Feeling Stuck? Systems That Help Mums Create Flow and Freedom with Gab! Blog 96

Feeling overwhelmed? Learn how systems create calm, clarity, and freedom, especially for busy mums juggling life, work, and wellness.

Introduction

When I met Gab online, I instantly knew she was my kind of powerhouse. Mama. Resourceful. Raw. Real. And refreshingly honest. From solo mum to CEO systems queen, she's built a life and business that honours both motherhood and ambition, without sacrificing one for the other. In this chat, she shares absolute gold for any mum feeling overwhelmed, scattered, or just craving a little more ease and clarity.

We get it. Life as a busy mum can feel like a blur of laundry, Zoom calls, forgotten lunches, and that ever-growing to-do list. But it doesn't have to be this way.

Feeling overwhelmed? Learn how systems create calm, clarity, and freedom, especially for busy mums juggling it all.

So, grab your cuppa, take a slow breath, and let Gab walk you through how systems can help you shift from chaos to calm. Because when you have simple systems that support you (not stress you), you get your time, energy, and sanity back.

This one's for the mums ready to trade burnout for balance, with heart, humour, and helpful tips.

Introduction: Gab, tell me about yourself, your personality, and your passion. How do you serve yourself? Also, how do you serve the community?

Hey friends, I'm Gab. When my daughter was 10 months old, I was navigating single motherhood with no family nearby, trying to finish my university degree, and genuinely unsure how I was going to raise her and make money. I started out writing blogs for an online university, transcribing for my sister, and eventually jumped into social media and email marketing. My business has been both part-time and full-time over the years, but for the last three (hey, COVID), it's been my sole source of income while raising a now blended family of five kids.

I've done the 3 am wakeups, answered the midnight "urgent" requests, undercharged, and spent countless unpaid hours figuring it all out. But over time, I realised I wasn't "just the to-do girl" or "just the assistant." I was the one managing entire businesses behind the scenes, building automations and workflows that helped both my clients and me work less. This is the work I love.

I love finding solutions, filling the gaps, and pulling the puzzle pieces together to build strong foundations. (Pretty sure that stems from my childhood obsession with puzzles.) There's always a solution, always a way through, and tech should never be the reason you don't succeed.

Today, I work with powerhouse mums and women in the mindset,

wellness, and coaching industries to give them back their time, not just through my support, but with systems and automation that actually make a difference, custom to their business & family lifestyle.

1.      Let's be real: what's the wildest thing you've automated in your biz that gave you serious mum-life freedom?

 How Simple Systems Create Calm

Definitely not wild, but absolutely game-changing: my invoices.

I didn't realise until I started tracking my time just how much of it was going into manually sending invoices, checking when payments hit my account, remembering different client billing cycles, and ugh, following up on late payments.

It was exhausting. And when you mix that with money blocks? The discomfort of chasing payments would have me discounting or apologising. (Been there?)

Switching to Stripe and automating everything changed everything. Now, clients get billed automatically each month. If a payment fails, the system sends the reminder, retries the charge, and keeps me out of the awkward zone. And for one-off invoices? I just add the service and hit send. The system does the rest.

Time saved and my boundaries protected, so my mind is at peace, and money blocks are free! SOOOO good.

2.      You've helped service providers reach multi-figure figures. What's one fun funnel tip that even a nap-deprived, coffee-fuelled mum could try this week?

Productivity Tips for busy Women

Start with what you know. Seriously.

Ask yourself: What am I so good at that I could do it with my eyes closed? What do people constantly ask me for help with? What would I explain to my 7-year-old without them giving me the wandering eyes?

Now, brain dump it into a Google Doc. Give it a name. Add your brand colours if you're feeling fancy (or keep it super simple). Set the sharing setting to "view only."

Please set up a ManyChat account (free is fine), post on your social media or send to your email list using a fun keyword to give it away. When someone comments, trigger an automation that sends them a message requesting their email address. Then send them the freebie.

Bam. You've just built a funnel.

Then the following week, send them a little follow-up to see how they went - get feedback.

And if you're feeling the momentum, send another email asking them to book a call/see inside your course/give them a product of value to the related topic.

That's it. ONE STEP AT A TIME. Start with what you know, and then grow it, and it will naturally turn into an evergreen funnel, and you can then do this on repeat (without lifting a finger).

The thing you take for granted might be precisely what someone else is searching for. Don't overthink it. Just start.

3.      From CEO mode to mum mode, how do you personally reset your energy between the two? Any rituals or hacks that help you not lose your mind?

Building Habits That Support Your Energy

This has taken me a long time…and honestly, I still have days where I struggle with balancing the two, and I still don't always get it right. But here are the three biggest things that have helped me get to where I am:

a.  Limit your expectations. It is more stressful when you say I'm going to get 2 hours of work done in my baby's nap (only for them to wake up 45 minutes later), and then you go into this panic or frustration, and it's just not worth it. I started giving myself longer deadlines, stopped saying yes to everything, and finally asked for help when I couldn't keep up with the broken day naps.

b. Get your kids involved. I'm a bit of a control freak when it comes to keeping things organised (definitely not perfect by no means either, like no one else is allowed to put the shopping away haha) but letting my kids help has lifted a huge weight. They now pack their lunchboxes from snacks I prep on weekends, grab their own clothes, help with quick tidy-ups before school and after dinner so that we can all maintain the state of the household chores, rather than it falling on just one person (and that person be me hehe). Also, get a robot vacuum; it will become your new BFF from day one.

c. Time hacks. Set a timer. Do a power clean before your “workday". Or a focused 20-minute work sprint on one task, then take 5-10 minutes and go again. And if I get a babysitter or kids jump into their new school routine? Unplug your laptop and move to a new space. My sister taught me this one, actually, and it's been a huge game changer when I've found myself in that distracted mood or procrastination mood, when your laptop is running on battery, it forces you to get it done before it dies, and it's wildly effective.

 This is a really useful timer I use for staying productive in short focused time sprints.

4.      What would you say to a mum who's scared to start building systems because she thinks she needs to be techy, ready, or rich first?

Tools for Overwhelmed Mums

Mumma, no. You don't need a degree/certification, a Pinterest-perfect setup or a multi-figure income to start simplifying your business. Tech feels ick, scary and overwhelming because it's not your "norm", it's not your genius zone, and that's a good thing. Technology should not be the reason you don't start, because there's literally always an answer. It's about experimenting and understanding what works for YOU.

Start with something simple: an email you write on repeat, an enquiry response you always send, a list of links you need easy access to. Save it in a Google Doc or your phone's notes. That is a system (she's not automatic, but it's time-saving and reduces the amount of thinking time, and as mums, we all need that!) What’s for dinner?’ is literally the question that haunts me daily and honestly, even small mental-saving hacks like picking your meals for the week can free up so much headspace. The less we have to think, the better. 

Pick one task you repeat all the time (like onboarding, replying to enquiries, booking calls, or sending reminders). Template it or automate it. Your brain will thank you for it.

 You don't need to do it all in one night (unless your baby miraculously sleeps through and you're feeling wild). But you do need to do something.

But just quickly: what's going to happen if you don't start? You'll stay stuck in the same place… overwhelmed, over it and resenting your babes? Heeeeellllllll no. Let's make these small tweaks in our everyday life, which will allow us to save time and spend it with our babes, and give us more freedom to do what we love.

5.      "What does a 'fun' funnel look like to you, and how can we make marketing feel less 'ugh' and more 'woohoo!'?

Creating Calm from Chaos

 Oof, what ISN'T fun about funnels?! Setting up something as simple as "comment a keyword" and BAM, a new sale lands while you're folding laundry. That's a woohoo moment if I've ever seen one.

The first time you automate something (even if it's a freebie), it hits differently. I've had clients literally message me in saying: "Omg this tech stuff works!" And just like that, they're addicted, and in the best way possible.

I made my first automated sale while doing dishes with my 10-year-old. A random "ding" went off, and my partner read it aloud: "You have a new customer, X purchased your $37 offer." $37 might not sound huge, but that moment? Wild - we literally danced in the kitchen, and I couldn't wipe the smile off my face. Enter… addiction to automations and the reason I created my Manychat Templates for newbies.

One of my clients got 17 people on her waitlist, launched her first course, and made five sales of $444 each within two days… just by posting to her social media. Another sold 2 x $129 templates in 15 minutes. No crazy tech, no funnels, no robotic vibes at all - just simple flows, built with Manychat, a checkout page and an email to deliver their goodies.

It's honestly not even about the money when you start this process. It's the fact that you can create something so simple and impact MORE lives just by setting up a funnel. It doesn't have to be boring, it doesn't have to sound like a robot - it gets to sound like you, it gets to nurture your dream clientele without you constantly being on your phone instead of the toybox making memories. Throw some ads in there, and it becomes a gold mine (for bigger toybox purchases!)

6.      You work with powerhouses. What's one trait you see in the mums-turned-CEOs you support that others can start building today?

Passion and messaging…Hands down. There's a big gap between women who want to make money and those who want to make a difference. And I genuinely believe you can do both, but if the mission is clear and your passion takes the lead? People feel that in your voice & the way you stand out.

I'm a systems girl, but I always tell my clients: messaging first. Because that's what brings people into your funnel in the first place. If you're not clear on what you offer or how it transforms someone's life, it doesn't matter how good your backend is… no one's entering it.

That “build a funnel and the sales will roll in" advice? Only works if your offer, message and audience are already warm and ready.

When I first started, I thought I only wanted to work with “mums in business” - until I had one really unaligned experience. Then I avoided that niche altogether... until I found another mum who felt like a biz bestie. That's when I realised it's not about labels. It's about energy, ambition, voice, and alignment.

So, if you want to stand out? Get clearer. Go deeper. Use micro-moments from your dream client's day to spark content. Hire a messaging coach. Do whatever it takes to understand what you're here to say truly.

And if you're still figuring it out, use the "so that" method: "I want to help mums build a business around their kids - so that - they can attend Friday sports carnivals without calling in 'sick' - so that - they don't feel guilty or fall behind - so that - they have real freedom to be with their babes.”

That's what makes your messaging magnetic.

7.      Tell me about a time your systems saved your sanity, like a full-blown meltdown averted because tech had your back!

My client's onboarding form and signed T&Cs. Lifesaver.

Boundaries are hard to set mid-way through working with someone. I haven't had any major conflicts (thankfully), but I have had to refer clients back to my terms when things got blurry… like weekend requests or shifted payment terms.

Having it all written down, from hours to turnaround times to payment policies, has made my client relationships stronger. Everyone knows what to expect. Everyone's on the same page. And when in doubt? We check the doc.

8.      What's your take on the hustle vs flow debate? Can systems actually help us do less but earn more?

Holistic Life Balance

1000%. I hate the word "hustle." I didn't start a business to burn myself out, and neither did you.

 Let me be clear, though, yes… systems will help you work less and earn more. But first? You've got to put in the work to build them.

 Some people hustle, then systemise later. But imagine flipping that instead and building your systems as you grow, so you're not just spinning your wheels backwards and calling it momentum.

 Think of your business like a house. You wouldn't build a roof without a solid foundation. You get the soil tests, plumbing, wiring, the whole behind-the-scenes stuff that no one sees when the house is built, but it makes the house liveable. That's what systems are in business. They're the stuff you don't always see, but they're what keeps your business functional and actively moving forward. 

 If you want more flow, start with the foundations.

9.      If a mum listening right now wants to go from frazzled service provider to 'I got this, CEO,' what's the very first system or support she should start with?

Your onboarding & offboarding.

I think this gets overlooked by many people. Everyone is trying to make sales, but once they make the sale, their clients end up confused or a little lost on what to do next.

A clear onboarding AND offboarding process allows your clients to be nurtured throughout the whole process, and it continues to build the trust that you promised them before they committed.

 The way your clients come into your world sets the standard. If it's messy and disorganised, your clients are going to feel it, and the expectations or standards are going to be unclear. As a result, your relationship with them will feel messy & there will be communication barriers (trust me, I've been there).

When you give your clients organised, easy-to-understand, clear next steps, clear access to you and clear expectations on what they are going to get from working with you, this should be your core focus. And don't underestimate the power of an offboarding process as well (this is what brings your clients back for more and gives you raving referrals).

10. Something I Wish People Knew About Me?

Gab’s Real-Life Strategies for Balance

I am fairly an open book when it comes to my life and how I juggle things, and there's no “magic” fix in anything I do. If I want people to know something about me, I will tell it. I don't believe that running a business with babies should be hard; you find a way that makes it work around your life and your kids. Every stage is different and let me tell you - I don't do it alone. 

But if I had to pick one thing?

Even though I build funnels and workflows for a living (and yeah, my pantry is organised AF) … my personal life? Full-blown chaos half the time.

I'll forget to reply to texts for four days (or more, if we're being really honest - sorry sis), planning a holiday literally makes me want to cry and don't even get me started on my wedding planning journey - I've attempted it 20 times and noped out every single time.

Systems queen in business… hot mess in real life. Balance, right?

And why do I wish people knew this, and why am I admitting it now? Who knows, but perfection isn't the goal here. Just because you've nailed one part of life doesn't mean you've got it all together, and that doesn’t make you a fraud either. It just makes you human and relatable.

And if you want to get into the nitty gritty… My pet peeve is the sound of toenail clippers. My stress relief is puzzles. I was the messiest teenager alive (think: couldn't see the floor and now my daughter does it and it grinds my gears haha). Even after 7 years, my fiancé still has no clue what I do for work because he is somewhat technology clueless, but I love it - this is MY zone of genius, and I'm all for it.

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To summaries

5 key takeaways

 1. Systems > Stress

You don't need to be techy, wealthy, or ready for Shark Tank to start simplifying your business. A Google Doc, some clear steps, and a bit of automation magic can change everything. Gab proves systems aren't scary, they're your secret weapon.

2. Your Message Matters More Than You Think

Gab reminds us that it's not just about what you do, it's how you talk about it. Messaging is what makes people feel you. And if your message doesn't move you, it won't move your audience either.

3. Mum Life Is Not a Barrier, It's Your Superpower

Gab built her business with a baby on her hip and dishes in the sink. Her story is proof that you can run a business during nap time, school pick-up, or even while hiding in the pantry with snacks.

4. Funnels Can Be Fun (Seriously)

Think of a funnel as your digital fairy godmother. With tools like ManyChat, Gab shows how a simple "comment a keyword" post can bring in sales, while you fold laundry, magic, minus the wand.

5. Hustle Is Out. Flow Is In.

Burnout isn't a badge of honour. Gab shows us how to ditch the chaos, build solid systems, and actually enjoy the business we're building, with boundaries, breathing room, and more time for what truly matters.

Top Quotes

Gab like these quote:

"If you wait, you will procrastinate" Unknown

 Something I put together myself one day and think it's sooo true! hehe.

Mukti like these quotes:

“Start where you are. Use what you have. Do what you can.” Arthur Ashe

“You don’t have to see the whole staircase, just take the first step.” Martin Luther King Jr.

“Done is better than perfect.” Sheryl Sandberg

3 Questions for Reflection

1. What's one task in your business or home life you repeat all the time, and how could you simplify or automate it this week?

2. Are you holding back from chasing your dream because it feels too messy or "not the right time"? What if now is the perfect time to begin?

3. How would your days feel if you had more time, less stress, and the confidence to say, “I've got this"? What's one step you can take toward that today?

 Conclusion

So, what if the thing standing between you and your dream life… is just a system away? Gab's story isn't about perfection; it's about progress, permission, and power. You don't need to wait for a sign, a full night's sleep, or your ducks to line up in a row (spoiler: they won't). Start with what you know. Tweak what you can. And remember, messy action beats no action, every single time. Your future self is already cheering you on.

Connect with me:

💌 Stay close, love...

✨ Know a fellow mama or soul sister who needs to hear this? Send it their way, it might be the nudge they didn't know they needed.

💬 Got questions or something bubbling up inside after reading? Please don't keep it in. Message me. I love hearing from you and our beautiful community.

🌱 And if you're feeling a little stuck or craving something more, that deeper shift, let's talk about it. You're so worthy of the life you long for.

 If this one sparked something in you, wait until next week… Blog 97 lands soon, and it's just me, pouring my heart out with five powerful rituals to help busy mums reconnect with their calm, clarity, and purpose. Please mark your calendar for August 31st; you won't want to miss it.

✨ Subscribe & Soak Up Some Soulful SelfCare!

When you hit subscribe, you'll get my free PDF guide: '2-Minute Self-Care Rituals for Busy Mums', because tiny moments can lead to massive shifts 💛

Imagine feeling more connected, calm, and present… in just minutes a day. It's your gentle nudge to come back to you — even in the chaos.

This isn't just a download, it's your first step toward a more grounded, vibrant you.

💌 Share it with a friend who needs this too. Let's rise together.

Live your life on purpose,

With much love,

Mukti 💫

“Success doesn’t come from what you do occasionally. It comes from what you do consistently.” Marie Forleo

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