Have you ever felt like your processes were running your life instead of the other way around? Like no matter how much you accomplish, there’s always one more administrative hurdle waiting to knock you down?
That’s exactly where Mary Jane Kiefer found herself. As a realtor and entrepreneur, Mary Jane was juggling a vacation rental business, a home office, and four properties across five tax jurisdictions. Her businesses were thriving on paper, but behind the scenes, the administrative grind was pulling her under.
Mary Jane’s story is one of transformation—a story of turning chaos into clarity, and reclaiming time to focus on what truly matters.
The Struggle: A Ticking Time Bomb
Mary Jane is no stranger to hard work. She’s the kind of person who rolls up her sleeves and dives into every task, no matter how overwhelming. But when you’re managing multiple businesses, the paperwork doesn’t just pile up—it multiplies.
Imagine having to:
File tax returns across five jurisdictions
Consolidate reports for properties and short-term rental (STR) platforms
Manually input data into multiple systems, knowing one wrong entry could spiral into a bigger issue
It wasn’t just time-consuming—it was soul-consuming. And the real kicker? These administrative tasks left her with little energy to focus on growth, strategy, or even spending time with her grandchildren.
She described it as "living with a ticking time bomb of paperwork." The weight of it all was starting to take a toll.
The Turning Point: Partnering for Change
When Mary Jane reached out to me, her first question was:"Can we make this easier?"
The answer was a resounding YES.
We started with one simple goal: Find a quick win. Something that would lighten the load immediately and prove that change was possible.
Step 1: Automation (Example) One short-term rental onboarding process was a beast. It involved multiple emails, manual form entry, and sometimes hours of back-and-forth coordination. Together, we created:
A structured onboarding questionnaire to collect information upfront
An automated Excel template that transformed this data into the exact format needed
A macro to draft and send emails seamlessly
What used to regularly take 30 minutes—or sometimes even hours—was now handled in under 30 seconds.
Step 2: Consolidation The next step was tackling her STR (short-term rental) platforms and bookkeeping software. Using ETL (Extract, Transform, Load) principles, we built a reusable consolidation template. Now, instead of creating reports from scratch, Mary Jane simply refreshes the data, confident that every number is traced back to its source.
Step 3: CFO-Lite Coaching This wasn’t just about creating systems—it was about empowering Mary Jane to own them:
We scheduled her administrative work during her peak focus times
We broke tasks into manageable chunks
We practiced spaced repetition to help her master new processes
For someone with ADHD, these adjustments were game-changers. We prioritized clarity over complexity, focusing on sustainability.
The Transformation: Freedom Through Systems
Fast forward to today:
Mary Jane can achieve same-day closes on tasks that used to take her weeks
Her financials are no longer a source of stress but a tool for strategic growth
Most importantly, she’s gained back the time and energy to enjoy moments with her grandchildren
She’s no longer just managing her businesses—she’s leading them.
As Mary Jane put it: "For the first time, my systems work for me, not against me. It’s a relief I didn’t think was possible."
What About You?
Mary Jane’s story might sound familiar if:
You feel buried under administrative tasks
Your processes seem more like obstacles than tools
You’re ready to stop "just getting by" and start thriving
Imagine waking up with a clear plan, knowing your systems are set to work as hard as you do. Imagine turning dreaded processes into value-added strategy sessions that fuel your growth.
Let’s Make It Happen
If you’re ready to untangle your own complexities, let’s chat.
Visit www.realwildginseng.com to explore resources and next steps.
Dive deeper into my writing and philosophy on Medium: @RealWildGinseng.
It’s time to stop surviving and start thriving.
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