Ever feel like you’re constantly playing catch-up with your marketing tasks, even though you’re trying really hard to stay consistent? You’re not alone. In this episode of the Powerful Marketing Tips podcast, co-founders Mari-Liis Vaher and Laura Kukemelk share how to build smarter systems that support your creativity without overwhelming you.
Why Systems Help You Work Smarter (Not Harder)
Many people resist systems because they sound boring or restrictive. But in reality, systems are what free you to focus on the fun stuff—strategy, creativity, connection.
If you’re feeling stuck or inconsistent in your marketing, it’s likely not because you lack motivation. It’s because your system (or lack of one) is failing you.
- Systems reduce decision fatigue
- They bring order to your ideas
- They help you stay focused when life gets busy
As Laura shares: “You don’t need a fancy system—you need one that saves time and energy, and grows with you.”
The S.Y.S.T.E.M.I.C. Framework: Your Blueprint for Clarity
Mari-Liis and Laura break down the 8-step SYSTEMIC framework so you can build systems that actually stick:
S – Set the Vision
Clarify your goal. What do you want the system to help you do? For example: “Publish weekly content without burning out.”
Y – Your Workflow
Map out every step from start to finish. Use post-its, Google Sheets, whiteboards, or Trello—whatever works for you.
S – Select Your Tools
Pick tools that match your style. No need to use what “everyone else is using.” Hate Notion? Use Google Docs. Prefer visuals? Try Trello.
T – Test It Small
Don’t aim for perfection straight away. Build a minimum viable version first and just get started. You can always add more steps later.
E – Establish Documentation
Templates, SOPs, and checklists make your workflow repeatable. Bonus tip: Record a 3-min video of yourself explaining it (makes it so much easier to delegate in the future!).
M – Make It Smarter with AI
Use AI tools (ChatGPT or whatever you prefer) to support (not replace) your system. Start small—like automating a content brief.
I – Integrate Metrics
Define what success looks like (e.g., consistent publishing, reduced lead response time) and track it.
C – Continually Improve
A great system is a living thing. Schedule monthly or quarterly reviews to tweak what’s not working.
Quotes:
- “What makes a system effective? Of course, it has to work for you. What may work for me may not be helpful to you. And that’s okay, because we are all very different.” – Laura Kukemelk
- “Assuming is the mother of all problems we have. Let’s be honest, because we always assume that people think the same way we do.” – Mari-Liis Vaher
- “No fancy tool can do that thinking and planning work for you. You still have to be the one behind the driving wheel.” – Laura Kukemelk
- “Make sure you focus on consistency, not perfection. Because you are not perfect. Nobody is.” – Mari-Liis Vaher
Timestamps
00:02:15 Common misconceptions about systems
00:06:45 Introducing the SYSTEMIC framework
00:08:20 How to document and delegate workflows
00:12:30 Using AI to improve your systems
00:17:15 Tracking success and continual improvement
Also read: The Ultimate Social Media Checklist to Simplify Your Strategy and Boost Your Results
Build Systems with Us Inside the Powerful Marketers Hub
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