When Your Systems Are Shiny (But You’re Still Knackered) | Series 2, Issue 3

|Gill Townsend
Bold coral text reading ‘When Your Systems Are Shiny But You’re Still Knackered’ over a spinning carousel background, representing the chaos of juggling tools and life in The Mama Assembly newsletter.

Welcome back to No Filter Fridays - caffeine-fuelled and chaos-approved.

I’m sharing the warts-and-all reality of rebuilding The Mama Assembly™ from scratch - because too many of us try to figure it all out alone.

Each week I pull back the curtain on what I’m trying, testing, and learning as I go - the stuff that might just save another small business owner a few headaches (or a few hours lost to Canva).

If you’re at the start or somewhere in the middle of your own build, this is for you.

(If you missed how it all began, catch up in Season 2, Issue 1: The Epiphany to Pivot.)

 

Season #2 | Issue 3: When Your Systems Are Shiny But You’re Still Knackered

It’s a little later than usual today because I’m going to be honest.
I forgot to write this yesterday.

Which is mildly hilarious because this whole week I’ve been knee-deep in systems.

Comparing Notion to my current mix of OneNote and Excel.

Colour-coding, reorganising, decluttering digital spaces like I’m on a mission.

And then the one thing I’ve never missed - this newsletter - slid straight off the list.

Welcome to the glamorous life of a one-woman show.

A little insight into my Thursdays

Every Thursday I volunteer at the People’s Pantry from 9am to 3pm.

It fills my cup but drains my battery.

Then it’s straight to my daughter’s touch footy from 4.30 - 5.30pm.

And when we get home, dinner bingo begins.

By the time I walk through my front door on a Thursday night, I’m more potato than person.

And for some reason… I’ve been writing No Filter Fridays on Thursday nights.

Of course it slipped.

The Great System Shuffle I Fell Into This Week

I’ve been deep in my tools this week.

  • Testing Notion.
  • Revisiting OneNote.
  • Tightening up my Excel tracking.
  • Basically reorganising my digital life like a mum whose pantry labels have mysteriously fallen off.

And after all that experimenting, here’s where I landed:

  • Notion looks beautiful.
  • OneNote feels natural.
  • Excel keeps me honest.
  • None of them stop Thursday exhaustion from wiping out my brain.

Notion is incredible for big-picture planning and content hubs.

OneNote is still my go-to for messy thinking and idea dumps.

Excel is where the numbers live.

The tools all work.

But they only work when I work.

And because I’ve been refining how I plan across all platforms, I also started mapping out my content clusters this week.

Next Friday I’m going to unpack exactly what that means, why I’m trialling it, and whether it actually moved the needle or was just another shiny idea I chased with caffeine.

Which is why this week I added one tiny tweak that will save me from future Friday chaos:

I’ve also now diarised my NFF drafting session in my Outlook calendar.

  • Every Wednesday afternoon.
  • Recurring appointment.
  • Pop-up reminder I can’t ignore.
  • Easy.
  • Future Gill will thank me.

So, from now on, NFF gets drafted on Wednesday.

Wednesday Gill has energy.

Wednesday Gill can think straight.

Wednesday Gill isn’t dragging her body through the door after a full day of volunteering and sideline parenting.

On Thursday night I’ll just add the stats, tidy it up, and hit schedule.

Because the whole point of systems is to support you, not punish you when you’re exhausted.

Oh - and something fun is brewing

This week I also floated the idea of starting a podcast with a friend.

We’re doing a couple of test runs over the next few weeks.

If the chemistry clicks, you’ll be hearing us soon.

It feels exciting in that “I probably need another project like a hole in the head” way… but also in that “this could be magic” way.

So stay tuned.

And because I love a big creative week…

❗I’ve also been working on my new Family Travel product.

It’s shaping up beautifully and should be ready soon.

If you plan holidays with kids, you’re going to want this one in your back pocket.

More soon - promise.

Here’s the reminder I’m taking into next week

  • You can build the perfect dashboard.
  • You can trial every shiny tool on the internet.
  • You can restructure your entire digital life.
  • And you’ll still forget things when your brain hits capacity.

That’s not failure.

That’s reality.

Review your systems.

Tweak them.

Keep growing.

And stop expecting yourself to operate like a ten-person team when, in truth, it’s just you, a laptop, two kids, a pantry shift, and a lot of heart.

See you next Friday.

Hopefully at 7am.

Because Wednesday Gill is now in charge.

✨ Stay in the Loop

Love a mix of real talk and real tools?

Join both corners of The Mama Assembly™ community - because sometimes you need a story, and sometimes you need a system.

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Thanks for reading,

Gill x

Fuelled by caffeine, curiosity, and occasionally vodka.

 

If You’re Curious What I Actually Did This Week…

(Warts, wins, caffeine, and chaos below 👇)

 

🧩 Building The Mama Assembly™

  • Fell headfirst into a full system shuffle (Notion vs OneNote + Excel)

  • Diarised my NFF writing slot in Outlook so I don’t forget it again

  • Reworked Pinterest boards and sections (this took hours and five cups of coffee)

  • Refined my TikTok weekly themes and content clusters

  • Wrote and published multiple LinkedIn posts

  • Started planning my Wednesday “Inside the Assembly” series

  • Updated workflows across my content and product pipeline

  • Explored whether Instagram actually has a place in my strategy or is just a pretty app I stare at

  • Volunteered at The People’s Pantry (Thu 9–3pm, as always)

  • Cheered on my daughter at touch footy straight after

  • Tested a new idea: potentially launching a podcast with a friend (trial episodes coming next week!)

  • Worked on my upcoming Family Travel product

  • Rebuilt parts of my business structure (again… because growth is messy)

 

📊 WOW (Week on Week) Summary = FULL TRANSPARENCY

Because reinvention’s not just a feeling, it’s measurable progress.

Progress isn’t always viral, sometimes it’s visible in the quiet metrics.
Every post, every subscriber, every small step builds the rhythm.

Highlights: 11 LinkedIn posts | 0 personal followers | +9 company followers | +1 No Filter Friday Newsletter subscribers on LinkedIn

And a little win worth celebrating…

My LinkedIn company followers jumped 26.5% this week because I did something uncomfortable. I manually invited the first 60 women in my LinkedIn connections to follow The Mama Assembly.

It felt awkward.

It felt vulnerable.

But I took a deep breath and clicked ‘Invite’ anyway.

Sometimes growth comes from the brave, uncomfortable clicks.

What happened between 7 Nov – 13 Nov:

LinkedIn Gain / -Loss % Change
Gill Townsend - Followers 0 0.0%
Gill Townsend - Post Impressions 879 -19.9%
The Mama Assembly  - Company Followers 9 26.5%
The Mama Assembly  - No Filter Fridays subscribers 1 0.6%
Newletter Article Views -9 -18.0%
The Mama Assembly Visitors -13 -76.5%

Other Socials (followers) Gain / -Loss % Change
TikTok -1 -1.2%
Facebook 1 0.3%
Instagram 1 0.4%
Pinterest 0 0.0%



Website
Gain / -Loss % Change
Subscribed customers (general) 1 0.5%
No Filter Friday subscribers 0 0.0%
The Mama Edit subscribers 0 0.0%



Posts across platforms this week Total % Change
LinkedIn -6 -35.3%
TikTok 4 100.0%
Facebook -1 -50.0%
Instagram 3 300.0%
Website (blog) -1 -50.0%
Emails sent 0 0.0%

 

Progress isn’t always loud. Sometimes it’s hidden in the numbers, the quiet proof that momentum’s building.

 

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