How I helped Tim free up +10h/week, regain control over his life, and rapidly scale his businesses with my systems
Intro
I am about to show you how I helped Tim free up +10h/week, regain control over his life, and rapidly scale his businesses with my systems.
He runs an education startup, consults other businesses on growth, invests, and is a father of two.
This was Tim before we started working together:
“I was going through a period of complete burnout and I was like ‘Simon I need help. I’m drowning in the amount of work and pulls on my time, and I’m trying to make sense of it all.’ (…) There were moments of complete darkness. Things were out of control, my energy was low, my mental and physical state were poorly managed, it became this cycle that was very difficult to break. I had created a habitual state of stress and anxiety I did not know how to break out of.”
This was Tim a few weeks after we started working together:
“Processized gave me back the control over my life and business. It helped me gain clarity on what's important and close all those "open tabs" that kept me up at night! I can now achieve more and spend my time on what matters. Stress now feels optional!”
You can watch the whole interview here:
Here’s exactly what I’ll cover today
I’ll break down the 4 systems that allowed Tim to free up +10h/week, regain control over his life, and rapidly scale his businesses with my systems.
All while running his education startup, consulting other businesses on growth, and investing without compromising his family life and health.
The systems are the following:
Centralized Workspace: How to organize your ENTIRE work & business in ONE place
Clarity Protocol: How to clean the mental mess and regain control over your work
Strategy Mapping: How to concentrate your and your team’s energy on what matters, effectively
Weekly Review: How to improve perpetually and always hit your goals
Who can benefit from this?
You want to rapidly scale your business and achieve more in less time, but:
Your mind is full of mental clutter
Are constantly busy and lack time
Your team’s collaboration is ineffective
Your systems and processes are inefficient
Are drowning in day-to-day, low-impact tasks
Are struggling with focus, creativity, and discipline
Feel overwhelmed by your workload & responsibilities
Are juggling multiple tools/software to manage your operations
Your work & know-how are disorganized and scattered all over the place
These were the problems Tim, and other of my clients, struggled with before they started working with me.
If you implement the systems I’m about to show you, you’ll eliminate the problems mentioned above.
Who am I?
A few words about me.
I’m Simon, founder of Processized. I help growth-seeking entrepreneurs systemize their work to free up time, streamline, and rapidly scale their business without drowning in the daily grind.
Long story short, I was working as a product manager for 5 years in different companies (small and big).
One day I realized that Elon Musk was making 100,000 times more than me, and one of the reasons for that was having systems that gave him leverage.
This compelled me to become as optimized as possible through systems.
That day, I decided that I wouldn’t work more than 5 hours per day while still advancing my career, getting raises, etc.
This meant that every time I crossed the 5-hour mark, I had to optimize.
To achieve that, I read everything I could get my hands on about productivity, management, operations, knowledge management, systems, processes, agile, etc.
I then implemented these strategies personally and with the teams I led (teams of engineers, designers, & stakeholders), analyzed the outcomes, and iterated with new learnings and hypotheses.
Years of this practice transformed my work and life.
At my 9-5 job, I managed to 10x my salary in less than 4 years without working more than 5 hours per day.
In the meantime, since I had a lot of free time, I learned many new skills and launched a few side-projects (a meditation app, an effective meetings app, public Zettelkasten, and more).
Despite these personal successes, I noticed two recurring issues.
Firstly, my colleagues were overworked while I wasn't.
Secondly, the companies I worked for were disorganized and inefficient, wasting countless hours and thousands of dollars, while my teams were not.
Both problems stemmed from a lack of what I'd been cultivating for years—systems.
Seeing this opportunity, I decided to start a business to solve these two problems.
So far, I’ve worked directly (1-1) with 20+ entrepreneurs as a consultant, saving them countless of hours and maximizing their and their org’s productivity through systems.
I also sold +1,600 systems on Gumroad.
Now I’m using my 6 years working in startups and agencies combined with the experience gained from working 1-1 with +20 entrepreneurs and selling +1,600 systems online to build the best systems for entrepreneurs that help them scale rapidly without drowning in work and stress.
#1 Centralized Workspace
“I can now see all of the things that are going into achieving a goal or project in one place.” —Tim
Nothing would be possible without a centralized workspace to run the entire work and business in one place.
Before we started working together, Tim’s work was scattered across multiple locations.
Startup’s project management in ClickUp
Startup’s documentation in Google Docs
Notes and ideas in Apple Notes
Consulting tasks in Asana
Personal tasks in Notion
Etc.
Having ONE system to centralize your work is essential.
If your work, know-how, and operations are scattered across multiple locations, you’ll waste time and stress trying to manage it and hunt for the information you need.
This makes work inefficient and stressful.
It's like having your cooking utensils in the bathroom, spices in the bedroom, pots and pans in the living room, and food in the garage, rather than having everything in one place—your kitchen.
On the other hand, having your business centralized leads to:
Control: You have total visibility over everything happening in your business and can easily monitor progress on key initiatives → Here Tim sees his current initiatives—their type, due dates, status, progress, and mor
e
Efficiency: You have quick access to any information you need → Each initiative provides access to connected Tasks, Resources, Meetings, Ownerships, etc
.
Clarity of mind: All of your thoughts, ideas, tasks, and projects, instead of cluttering your mind, are neatly organized in an external system → Quick Action buttons allow Tim to capture key inputs (especially when he’s on the go)
If you’re interested in a similar workspace, you can get started with my FREE Clarity System for Entrepreneurs
Here’s the link: https://processized.lemonsqueezy.com/buy/ca9f3d5e-b541-4077-8819-8d8a4f122e5b
#2 The Clarity Protocol
This system was the breakthrough in terms of starting to buy back some mental clarity and cleaning up the mental mess.
I finally feel in control. I have a very simple system I can use whenever I’m anxious, nervous, or worried about something. I can put my thoughts and work somewhere where I know I’ll come back daily and I’ll be able to do something with it.
And this is massive.
—Tim
Before we started working together, Tim was drowning in work.
He desperately needed a way to clear the mental mess that was cluttering his mind and making him stressed.
That’s why we implemented the Clarity Protocol.
It provided him with
Clarity of mind: the mental mess is cleared and your thoughts are neatly organized in one external system
Clarity of action: you know what you want, how to get it, and have one place to manage tasks and monitor progress
Why should you care?
As an entrepreneur, you’re dealing with a lot of information.
And after working personally with numerous entrepreneurs, I have found that without a system to manage this information, you'll eventually lose clarity, and, consequently, control over your life and business.
Why is clarity crucial?
Without clarity, open loops clutter your thoughts, causing distractions and preventing focus.
Without clarity, you’re wasting time working on the wrong things and deciding what to work on.
Without clarity, you’re losing sleep worrying whether crucial tasks are being handled.
In short, without clarity, you’re less productive, more stressed, and waste needless time and money.
The Clarity Protocol allows you to avoid that.
How does it work?
I cover it in this 3-minute video:
The Clarity Protocol is available in the FREE Clarity System for Entrepreneurs (mentioned in the previous section).
You can grab it here: https://processized.lemonsqueezy.com/buy/ca9f3d5e-b541-4077-8819-8d8a4f122e5b
Quick Note
If you are finding this guide valuable and want help implementing this stuff as soon as possible to reach your goals, you can book a call here.
I’ll show you exactly how I’ll use systems to free up time, streamline, and scale your business without drowning in the daily grind.
I’ll only be taking on 2 more clients. So if you’re interested, I would highly suggest you book a call now and then come back to this guide.
Otherwise, let’s continue with the guide.
#3 The Strategy Mapping
I see all of the energy that is going into a goal. I don’t lose context like: how do we get here? what are we doing again? how does the thing fit inside why are we doing this? Everything is in one place. — Tim
If you’re not clear on your goals and how you’ll achieve them, you may end up wasting a lot of time, energy, and resources working on the wrong things.
This is what happened to Tim.
He and his team, instead of working on what was important, worked only on what was urgent.
Tim was putting out fires the whole day instead of focusing his energy on the priorities.
Although he was working 12 hours per day, he was making little progress feeling as if stuck in a hamster wheel.
To prevent that, we implemented Strategy Mapping
We mapped out everything that was happening in Tim’s life and business and transformed it into:
Area(s): key sphere of activity with a standard to be maintained over time (ex. Marketing)
Outcome(s): timely and measurable goal to move a given area forward (ex. Increase website CVR by 10% EO Q1 2024)
Output(s): tangible deliverable or result to achieve a given outcome (ex. Conduct 1 CVR experiment per week)
Input(s): unit of work to generate a given output (ex. research benchmarks, create experiment hypothesis, create designs, etc.)
This provided him with complete clarity on what he and his teams wanted to achieve and how to get there.
We then organized it in his workspace so he could monitor the progress of each of his initiatives and seamlessly control all of the inputs and outputs he and his team were responsible for to deliver on the goals they had set
.
You can learn more about how to map your strategy in this video:
#4 Weekly Reviews
“The Weekly Review freed me up to do more things—more time for family, workouts, and wellness.” —Tim
Before we started working together, Tim was drowning in an endless list of tasks.
No matter how much he worked, there was always something to do—resulting in 12-hour workdays.
This nearly burned him out.
To fix it, we implemented the Weekly Review.
Every Sunday, he would look back on the week and assess his last week’s performance.
Did I have a clear mind?
Was I focused? Did I hit the number of deep work hours I wanted?
Was I consistent with my habits?
Did I work more than I wanted?
Did I spend enough time with my family?
Did I deliver all of the tasks I was supposed to deliver?
Are current initiatives on track?
Then, he would define the “next actions” to fix the areas where he fell short and plan the tasks for himself and his team to move his active initiatives forward.
This provided him with a list of things he needed to do to move his life and business forward at a pace that was acceptable, realistic, and effective.
This broke the hamster wheel by replacing the endless list of tasks with high-impact actions and consequently freed him up to do more things.
I cover the weekly review in more detail in this video:
Results
“Without a structure to harness your and your team’s energy it will be wasted. With structure like Processized you can go farther and faster.” —Tim
After less than 6 weeks of working together, we:
Revolutionized Tim’s productivity—splitting his work hours in half while getting more done
Got his life and business under control—completely eliminating overwhelm and stress
Created more time and space for side projects, family, and wellness
Implement the four systems I showed you today to get results like Tim
…
If you found this guide valuable and want help implementing this stuff as soon as possible to reach your goals, you can book a call here.
I’ll show you exactly how I’ll use systems to free up time, streamline, and scale your business without drowning in the daily grind.
I’ll only be taking on 2 more clients. So if you’re interested, I would highly suggest you book a call now.
Best,
Simon