When you’re managing client work, creating online, and handling other plates of life, chaos starts feeling normal. But it shouldn’t be.

People often ask how I manage it all - full-time work, client projects, and still show up here.

Truth is: I don’t “manage it all.”

I just built systems that do.

All of it comes down to one rule I live by:

Make repeated actions repeatable, without repeating yourself.

It’s the same rule I help agency founders apply.

Because as your business grows, it brings more moving parts and less headspace.

More team members = more clients = more chaos.

Here’s how that rule looks in action (and how I help founders do the same):

1️⃣ Daily planning under 2 minutes

I used to spend 20 minutes every night deciding what tomorrow should look like.

New page. Blank slate. Starting from the scratch.

Now, one click in Notion pulls up my core categories - content, marketing, product, client work.

I just add actions, and it’s done. Even the decision fatigue has gone down too.

2️⃣ Stop explaining the same thing twice.

Reflect on what you are repeating twice… that’s your sign to systemize

For example:

Explaining things to the new VA you hire.
Giving content briefs to every new content writer.
Repeating tiny process steps that should already live in a doc.

My rule for such repetition is:

Document once. Rotate it wherever needed.

I guide founders to document in a way that makes their team self-sufficient, no more “quick questions” in DMs.

3️⃣ Client feedback in one place

One person told me recently,

“Client feedback is everywhere -WhatsApp, email, random notes. We keep losing track.”

That’s not a communication problem, it’s a documentation problem.

And the solution is simple:

Open Google Doc/Notion.
start recording your respective client’s feedback at one place.

It makes handovers seamless, improves client experience, and keeps insights alive even when roles change.

4️⃣ Weekly planning & reflection

There was a time when I used to scramble, scratch my head, and look at the blank page for the week planning.

But now, I have a very simple system for it as well:

Predefined categories to review.
Specific actions to analyse.
Defined areas to plan next week.

So every Sunday feels structured and easy with the focused reflection and planning.

The idea is simple: Stop building from scratch for anything you repeat.

Make it repeatable without repeating yourself.

This rule helped me:

Maintain quality across multiple roles.
Replace hustle with systems.
Free time to focus on what actually matters.

And it helps agency founders get 5+ hours back each week - to lead, think, and grow better.

Where would you apply this rule in your work?

Hit reply, I’d love to hear from you. :)

Cheering for your next breakthrough,

Sumanpreet Kaur

PS: Whenever you’re ready to take the next step, here are 3 easy ways I can help you scale your business and 2X client capacity:

Got a question? Just hit reply and ask, I’ll personally answer it.
Try the 2-Minute Scale Breaker Finder → You’ll instantly spot what’s breaking in your operations and stealing your time (+quick fixes inside). Try the quick bottleneck finder
Book a Free Clarity Call → Let’s see if I can help you fix ops bottlenecks and increase your capacity to onboard more clients.

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