The Lazy Writer’s Guide to Getting More Done in Less Time

You know that feeling when your to-do list is somehow longer at the end of the day than it was in the morning?  Like you were busy all day but barely made a dent?

I’ve been there, too.  And for a long time, I thought the only solution was to toughen up and work harder: start earlier, skip breaks, push through.

You won’t be surprised when I tell you … that didn’t work.

What finally made a difference wasn’t hustle. It was systems.

What is a system, really?

A system is a way of organizing and doing repeatable tasks. We all have systems, whether we realize it or not. They’re the default methods we use to handle the moving parts of our business.  Everything from responding to client emails to writing blog posts.

But here’s the thing.  Many of our systems evolved by accident.  We fall into habits that seem to work because they’re familiar, not because they’re effective.  We rarely stop to ask ourselves … is this the smartest, fastest, most sustainable way to do this?

That’s where intentional systems come in. They help you avoid decision fatigue, reduce mistakes, and save serious time.

Real-life lazy writer systems that save me hours

Because writing is such a huge part of what I do in my business, I thought I’d share a few of the systems I rely on to make my workweek smoother:

1. The "No-Brainer Pitch Template"
Ever find yourself staring at a blank email, trying to remember how you pitched the last client that actually said yes?  You spend 20 minutes crafting the perfect intro, rewriting the same paragraphs, and second-guessing your tone.

I used to spend way too long crafting every pitch from scratch.  I’d agonize over how to start the email, what to say, and how to position myself.  So one day, I went back and studied my last few successful pitches.  I spent about an hour analyzing them, pulling out the structure that worked, and writing a basic template I could reuse.  I saved it in Google Drive with a clear name so I could find it again easily.  Then I made a conscious effort to use it every time until it became second nature.  Now I still personalize each pitch, but the heavy lifting is already done. 

Result?

It cuts the time I spend pitching down by nearly two-thirds.

2. Content Folder Templates
If your desktop is a digital junk drawer and you’re constantly searching for lost briefs or misplaced drafts, you’re not alone.  Scrambling to find files wastes precious time and adds stress you don’t need.

Before I had a system to deal with this problem, every project started with a mess of files I’d saved randomly on my desktop.  Then I’d waste time hunting down briefs or past drafts.  I finally sat down and designed a standard file and folder naming structure that made sense for how I work … with consistent subfolders for briefs, drafts, feedback, and final files.  

And I created a master template folder I can copy every time a new project comes in.  But the real key was developing the discipline to actually use the system every time. Now everything is right where I need it, and I spend less time digging and more time doing.

3. Weekly Planning Ritual
Do your weeks feel like a blur of half-finished tasks and deadline panic? When there’s no plan, everything feels urgent and nothing gets done properly.

I used to jump into the week reacting to emails and chasing deadlines.  Which meant Mondays always felt scattered.  I knew I needed a better way, so I borrowed a planning method I learned about from someone else, adapted it to suit me, and refined it until it felt just right. 

These days, I spend 30 minutes every Sunday afternoon planning out my week in as much detail as possible. I even had to train my husband to expect that this is MY special protected time. 

My biggest challenge now isn’t forgetting important tasks, it’s actually being too ambitious about what I can get done.  But I’d rather have a plan I can adjust than scramble all week.

4. Client Onboarding Checklist
Ever landed a new client and then panicked because you couldn’t remember what comes next?  Maybe you forgot to send the contract or scrambled to create a project folder at the last minute.

Onboarding used to be a scramble for me, too.  did I send the contract?  Did I remember the kickoff email?  It was enough to keep me awake at night wondering what I’d missed.

Now I run through a saved checklist: contract, invoice, kickoff email, shared folder, etc.  It took a few tries to document the steps, but now the process runs like clockwork.  It’s fast, thorough, and gives a polished first impression.

5. Keyboard Shortcuts and Copy-Paste Paragraphs
If you find yourself typing the same email phrases over and over, you’re quietly losing hours each month. Even tiny delays add up when you’re answering dozens of messages.

I used to retype the same kinds of emails again and again.  Things like sending scheduling links, confirming receipt of files, or acknowledging client feedback.  I haven’t mastered Gmail’s canned responses capability (yet), but I do have a few go-to keyboard shortcuts and copy/paste text blocks saved in a doc.  

It’s still a work in progress, but even partial shortcuts help reduce the mental effort and speed things up.  Over time, I plan to refine and automate those shortcuts even more.

Systems aren't about being perfect … they’re about being intentional

You don’t need a fancy app or a color-coded Notion board to set up time-saving systems.  You just need to notice the tasks you do repeatedly and decide how you want to do them going forward.

Getting those systems set up can be as simple as writing a checklist, saving a draft email, or blocking time on your calendar. The magic is in reducing the mental load so you can focus on the work that actually moves the needle.

Where to start

Pick one task you do at least once a week that frustrates you.  Ask yourself:

• Can I turn this into a template?
• Can I automate any part of it?
• Can I create a checklist so I stop forgetting steps?

Congratulations.  You’re already building a better system.

Work smarter, not harder (for real this time)

You don’t have to overhaul everything overnight.  One tiny improvement can reclaim hours and reduce stress.  And once you experience that, you’ll want more.

If this post gave you an idea or a shortcut you’re excited to try, pass it on to a writer friend who might need it too.

Author's Bio

Trudy Rankin is an online business strategist and content creator who loves writing about quirky or funny experiences that teach life lessons. She helps service-based business owners attract the right leads using smart systems, quizzes, and AI, without adding to their sense of overwhelm. She and her husband live in Melbourne Australia and enjoy renovating camper vans and traveling, especially to visit family.