As a business owner looking to make more profits, your focus will likely take a turn to finding simple business growth systems to support you to reach your goals.

We totally understand if you feel any overwhelm when it comes to streamlining business growth systems.


Because there are so many facets of a business that can be optimised and systemised that just knowing where, or how, to start can be confusing.

That’s why in this article, we’re going to cover off on the tools that we use daily to support, not only the running of Optimise and Grow Online, but also the running of client businesses to help them break through to that next level of business growth.

We’re going to talk about specific systems designed to:

  • Generate and nurture your leads
  • Create, optimise, publish, and distribute your content
  • Quote, invoice, and onboard clients
  • Support and build client relationships
  • Launch and promote new products/services
  • Manage cashflow

We’re also going to provide some clear-cut steps on how to create a system that works for you and your business needs.

It’s a lot, but it’ll be worth it when you start to reach those badass business goals.

So, let’s jump in.

The Best Business Growth Systems to Generate and Nurture Your Leads

If you find that you’re spending a lot of your time generating and nurturing your leads, but you’d rather be focusing on another area of your business, then these systems are perfect for you.

Yes, all entrepreneurs need to constantly attract new prospects, but you don’t actually have to be doing the doing of this task!

When it comes to setting up easy lead generation systems you’ll want to look at developing a process that does a number of integral things for your business. It will:

  1. Attract your ideal audience to your website.
  2. Convert your audience into leads.
  3. Nurture your new leads to a point where they are ready to buy from you.

Our Favourite System for Generating and Nurturing Leads: ActiveCampaign

ActiveCampaign kicks a few goals for us because it is:

  • Powerful and user-friendly
  • More than just an email marketing system
  • Has easy integrations to other areas of your business operations
  • Provides some auto-engagement opportunities with leads thanks to website tracking

You can read all the pros (and some cons, let’s be honest) here.

With Your System in Place, You’ll Want to Focus on Killer Nurture Sequences

Creating the perfect nurture sequence is important when it comes to taking your leads on their journey to becoming your clients.

You can automate your nurture sequences to make the process far more optimised and systemised from your point of view. However, from your leads and clients’ points of view, well, you’re engaging with them and driving them to take specific actions.

Our favourite resource for the job: our very own Nurture Sequence Workbook.

It’s a short and sweet guidebook to walk you through creating a 5-part email nurture sequence designed to engage, connect and convert your customers. Grab your copy here.

Super Systems to Create, Optimise, Publish, and Distribute your Content


It’s just one of those things you need to keep having in place if you want to market your business online.

You can get all sorts of different types of content for attracting, nurturing and converting leads. But once you know which content types you’re going to focus on then you can get down to implementing systems to save you time and energy.

When it comes to planning your content and managing all the tasks needed as part of your marketing, our favourites include:

  • ClickUp – Your one-stop-shop for managing tasks and information, creating automated workflows and much more. A MUST for us here at Optimise + Grow!
  • Asana
  • Plutio
  • Teamwork

Then when it’s time to schedule your content across social media, you’ll want to use tools to support your particular strategy and platforms. No point marketing to IG if your ideal audience isn’t a fan of the grid.

Schedulers we love include:

  • FanBooster
  • Later
  • Tailwind
  • Sendible

Business Growth Systems to Support Your Onboarding Process

Signing up your next new client can be super streamlined and easy if you choose a system that is designed to consider the effort required to:

  • Quote for a job
  • Put a contract in place
  • Send invoices
  • Bring your client on board

How exciting is signing up a new client or starting a new project? You get help them start to achieve their own business goal all while doing something that you love.

This is probably why you started your business in the first place, #amirite?

So, don’t lose the love by using eleventy million and one spreadsheets, apps, tools, or programs that each do one piece of the client onboarding pie.

Save yourself a whole lot of time and seriously reduce your stress levels when you use one of our favourite all-in-one business systems:

For additional insights into how Simplero can change your life (and help you take over the world) then check out this comprehensive review I published.

So, What Happens When You Offboard a Client?

When you part ways with a client, depending on your business, your offering, and the customer experience you wish to create, there may be some offboarding actions you need to take.

To help create a system that works to streamline this process, consider:

  • All the steps a customer takes.
  • What steps can be made easier for you and the customer?
  • How can you add more value and the WOW factor?
  • What can be automated?

Need help figuring out all the steps a customer takes to engage with your business? Start with our Free Customer Experience Audit Tool.

Streamlined Systems for Client Feedback Loops and Follow-Ups

After onboarding your new clients (and delivering some killer goals) you will want to start creating opportunities for check-ins, reviews, feedback, or follow-ups.

This is an ideal way for you to grow and nurture those client relationships to build trust and referrals for future business.

There are three stages that you might set up automations when it comes to checking in with clients:

  • During the job
  • At the completion of the job
  • Follow-up after the completion of the job (at 3/6/12 months post-job)

Bearing mind here that the ‘job’ in this example is what you’re actually delivering your client whether that’s an ongoing retainer role or a one-off job that completes at a point in time.

Some systems you can use to streamline these touchpoints include:

  • Set reminders to check-in with your clients using: ClickUp or Asana
  • Add questions to automated sequences in your email marketing provider: Simplero, Mailerlite, or ActiveCampaign
  • Schedule reminders into your calendar so you can manually action these activities

Confidently Launch and Promote New Products and/or Services Using These Business Systems

Before we flood you with our favourites, let’s look at the breakdown of what’s involved when you launch or promote a new product/service:


This is where you’re readying your audience for your launch and you’re planning your content to support all your marketing needs.

Content Creation

This is where you’re busily creating, publishing, and distributing your content to support a successful launch.


This is where you’re tying all your loose ends together, you’re ramping up interest and intrigue from your audience. Mostly, you’re keeping it simple and sticking to your launch plan.


This is the heart of your launch, you’ve done all the groundwork in the lead-up and you’re (hopefully) reaping the benefits! You’re generating the sign-ups and making the sales!


This is where you analyse what went well, what didn’t go as well as you hoped, and what you can change for your next launch.

So, which systems are a must for supporting a streamlined launch or promotional period within your business?

Our favourites – because they’re so good at breaking down all the steps required to get you to your post-launch celebration – include:

  • ClickUp
  • Asana
  • Teamwork Good ol’ reliable Google/Excel spreadsheet

Our top tip for streamlining these hectic moments in your business is to take it one step at a time. Find a system that can do this for you all while keeping to timeframes and the larger goal in mind, and you’ll save yourself a lot of headaches.

Business Growth Systems to Support Streamlined Cashflow Management

If you’re not used to managing your cash flow for a steady income these tips and tools will come in useful:

  • Schedule invoicing at specific intervals with your clients – this will keep cash flow steady and allows for efficiency in following up any overdue accounts.
  • Set up regular times to check your accounts and undertake reconciliations.
  • Automate accounting and invoicing where possible.

Tools we recommend for these include:

  • Xero
  • QuickBooks
  • Wave

Or, these all-in-one business systems also provide cash flow management functionality: Simplero and Dubsado.

When it comes to setting up an actual system to manage your cash flow we always recommend using Profit First. It is an internationally renowned book and money management methodology. Use this Prepare for Profit First Guide to get started.

Other Areas of Your Business That Can Be Streamlined

Businesses are as unique as they come, so undoubtedly there are other areas that can be streamlined to support growth.

Consider creating systems to optimise your:

1. Digital cleanup

If you’re finding that you have a lot of digital clutter taking up your time and mental space, it may be time to create systems in this area.

  • Use a file naming convention to find and organise files easier.
  • Archive old files that no longer have a purpose or are associated with a client you offboarded.
  • Manage your browser bookmarks or favourites so that you can easily find what you need.
  • Automate your inbox management so that your emails are filed into relevant folders as they arrive.

2. Data check-in

If your business services include checking and reporting on data, then you may have a need to create a data check-in system to support this process. This doesn’t have to be a complex app or subscription tool, it could be something as simple as a checklist and spreadsheet that allows you to capture the data quickly and easily. Or even better, a system that allows you to outsource th