Have you ever felt like the more tasks you check off your to-do list, the more that show up?

Like you’re constantly cutting down problems in your business, only for new ones to sprout up?

That's been my battle with the invasive Ailanthus tree in my backyard, also known as the tree of heaven. (Should be called a tree of hell, if you ask me.)

Each spring, new sprouts emerge. Like a Hydra that won’t die, the more I mow them down, the more that grow back.

This little tree, along with a few other invasive plants, has taken over my backyard. And I’ve made it my mission this year to reclaim my territory.

So long story short, I’m shopping around for quotes.

In the process, I met Tim, a local tree care expert.

Tim’s a friendly guy, and we’re both from small-town Virginia. So, naturally, after walking around the yard talking about how awful these Ailanthus trees are, we spent about 30 minutes just shootin’ the breeze.

When Tim asked what I do for work and I said “I help online businesses create and streamline their systems,” he lit up with stories of his own business journey.

He shared how he'd navigated the thickets of chaos in his tree care company, implementing systems that transformed his operation from a wild growth of tasks into a well-pruned machine.

You might wonder what tree care has to do with running an online business.

As it turns out, Tim's experiences in tackling the unruly aspects of his work offer invaluable lessons for any entrepreneur. From the importance of laying down roots with solid systems before you think you're ready, to choosing the right tools for the job, Tim's story is a testament to the power of proactive organization and efficiency.

So, if you're feeling overrun by the daily weeds of your business, here are a few lessons from my conversation with Tim that might just help you clear the underbrush and see the forest for the trees.

1. Systemize before you’re “ready”.

Early in his tree care business, Tim operated on the fly. He believed that as long as he was doing great work, everything else would fall into place.

But as his business grew, so did the chaos.

It wasn't until he missed an important job because it was buried in his inbox that he realized: organization isn’t just about keeping things tidy; it’s about scaling his business and building trust with his clients.

Instead of waiting until he felt "ready" or until his business reached a certain size, Tim decided it was crucial to get organized then and there.

He started small: by organizing his email and creating a simple spreadsheet for tracking his leads.

By getting some processes in place early on, he was able to manage his customer communication more efficiently, impressing clients with his promptness.

Because here's a not-so-secret secret: Systems build trust.

When clients see that you're organized, that you follow through on your promises, and that you manage your operations with a level of professionalism, they're more likely to trust you with their business.

Trust closes deals, and systems help build trust.

2. Build in pieces.

The idea of overhauling his entire operation was daunting for Tim.

So, he started small. Once he plugged the leak in his email, he moved on to the next area causing the most immediate pain: job scheduling and client follow-ups.

By creating a simple system for these tasks, Tim saw quick improvements, which motivated him to tackle other areas, one by one.

This piece-by-piece strategy not only made the process manageable for Tim but also allowed him to tailor each system to his business's unique needs, leading to more efficient and effective operations overall.

It's a testament to the idea that systemization is a journey, not a race.

3. Systems ≠ Software

This is something I say to my clients all the time, and Tim's experience is a perfect illustration.

When he decided to get organized and start creating some systems, Tim was all in on finding the right software to streamline his operations.

He spent hours researching, attending demos, and watching YouTube reviews and tutorials about how to create email templates and set up workflows.

He finally settled on a CRM.

Six months and several hundred dollars later, Tim found himself in the same spot as before, just with a fancier way to send proposals.

But he was still spending the same amount of time tracking leads, following up, and scheduling jobs.

The software hadn't revolutionized his business; it had merely digitized his existing inefficiencies.

The lesson?

Software is a tool within a system, not the system itself.

Tim's journey underscores the importance of understanding your business processes first and then integrating software that enhances those processes, not the other way around.

Now, he’s taking a step back and mapping out his system (in this case, his customer journey from inquiry to delivery/payment).

From there, he’ll be able to build out the elements he needs for that system (proposal templates, email templates, lead capture forms, etc.), add them to his software, and connect them in a workflow that saves him time and delivers a seamless customer experience.

4. One tool to rule them all.

Initially, Tim was overwhelmed by all the software options available.

He was afraid he was going to need a separate tool for every aspect of his business.

For a guy who likes to keep things simple, that was a major concern.

However, after digging into his options, he found a single tool that did pretty much everything he needed: scheduling, proposals, automatic follow-ups, route optimization — you name it.

(By the way, who knew there were CRMs specifically for tree care and landscaping companies??)

Having a simple tech stack made it easier for Tim and his team to manage tasks, communicate with clients, and track projects without having to switch between multiple apps.

There’s a specific type of tool I recommend for a lot of my clients for this very reason; it’s called work management software.

SmartSuite, for example, is a single software that operates as a project management tool, documentation hub, and CRM.

As Tim learned, when it comes to technology, more isn't always better. What matters is finding the right tools that align with your systems and simplify, not complicate, your operations.

5. The key is in the follow-through.

This is actually my lesson more than Tim’s.

Tim and I met to begin with because I was wooed by a tree care company that had all the bells and whistles: a slick proposal process, little tablets they use to take pictures and write up your quote, and some pretty impressive email marketing.

I didn’t think twice before hiring them to deadwood my cherry tree and clean up the English Ivy along my fence.

The results? Unimpressive.

Systems and software can do a lot to elevate your business, but the true magic happens in the follow-through.

It's one thing to impress a client with your slick proposal process, but it’s a whole other to deliver on the promises you've made.

After this less-than-stellar experience, I reached out to Tim to take on the unfinished job.

Needless to say, the rest is history.

Ensuring your delivery matches the expectations you've set at the beginning is crucial.

It's not just about the systems you have in place but how you use them to consistently deliver value to your clients and customers.