"From Templates to Time Blocks: How Systems Keep My Business Running"
As a solo creative — especially if you're gearing up for a major life shift or planning extended time away from your business — having solid systems in place can make all the difference. Whether it’s automations, templates, or time-blocking strategies, these behind-the-scenes structures allow your business to keep running smoothly (and even generating income!) while you take the time you need — without the added stress.
System 1: Weekly Planning + Time Blocking
Weekly planning has become one of the most important tools I use to stay grounded, focused, and intentional in both my business and daily life. It helps me approach each day with clarity — knowing exactly what needs to get done, what can wait, and how my tasks align with my bigger goals. As a solo business owner (and soon-to-be first-time mom!), having a clear weekly structure gives me peace of mind and helps me stay productive without burning out.
Here’s a current snapshot of what my weekly schedule looks like. Keep in mind, I officially launched my business in September 2024, so I'm still refining what works best — and I know things will shift again once baby arrives this fall and as my business grows.
Monday:
🕘 9am – 12pm: Marketing focus — writing blog content one month ahead and scheduling Instagram posts for the week.
🕐 1pm – 3pm: Client meetings — prep, a 40-minute Zoom call, and follow-up emails with weekly action items.
Tuesday – Thursday:
🕘 9am – 12pm: Marketing (Pinterest scheduling, email planning, content batching).
🕐 1pm – 3pm: Client work — designing websites, building templates, and refining deliverables.
Friday:
🕘 9am – 12pm: Wrapping up client work, sending follow-ups, and delivering site links for feedback or final approval.
🕐 1pm – 3pm: Tying up any loose ends to prep for the upcoming week.
One of the biggest perks of running your own business is the flexibility — I can take mental health breaks, work from a cozy coffee shop, or squeeze in a midday gym session when needed. But that flexibility only works because I stay committed to the schedule I’ve created. Discipline and boundaries are what turn a dream schedule into one that’s actually sustainable — for both myself and my clients.
Priorities for the week:
My main priorities each week are focused around three key areas:
Client Work & Timely Delivery – Ensuring all projects are completed and delivered by their due dates.
Marketing – Publishing one blog post per week and sharing three Instagram posts to stay visible and connected.
Prep & Planning – Getting ready for next week’s client meetings and batching content for the upcoming month.
System 2: Client Workflow Automation
I shared a simplified version of my client workflow in a previous blog post, but today I’m diving deeper into the full process — especially for those of you who are fellow web designers or creative solo entrepreneurs. (P.S. Stay tuned — I’ll be offering a free downloadable version of this workflow soon!)
Keep in mind: these are my current website design offerings, each with a different timeline depending on the scope of work:
1-Page Website: 2-week design timeline
Full Custom Website: 4–6 week design timeline
Website Refresh: 4-week design timeline
Pre-Project Phase:
The client applies for a website design package and books a free consultation call.
We meet for a 40-minute call to review their website needs, business goals, and determine the best-fit design package.
If it’s a mutual fit, I send a custom proposal and invoice.
Once the proposal is signed and the initial payment is made, the client’s spot is officially reserved (typically 1–2 months out).
I send over the Website Prep Form, which includes requests for brand copy, professional photos, and other essential assets. I make it clear: we can’t begin the design phase until this form is fully completed.
Once the prep form is submitted, the client schedules their Kick-Off Strategy Call — and we’re ready to begin!
Design Phase (Based on a 6-Week Custom Website Timeline):
Week One:
Monday/Tuesday Kick-Off Strategy Call: We review the prep form, confirm any missing materials, and finalize design goals.
By Friday: I send an initial website mockup for feedback on the brand style: colors, fonts, layout, and overall structure.
Week Two:
Monday/Tuesday Strategy Call: We discuss creative direction before I build Version 1 of the website.
By Friday: Client receives Version 1 and is asked to come prepared with feedback for next week’s call.
Week Three:
Monday/Tuesday Strategy Call: Client shares feedback on Version 1 for me to apply to the next round of revisions.
By Friday: I deliver Version 2, moving the design closer to the final vision.
Week Four:
Monday/Tuesday Strategy Call: Client shares final feedback and requested revisions, as we continue refining design elements and user experience.
By Friday: I send the Final Version of the website for client review and functional testing (buttons, forms, mobile responsiveness, etc.).
Week Five:
Monday/Tuesday Final Strategy Call: We walk through the site together to ensure everything is working perfectly across devices.
By Friday: I fix any final glitches or tweaks and confirm the website is ready to go live.
Week Six (by Friday):
I send launch-day materials, including three optional social media posts the client can use to promote their new site.
I also provide personalized Loom video tutorials to walk them through their new Squarespace website.
This system allows my projects to stay on track, clients to stay informed, and me to stay sane — especially with a baby on the way! Having a clear, step-by-step workflow helps set expectations and keeps everything running smoothly, even when life gets busy.
You might be wondering—how does a potential client even get started with a website design project?
I use a CRM (Client Relationship Management) tool called HoneyBook, which allows me to embed a pre-set application form directly onto my website. This form acts as both a Web Design Application and a consultation scheduler all in one, streamlining the onboarding process for both me and my clients. From there, HoneyBook automations kick in, sending out proposals based on the selected package, prep forms tailored to different industries, and email templates to guide clients through every step.
Here’s an example of what my application and scheduler look like — feel free to use it as inspiration for your own client process!
System 3: Template Shop & Marketing Workflow
One of the best things about running a solo business is the freedom to build something that’s uniquely you—and that definitely applies to Template Shops. I’ve seen shops with just two general templates, and others with a whole collection tailored to niche audiences. The truth is, you never really know how things are going behind the scenes (unless someone shares all the juicy behind-the-business details—my favorite kind of content!). That’s why having a solid strategy and realistic plan is so important.
As I prepare for maternity leave and look ahead to returning, I’ve created a structure to keep my business running smoothly—with a big focus on planning, automation, and simplifying where I can. Here’s a peek into how I’m organizing things before, during, and after maternity leave.
📅 Pre-Maternity Leave: Planning & Prep Mode
🛍 Product Creation
My goal was to have 12 templates live and available for purchase—both on my website and across other digital product platforms.
📣 Scheduled Marketing Content
To stay visible while I’m out:
Instagram: 12–15 posts scheduled for September and another 12–15 for October, focusing on my Template Shop, behind-the-scenes Web Design, and early 2026 bookings.
Blog: 4–5 posts per month with content centered around Web Design, Digital Products/Passive Income, and Small Business tips.
🤱 Maternity Leave: September–October
🚫 No New Content
Everything’s pre-scheduled—so I can truly step back during this time.
💬 Client Support & Admin
Web Design inquiries will still be accepted via my HoneyBook application form, with consultations opening back up in November or December 2025. These are 30-minute phone calls only.
Template delivery: Either myself or my husband will handle template transfers within 24 business hours after purchase—teamwork at its finest.
✨ Post-Maternity Leave: November–December
📞 Client Work
Consultation calls for inquiries will slowly resume (realistically, just a few per week).
Sending proposals and (pre-made) Website Prep Forms or 2026 website projects.
Template delivery: Either myself or my husband will handle template transfers within 24 business hours after purchase—teamwork at its finest.
🛍 Product Creation
Creating 1–2 new templates per month to keep the shop growing sustainably.
📣 Marketing
Blog: Weekly posts focused on Web Design, Passive Income, and Holiday Prep for business owners.
Instagram: 3 posts per week, highlighting the Template Shop, 2026 bookings, and behind-the-scenes from my Web Design work.
If you're a fellow work-from-home business owner or creative trying to balance business with big life transitions, I hope this gives you some helpful insight—or at the very least, reassurance that you can step away without everything falling apart.
More updates coming soon—especially once I see how this all plays out in real time!
Fin!
As a solo, work-from-home mom-trepreneur (yes, I’m officially claiming that title!), there’s only so much planning you can do—because let’s be honest, maternity leave doesn’t come with a fixed timeline. You can’t always predict how long you’ll need to step away, and that’s okay.
What has helped me feel more prepared is having a strong foundation in place: a fully stocked Template Shop, strategic and pre-scheduled marketing content, and a solid support system (shoutout to my husband!). These systems give my business the structure it needs to keep running—even while my main focus is on our new little one.
Life with a newborn is beautifully unpredictable, but systems bring clarity, calm, and consistency—and ideally, keep the income flowing too.
If you're also a solo, work-from-home mom-trepreneur, know that you're doing an amazing job. Let’s keep cheering each other on, sharing what works (and what doesn’t), and opening up about the real behind-the-scenes of running a business while raising a family. We’re in this together. 💛
