Inside: Stop feeling overwhelmed as a mom! Below you’ll find what I found to be the best systems for busy moms. This post contains affiliate links, meaning I get a commission if you decide to purchase through my links, at no cost to you.
Moms are busy.
The “workload” often increases with each beautiful bundle you bring into the world. Additionally, each of those humans can bring his or her own unique set of needs, talents, and wants. Again, moms are busy.
My boys are all neurodivergent meaning they have additional developmental needs than typical children. As I meet parents worldwide, I see that the needs list is getting longer for kids. It may be because we know much more about how brains develop or our world contains stuff that developing brains don’t like.
All these “extras” add to a mama’s schedule and mental load!
Looking at my life, each of my boys is in a different school environment because the one-size-fits-all education system we have in America didn’t work for them. This means we have three different school schedules, four different locations for school, and additional extracurricular activities such as sports, private classes, and co-ops. We even have a “no-more-than-one-sport-per-kid-per-season-no-club-sports” rule but activities and sports still fill up the calendar.
To top it off, I work to help provide for our family. Because of this, I found myself constantly drowning in the endless to-do lists and competing priorities.
Between managing my boys’ needs, running this blog, and trying to maintain a clean-ish house, let alone making sure I was meeting my own needs, I felt like I was constantly dropping balls.
Have you been here?
- You get in bed at night and your mind is racing with all the things you forgot to do and all the things you need to remember for the next day.
- You’re constantly apologizing for missed deadlines or forgotten commitments because there’s just so much to keep track of.
- You haven’t taken your kids to the dentist in over a year because you had to cancel the appointment they automatically scheduled for you and you just haven’t made the time to call and schedule the dang thing?
Or is it just me?
Whether you’re juggling a child with special needs, running a business from your kitchen table, or simply trying to keep up with the endless demands of modern motherhood, the overwhelm is real. Sometimes it feels like we’re expected to do it all, be it all, and somehow look like a supermodel while doing it all. Thanks, social media!
That’s why discovering Systemize Your Life by Chelsi Jo was such a game-changer!
Systemize Your Life isn’t just another “get organized” program. Believe me, I have read so many productivity and organization books, have read blogs about it, and listened to the latest organization tips. I applied a lot of what I learned and still felt like something was missing.
I figured it out! I didn’t need another tool, I needed to have a paradigm shift about time; how I spend it and a simplified way to implement this new mindset.
I found Chelsi Jo while searching for podcasts on how to manage my chaotic life. I scrolled back to the very beginning of her podcast and listened to these episodes:
- EP 02 // How to Use a Brain Dump to Increase Your Weekly Productivity
- EP 03 // Learn How to Time Block Your Fundamental Needs To Reduce Stress and Anxiety
- EP 08 // The Menu Board Meal Planning System For Busy Moms: Easy Dinner Ideas and Simple Weeknight Meals The Whole Family Will Love
- EP 10: 5 Impactful Tips to Be a Successful Work-From-Home Mom
I then downloaded her freebie, Done For You Time Blocks, (click here and scroll down to download the freebie) from her website on how to set up a productive week and immediately felt a difference in how productive I felt. In turn, my overall mental health felt better as well.
I finally found someone who understood me and my busy life. Chelsi understands that moms, especially moms running businesses, need more than just pretty planners and motivational quotes. We need real, practical systems that work with our complex lives, not against them.
Chelsi Jo’s program is the first I’ve found that has FLEXIBILITY built in and reminds you that life is messy. I never have two days that are the same. Chelsi completely gets that because she is a busy mom, too. She has found a way to systemize even that!
In this post, I want to share how implementing Systemize Your Life has transformed my daily life from overwhelming to manageable (most days, anyway!). Because you deserve to feel in control, capable, and present – both for your family and dreams.
When “Just Get Organized” Isn’t Enough
You know you’re overwhelmed when you find yourself standing in the grocery store, staring at your list but not really seeing it. Or your kid walk into your office to ask for breakfast, and you keep saying, give me a second, until finally, you feel so stressed out that you can’t seem to get even one simple task done before being needed for one. more. thing.
How Overwhelm Can Show Up
- The Mental Load Never Sleeps: As you get into bed, you suddenly remember you need to order supplies for your son’s upcoming science lab. You pick up your phone and order it quickly on Amazon. You start to fall asleep then you sit up, wondering if you responded to that important email. Your brain refuses to shut off because it’s trying to hold onto every detail.
- Decision Fatigue Hits Hard: Standing in front of your closet for 15 minutes because choosing an outfit feels impossible. Even small decisions like what to make for dinner become overwhelming because you’ve already made 1,000 decisions about everyone else’s needs today.
- The Productivity Paradox: Having 15 browser tabs open with half-finished tasks, jumping between them all day, but somehow getting nothing done. You’re busy all day long but can’t point to what you actually accomplished.
- The Guilt Spiral: Feeling like you’re failing at everything because you’re trying to do everything. Missing a deadline because your child had a meltdown. Ordering Cafe Rio (again) because you didn’t have time to meal plan. The guilt piles up with each “dropped ball.”
Why Traditional Advice Doesn’t Work
When well-meaning people advise you to “just get organized” or “plan, prioritize, schedule, and execute tasks”, they don’t understand a mother’s reality. As moms, especially those of us parenting children with additional needs while working, we experience:
- Unpredictable Schedules: Your perfectly planned day can be derailed by a sensory meltdown, a sick child, or an urgent appointment. Traditional time-blocking systems don’t account for real life with kids.
- Complex Family Needs: Traditional organizing advice assumes you’re only managing your own schedule. They don’t consider coordinating multiple school drop-offs, monitoring multiple schedules, or managing little people’s developmental and sensory needs throughout the day.
- The Mental Load: Standard productivity tips don’t address the invisible work of motherhood – remembering everyone’s preferences, monitoring supplies, coordinating appointments, and maintaining the household’s emotional climate all the while working on your own stuff so you can co-regulate.
- Limited Time Blocks: Business advice often assumes you have long, uninterrupted hours to work. But when you’re fitting work between kid requests, homeschool, school pickups, or whatever other tasks you have to do with your mom hat on. This means you need a different approach.
This is why those beautiful bullet journals and standard planning systems often collect dust in our desks. They’re designed for people with predictable schedules and fewer variables to juggle. As moms running businesses while managing complex family needs, we need something different – something that bends and flexes with our unique challenges while still providing the structure we desperately need.
The Life-Changing Impact of the Right Systems
Having systems in your life decreases so much unnecessary stress. Having systems goes much deeper than just having a tidy space – it’s about creating a foundation that supports your family’s well-being and allows you to show up as the mom you want to be.
Mental Health Benefits
When I first implemented proper systems in our home, the most surprising change wasn’t in our schedules or our space – it was in my mind. Here are ways having systems in place that lead to more productivity can benefit you mentally:
- Decreased Stress: Instead of carrying every detail in your head, reliable systems become your external brain. No more waking up in a panic wondering if I forgot something important.
- Reduced Decision Fatigue: With clear routines and systems in place, you don’t need to make decisions about every little thing. You can put a lot of what you do on “auto-pilot”. This frees up mental energy for what really matters – connecting with your kids, growing in your marriage and work, and taking care of yourself.
- Decreased Anxiety: Knowing that important tasks are tracked and managed by systems rather than your stressed brain dramatically reduces daily anxiety.
- Present-Moment Living: When systems handle the background tasks, you can be present with your family and yourself instead of constantly planning the next thing in your head.
Building a Strong Family Culture Through Systems
The beauty of well-designed systems is how they shape your family’s daily life and long-term values:
- Shared Expectations: When everyone knows what happens and when it creates a sense of security and belonging. From morning to bedtime routines, these predictable patterns become the heartbeat of your family life.
- Quality Time Protection: Systems help carve out and protect dedicated family time. When you completely separate work from home tasks, you can fully engage in family activities without guilt.
- Values in Action: Your systems can reflect and reinforce your family values. Whether it’s regular volunteer activities, family meetings, or dedicated one-on-one time with each child, systems help you live out what matters most.
Bonus! Click these links to download a Free Quality Time Printable or the Family Values Toolkit!
The Benefits of Predictability for Kids
As a mom of three neurodivergent boys, I’ve seen firsthand how transformative the right systems can be for children:
- Emotional Security: Children thrive when they know what to expect. Predictable routines create a sense of safety and control in their world.
- Reduced Anxiety: When kids can anticipate what comes next, they’re less likely to feel anxious or overwhelmed by transitions.
- Independence Growth: Clear systems help children develop autonomy as they learn to follow routines independently.
- Sensory Management: Regular routines help children prepare for and process sensory experiences throughout their day.
- Transition Support: Predictable systems make transitions smoother, reducing meltdowns and resistance.
- Self-Regulation Tools: Built-in rhythms and routines support better emotional regulation and coping skills.
The Ripple Effect of Good Systems
When you have the right systems in place, something magical happens:
- Your kids feel more secure and behave better
- You have more energy for meaningful activities
- Your business runs more smoothly
- Your home feels more peaceful
- Your family connections grow stronger
The key is finding systems that flex with your family’s unique needs while providing enough structure to keep everyone grounded. It’s not about rigid schedules or perfect execution – it’s about creating a framework that supports your family’s well-being while helping you achieve your personal and professional goals.
5 Simple Systems for Managing Kids, Home, and Business
When I discovered Chelsi Jo’s Systemize Your Life framework, it was like someone finally understood the unique challenges of being a mom with big dreams.
Her approach isn’t about perfect schedules or unrealistic schedules – it’s about creating sustainable systems that really work for busy moms. Here are the core systems that I have been implementing and are transforming my daily life:
1. Five Time-Block Method
Rather than trying to multitask everything (which never worked!), Chelsi taught me to create focused blocks for five parts of my day. This was much simpler to follow than creating inconsistent blocks like I tried in the past.
- Morning Block – This is my “me time” before anyone in the house wakes up. I was already walking the dogs almost every morning but having a dedicated block ensures I start my day with self-care. My morning block includes getting dressed, walking the dogs, going to the gym for a 30-45-minute workout, and getting back to my house to read a devotion before getting the kids ready for school.
- AM Block – This includes time WITH my kids as they are getting ready for the day. This block ends once my kids are at all the different schools that fit their individual needs.
- Work Block – This is dedicated time where I GET TO WORK! I have a homeschooler, so he is home a few days of the week when I have my work block so I can’t completely separate work from home but we figured out a system that works for us.
- PM Block – This has been the most important part of my day to get right. It includes everything we do after the kids are done with school for the day. Before implementing Systemize Your Life, I wasn’t starting dinner until close to 6 or 6:30 pm delaying the whole rest of the night and setting us up for disaster the next morning. Now, I have a solidified time of 4:30 pm to start dinner so we can have family time before starting the bedtime routine.
- Evening Routing Block – Lastly, this is when my husband and I hang out and I get myself ready for bed. I wash my face, brush my teeth, and read something for my soul before closing my eyes for the night.
I have assigned colors to each block so I highlight them every week in my paper planner and because sometimes I need extra help, I created laminated sheets for each of my blocks using the same colors!
2. Routine Stacks
I implemented “habit-stacking” before (and even wrote about it) but routine stacking was a new concept to me. It’s essentially stacking up the habits and labeling them so it’s a no-brainer of what you need to do and when.
Chelsi says, “Routine stacking is all about making the most of your day by layering complementary tasks together.” “Instead of jumping from task to task, routine stacking allows you to seamlessly transition between activities that fit naturally together, making your day flow more smoothly.”
I could NOT remember my routine stacks at first so this is where my laminated sheets came in handy.
3. Hybrid Planner Method
One of the most revolutionary things I learned from Chelsi was her Hybrid Planner method. As someone managing multiple school and class schedules, business tasks, and family needs, this system was a game-changer.
I have always loved a paper planner, but I don’t want to carry it around with me everywhere I go. Google Calendar is great, but there’s something special about writing down what I have planned for the week, my family to-do list, and what I’m thankful for. Chelsi to the rescue, again! She has figured out a way where I can still get my writing fix which is much better for my mental health while also integrating a digital calendar so I don’t miss appointments.
I’ve taken what she’s taught me and have broken it down like this:
Digital Planning
My Google Calendar acts as my go-to appointment and schedule tracker. It’s color-coded for each family member. This is what I put on it:
- All appointments and school drop off’s
- Recurring events and reminders
- Multiple calendars shared with different “stakeholders”
- Business meetings and deadlines
Paper Planning
I use a physical planner for a weekly overview:
- Daily top priorities
- Gratitude practice
- Self-care tracking
- Menu planning
- Cleaning schedule
- Scheduled work time
- Routine Stacks
- Meal Prep time
4. The Weekend Reset
This weekly ritual helps set up the whole family for a successful week no matter how busy we are. Here are the things I’m resetting every Saturday and Sunday:
- Google Calendar – I review it for the upcoming week and make sure I have all drop-off and pick-up times scheduled.
- Light cleaning and tidying – This is something I’m working on getting better at. I try to at least clean the kitchen. The boys help with floors, bathrooms, and surfaces.
- Reviewing the week ahead – I grab my weekly planner and plan out my time blocks for the week then I write down all my fundamental needs and routine stacks.
- Meal Prep – I plan my meals using a Google Sheet I’ve had for years! I have 15+ meal plans that I rotate about every month. I pull this up on Sunday mornings. I either order my groceries online or I go to Sprouts before my kids wake up and shop in person. When I get home, the whole family helps by cleaning out the fridge and stocking it for the upcoming week.
- Laundry – I can usually get all of our laundry done on Saturday. The boys help fold and put away their clothes which is a huge time-saver! If I do it every week, we average only 2-3 loads. I’m working on what to do after a big camping trip or when it piles up!
- Homeschool Prep – We use Alveary and LOVE it but there is a lot of prep that goes into it so I take some time every weekend to make sure my son has everything he needs to complete his lessons with his private teacher.
Exciting news! If you’re interested in learning more about Alveary and signing up for the first time, use this link for $25 off!
5. Systems for Business
Last but not least, if you are a working mom, Chelsi even has systems that will rock your work life. I am still diving into all of her core workflows. She teaches you how to put your weekly, daily, and monthly tasks into a system so you know exactly what to do and when. There are also systems for events, projects, and ways to hit those quarterly and yearly goals. I could have used this even when I wasn’t running my own business and working for a company.
What Makes These Systems Different
What I love about Chelsi’s approach is that it’s:
- Flexible: Systems bend to fit your life, not the other way around
- Realistic: Designed for real moms with real challenges
- Scalable: It can be simplified or expanded based on your season of life
- Family-Centered: Includes everyone’s needs and contributions
- Growth-Oriented: Supports both family life and business goals
Implementation Tips I’ve Learned
Through trial and error, I’ve discovered that it’s okay if it takes me a while to get a system working well. I’ve literally put one foot in the other.
It’s cool to look back a few months when I joined Systemize To Scale to see how far I’ve come. It felt so hard at first, but now it’s a part of my daily life.
Getting dinner started at 4:30pm has been the biggest game-changer!
I’ve also learned that every day will be different and it’s okay to pivot. The biggest takeaway is to be patient and remember there’s a learning curve. However, if you stick with it, Chelsi’s systems WORK! I wish I would have found her earlier.
How to Stop the Overwhelm
Your version of “organized” might look different from mine, and that’s exactly as it should be. The goal isn’t to create an Instagram-perfect life – it’s to build systems that support your unique family’s needs and your dreams.
If you’re looking to transform your day-to-day and stop feeling so overwhelmed as a busy mom, you can start any of Chelsi’s courses now! I’m in Systemize Your Life because I wanted extra support as I grow my parent coaching business, but she has stand-alone courses for home and work!
How to Sign Up for Chelsi Jo’s Courses:
To see similar transformations in your life and productivity, you can find each of Chelsi’s courses below. You can sign up at any time.
During the time I’m writing this post, I am currently enrolled in Systemize to Scale and it’s worth every penny! I’ve received so much support, encouragement, and specific advice on how to grow my business. I highly recommend following Chelsi’s systems because you deserve to feel capable, calm, and in control – even in the beautiful chaos of raising your unique and wonderful family.
As always, email me at adriane@raisingkidswithpurpose.com if you have any questions!
Hello!!! I’m Adriane. I’m a mom to three loud boys, am a research-a-holic and very passionate person who writes at Raising Kids With Purpose. Parenting can feel so hard sometimes but with mindset shifts and understanding, it can be very enjoyable. My hope is to inspire parents like you to create lifelong connections with your children and enjoy the journey along the way!