A 3-MONTH SYSTEMS SETUP

Stop running a bigger business on systems built for a smaller one.

The Systems Setup is a 3-month implementation project for established online service providers whose backend hasn't kept pace with growth. We audit what's breaking, build the workflows that hold, and document it so nothing lives in your head alone.

LET'S FIX THIS

The Reality:

You're growing. But nothing you built to get here will hold at the next stage.

The systems that got you to six figures are the same ones straining under seven. You're still the one patching workflows the moment they break, still repeating the same instructions to every new hire because nothing's written down, still holding the backend together by memory. Every new client, every hire, every offer just adds more weight to a structure that was never built to carry it.

You don't need another tool.

You need the one you have, built

properly.

Over the next three months, we'll audit what's breaking, build the workflows that actually hold, and document everything that's currently living in your head.

THE SYSTEMS SETUP INCLUDES:

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OPERATIONAL INTAKE & STRATEGY

A structured intake form, 90-minute onboarding call, and a Strategic Planning Report outlining your core workflow focus, identified bottlenecks, and implementation plan for the 3 months ahead.

OPERATIONAL ENVIRONMENT RESTRUCTURE 

Audit and reorganisation of your existing project management tool — so your systems are clean, logical, and properly structured before we build anything inside them.

CORE WORKFLOW IMPLEMENTATION 

Your most critical operational workflow designed, built, and implemented end-to-end — with clear stages, defined ownership, and no more bottlenecks.

DELEGATION & TASK MANAGEMENT STRUCTURE 

Your PM tool refined for clear task ownership, workload visibility, and delegation clarity — so your team knows exactly what they own and how to move work forward without coming to you first.

SOP & AI CONTEXT DOCUMENTATION  

Up to 5 core SOPs and relevant AI context documents documented and centralised — so your key processes are written down, accessible, and no longer living in your head. 

06

BI-WEEKLY CHECK-INS & SLACK SUPPORT 

5 x bi-weekly strategy and progress calls throughout the engagement, plus ongoing Slack support to keep things moving between sessions.

07

FINAL WALKTHROUGH & HANDOVER

A dedicated session to walk through everything implemented, ensure your team knows how to maintain it, and discuss next steps.

I need this

Is this right for you?

This is for you if:

You're generating consistent revenue and experiencing growing delivery volume
You have at least one team member or contractor in place
Your backend feels disorganised and overly reliant on you
You're manually delegating and repeating the same instructions
You know it needs to be built properly — you just don't have the time or clarity to do it yourself
You want implementation, not just advice

This is not for you if:

You're looking for someone to manage your operations ongoing
You're just starting out or still validating your first offer
You don't yet have a team member or contractor in place
You want advice and guidance rather than hands-on implementation
You're not willing to actively participate in the process

With The Systems Setup

You will:

+ Have a backend that actually supports how your business operates

+ Stop repeating yourself and start delegating with confidence

+ Know exactly where everything lives and who owns what

+ Step back from the day-to-day knowing things won't fall apart without you

“Mary Ann took our complete lack of systems and turned it into actual repeatable SOPs, plus a solid foundation for the rest of our business. What impressed us most was how easy it was for the whole team to adopt, we got buy-in fast and are now using ClickUp across other areas of the business too.”

— tyler h., indigenous partnerships & consulting

“Working with Mary Ann to set up my CRM was such a relief. She broke down my entire client intake process, mapped out the journey, and built a fully automated system in the backend. It's saved me so much time, and I feel so much better sending clients through it than I ever did with Google Docs.”

— kathryn b., brand & web designer

ABOUT me

I come in, build it right, and leave you with something that lasts.

I'm Mary Ann — a Systems & Operations Strategist and certified OBM. I specialise in building the operational foundations that let established businesses scale without the founder becoming the bottleneck. I'm not here to hand you a template and wish you luck. I get into the backend of your business, understand how it actually works, and build something that holds up long after we're done working together.

FAQs

The Ops Advisory is guidance — I help you think through decisions, but you (or your team) do the implementing. The Systems Setup is hands-on: I build the workflows, restructure your tools, and document your processes myself, over a fixed 3-month engagement. The OBM Retainer picks up from there — ongoing, month-to-month operational management once your systems are already built.

More than a hands-off retainer, less than doing it yourself. Before we start, I'll send you an in-depth intake form to gather as much context on your business as possible — the more detail you can give me there, the smoother the build goes. Beyond that, you'll need to show up for the 90-minute onboarding call, your bi-weekly check-ins, and stay reasonably responsive on Slack between sessions. I handle the audits, the builds, and the documentation. Your job is context and feedback, not execution.

Not necessarily — that's the whole point. By the final walkthrough, your systems are documented and your team knows how to run them without you or me in the middle. Plenty of clients are fully set from there. If you'd like ongoing support once things are up and running, we can talk through what that looks like — sometimes that's the OBM Retainer, sometimes it's just a conversation about what still needs attention. Either way, you're not left with something that falls apart the moment the engagement ends.

No — I work within whatever you're already using, whether that's Asana, ClickUp, Notion, or something else. That said, ClickUp is my speciality, so if that's your tool, you're in particularly good hands. Part of the engagement is auditing and reorganising your existing setup so it's structured properly, not migrating you to something new. If your current tool genuinely can't support what your business needs, I'll tell you — but switching platforms isn't a requirement to get started.

That's exactly what the operational restructure and documentation are for. I'm not just fixing what's broken today — I'm reorganising your systems and documenting your processes so the structure itself can hold as you add clients, hires, and offers, not just for the next six months. Nothing scales forever without some adjustment, but you'll have an organised foundation with clear ownership and documented processes — something that can actually support you as you grow, instead of breaking down the next time you do.

Ready to build something that actually holds up?

I only take on a handful of Systems Setup projects at a time, so I can actually get into the details of your business — not hand you a generic framework and disappear. If that's what you're after, let's talk.

LET'S BUILD IT