253: Four Systems That Let You Step Away and Still Grow Your Business

When you think about systems, do you immediately picture software, spreadsheets, and automation? Many entrepreneurs do, but that narrow definition is exactly what keeps them stuck. Systems are so much more than that, providing the invisible scaffolding called structure that supports thriving businesses and balanced lives. 

In the fourth episode of our 5th anniversary series on She Thinks Big, you’ll discover why systems are not cages, but the very structures that set you free and fuel creativity, peace, and sustainable growth. I’ll reveal six powerful lessons that took me years to learn, but can transform your leadership and operations today. You’ll walk away knowing exactly what kind of systems you need so that your business can run without you.

What’s Covered in This Episode on Systems That Grow Your Business

1:59 – What my system was like at the beginning of my business

4:13 – Why systems aren’t just software and the importance of people systems

6:06 – The real strength behind software systems and why thinking systems matter

9:01 – How decision systems save you time and how structure creates freedom

10:40 – Four-step systems check-in assignment

11:52 – What I know about systems now that I didn’t know then

Mentioned In Four Systems That Let You Step Away and Still Grow Your Business

Five Leaps in Five Minutes

ClickUp | Dubsado | Slack | Metricool | Kit

Activator Intensive

Ascension Collective

Silent Saboteur Audit

She Thinks Big by Andrea Liebross

Book a Call With Andrea

Don’t Just Listen—Implement It

Untangle your time, reset your role, and build systems that don’t depend on your every move. No more white-knuckling your way through success because you’re not just scaling your business, you’re scaling yourself.

Get the clarity and capacity to lead differently and ascend to your next level. Learn how and join us at andrealiebross.com/ascension

Quotes from the Episode

“Structure isn’t really a cage. Some people think of it as confining, but I would argue that systems are the key to freedom.” – Andrea Liebross

“Systems that live in your own head, they don’t help your team. The systems that live in your head actually hold your team hostage.” – Andrea Liebross

“Software is really only as strong as the process behind it. The process is just a system in motion.” – Andrea Liebross

“Structure doesn’t restrict you. It releases you from mental clutter, decision fatigue, and constant guessing.” – Andrea Liebross

Links to other episodes

248: Are You Spending or Investing in Business Growth?

250: How I Shifted My Priorities to Build a Business That Aligns With My Life

251: Belief Is the Blueprint for Everything You Build in Your Business

252: How I Stopped Managing Tasks and Started Leading a Team

Read the Transcript

Welcome to the She Thinks Big podcast. I'm your host, Andrea Liebross, coach, speaker, life balance architect, and strategic thought partner for high-achieving women who want to think differently, lead confidently, and create success on their own terms.

As an entrepreneur myself and the bestselling author of She Thinks Big, here's what I know: You've been at this for a while, but somehow you can still feel stuck in the day-to-day. And running your business like a to-do list does not fulfill the vision.

So around here, we're not about more hustle, we're about smarter strategy, bolder thinking, and leading a business that fits your life. Each week, you'll hear the mindset shifts, real-world tools, and CEO-level conversations that help you reclaim your time, grow with intention, and elevate your leadership. Now, let's dive in.

Hello, my friends. Welcome back to this special five-part anniversary series celebrating five years and more than 250 episodes of She Thinks Big. If you've been following along, in the past three weeks, we've already talked about priorities, beliefs, and team, which I would say are the foundations of growth. Three themes that have permeated all of the work I have done over the last almost eight years, but five years in the podcast.

Today, we're going to dig into systems and why structure isn't really a cage. Some people think of it as confining, but I would argue that systems are the key to freedom. All right, so let's go back, way back in the day. When I started my business, my system was me. I was the system and maybe a notebook. I had an iPad with one of those attached keyboard things.

Everything lived either in my head, in the notebook, or sometimes it made its way to the iPad. So client appointments, podcast ideas—which I hadn't even started a podcast yet, but I already had ideas—billing reminders, coaching notes, lots of coaching notes. In the beginning, I took lots of notes. I took photographs of all of the work we would do on a dry-erase board because I used to use a dry-erase board a lot when coaching. So I would have files of photos, and this all worked until it didn't.

Then one day, I realized that if I got sick and my laptop died or someone asked, “Where’s that file?” no one would know because my systems weren’t systems at all. They were like memory and muscle. Systems that live in your own head, they don’t help your team. I'm going to say that the systems that live in your head actually hold your team hostage. That was a moment I decided that structure had to become a value in my business, not just a nice-to-have.

So let's dive in, and I'm going to share with you six lessons that I’ve learned that I want you to know before I did. I don’t want it to take you five years to figure this out, which is another reason you need to go download the Five Leaps in Five Years at andrealiebross.com/five. It’s outlining all of these lessons and all the lessons in all five of these anniversary episodes. But let's get back to today's work about systems.

Lesson one: systems aren’t just software. When most people hear systems, they think software, automation, CRMs, project management tools. Yes, all of that matters. But systems are more than tech. They’re thinking tools. They’re the invisible scaffolding that makes your business and your life run on purpose.

In my book, I talk about four types of systems that create real freedom. I have a whole chapter about systems. If you do not have a copy of She Thinks Big, the book, you need to go to Amazon right now and get yourself a copy. I'll have a link in the show notes. But the four types of systems that I think create real freedom are people systems, software systems, thinking systems, and decision systems.

Let's walk through each one. Let's walk through first the people systems. People systems are the who behind the how. They include team structures, which we talked about on an episode right before this. They include communication, I'm going to call it rhythms, and accountability loops. Your weekly meetings, your Voxer channels, and your workflows make sure your business can function and grow even when you’re not in the room.

Sometimes you’re afraid to let go of someone in your business because you’re scared the system would break without them. That’s normal. I feel that way sometimes. But if your business crumbles when one person leaves, you don’t have a people problem; you have a system gap. The stronger your systems, the more freedom you and your team have to evolve. So that’s lesson one: people systems.

Lesson two: software systems. These are the tools that make your processes consistent and efficient. For me, that’s ClickUp for project management, Dubsado for client workflows, Slack for team communications, Metricool for social content. I use Kit for email marketing. I use a lot of things. Each tool supports the business, but no tool replaces human thinking.

Software is really only as strong as the process behind it. The process is just a system in motion. So sometimes we’ll talk about systems and processes—the process is just the system in motion. It’s not that the automation isn’t valuable, but automation doesn’t create clarity. It just magnifies whatever clarity or chaos already exists.

So let me go back. Lesson one was systems aren’t just software. Lesson two: the importance of people systems. Lesson three: software systems. And really think about that—software is only as strong as the process behind it because the process is the system in motion.

Which brings us to number four, lesson four: thinking systems. Thinking systems help you organize your brain and approach problems consistently. They are the frameworks you use, like my TRUST framework, which I shared with you in a recent episode, or the framework of vision, goals, actions, beliefs. Then use that one to process your ideas, evaluate challenges, and decide what matters most.

Here’s why this matters. Your brain likes systems. Systems feel predictable and comfortable and safe, and your brain thrives on predictability. That’s why the unknown feels so uncomfortable—because it doesn’t yet have a system for it. The unknown, our brain doesn't have a system for it yet. When you create thinking systems, you give your brain structure to lean on instead of spinning in overwhelm.

Coaching, in a way—knowing that you have coaching calls or access to me—is giving your brain structure, which is why I think coaching is so valuable. It helps to move you out of that overwhelm. Inside The Activator, one of my coaching offers, this is exactly what we do. We build thinking systems for making decisions, taking action, and following through. Because when your brain knows the process, it relaxes. That’s when the creativity and clarity and momentum kick in.

Which brings me to lesson five: decision systems. Decision systems really keep you from getting stuck in indecision. They’re your filters for what to say yes to and what to say no to, and what to prioritize next. This includes your values filter, your cost versus investment framework, your strategic decision guide—these are all things I’ve shared on previous episodes.

Because when you have clear decision systems, you don’t need to rethink everything every time. You can trust your process, and so can your team. That’s how you scale—not by doing more, but by deciding faster and smarter.

So this brings me to lesson six: structure creates freedom. People often resist systems because they fear losing flexibility. But structure doesn’t restrict you. It releases you. It releases you from the mental clutter. It releases you from decision fatigue. It releases your team from guessing.

Systems really protect your energy so you can use it where it matters. You want to use your energy for strategy and creativity and leadership in life. You don’t want to use it on constant decisions or guessing or mental clutter. Let’s be real, as moms—if you’re a mom—we already live by systems. Morning routines, carpool plans, after-school snacks, bedtime rituals—they’re all just systems, and they make your household run. Those same principles can make your business run too.

So here is your think big homework, your hell-yes action items. We’re doing a systems check-in this week. All of these you can find written down for you at andrealiebross.com/five. So go download them. But here we go, I’m going to share them with you.

Number one, audit your systems. Write down what exists and what’s still just in your head. Number two, label each system under the four categories. Is this a people system, a software system, a thinking system, or a decision system?

And then number three, ask yourself, “If I went to Tahiti on Friday, would this business still run? If I stepped away for a week, would it still run?” If you say no, then we don’t have enough systems and processes in place.

And number four, I want you to choose one system to strengthen this month. Maybe it’s your client onboarding, your team meeting rhythm, or your decision filter. What system can you strengthen this month? Small adjustments create huge relief.

So here’s what I know now. Five years and 250-plus episodes later, here’s what I know: systems don’t replace your creativity. They don’t. They just protect it. They make your business resilient and your brain peaceful. They give your team clarity and confidence.

This is what I’ve found: I cannot be creative if I don’t have systems in place because I know that other things are getting taken care of. Yes, sometimes it’s scary to change people and platforms or processes because you fear the systems will break. But real systems don’t break—they evolve.

When your systems are clear and shared, your business can grow without chaos. So if you’re realizing it’s time to create systems that actually work for your business and your brain, this is exactly what we do inside my coaching programs. It can be a private coaching partnership, The Activator Intensive, Ascension Collective—we help you design systems for thinking, deciding, and taking consistent action.

Because when your brain has a system, it feels calm, and when your business has one, it grows. So let’s figure out what systems will work for you and your business and your brain. We can do that on our clarity call. I am happy to do that with you. Instead of just listening to me here on this podcast, how about you let me help you?

Go over to andrealiebross.com/consult or grab a link in the show notes, book the clarity call. Let’s figure out this stuff for you because structure really doesn’t stifle you—it does create some freedom.

Okay, friends, next week we’re going to wrap up this five-part anniversary series with money: how to think about it, how to manage it, and how to multiply it without guilt or grind. Because if systems create structure, then money creates stability, and systems plus money together—they create growth. You need the people too, and we need the belief. All these things together, that’s what’s going to create the growth.

So make sure you are subscribed to She Thinks Big, share this episode with a friend who is ready to simplify and scale, and come back next week for our final episode in this five-part series as a celebration of our 250th episode. Okay, friends, I will see you next week. Keep thinking big.

Thanks for listening to She Thinks Big. I know you’re committed to yourself and your businesses because you listened all the way to the end of this episode. But this isn’t really the end. It could be the beginning of your next power move.

If today’s episode gave you clarity, courage, or just a much-needed breath of fresh air, take that as your sign to take the next steps. So do it. Visit andreaslinks.com to take my Silent Saboteur Quiz and to discover our next steps in getting you to take action and achieve the success and freedom you crave.

You can also keep your momentum going by hitting subscribe right there on your screen so you don’t miss the next episode. Don’t forget to grab a copy of my book. She Thinks Big can be found on Amazon or at your favorite bookstore. Until next time, keep thinking big.