New Process, New Possibilities: Creating Space in Your Life
Deborah Johnson, M.A.
Founder at DJWorks Media |Speaker for companies & individuals asking “What’s Next?”
There’s just never enough time! That is a phrase I often hear. Between juggling work, family, and personal commitments, it can be tough to find space to breathe, let alone focus on what truly matters to you. But what if you could create more room in your life, simply by changing how you approach tasks and routines? Implementing new processes can be a powerful way to unlock that freedom.
This same principle applies to business, especially as an entrepreneur. When you design systems that work for you, you can reduce stress, increase productivity, free up your time and energy for additional activities and open up new possibilities for growth and enjoyment. Personally, I have put new processes and systems in place so my business keeps running when traveling or working remotely and I’ve tested that fairly thoroughly. Here, we cover why systems matter, identify areas to change, and design a process that will work for you.
The Power of Processes: Why Systems Matter
A process is simply a series of actions or steps taken to achieve a specific outcome. In both personal and professional settings, processes help to bring order to chaos. For example, I get up early and spend the very first part of my day doing three things. A short devotional, checking email, then working out. It’s consistent, I don’t have to think about it as I’m on autopilot and the routine ends up reducing decision fatigue.
But processes aren’t just about efficiency—they’re about creating freedom. By setting up systems that streamline repetitive tasks, you free up mental energy and time, which can then be directed toward creative endeavors, strategic thinking, or simply enjoying life more. A professional example of this is what I cover in my course, A New Way of Doing Business. We speak about the “Automation Hub” in the third section of the course and it’s all about creating systems that will provide freedom. With the amount of tools, including A.I., the possibilities have expanded for using automation. In fact, the tools I have set up for my business have freed me up to travel more with my husband. It still takes work and planning, but the system works. Also, a good routine can prevent distractions and allow for deep focus, providing more time to write and create.
Identify Areas for Change
Before you can create new processes, it's important to recognize which areas of your life are ripe for improvement. Start start by spotting inefficiencies or activities that feel chaotic or draining. Are there tasks that always seem to take longer than they should? Personally, do you find yourself frequently searching for lost items, struggling to keep up with email, or overwhelmed by the sheer number of commitments on your calendar?
To pinpoint these areas, ask yourself some self-reflection questions:
You may have more questions to ask yourself, but mainly focus on what you want your days, weeks and months to look like. Once you’ve identified potential areas for change, it’s time to prioritize. Focus first on the processes that will have the biggest impact on your daily life. For example, improving your time management by saying no to certain types of commitments might have a greater effect than creating a system for a new social media blast. Start with one area and expand gradually as you see results.
Design a New Process that Works for You
1. Set a Clear Goal: Define the specific outcome you want to achieve. For instance, if you want to save time on managing emails, your goal might be, “Reduce time spent on email to 30 minutes per day.”
2. Break Down the Tasks: Identify the individual steps needed to reach your goal. See the book Tiny Habits for ideas. For the email example, this could include unsubscribing from newsletters, setting up folders for sorting messages, and dedicating specific times for checking email.
3. Identify Tools and Resources: Determine what can help you automate or simplify these tasks. There are plenty of tools available, such as project management apps, automation software, or even simple templates that can save time. However, be aware that using some types of software can take up a great deal of your time and may not be worth the effort. Evaluate carefully.
4. Test and Refine: Once you put the process into practice, observe how it’s working and make adjustments as needed. A process is rarely perfect from the start, so be open to tweaking it until it fits smoothly into your life. And don’t be afraid to delete one process and try another after careful evaluation.
5. Examples of Effective Processes: A few common areas where new processes can make a big difference include organizing your workspace, automating bill payments, and creating a content calendar for social media scheduling that can be accessed by a virtual assistant. Each of these can save time and reduce mental load.
Embracing the Transition: Overcome Resistance to Change
Change, even when it's for the better, can be uncomfortable. It’s natural to resist adopting new processes because they disrupt familiar routines, even when those routines are less than ideal. Understanding this resistance can help you push through it. A good book covering this is Immunity to Change.
One common reason for resistance is the fear of the unknown. We get used to our routines, even if they’re inefficient, because they’re predictable. To overcome this, try focusing on the long-term gains that new processes can offer, like having more time for yourself or reducing stress. Celebrate small wins along the way to reinforce your progress and keep the momentum going.
Another key to overcoming resistance is shifting your mindset. Instead of viewing new processes as a chore, see them as an investment in yourself and in your future. They are tools that will create more space for what truly matters. For example, a streamlined morning routine can give you an extra 30 minutes every day to read, exercise, or simply enjoy a slower start. I find it freeing to have completed my workout early in the morning as I rarely skip a day and it’s one less thing to try to fit in to my schedule.
Accountability is also essential. Having a partner, coach, or even a supportive friend to keep you on track can make a world of difference. I cover this thoroughly in my course Hero Mountain Summit as it’s a course with very small steps and lots of accountability. It’s important to share your progress, challenges, and wins with someone who can encourage you to keep going.
The Benefits of Creating Space in Your Life
When you put effective processes in place, you unlock time and mental space that can be used in more fulfilling ways. Here are some of the biggest benefits:
· More Time for What Matters: By automating or simplifying repetitive tasks, you gain extra hours in your week. This time can be used for passion projects, spending time with loved ones, travel or focusing on self-care.
· Reduced Stress and Improved Focus: Having structured routines helps reduce decision fatigue and allows you to approach tasks with a clear mind. Knowing that certain aspects of your life are running smoothly can give you the freedom to focus on bigger goals and creative thinking.
· Room for Growth and Exploration: New processes can create the mental space to pursue opportunities you might not have considered before. Whether it’s learning a new skill, starting a side project, or exploring a career change, having a solid foundation of processes in place makes it easier to pivot and grow.
Deep Work
In the book Deep Work, Cal Newport emphasizes the value of creating systems and minimizing distractions to boost productivity and achieve higher levels of focus. One of the key benefits is the ability to produce high-quality work in less time by engaging in sustained, distraction-free concentration. Newport argues that this deep focus enables individuals to push their cognitive abilities to their limits, leading to the creation of new value and the mastering of difficult skills. He notes that such focus is increasingly rare in the modern, distraction-filled world, making it a competitive advantage for those who cultivate it.
Newport also points out that by implementing structures like dedicated time blocks for deep work, people can better resist distractions and avoid the constant mental switching that depletes focus and energy. This takes streamlining some tasks and saying no to others to free up time. For example, scheduling time away from the internet or maintaining strict rules around work times can help rewire the brain for sustained focus, leading to improved outcomes and higher efficiency in complex tasks.
These structured approaches to focus not only enhance productivity but also create mental space for more innovative thinking, making it possible to achieve more with less effort over time.
Conclusion
Creating new processes can feel daunting at first, but the rewards are well worth the effort. When you take the time to set up systems that work for you, you can reduce stress, increase efficiency, and create more freedom to enjoy life. The best part? These changes don’t have to be dramatic to be effective. Start with one small process, refine it, and watch how the new space and possibilities unfold. As you head into this next chapter of life, remember that sometimes, the key to more freedom is simply a better plan.
Additional Resources
A New Way of Doing Business: If secretly wondering, "How Do I Start & Sustain a Business in today's tech-savvy world without getting overwhelmed or discouraged?" this course is for you!
Hero Mountain Summit: 5-month online mentorship to cultivate self-leadership skills, and achieve personal and professional growth.
HalftimeSuccess: Resources with tools and guidance for mid-career individuals, professionals & those at the halftime of life seeking growth and fulfillment.
Tiny Habits by BJ Fogg PhD
Immunity to Change by Robert Kegan and Lisa Laskow Lahey
Deep Work: Rules for Focused Success in a Distracted World by Cal Newport
Deciding what NOT to Do podcast and article by Deborah Johnson
The Host
DEBORAH JOHNSON, M.A. has 25+ years working as an entertainer, composer, producer, author and speaker. Her keynote, "The Hero Inside" stirs audiences to not settle for merely playing as an accompanist to their dreams. Rather, it is to call upon everything they have inside to be soloist & center stage in pursuing & accomplishing their dreams and potential. This can include pursuing a new avenue or expanding on a current area of business, especially at mid-career or the halftime of life. Get more free downloads & links at: DJWorks. Websites: DeborahJohnsonSpeaker.com; GoalsForYourLife.com; DJWorksMusic.com