[15] Building a System That Works While You Sleep (Kind Of)
Selling Smart Not Hard; Part 2
Alright, ladies (and gents), let’s talk systems. Not the "I bought a new planner and now my life is magically fixed" kind of systems. (Spoiler: That planner is currently collecting dust under a pile of Starbucks receipts.) I’m talking about real, repeatable, sanity-saving systems — the kind that keep your pipeline flowing even when you’re one oat milk latte away from a breakdown.
Because here’s the truth: Sales success isn’t just about how hard you grind. (We’ve all been there, grinding so hard we could power the national grid.) It’s about how well you recover, reset, and repeat. Hustle culture? We’re over it. Let’s talk sustainable success — the kind that doesn’t have you waking up in a cold sweat at 3 a.m., panicking about that follow-up email you forgot to send.
Once upon a time, I wore busyness like a badge of honor. If my calendar wasn’t packed tighter than my skinny jeans after the holidays, I felt like I was failing. Sunday “me time” turned into a full-blown task triage session as I desperately tried to organize my chaos. Spoiler alert: That wasn’t working.
Now? I work smarter. Not perfect. Not passive. But smarter. And I want to share how I built a sales system that gives me room to breathe (and binge-watch reality TV guilt-free) while still closing deals, hitting quota, and thriving when life decides to audition for a soap opera.
Step 1: Calendar Chaos → Calendar Clarity
Let’s start with the root of all evil: your calendar.
If your calendar feels like it’s personally victimizing you, it’s time to take back control. I live by one golden rule: If it’s not on the calendar, it doesn’t exist.
Block. Everything. I’m talking follow-ups, prospecting, calls, screaming into the void, gym sessions, and even guilt-free Netflix binges.
But here’s the twist: Color-code with intention, not chaos. Mine looks like a Lisa Frank fever dream, but it works. A quick glance, and I know:
🔵 = Prospecting
🟣 = Calls
🟠 = Content/follow-ups
💖 = Personal (yes, lunch counts as personal. It’s sacred.)
🔴 = “Do not book over this unless you want to see me unhinged.”
These color-coded cues are my secret to protecting my time, energy, and sanity. And guess what? When your calendar works for you, you actually move deals forward instead of just surviving your to-do list.
Step 2: Inbox Flow = Mental Glow
Here’s a hot take: Your inbox is not a haunted house. Stop letting unread threads and cold leads haunt you like a bad Tinder date.
I created an inbox workflow that feels less like a tornado and more like a tropical breeze (okay, maybe more like a brisk wind, but you get it):
Folders by pipeline stage: Hot 🔥, Warm 🤔, Cold 🧊 (and yes, emojis make it more fun).
Rules/filters: Internal noise? Straight to a folder. All Hands invites? I’m looking at you.
15-minute cleanup blocks 3x a week: Think of it as a quick power shower for your inbox.
And please, for the love of serotonin, use templates. Mine live in Apollo, and they’re my secret weapon. Whether I’m in a “sassy but polite” mood or a “let’s get this closed ASAP” vibe, I’ve got a template for it. (Pro tip: Personalize just enough so you don’t sound like a robot, but keep it efficient. You’re busy being fabulous, after all.)
Step 3: Automate Like You’re Your Own Assistant
If I have to rewrite “just checking in” one more time, I might scream into my CRM.
Automation isn’t lazy — it’s a power move. You’re not just a salesperson; you’re a CEO of your own sales empire. So, let the tools do the boring work while you focus on the brilliant work:
Schedule next steps while you’re still on the call. (Look at you, being proactive!)
Set reminders for contract follow-ups before you inevitably forget.
Build email snippets that sound human. (We’re not robots out here, and we definitely don’t want to sound like ChatGPT on caffeine.)
And here’s the pro tip: Every Friday, block an hour to review your system. What’s working? What’s not? What’s making you scream into your oat milk latte? Adjust accordingly. Burn what’s broken, rebuild, and keep moving.
Step 4: Your Sanity Deserves a Spot in the Workflow
Let’s get real: No system can save you from a week where you’re mentally checked out, emotionally over it, and surviving on vibes and coffee. (Been there, done that.)
That’s why I build margin into my workflow:
One full “no calls” block per week. (Sacred. Untouchable.)
One joy-block for whatever fills your cup — bake, walk, read, nap, or scroll TikTok guilt-free.
A daily 15-minute “recalibration” block to reset your brain between calls and tasks.
When your system supports you — not just your sales manager’s spreadsheet — you’re not just efficient. You’re unstoppable.
Let’s Get Real
Okay, so systems aren’t exactly sexy. They don’t get likes on LinkedIn, and you’re not going to win an award for “Best Color-Coded Calendar.” But you know what they do give you? Consistency.
And consistency — not chaos, not caffeine — is what closes deals.
When you stop working from a place of survival and start operating from a place of structure, you stop playing catch-up and start playing to win.
Your Takeaway To-Dos:
💎 Color-code your calendar like a boss (or an over-caffeinated art teacher).
💎 Use Notion or Google Docs to store your go-to templates.
💎 Block “CEO time” weekly to manage your workflow like the queen you are.
💎 Protect your focus like it’s your commission check.
💎 Ask yourself: “Does this workflow help me thrive — or just make me look busier?”