Hey there,

"How do you do it all?"

It's a question I get more often than you might think—especially this week while I’ve been in San Francisco for a four-day immersion with law school. People want to know:

• How I stay on top of school
• Keep running my business (with multiple clients)
• Hang out with my Mom
• Spend quality time with my husband

...and somehow still manage to sleep.

This immersion made something really clear to me:

My systems are working.

Not because everything’s perfect, but because I feel calmer.

This time around, I didn’t try to read every single thing (law school loves to drown you in that). Instead, I focused on extracting the key takeaways—the “so what” behind the cases and lectures—so I could stay grounded, not overwhelmed. That is a system, by the way. Learning how my brain works, and then designing how I show up to match.

I also leaned on ClickUp (hard). Before the trip, I set up a Hybrid Immersion project:

• Book travel → hotel, shuttle, flight details
• Daily agendas with start times, addresses, travel buffers
• Confirmation numbers and contact info tucked neatly in one place

Every morning, I just opened ClickUp and knew what to do. No mental juggling, no last-minute searching.

The truth about “doing it all”?

It’s not about discipline.

It’s about design.

You don’t need to be more motivated. You need systems that reduce the decisions you have to make in a day. That remove the mental ping-pong. That hold the details so your brain doesn't have to.

When people say “you’re so efficient,” what they’re really noticing is that I’ve intentionally built structures that support the version of me I want to show up as—across school, my business, family, and life.

It didn’t happen overnight. But it is replicable.

It’s probably just a systems gap.

So what do systems that actually work look like?

Here are three small but powerful things I rely on every week:

1. I use templates for repeatable tasks.

If I find myself doing something more than once (like onboarding a client, writing a report, or running a call), I build a template (and an automation if possible!). It saves me hours—and reduces decision fatigue.

2. I create a “Today” view that actually reflects what I can do.

Instead of a 47-item to-do list, I have one dashboard (in ClickUp) that shows only what’s due today across work, law school, and life. It helps me focus without feeling buried.

3. I use reminders to stay connected—on my terms.

As an ADHD entrepreneur (and proud of it), I know how easy it is to read a message and totally forget to reply. So I build in systems to support how my brain works—like reminders to check in with clients or scheduling texts to friends so they land at the right time. These little things help me show up consistently without relying on memory alone.
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A Question for You

What’s one area of your business or life where you’re constantly reinventing the wheel?

• Maybe it's onboarding a client.
• Maybe it’s keeping up with emails.
• Maybe it’s remembering what the heck you promised someone last week.

Wherever that friction point is? That’s the place to start.

Want help figuring out where your system gaps are—and how to fix them?

I do this work every week with my clients (and I love it).

🧠 Tech Corner: Gemini’s AI Podcast & Deep Research Mode

This week’s tip comes from my husband, Peter, who was on top of this tip before me!

If you haven’t played with Google’s Gemini AI yet, they’ve rolled out a new deep research mode and added a podcast feature—and it’s pretty wild. You can ask Gemini to run a full research project on a topic, then listen to a personalized AI podcast that explains the results to you.

Yep. You can now literally listen to your research (with AI podcast hosts chatting about it!) while folding laundry or getting some fresh air outside.

I tested it out by having Gemini dig into the state of online communities—I wanted to see what trends it would surface. The podcast-style summary made it way easier to absorb than scanning a bunch of links.

And did I mention that Peter shared this new tool with me while I was at Google's headquarters in Mountain View, California? Two of my four days of law school immersion this week were spent on site and I had such an amazing experience.

Check out a few photos from the visit below, including the classic “me in front of the giant G” pic.

The new podcast feature was originally part of Notebook LM, another Google tool, but they’ve expanded it to Gemini.

💡 Think of it like a personal research assistant and podcast host in one.

​
Wishing you a week of systems that support you (not just stress you out),

Dr. Monica

🔗 Suggested Resources

→ Check out Gemini’s AI Podcast & Deep Research Mode​

💬 Join the Conversation → Let’s chat on Instagram​

📅 Work With Me → Book a Strategy Session or Join the Club​

​ Dr. Monica Rysavy Systematic You ​Founder & CEO ☎️ (302) 599-0030 📬 monica@systematicyou.com 📍 Wilmington, Delaware