You can listen to today’s podcast by clicking “play” above, or you can watch it on YouTube by clicking this link!
I walked through the diagrams on this board to explain that optimal systems are way better than chaotic activity, and I shared some simple systems from my own life–like how I plan, purchase, and prepare food, how we do an annual “We Love to Be a Family Day,” and how systems supported our post-webinar email delivery.
Basic Transcript / Summary:
Do you ever feel stuck in a rut—like life is running you instead of the other way around?
Today, I want to show you a simple shift that can change everything: moving from chaotic activity to optimal systems.
I’m April Perry, and here at LearnDoBecome, we help people who feel overwhelmed by the details of life create simple systems so they can do what matters most.
Imagine five gears spinning, but none of them are connected. That’s what chaotic activity looks like.
You wake up, check your calendar, then get pulled into texts, emails, interruptions, errands, and random to-dos. You’re constantly reacting and jumping from one thing to the next.
It takes a lot of energy…
And at the end of the day, you’re exhausted.
The tricky part? It kind of works…just enough to keep you going. Maybe you get an hour or two of real progress, so you keep repeating the cycle.
I lived like this for years, making long lists, chipping away at them all day, then rewriting everything I didn’t finish the next day. It’s draining.
Now compare that to optimal systems.
Instead of disconnected gears, imagine just a few gears working together. When things are connected:
- It takes far less energy to keep things moving
- Small efforts (even 10-minute bursts) create momentum
- The results last—not just hours, but weeks, months, or even years
That’s the power of systems.
If you want to build systems, start with a Current Projects List.
This is a simple list of 7–8 projects you’re focusing on for the month, organized into:
- You (personal)
- Family
- Beyond (work, community, etc.)
This creates focus and balance across your life.
And here’s the key:
Building a system starts as a project.
Once it’s up and running, it can move into maintenance mode. But at the beginning, it deserves focused attention.
3 Simple System Examples
1. Food & Grocery System
Before: last-minute store runs, no dinner plan, wasted food, constant stress.
Now:
- A simple weekly planning template
- A quick check for upcoming events or meals
- One grocery order per week
- Organized fridge and pantry with designated spaces
Result: We always have what we need, and I don’t have to think about it constantly.
2. Family Traditions (We Love Being a Family Day)
We celebrate a special family day every February, and we’ve done it for over a decade.
Why hasn’t it fallen through the cracks?
Because it’s systematized:
- Calendar reminder one month ahead
- Simple planning template (meal, activity, service)
- Fun traditions like clues, poems, and shared activities
The system makes it easy to be consistent and actually enjoy it.
3. Webinar Follow-Up System
Before: manually sending emails after each class, trying to track who needed what and when.
Now:
- Automated email sequences triggered after each webinar
- Timed follow-ups sent without manual effort
Result: Less stress, more consistency, and a better experience for participants.
Other Areas You Can Systematize
Once you see it, you’ll realize systems can support almost anything:
- Learning & personal growth (library visits, courses, book clubs)
- Finances (net worth tracking, budgeting, investing)
- Household tasks (laundry routines, cleaning schedules)
A little upfront effort creates long-term ease.
Why It’s Worth It:
Yes, building systems takes some intentional effort.
But when you focus on one system at a time—and work on it in small steps—it quickly starts paying you back.
As James Clear said: “You do not rise to the level of your goals. You fall to the level of your systems.”
We hope that this information is helpful for you and would love to hear from you in the comments section!
Testimonials Shared in This Episode
Related Links:
Podcast – We Love to Be a Family Day
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