Systems Gone Wrong: The High Cost of Digital Ashyness
Not tryna stir up some ish, yet I’ve noticed a concerning trend: entrepreneurs and business owners often jump straight into implementing the latest technological solutions, believing these shiny new tools will magically solve all their problems.
I get it — the promise of instant automation and efficiency is tempting!
However, this tech-first approach typically results in complicated, inefficient systems that create more headaches than solutions. Here’s the game-changing insight I’ve learned through decades of working with clients: human-based systems must be established and refined before implementing any technological solutions. When we honor the human element first, we create a foundation for lasting success.
Understanding Human-Based Systems
Listen, when I talk about human-based systems, I’m talking about something real and fundamental — the core ways we actually get stuff done in our businesses. These aren’t just fancy frameworks written on paper; they’re the living, breathing operational structures that honor how people naturally work, communicate, and make decisions in their day-to-day activities.
I’m talking about the natural flow of your workflow patterns, the way your team makes decisions when they’re at their best, and those communication rhythms that just feel right.
These systems aren’t rigid, and they can’t be if you want them to function properly. They must flex and flow with your team’s natural strengths and working styles, with the tides that ebb and flow in your industry and market, and as you create what I call Actionable Safe Spaces™ where real work gets done efficiently.
The Problem with Tech-First Approaches
When businesses prioritize technology without first establishing solid human systems, they often encounter:
- Misaligned workflows that fight against natural work patterns — like when y’all try to force everyone to use a complex project management tool when your team naturally vibes better with simple checklists and quick video updates. #BeBetter
- Decreased productivity despite increased automation — I’m talking about spending hours setting up fancy automation rules that end up creating more work, when a simple shared spreadsheet would’ve done the job just fine. #DiscernBetter
- Team frustration and resistance to adoption — listen, I’ve seen teams straight up abandon expensive software because it felt like wrestling with an octopus when they just needed to have a clear conversation to establish responsibilities with pointed accountability. #DoBetter
- Wasted resources on unused or underutilized tools — like that time I watched a client spend thousands on an all-in-one platform when their team only needed the basic features they could’ve gotten for hundreds and with a better user experience elsewhere. #ChooseBetter
Building the Right Foundation
To create effective business systems, start by:
- Documenting your natural workflows and processes — like that time I had a client who thought they needed a whole new project management system, but when we sat down and mapped out how they actually got things done, we realized their sticky note system just needed a lil’ digital upgrade to Trello #AssessmentHelps
- Identifying pain points in current operations — y’all know what I’m talking about — like when your team keeps missing deadlines not because they’re slacking, but because nobody knew who was supposed to give final approval (been there!) #ClarityHelps
- Understanding your team’s working styles and preferences — listen, if your morning people and night owls are trying to collaborate in real-time when they’re not at their best, that’s a recipe for mess! We gotta honor those natural rhythms through asynchronous tech builds. #HonestyHelps
- Establishing clear communication protocols — and I don’t mean creating some rigid rulebook! I’m talking about simple stuff like knowing whether quick questions go in Slack or email, so nobody’s playing hide and seek with important messages. #GuidanceHelps
Don’t be out here ashy in these streets!
Ignoring the importance of human-based systems can lead to catastrophic business outcomes — no cap. When organizations prioritize technology over human workflows, they often find themselves trapped in a costly cycle of purchasing and implementing tools that their teams actively resist or quietly abandon.
This results in thousands of dollars wasted, mostly on you and your stakeholder's time. Alluvem — you, your internal/external team, your clients, and your supporters.
Everyone’s time and energy is wasted…plus countless dollars because what’s the price of missed opportunities and time you cannot get back?!? #LifeIsShort
The human cost is devastating and severe. Teams become frustrated and demoralized when forced to adapt to systems that fight against their natural work patterns. This often leads to increased employee turnover, breakdown in communication, and a toxic work culture where people spend more time fighting their tools — or each other — than doing meaningful work.
Perhaps most apparent is the impact on business growth and client relationships. When internal systems are dysfunctional, it inevitably affects service delivery. Clients experience delays, miscommunications, and inconsistent quality — leading to decreased satisfaction and lost business opportunities.
The reputation damage from these failing systems can take years to recover from.
Your Lotion: Center The Role of Humans in Technology
Technology should enhance and support your human systems, not dictate them. Once you have solid human-based systems in place, you can select and implement technology that provides instead of prevents. These provisions are benefits; let’s get into how some of these benefits manifest for coaches, freelancers, and solopreneurs.
Your systems are meant to be bespoke to who you are and what you do; so apply this lotion by flexing these examples to make them work for you and yours. And let me be very clear: I don’t use any of the tech stacks listed here…so these are examples, not recommendations.
Benefit One — Automate repetitive tasks without disrupting natural workflows.
For Coaches, there are several common automation opportunities. The most essential is automated appointment scheduling and reminders to keep client sessions organized. Client onboarding can be streamlined through automated questionnaire distribution, while follow-up email sequences after sessions can maintain client engagement. Monthly progress report generation helps track and communicate client achievements efficiently.
Freelancers can benefit from automation in different ways. Their workflow can be significantly improved through automated invoice creation and payment reminders to maintain steady cash flow. Project milestone tracking helps keep work on schedule, while automated time tracking ensures accurate billing for hours worked and estimates for new projects to scope. Basic expense categorization simplifies financial management and tax preparation too.
Solopreneurs face their own unique challenges that automation can address. Social media management becomes more manageable with automated post-scheduling, while email newsletter distribution helps maintain regular client communication. Customer service improves with template-based inquiry responses, and basic bookkeeping and receipt organization keeps finances in order without overwhelming administrative tasks.
These examples demonstrate how automation can streamline operations while respecting natural workflows.
Whether it’s a coach’s appointment scheduling, a freelancer’s invoicing system, or a solopreneur’s social media management, the key is implementing technology that enhances existing processes rather than forcing unnatural changes. When done right, these automated systems save time, reduce errors, and allow business owners to focus on what they do best — serving their clients.
Benefit Two — Support existing communication patterns.
For Coaches, a great example is implementing a messaging system that combines Voxer for quick client check-ins with a more formal email platform for detailed session summaries. This hybrid approach respects clients’ preferences while maintaining professional boundaries. They might use Voxer for immediate support and schedule automated email follow-ups through platforms like MailChimp for deeper insights and resources.
Freelancers often excel by using collaborative tools that mirror their existing communication styles. For instance, a freelance designer might use Tella for quick video feedback (matching their visual communication preference), while maintaining organized client discussions in Slack channels. This preserves their natural way of explaining concepts visually while keeping communications searchable and organized.
Solopreneurs frequently benefit from implementing unified inbox systems that consolidate various communication channels. For example, a solopreneur might use Front to manage emails, social media messages, and text communications in one place, maintaining their quick-response style while ensuring no messages slip through the cracks. This approach supports their natural tendency to handle multiple conversation threads throughout the day while preventing overwhelm.
In each case, the technology was chosen to enhance existing communication preferences rather than force new patterns.
The key is selecting tools that feel natural and intuitive to both the business owner and their clients, creating seamless interactions that strengthen relationships instead of create barriers.
Benefit Three — Enhance productivity within established processes.
For Coaches, productivity enhancement often comes through integrating client management systems with existing coaching frameworks. For example, a life coach might use Practice Better to digitize their proven assessment methods, automatically track client progress, and manage program materials — all while maintaining their established coaching methodology. The technology simply makes their existing process more efficient without changing its core structure.
Freelancers can significantly boost productivity by implementing project management tools that align with their existing workflow. Consider a freelance writer who uses Asana to transform their traditional content creation process into a streamlined digital workflow. They maintain their proven writing and revision steps but gain the ability to track multiple projects, automate status updates to clients, and manage version control — all while preserving their established creative process.
Solopreneurs often find success by digitizing their client onboarding processes while maintaining their personal touch. For instance, a business consultant might use Dubsado to automate their intake questionnaires, contract signing, and welcome packet distribution — all customized to match their existing consultation style. This preserves their high-touch approach while reducing administrative time significantly.
In each scenario, the technology serves to amplify rather than replace established processes.
The focus remains on maintaining what already works while using digital tools to handle repetitive tasks, improve tracking, and create more time for meaningful client interactions.
Bottom Line
Sustainable business success comes from building systems that honor how people naturally work. Start with human systems, then carefully select technology that supports and enhances these foundations.
You want your systems to be a reflection of your authentic self and your unique vision. When built thoughtfully, they become the foundation for lasting impact.
Never forget: The key is to create systems that endure — not through rigid processes, but through alignment with your values and goals. When you build systems that honor both your work style and your mission, you create something truly sustainable.
Here’s what no one will tell you straight: you cannot get there without starting where you are now. You don’t need to have everything figured out from day one. Start with what you got going on now: messy desk, imperfect processes and all! Stay away from fear and shame as you take it step by step because Sib: business systems — whether human-based or tech-based — don’t change overnight.
What matters most is staying true to who you are and what your business stands for. When you build systems that actually vibe with your authentic self and how you naturally work — that’s when the magic happens! Da Fam describes it as when “everything just starts flowing right.”
And I believe that Dreamers, Visionaries, and Rebelutionaries — like you — deserve some of that in your life!
Ready to build systems that work for you?
Don’t let another week go by wrestling with systems that don’t serve your greatness; this interactive session is designed to help you identify and fix what’s holding you back. 👉🏽 Grab the replay!
Want more?
Stay tuned because we break down my Seven Components of Authentic A.S.S.™ Infrastructure in my next article. ✌🏽
