pick one and stick with it.

✅ Get it out of your head
– Use a task capture tool like Things or Todoist to keep your mind clear and focused.

🎯 3. Sharpen Your Visibility & Positioning

People can’t buy from you if they don’t know what you do (or why it matters).

✅ Share your story regularly
– Why did you start? What problem do you love solving? Share that.

✅ Build content around these 3 things:

1. What you’re doing now
2. What you’ve done before
3. What you want to be known for

✅ Be visible, not polished
– Don’t wait for perfection. Start posting. The trust builds over time.

✅ Lead with clarity
– If your service description confuses people, they won’t buy. Say it simply.

⚙️ 4. Automate Where It Counts

You don’t need to automate your whole business. Just start with the bits that slow you down.

✅ Traffic-light your onboarding
– Create a checklist for new clients so they (and you) know what’s missing.

✅ Use auto-reminders
– Automate nudges for unsubmitted info, unpaid invoices, or check-ins.

✅ Create repeatable experiences
– Document your discovery calls, proposals, and client handovers once—and reuse.

✅ Ask: “What’s stealing my time?”
– That’s your next automation target.

🏁 Final Thought:

You don’t need to scale bigger—you need to scale better.
The most resilient businesses aren’t the loudest or the busiest. They’re the ones built with intention, clarity, and structure.

So this week, take one action from this list and put it in motion. Start small. Build steadily.

And remember—you’re not building for now. You’re building for what’s next.