Kathryn Becker: When a Brilliant Business Outgrew Its Systems

Gabby Toro
5 days ago
4 min read

What began with one founder running a powerhouse program from many spreadsheets became a business designed to scale on clarity, automation, and ease.

Meet Kathryn:

Kathryn is the definition of a high-achieving founder:

a former engineer, a mom of two, a Functional Diagnostic Nutrition Practitioner, and the powerhouse behind Becker Health.

She is Type A in the best way: organized, analytical, deeply driven, and able to hold an entire business together through sheer willpower and spreadsheets.

For years, she was the system:

• the strategist

• the practitioner

• the admin

• the project manager

• the content team

• the launch manager

• the client support

All while raising two young kids and running a program that changes lives.

But behind the scenes, her success relied almost entirely on her ability to remember the next step.

And she was tired. Her brain was carrying what an entire operations team normally would.

Kathryn didn’t need to work harder, she needed a business that worked with her.

What she needed help with

When Kathryn reached out, she was incredibly candid:

She wanted a real systematized task management solution that was clear, automated, and efficient. She wanted everything out of her head and into a reliable structure. But she didn’t have the time, bandwidth, or desire to learn how to build it herself.

In her own words:

“I knew I wanted a more systematized task management software in place but frankly do not have the time or capacity to learn how to create that. My engineering brain needs to work with people who are organized, efficient, can explain things to me easily and simply..and the audit was all the above.”

Every lead, launch step, client update, reminder, DM, spreadsheet, and deadline lived in her head or on a tool she was operating alone. Her launches were rebuilt from scratch every round, relying on her energy instead of a repeatable structure. Client tracking was scattered across Practice Better, spreadsheets, notes, and memory (meaning engagement, labs, progress updates, testimonials, and inactivity checks all required manual monitoring).

She was operating out of multiple tools that didn’t speak to each other (Flodesk, PB, Sheets, Canva, notes, DMs) resulting in a fragmented backend and double (sometimes triple) data entry.

And because nothing was documented, templated, or delegated, Kathryn had no true operational support. No SOPs. No templates. No centralized systems. No capacity to hire.

She wasn’t disorganized.She had simply outgrown the version of her business she built alone.

WHAT WE FOUND IN THE AUDIT

Once we dug into her workflows, spreadsheets, launch operations, client experience, and tool stack, the patterns became crystal clear:

Everything was manual and founder-dependent
Launches had no reusable structure
Client delivery was scattered across systems
Tools were working individually, not collectively
No SOPs or documentation to support future growth
Hidden burnout risk

In short: Kathryn had built an exceptional program… on a backend held together by her brain. The audit showed exactly what needed to be rebuilt for her to grow without burning out.

WHAT WE DID TOGETHER

After completing the audit, Kathryn hired The Blissful Step on a ClickUp Build + OBM retainer to bring every recommendation to life. We’re now acting as her operational partner while we rebuild Becker Health from the inside out.

Together, we are:

✔ Rebuilding her entire backend inside ClickUp

Lead Tracker, Client Tracker, Launch Tracker, Sales Dashboard, Email & Content Calendar, SOP Library, Hiring Portal - all customized to her workflows and built for scale.

✔ Automating her lead flow end-to-end

Flodesk → Zapier → ClickUp integrations ensure every lead enters automatically with source, segment, warmth, and follow-up tasks.

✔ Creating fully reusable launch systems

Her entire Activation 1 → Activation 2 → Webinar → Open Cart → Close Cart timeline now self-builds with date-driven tasks and reminders.

✔ Standardizing client delivery into one source of truth

Onboarding, lab ordering, progress milestones, inactivity tracking, and testimonials all live inside one streamlined client management hub.

✔ Building her Shared Google Drive HQ

A complete file hierarchy for programs, marketing, admin, clients, and data—future-team ready.

✔ Establishing her legal foundations

Client agreements, media releases, confidentiality clauses, and contractor NDAs to support future hiring and data protection.

✔ Documenting her SOPs for long-term scalability

Every recurring workflow is being built, recorded, and templatized so she can confidently delegate.

✔ Serving as her interim OBM

While the systems are built and tested, we are managing operational decisions, ClickUp upkeep, workflow refinement, and team readiness.

The transformation

Even though we’re still in the middle of rebuilding Becker Health’s backend, the impact is already obvious.

Kathryn now has systems that think with her instead of systems she has to think for. She has breathing room. She has clarity. And she finally has a backend that matches the level of transformation she delivers for her clients.

In Kathryn’s own words:

“It was SO thorough and so clear to me how much thought and energy you put into it. I'm so excited to continue working together and see the magic build that you help create!! So grateful to have taken the leap!”

And if you’re reading this thinking,“This is me… I’m running a powerful business on systems that can’t keep up with me,”then this is exactly where you start.

Start with the audit. It will show you what’s working, what’s breaking, and what needs to be built so your business can finally support you, not the other way around.