When Your Systems Break: A Sign You’re Growing

My systems are crap right now.

Okay, maybe that’s a bit of an exaggeration, but it feels that way. My email inbox is a mess, my calendar has holes, and I’ve missed a few things lately. Nothing catastrophic, but enough to make me pause. For someone who thrives on structure and routine, these little misses feel big.

Most of us have felt it, that creeping sense that the systems we rely on are starting to fall apart. Emails slip through the cracks, calendar invites get missed, and tasks that used to feel manageable suddenly feel heavy.

Case in point? I left my computer adapter on campus yesterday after a presentation. Nothing says “my systems are thriving” like driving back to a campus on a Saturday just so I can plug in a monitor at home.  Classic.

Instead of sitting in frustration, it’s worth asking:

Why is this happening now?

Often, the answer is simple but powerful:

Every time we grow, our systems have to grow with us.

You can start building a business or coaching practice with just a pad and paper. Many of us do. But eventually, that system will buckle under the weight of new clients, new responsibilities, and new opportunities. What worked at the beginning won’t work forever.

When I started at Athletes to Careers, I used a spiral notebook for candidate notes and a simple spreadsheet to track where they were in the process. It worked great, until it didn’t. I remember flipping through pages trying to find a candidate’s name, squinting at my own handwriting, and thinking, “There has to be a better way.”

So it evolved. I think I’m currently on version six? And that spiral notebook (which wasn’t searchable, by the way) is long gone.

When asked what’s the one thing I’d tell a new coach, I always say:

“You’ll start with a system, and it’ll work, until it doesn’t. Then you’ll have to blow it up and build a better one.”

The good news?When it breaks and you rebuild, you’ll have a much clearer understanding of what you actually need. You’ll know what’s missing, what’s clunky, and what’s costing you time or energy.But only if you take the time to notice.

Start by making note of things that happen (or don’t happen) consistently. When you catch yourself thinking, “Wait, that’s happened before,” jot it down. Soon, you’ll start to see the holes and the patterns and then you can begin to figure out what might help fix them.

It’s tempting to notice a recurring issue and think, “I just need to get better at that.”

But the next step is key:

How do I get better at that?

Is it a skill I need to develop? Or do I need to set up a better system to support myself?

I’m a big believer in systems. As a former athlete, I love a good routine. Athletes may not always admit it, but we thrive on structure. And I also believe that “just work harder” isn’t always the solution. Working smarter and creating systems that set you up for success is just as critical.

So when I start missing emails or forgetting calendar invites, it’s tempting to see it as a productivity issue and beat myself up.

But instead, I try to see it as a signal:

My infrastructure is off. Something needs to shift.

And here’s something else I’ve learned the hard way:

Systems that can’t keep up don’t just slow you down, they drain you.

When your infrastructure isn’t supporting you, every task takes more energy. You’re constantly switching contexts, retracing steps, and mentally juggling things that should be automated or documented. That kind of cognitive load is exhausting.

Two posts ago, I wrote about resting like an athlete, how intentional recovery fuels performance. Well, systems are part of that recovery.

A good system doesn’t just help you get things done, it helps you bounce back faster, conserve energy, and stay focused on what matters.

When your systems are solid (when they help you reset and refocus) you actually get more done. You move faster, think clearer, and feel more in control.

🛠️ How to Know When It’s Time to Upgrade Your System

If you’re feeling the friction, here are a few signs it might be time to evolve:

• You’re missing things you used to catch easily

• You’re relying on memory more than tools

• You’re repeating tasks that could be automated

• You feel overwhelmed by things that used to feel manageable

• You’re growing—and your system isn’t keeping up

💡 A Simple Framework for System Growth

• Audit – What’s working? What’s not? What’s missing?

• Adjust – Can you tweak your current tools or routines?

• Automate – What can be taken off your plate with tech or templates?

• Align – Does your system reflect your current goals and capacity?

Take 5 minutes today to jot down three things you’ve dropped, missed, or repeated this week. That list is your starting point.

Growth is messy.

But the mess is often a sign that you’re expanding, evolving, and stepping into something bigger.

So if your systems are breaking, don’t panic.

Take it as a cue: it’s time to build something stronger.

So let’s get after it!