Let’s talk about what it really takes to get organized. If you’ve ever tried to bring order to the chaos of running a business while managing a home, you’ve probably dabbled in tools like Asana, Trello, Notion, ClickUp, or Monday. You’ve spent hours researching, setting up boards, lists, and templates—maybe even invested in a fancy system, convinced it would finally pull everything together. But without business workflows to create real structure, those tools can leave you feeling more overwhelmed than ever instead of actually in control.

Listen Below For The Entire Episode On The Systemize Your Life Podcast

I know because I’ve been there. I’ve tested all the tools, and tried all the setups, and here’s what I’ve learned: these softwares are not the solution.

Yes, I have my favorite software (and I’ll share that another time), but no system or app will magically make you organized. The real missing piece—the thing that actually makes a difference—is something most business owners overlook. It’s the foundation of true productivity and the key to running a business and home with confidence: a workflow.

Hi, I’m Chelsi Jo, the host of the Systemize Your Life podcast, and this blog. I’ve worked with countless women—brick-and-mortar business owners, online entrepreneurs, network marketers, real estate agents, teachers, even moms managing home and work simultaneously—and every single one of them benefits from workflows.

One of my clients often felt overwhelmed, as if there was never enough time to tackle everything on her plate. She had all her tasks scattered between sticky notes, notebooks, and random digital lists. When we implemented workflows for her daily tasks and content creation, everything changed. Suddenly, she had a clear plan each day and was getting more done in less time.

It wasn’t because she found the perfect tool—it was because she finally had a system that worked.

Scattered Systems Within Trello, Asana, Click Up And Notion Are The Real Problem

If you’re a work-from-home business owner, chances are you’re juggling all the things—content to create, emails to send, invoices to manage, clients to onboard, a house to keep in order, and a family that needs you. It feels like no matter how much you do, there’s always something else demanding your attention. 

So, you try to get organized. You set up Google Calendar for appointments, track expenses in a spreadsheet, brainstorm in a notebook, and manage tasks in Asana. But instead of feeling in control, you feel like you’re constantly spinning your wheels and falling further and further behind. So you jump from one tool to the next, hoping something will finally click.

Or maybe you’ve avoided software altogether because every time you open a new tool, it feels like just one more thing to figure out. So, you stick with pen and paper, making endless to-do lists. But even that isn’t working because you don’t have a clear system to structure your tasks in a way that actually moves your business forward.

Does this sound familiar?

This is exactly why you need workflows. A workflow isn’t just a fancy checklist inside an app—it’s a repeatable process that guides your work and eliminates the guesswork from your day. It’s the difference between feeling overwhelmed and actually having a system that works for you.

“It’s not the tool that is important. It’s the missing piece, and that missing piece is a workflow inside of the system.”

Workflows Are Everywhere — Yep, Even in Nature!

Life is all about rhythms and routines, right? Think about it: the sun rises and sets each day, following a predictable cycle. Seasons shift on cue, year after year. Even your body has its own systems—heart beating, lungs breathing—doing their thing without you even needing to think about it.

Nature has a way of flowing with ease, and so can your business when you establish systems and processes. When you capture and refine your workflows, you’re creating a sustainable foundation to work from, one that reduces the chaos and helps you stay focused. It’s like a gentle rhythm for your business that makes it easier to get things done without burning out.

Why Business Workflows Inside Trello, Asana, Click Up And Notion Are the Missing Piece

Workflows are the secret sauce to running your business without feeling like you’re constantly playing catch-up. They provide a clear, step-by-step process for how things get done. Instead of spinning your wheels wondering what comes next, you’ll know exactly what needs to happen and in what order. No more waking up feeling scattered. No more reacting to whatever fire pops up first. When you have workflows in place, you move through your day with confidence because there’s a system guiding your actions.

Think of a workflow as a roadmap. You are taken from idea to execution in a structured, repeatable way, so nothing gets missed, and everything runs smoothly. Whether you’re onboarding a new client, creating content, managing finances, or prepping for a launch—there’s a workflow for that.

And here’s the best part: Once you’ve built your workflows, you can use them in any tool that works for you. Whether it’s Asana, Trello, Notion, ClickUp, Monday, or even a simple spreadsheet, the tool is just the container. The workflow is what actually makes the difference.

Here are some of the results you can expect to see when you put Business Workflows into Trello, Asana, Click Up or Notion:

Everything changes and becomes more manageable when you start using workflows. Here are just some of the results you can expect to see once you start using workflows consistently:

• Less Overwhelm – No more waking up and wondering, What do I even need to do today? No more juggling a million sticky notes, random notebooks, or scattered digital lists. Workflows allow you to have a clear plan for what needs to happen and when, so you can actually breathe and focus on getting things done—without the mental chaos.
• More Efficiency – You’ll be shocked at how much faster you can knock things out when you stop reinventing the wheel every single day. Workflows help you batch tasks, streamline your processes, and get things done in a fraction of the time. Instead of scrambling at the last minute, you’ll have a system that keeps you moving forward effortlessly.
• Consistent Results – When you follow a proven process every time, you don’t have to worry about missing a step or dropping the ball. Your work becomes more polished, professional, and predictable. Whether it’s onboarding a client, publishing content, or managing your finances, workflows ensure that everything gets done right—every time.
• Scalability – Thinking about hiring a VA or growing your team? Workflows make delegation easy because they map everything out. Instead of spending hours explaining how you do things (or worse, doing everything yourself because it’s faster), you can hand over your workflows and trust that tasks will get done exactly how you need them—without the overwhelm.

Workflows aren’t just about getting organized—they’re about creating a business that runs smoothly, grows sustainably, and allows you to show up with more confidence and peace of mind every single day.

My 3-Step Process to Create Effective Business Workflows

Creating workflows doesn’t have to be complicated or overwhelming. In fact, I’ve simplified it into a three-step process that will help you build your own workflows without spending hours overthinking. This process will take you from scattered and stressed to streamlined and in control. These three steps will help you create workflows that save time, eliminate decision fatigue, and make your business run smoother than ever. Let’s dive in!

Step 1: Identify Your Essential Business Workflows

We are aiming to create clear workflows that simplify your daily, weekly, and monthly tasks. The software you choose to place these workflows into will come later.

The first step is to identify the tasks you do over and over again. These are the things that, if streamlined, would save you hours every single week. Take a moment and think about these few things:

• What tasks do you repeat every single day in your business?
• What routines or processes happen every week?
• What bigger projects or tasks do you handle on a monthly basis?

When you take the time to answer these questions, you’ll start to see patterns. These patterns will become your core workflows. These are the systems that will keep your business running smoothly, no matter how busy life gets.

Here are some of the most common workflows that I see:

• Content Creation Workflow – From brainstorming to writing, editing, designing graphics, scheduling, and engaging with your audience.
• Client Onboarding Workflow – Everything from sending contracts and welcome emails to collecting intake forms and scheduling that first call.
• Lead Nurturing Workflow – Following up, sending emails, and building relationships that turn potential clients into paying customers.
• Product Launch Workflow – The step-by-step process of creating, promoting, launching, and delivering your offer.

Once you’ve identified your key workflows, the next step is to write them down in a way that’s easy to follow and repeat. This is what transforms your business from chaotic and stressful to streamlined and sustainable. And trust me—when you have these workflows in place, everything changes.

Step 2: Create a Process for Each Business Workflow

Now that you’ve identified the key areas in your business that need workflows, it’s time to map them out step by step. This is where the magic happens—you go from feeling scattered and overwhelmed to knowing exactly what needs to be done and when.

Let’s take a weekly content workflow as an example. Instead of waking up every day scrambling to figure out what to post, you create a structured system that keeps you ahead of the game. Your workflow could look something like this:

• Monday: Brainstorm content ideas and topics based on your audience’s needs.
• Tuesday: Outline your posts, reels, or long-form content so you have a clear direction.
• Wednesday: Write, edit, and refine your content so it’s polished and engaging.
• Thursday: Design graphics, gather images, and finalize any visuals.
• Friday: Schedule your posts, plan engagement, and prep for the following week.

Now, instead of constantly feeling behind, you’re working ahead, showing up with intention, and freeing up mental space for the bigger-picture things in your business.

Every part of your business can have a workflow. Whether it’s how you onboard new clients, manage your inbox, launch a product, or even prep for tax season, workflows allow you to stop operating in reactive mode and step into a proactive, CEO mindset.

So grab a notebook or open a doc and start outlining your first workflow. Break it down into clear, actionable steps so that when you sit down to work, there’s no second-guessing what you need to do. You are left with smooth, productive momentum instead.

Step 3: Choose Your Tool: Trello, Asana, Click Up or Notion (But Don’t Overthink It)

Now that you’ve mapped out your workflows and created a clear process for how things get done in your business, it’s time to choose a tool to house them. But remember, the tool is secondary it is the workflow that is important.

I know it’s tempting to believe that if you just find the right project management software, everything will suddenly fall into place. But the truth is, no tool will fix a broken system. A messy, unorganized approach will still feel chaotic, even inside the most advanced software. That’s why the real power lies in your workflows—not the platform you use to track them.

So, if you already use Trello, great! Set up your workflows there. Love Notion? Awesome! Build your systems inside that. Prefer ClickUp, Asana, or Monday? Go for it. Even a simple Google Doc, spreadsheet, or paper planner can work if that’s what makes the most sense for you. The key is to pick a tool that you’ll actually use consistently.

What matters most is documenting your workflows, making them easy to follow, and ensuring they’re accessible when needed. Your goal is to create a system that keeps you moving forward without having to waste time figuring out what to do next. So don’t overcomplicate it—choose a tool that feels simple, intuitive, and aligns with your natural way of working.

At the end of the day, your workflow is what drives productivity, not the software. So pick a tool, plug in your workflows, and get ready to experience the ease and efficiency of running a business with clarity, confidence, and control.

Start Building Your Business Workflows Inside Of Trello, Asana, Click Up Or Notion

Now that you’ve got a sense of just how powerful workflows can be, it’s time to take action! Grab a pen and paper (or open that fresh doc) and dive into these two simple but important questions:

1. What’s the very first process in your business that, if you could capture it, would give you a major mental breather?
2. How can you break that process down into clear, repeatable steps so it runs like clockwork every time?

Once you’ve got those answers, it’s time to map out your first workflow. Don’t overthink it—just write it down! And then, plug it into whatever tool you love (or want to try!) to make it easier to execute. You’ve got this—now let’s make it happen!

Want More Help Building Business Workflows

Does this whole workflow thing have you excited but you’re feeling a little lost on where to begin? I’ve got you. I recently hosted a Business Workflow Workshop where I broke down exactly how to create these workflows from scratch. You can watch the replay HERE.

Organizing isn’t just about finding the perfect software—it’s about creating workflows that truly work for us. Once you nail that, you can start making real progress in your business.

I’m so excited to hear how this helps you! If this clicked for you, check out my other posts where I dive deeper into the tools and systems that keep my business running smoothly. Check out Enhancing Workflow Management: A Workflow that Works for Maximum Productivity and How I Design My Workflow to Be More Productive as a Work From Home Mom. You can also type “workflow” into the search bar HERE.

If these systems are resonating with you, I’d love to hear your thoughts! Drop a comment below and let me know what clicked for you. And if you’re craving even more support, come hang out with us in our FREE Facebook Community. It is a space designed just for like-minded moms who are navigating the same challenges and wins as you. It’s a place to ask questions, swap ideas, and get the encouragement you need from a community that gets it. You don’t have to figure it all out alone—we’ve got your back!

Frequently Asked Questions

Why aren't tools like Asana or Trello enough on their own?

These tools can be incredible for keeping things organized, but without a solid workflow, they’re just digital containers for scattered tasks. The real magic happens when you have a well-defined process that gives structure and intention to how you manage your work. Otherwise, no matter how fancy the tool, it won’t solve the underlying chaos. The key is to build a workflow that aligns with how you operate, then let the tools support that—not the other way around.

What is a workflow?

A workflow isn’t just a checklist—it’s a strategic, step-by-step process that takes you from point A to point B with clarity and purpose. It’s the difference between winging it every time and having a repeatable system that ensures efficiency, consistency, and way less mental clutter. Think of it as a roadmap for your tasks, outlining exactly what needs to happen, in what order, and how, so you’re not constantly reinventing the wheel. When built intentionally, a workflow keeps things running smoothly, helps you stay focused, and makes it easier to delegate or automate when the time comes.