Hello. Hey. Hai Reader 👋🏽,

We're wrapping up our Tips Tuesday series for 2025 today, and I wanted to end on something that I hope is going to save you SO much frustration in 2026:

Understanding the difference between systems and tools.

Because here's what I see happen constantly... Business owners invest in all the "right" tools, but their business still feels chaotic.

Projects still fall through the cracks.

Nothing feels smooth or efficient.

And they think 🤔, "Maybe I need a BETTER tool."

But, I have a secret, the problem isn't the tool. The problem is they don't have a SYSTEM.

What We Covering

• Tools and systems are NOT the same thing
• A tool is software or a platform you use; a system is HOW you use it
• You can have all the best tools and still be a mess without systems
• Systems make tools actually work for you
• Understanding this difference will transform how you run your business

Watch or Listen

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Let me break this down for you...

Think of it like this: You can buy the fanciest kitchen tools...

A professional-grade mixer, top-of-the-line knives, the works. BUT, if you don't know how to cook or have a process for preparing meals, those tools are just expensive decorations taking up counter space.

Your business tools work the same way.

What's a Tool?

A tool is the actual software, platform, or application you use in your business.

Examples of tools:

• Your CRM (like Moxie, HoneyBook, Dubsado, or whatever you use)
• Your project management platform (Asana, ClickUp, Trello)
• Your email marketing software (ConvertKit, Mailchimp, Flodesk)
• Your scheduling software (Calendly, Acuity)
• Your accounting software (QuickBooks, Wave)
• Your design platform (Canva, Adobe)

Tools are the WHAT. What you're using to get things done.

You can go buy a tool right now.

Sign up, pay the subscription, boom 💥, you have the tool.

But having the tool doesn't mean your business suddenly runs smoothly.

What's a System?

A system is the procedure, workflow, or a series of repeatable steps you follow to get something done.

It's the HOW. How you actually use your tools to accomplish specific outcomes in your business.

Examples of systems:

• Your client onboarding system (how you take someone from "just signed the contract" to "first project meeting scheduled")
• Your content creation system (how you go from idea to published post)
• Your invoicing system (when you send invoices, how you follow up on unpaid ones, how you handle late payments)
• Your lead nurturing system (what happens when someone downloads your freebie or fills out your contact form)
• Your project delivery system (the steps you follow from kickoff to completion for every client)

Systems are processes. They're repeatable. They have steps. They have a beginning and an end.

And here's the key: Systems can exist without fancy tools, but tools are useless without systems.

The Real Difference (And Why It Matters)

Let me give you a real example from Studio117 Creative:

Tool: Moxie (my CRM)

System: My client onboarding process

The TOOL is Moxie. That's the software I pay for every month.

But the SYSTEM is what happens when a new client signs a contract:

1. They get an automated welcome email with next steps
2. Their project questionnaire is automatically sent
3. Their invoice is generated and sent
4. Once paid, they get access to their client portal
5. They receive their project timeline
6. The email with my scheduler to schedule their first meeting is sent
7. They're added to my project management board
8. They get reminder emails at key points

That entire flow? That's my system.

Moxie is just the tool I use to execute that system.

I could switch to a different CRM tomorrow, and as long as I recreate my system in the new tool, my onboarding would still work smoothly.

See the difference?

The tool is replaceable. The system is what actually runs your business.

Why People Confuse Tools & Systems (And Why It Matters)

Here's what usually happens:

Someone's business feels chaotic. They're dropping balls, missing deadlines, and forgetting to follow up with leads.

They think 🤔: "I need better tools!"

So they buy a fancy project management tool. Or a CRM. Or some productivity app they saw someone recommend on Instagram.

They set it up (kind of), use it for a week, and then... nothing changes.

Because they didn't need a tool. They needed a SYSTEM.

Or the flip happens:

Someone has great systems in place... clear processes, documented workflows.

But they're executing everything manually. Copying and pasting. Sending the same email over and over. Manually tracking things in spreadsheets.

They're exhausted and overwhelmed.

They don't need better systems. They need TOOLS to automate and streamline their existing systems.

The sweet spot is when you have both:

• Clear systems (processes that work)
• Good tools (software that executes those systems efficiently)

That's when your business starts to feel smooth.

That's when things stop falling through the cracks.

That's when you can actually scale without losing your mind.

Common Mistakes People Make

Let me walk you through the mistakes I see most often:

Mistake #1: Buying Tools Without Building Systems

You sign up for every tool that promises to "transform your business." Your subscriptions are adding up. But nothing's actually working because you never built the underlying processes.

The fix: Build your system first on paper (or in a simple doc).

Map out the process.

THEN find the tool that executes it best.

Mistake #2: Building Complex Systems Before You Need Them

You try to create elaborate, perfect systems for every tiny thing in your business before you even have clients or revenue.

The fix: Start simple.

Build systems as you need them.

Your first system should probably be client onboarding (if you have clients) or content creation (if you're building an audience).

Mistake #3: Not Documenting Your Systems

You have systems in your HEAD, but they're not written down anywhere.

So when something breaks, you can't figure out what went wrong. Or when you want help, you can't explain to someone else what to do.

The fix: Document your systems. Even if it's just a simple checklist or a step-by-step doc. Future you (and anyone you hire) will thank you.

Mistake #4: Using Tools for the Wrong Systems

You try to force a tool to do something it wasn't designed for because you don't want to pay for another subscription.

The fix: Match your tools to your systems. If a tool doesn't support your process, either change the tool or adjust the process.

Don't fight against the tool.

Mistake #5: Never Reviewing or Improving Your Systems

You set up a system once and never look at it again, even when it stops working, or your business evolves.

The fix: Review your systems. At least annually, but quarterly is probably better if you can fit it in your schedule.

What's working?
What's not?
What's changed in your business that requires updating your systems?

How Systems and Tools Work Together

Let me show you how this works in practice with a few more Studio117 examples:

Example 1: Content Creation

System: My content creation process

1. Brainstorm topics and choose one
2. Draft content
3. Edit and finalize
4. Create graphics
5. Schedule and publish

Tools that support this system:

• Google Docs (for drafting)
• Canva (for graphics)
• WordPress (for publishing blog posts)
• ConvertKit (for email newsletters)
• Asana (for tracking what stage each piece is in)

The SYSTEM is the process. The TOOLS help me execute it efficiently.

Example 2: Lead Follow-Up

System: What happens when someone fills out my contact form

1. They get an instant automated reply confirming I received it
2. I get notified immediately
3. I respond within 24 hours with answers and next steps
4. If they don't respond in 3 days, they get a follow-up
5. If they book a call, they enter my client onboarding system
6. If they don't book, they get added to my newsletter for future nurturing

Tools that support this system:

• Contact form (on my website)
• Moxie (for automated emails and follow-ups)
• Gmail (for personal responses)
• Calendly (for booking calls)
• ConvertKit (for newsletter)

Again - the system is the FLOW.

The tools make it happen without me having to manually do every step.

Building Your First System (If You Don't Have One)

If you're reading this and realizing you have tools but no systems, here's where to start:

Pick ONE thing that happens regularly in your business:

• Getting new clients onboarded
• Publishing content
• Following up with leads
• Invoicing and getting paid
• Delivering your service/product

Map out the current reality: Write down every step that currently happens (or should happen) from start to finish. Be honest!
Include the messy parts and the steps you forget half the time.

Identify the gaps: Where do things fall apart?
What gets forgotten?
What takes too long?
What's manual that could be automated?

Design the ideal flow: What SHOULD happen at each stage?
What's the smoothest, most efficient way to move from start to finish?

Document it: Write it down. Make a checklist. Create a simple flowchart.
Just get it out of your head and onto paper (or screen).

Find the right tools: NOW you can look for tools that support this system.

You know what you need the tool to do, so you can evaluate options based on whether they fit your process.

Implement and refine: Set it up, test it, see what works and what doesn't.
Adjust as needed.
Systems aren't set-it-and-forget-it, they evolve as your business evolves.

The Bottom Line

You don't need more tools. You probably have enough tools already.

What you need are systems - clear, documented processes for how your business operates.

And once you have those systems in place, the right tools will make executing them so much easier.

But tools without systems? That's just expensive chaos.

Your Action Steps This Week

Since this is our last Tips Tuesday before the break, I'm giving you homework to work on while I'm away:

1. Audit your tools: What tools are you currently paying for? Make a list.

2. Identify your systems (or lack thereof): For each major tool, ask yourself: "Do I have a clear system for using this, or am I just winging it?"

3. Choose ONE system to build or improve: Pick the one thing that would make the biggest difference if it ran smoothly. Start there.

4. Map it out: Write down the steps. Be specific. Document the process.

5. Evaluate if your current tools support it: Does the tool you're using make this system easier or harder? If harder, consider if you need a different tool OR if you need to adjust your system.

This is work you can do over the holiday break when things are (hopefully) a little slower. Start 2026 with at least ONE solid system in place.

Taking a Break (And When We'll Be Back)

This is the last Tips Tuesday email of 2025!

I'm taking some time off starting December 15th to rest, reflect, and recharge.

Running a business as a solopreneur means you have to be intentional about taking breaks, and this is mine.

Tips Tuesday will be back in your inbox in early 2026.

We'll pick up with the Content pillar we didn't get to finish this year.

But before I go, I want to say thank you.

Thank you for being here.

Thank you for reading these emails (or watching the videos, or both!).
Thank you for letting me share what I know and for trusting Studio117 with your questions and your business needs.

You guys make this work feel less like work and more like connecting with friends. And I appreciate that more than you know.

Need Help Building Systems?

If you're realizing your business needs systems (not just more tools) and you want help getting them set up let's get you on the schedule for the top of the year.

We can:

• Audit your current tools and processes
• Identify which systems you need most
• Document and build out those systems
• Set up the tools to support them
• Train you on how to actually use everything

Want to start 2026 with systems that actually work? Book a strategy call!

From My Family to Yours

Whatever you celebrate (or don't celebrate) this season, I hope you find moments of rest, joy, and peace.

Take care of yourself.
Take time off if you can.
Your business will be there when you get back.

I'll see you in 2026!

P.S. If you haven't already, make sure you're subscribed to the YouTube channel! Even though Tips Tuesday emails are taking a break, I might drop some content over there during the break. You never know! 😊