How I run my biz in under 10 hours a week 🤩
From the Tech-Simplified Desk of Rucheli:
Hey there tech-simplification friend! ☕
Welcome back to another Systeme.io Sunday — your weekly dose of "tech doesn't have to be so darn complicated" energy delivered straight to your inbox!
Last week we talked about the only 5 tech tools you actually need to run your online business, and I challenged you to look at what you could cancel in your tech stack to save money and simplify things. (My DMs have been blowing up with people shocked at how much they were spending on redundant tools! One coach realized she was paying for THREE different email marketing platforms. Yikes!)
Today, I'm pulling back the curtain to show you something I get asked about ALL the time — my actual weekly workflow and the systems that help me run my business in under 10 hours a week. Because working less while earning more isn't just a cute Instagram caption... it's totally possible with the right systems!
Let's dive in...
🚀 Tech Truth Bomb: The "Automate or Delegate" Revolution
A few weeks ago, I found myself sitting in my minivan to pick up my 10-year-old from tutoring, running an entire launch while my kids' teacher was giving me the "you're late again" stare through the windshield.
But here's the thing — I wasn't late because I was frantically typing away or having a meltdown. I was just late because life happens sometimes... and my "launch" consisted of calmly checking notifications while my automated systems were handling emails, registrations, and even answering common questions from prospects.
It wasn't always this way.
Two years ago, I was the poster child for entrepreneurial burnout. I was working 60+ hours a week, manually doing EVERYTHING, and constantly feeling like I was drowning in tasks. My to-do list looked like the CVS receipt of business operations — endlessly long and mostly unnecessary.
My breaking point came during a homeschool field trip when I spent more time on my laptop than with my kids at the museum. I remember my oldest asking, "Mom, why do you even come if you're just going to work the whole time?"
Talk about a gut punch.
That's when I realized I needed to completely rethink my approach to running my business. I needed to make a critical decision about every single task:
Here's a typical weekly workflow now:
MONDAY: Strategy & Content Planning (3 hours)
• 30 min: Weekly planning meeting with my team
• 90 min: Batch creating content (I use AI to help with outlines, then add my personal stories)
• 60 min: Client strategy calls
TUESDAY: Client Support (2 hours)
• 30 min: Check Simple Systems Society community questions
• 90 min: Record tutorials or trainings for Design Build Scale members
WEDNESDAY: Funnel Strategy Day (2 hours)
• 30 min: Project progress check-ins
• 90 min: Systems review and optimization (this is when we tweak automations)
THURSDAY: Content Creation (2 hours)
• 30 min: Check Simple Systems Society community questions
• 90 min: Deep work on courses, workshops, or big projects
FRIDAY: CEO Time (1 hour)
• 30 min: Review metrics and analytics in Systeme.io dashboard
• 30 min: Plan for next week
That's it. 10 hours a week. The rest? Automated or delegated.
What makes this possible? Two core principles:
1. If it repeats, automate it. Anything I do more than twice gets turned into an automation. Welcome sequences, follow-ups, onboarding, FAQ responses — all automated.
2. If it's not your zone of genius, delegate it. My team handles the vast majority of tech support, customer service, content scheduling, and design. I focus on strategy, teaching, and connecting with my community.
The beauty of Systeme.io is that it makes both automation AND delegation infinitely easier. My team has their own logins with specific permissions, automations are visual and simple to set up, and everything lives in one place.
Remember: Your business should work FOR you, not the other way around.
🛠️ Tip of the Week
While we're talking about automation and saving time, I have to share this game-changing trick that's not Systeme.io-specific but will save you HOURS when creating presentations for your courses or workshops.
I recently posted a new YouTube tutorial showing how to use Canva's new AI feature to transform a simple document into a gorgeous slide presentation in literally seconds.
This is perfect for:
• Creating course modules quickly
• Turning blog posts into webinar slides
• Making professional-looking workshop materials without design skills
Check out the tutorial here: https://www.youtube.com/watch?v=_YtRdIDHTJM
🎉 Tech Wins from Coaches Just Like You
Speaking of automating and delegating things... This member of the Simple Systems Society was looking to offload two emails she sends on a weekly basis to her members. Remember, if we're doing something over and over, we should find a way to NOT have to do it manually anymore!
Within a few hours, she had answers on how to get the exact automation she was looking for all set up inside Systeme! And the best part? She gets to use that extra 4 hours a month for actual coaching instead of admin work!
🧠 This Week's Tech Simplification Challenge:
This week, I want you to audit your time using the "Automate or Delegate" framework:
1. Track everything you do in your business for just one day (seriously, everything)
2. Mark each task with an A (could be automated), D (could be delegated), or E (essential for YOU to do)
3. Pick ONE "A" task and set up an automation for it this week
Next week, I'll be sharing my favorite "set it and forget it" email automations that keep leads warm even when you're not actively launching or selling.
I'd love to know — what's one business task you're currently doing manually that you suspect could be automated?
👇 Tell me in the comments—I’m all ears!
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HEY, I’M RUCHELI…
... founder of Get The Tech Out Of Here, creator of the Design Build Scale tech implementation program and the Simple Systems Society tech support membership... and now I'm your personal guide on the tech journey that comes with launching an online business as a coach or course creator!
Can't wait to help you get the tech out of your business so you can get back to what you do best!