Want to Truly Scale Your Business? Do These 3 Things Now

Apr 14

If you think hiring is something you'll deal with later, you're not alone. A lot of the founders I work with feel the same way — until they're suddenly in the thick of onboarding, realizing they’re the bottleneck because nothing is documented, nothing is delegated, and everything lives in their head.

That scramble? Totally avoidable. Simple, but not easy.

The truth is, how you work today directly impacts how easy (or hard) it’ll be to grow later. Most of the chaos I see when founders start to scale comes from not having the right systems in place before they bring someone on. So even if hiring is months (or years) away, setting a few foundational habits now will save you a ton of time, energy, and decision fatigue down the road.

This post breaks down three shifts you can start to make today that will help you feel more in control now, and make your future hiring process way less painful.

1. Start using a project management system like you already have a team

You don’t need to wait until someone’s on payroll to set up a system. In fact, you’ll want your system to be second nature before you hire.

The point isn’t to get fancy with software. It’s to get clear on:

How you work
What your tasks actually are
What makes something “done”

Here’s what I recommend starting with:

Use a simple workflow structure (e.g. Backlog → To Do → In Progress → Waiting/Review → Done). All of these statuses signal the progress of your tasks at a bird’s eye view.
Keep your active to-do list lean — 2 to 3 tasks max per day. This is key: part of your daily workflow should be deciding what goes on your list, not endlessly adding tasks to it.
Add just a few properties to your tasks:
Status, Priority, Due date, Assignee, and Details/Notes

Most people use their task manager like a junk drawer. Instead, make it a focused workspace. That shift alone will help you show up more clearly, get more done, and later? You’ll already have a system in place that makes it easy to bring someone in and get them up to speed.

You’re training yourself to manage work like a team lead, not just putting out fires. Plus, when you do hire, this system will make onboarding so much smoother because you’ll have a process in place.

Notion Tip:

Create a Tasks database with these exact properties: Status, Priority, Due date, Assignee, and Details/Notes. You can even use filters and views to only show the 2–3 tasks you’ve pulled in for the day. This helps you actually use the tool without getting overwhelmed.

2. Build a planning and review rhythm (yes, before you need it)

Even if you’re a solo act, creating a habit of planning and reviewing your tasks is a game-changer.

Here’s why it matters:

It helps you tie day-to-day tasks back to big-picture goals
It builds the muscle of breaking down goals → projects → tasks
It creates visibility into how work moves forward — which is exactly what future teammates will need

If you’re not using a project/task system yet, that’s okay. But once you do, start thinking in terms of:

What are the projects that support your goals?
What are the tasks inside those projects?

My go-to planning flow looks like this:

Quarterly: Set 2–3 big goals
Monthly: Check progress + adjust based on what’s shifted
Weekly: Review my backlog (usually Sunday PM or Monday AM) and pull in tasks
Daily: Check off tasks + pull new ones in as I wrap things up

You don’t need to be rigid.

But you do need a system that keeps you focused and gives you a bird’s-eye view of what’s actually moving the needle. And yes, you can still use paper and pen to capture your tasks if that helps you get them out of your head.

Notion Tip:

Set up 3 connected databases: Goals → Projects → Tasks.

Each task should be linked to a project, and each project to a goal. That way, when you're reviewing or planning, you can see the full chain of why a task matters — which also makes team delegation super straightforward.

This kind of rhythm gives you perspective — and helps you prune what’s no longer relevant.

It also creates visibility. So when you do bring on a team member, they can easily see where their work fits in and how it supports the bigger picture.

3. Start spotting (and documenting) repeatable tasks now

This one’s the biggest gift you can give Future You.

Anytime you notice:

You’ve done something more than once
You’re repeating yourself in emails
You’re following the same steps over and over

That’s a signal to document it.

Start a simple documentation hub (Notion is great for this — of course). Add a page. Write down the steps. Include screenshots if helpful.

Even better — get in the habit of asking:

Does this actually need to be done by me?
Could someone else follow a checklist for this?
Is this task worth turning into a repeatable SOP?

The earlier you do this, the sooner you can start handing things off with confidence.

Notion Tip:

Create a Documentation database. Anytime you notice a repeatable task, add a quick SOP — even if it’s just bullet points or a rough checklist. Then, link that doc to the task it supports, so you’re already training your future team as you work.

Bonus tip? Start building a Self-Audit database where you reflect on how tasks feel to you. Add a property like Identify with tags such as:

Energizing
Indifferent
Resistant

This gives you valuable insight into what to delegate first — and helps you create a job description before you even realize you’re ready to hire.

TL;DR

Hiring is a big step that may take place down the road, but scaling your operations doesn’t have to wait.

Set up a system that reflects how you work
Review your work regularly to stay on track
Document tasks so you’re ready to delegate when the time comes

You don’t need a big team to think like a leader.

And the sooner you do, the smoother the transition will be — for both you and your future hires.

A quick reality check: Yes, this takes time upfront.

But here’s the thing most people don’t expect:

Getting this stuff out of your head will bring so much relief.

It’s not just about saving time — it’s about reclaiming energy.

When your systems are clear and your brain isn’t running 57 background tabs at once, you feel different. More focused. More spacious. More in control.

And when you’re ready to grow your team? You won’t have to pause everything to “get organized.” You’ll already be working in a way that’s scalable — and hand-off-able.

Ready to get your systems set up — even if you're not ready to hire?

I help founders and solo service providers build calm, scalable systems inside Notion that make your day-to-day easier now — and make hiring way smoother when the time comes.

Want a second brain for your business? Let’s talk.

Or if you’re more of a DIYer, check out my Notion templates to get started.