Systems for Solo Coaches: Get More Done Without Working More Hours

There was a time when I thought I could just hold everything in my head. Every client, every task, every “I should do this” floating around in my brain, no system, just me trying to remember it all. Spoiler alert: it didn’t work. I’d wake up already overwhelmed, spend my day reacting instead of creating, and by the time I actually sat down to do something important, my brain was already fried. Then...

Author

Michelle Sera
February 11, 2025 • You can read this in:7 minutes

I stumbled upon a video about 5 people who had built their million-dollar companies solo. One was a coach. And I thought, Aha! If they can do grow a business as just one person, so can I.  

I quickly realized the key to their ability to build companies solo was systems. I learned the one thing that separates solo coaches who struggle to get ahead from those who grow fast without working more: systems.

Simple, repeatable ways of doing things that free up your brainpower and get you results. Now, I just had to figure out WHAT areas to create systems in and I did. Keep reading.

Welcome to The Find Coaching Clients Newsletter for learning where to focus your energy, so you can find all the clients you need.

One of the biggest reasons solo coaches feel overwhelmed? They’re winging it every day.

“I need more clients, but I don’t know where to start.”
“I feel like I’m always busy, but nothing is growing.”
“I’m doing ALL the things, but I’m not seeing results.”

That’s what happens when you don’t have simple, repeatable systems in place.

When everything is scattered, you spend more time figuring out what to do than actually doing it. But when you have clear steps to follow, business starts to feel lighter, like it’s working for you instead of draining you.

If it’s not easily repeatable, it’s not sustainable.

As a solo coach, your energy is everything. If you’re constantly feeling drained, overwhelmed, or like you're doing everything, but nothing, it's not you. It’s your systems.

The right systems don’t just help you stay organized, they protect your energy, so you can grow your business without burning out. AND manifest BIG.

That’s exactly what I walk you through in my 5-part private podcast series, 5 Systems Every Solo Coach Needs.

Inside, I break down the five must-have systems that actually grow your business.

It’s free, but I’m only sharing it this week.

Simplify Your Business

Want to make an instant shift in your business? Do this right now:

  1. Pick ONE area of your business where you feel the most stuck. (List growth? Posting content? Following up with leads?)

  2. Ask yourself: “How can I make this easier?” (Hint: If it takes willpower to do, it’s too complicated.)

  3. Write down the 3-5 repeatable steps you need to do EVERY TIME. Create a shortcut. A checklist, a template, a scheduled reminder, anything that removes decision fatigue.

  4. Test it out for a week. If it feels clunky, make small changes until it flows.

This works because most coaches over complicate things. (I’m SO guilty of this.)

Simpler = easier = repeatable = more results like more clients.

Want AI to help? Use this prompt to leverage AI to create systems for you:

Act as a Lean Consultant. I’ve hired you to create efficient, effective systems that enable me to get everything done (and more) in my growing coaching business, solo. Here’s one challenge I have [enter what your challenge is]. Help me create a simple system and workflow that I can do on my own that creates [result you want]. It should be to-the-point, quick, ending in the desired result.

Latest Podcast Episode

Energy Check-In

❝

"You do not rise to the level of your goals. You fall to the level of your systems." 

James Clear

Ever notice how when you feel clear and grounded, everything flows?

Clients and opportunities show up, ideas come easily, and you actually enjoy your business.

And when you’re overwhelmed? It’s like trying to run through mud.

That’s why my #1 non-negotiable system isn’t business-related, it’s my daily energy reset.

Before I check emails, before I scroll anything, before I start my day, I take five minutes to sit, breathe, and focus on what I want to create.

Later in the day, I meditate. And before I go to bed, I set my intention and expectation of outcome. I do one Advanced Manifesting Technique (sometimes throughout the day).

Some days, I journal. Some days, just visualize. Some days, it’s just staring at the sky with my coffee in hand.

But every day, I do something to shift from reactive to intentional.

Because your business moves at the speed of your energy. Keep it high, and everything flows. And give yourself grace when you can’t. it’s OK.

My Coach Tools

Some of my favorite tools right now are…

  • The Monroe Institute - for growing and expanding my potential

  • Systeme - my absolute fave! Build opt-in pages, website, funnels, house your courses and memberships, and tons more.

  • Publer for social media post scheduling

From time to time, I do use affiliate links in this newsletter.

PS - I’m on a mission to grow my list by 4,000 this year (without any paid ads). Hefty goal, I know. You should totally follow along to see what’s working, where I’m dropping the ball, and everything I do in a week to grow my list. It’s all on my YouTube channel, Coach Diaries. See you there!