I'll turn your operational chaos into a fully systemized backend that runs without you in 90 days
Using systems and AI automations designed around how your business actually works - not how it should be.
When your business looks successful…
but the backend feels chaotic.
From the outside, everything may look smooth. But internally, the cracks are showing.
Customer support scattered across email, WhatsApp, and DMs with no single source of truth
Team members constantly asking you what to do next, pulling you away from high-value work
Critical workflows that exist only inside your mind — undocumented, vulnerable, unscalable
You've added tools, but nothing feels organized. The stack grew; the clarity didn't.
Tasks that should have been automated are still being done by hand, every single day
The business works — but only because you are constantly holding everything together
the real problem
Built for Founders whose Business is growing faster than their Operations.
You're a founder who's 1-3 years into business which is rapidly growing but operations feel messy
Your team depends on you for every decision
Customer communication is scattered everywhere
Important processes are still being done manually
You've added tools but still nothing feels organized
You feel like the business cannot run without you
You're a Coach, creator, or consultant with solid offers and real clients and making $2K to $20K per month
THIS IS FOR YOU IF
THIS IS FOR NOT YOU IF
You're a absolutely new to online business and you don't have any offer
You're not ready to invest in systems
You're looking for a quick fixes and not a systematic approach
is this for you?
A four-stage approach to rebuild
your operational backend.
Most operational chaos doesn't come from bad tools. It comes from a lack of structure behind them.
the calm backend method
I identify where operational friction is coming from and what's causing it.
Client journey
Internal workflows
Communication channels
Manual processes & automation gaps
Diagnose
I design a backend structure that actually fits your business.
Workflow pipelines
Task management systems
Team responsibilities
Internal documentation
Design
Once structure is clear, I'll introduce automation where it genuinely helps.
Client onboarding
Payment → client access
Lead tracking & notifications
Customer communication flows
Automate
We make sure operations run smoothly without constant intervention from you.
Documentation
Workflow clarity
Team visibility
Operational oversight
Stabilize
Systems we implement
for your business.
Every business is different - but here are some common systems we build together.
Client Onboarding System
From payment to first delivery without manual follow-ups or dropped balls.
What we build
Lead & Customer Tracking
Clear CRM pipelines showing exactly where every client is at all times.
Team Workflow Systems
Tasks, responsibilities and processes organized so your team operates independently.
Customer Communication Flows
No more scattered requests across platforms — one clean, structured flow.
Operational Dashboards
See exactly what's happening inside your business at a glance, instantly.
4-6 Week Engagement
A focused sprint to review, design, organize, automate, and document your backend.
Before
After
Scattered workflows with no structure
Manual, repetitive work eating up hours
Constant operational interruptions
Team confusion and dependency on you
Everything depends on your presence
Workflows become structured and clear
Automation removes repetitive work
Teams have visibility and ownership
Operations run smoother, independently
You get your mental space back
The biggest change founders notice? Mental space.
what clients say
Founders who rebuilt
their backend.
"Hey Shobana, thank you so much for helping me get Dubsado Setup. You have automated all the things so well for me as manually sending each lead email was difficult. We got 130+ leads this month and it was a smooth process because of your automation setup. Thank you so much for making my work easy flowing ❤️ you are the best!"
SHIKHA GUPTA
Nutritionist
VAISHNAVI DURAIBABU
Founder, PlannedWay
GAZALA HITAWALA
USMLE Coach
SONITHA MANDAVA
Founder, Social Skyward
ANAS AHMED
Founder, Hackerspace Karachi
"I've known Shobana for years as a fellow OBM, and getting to actually work with her at PlannedWay has been one of my favourite things about growing this company. She is that rare combination, deeply detail-oriented, great with people, and someone who takes ownership like it's her own business. She doesn't just build systems, she builds systems people actually use. She watches how the team works, takes feedback, and designs around that. Everything is intentional. Nothing falls through the gaps. What I love most is that she keeps everyone on track, me, my team, our clients, without anyone ever feeling chased or micromanaged. That takes real skill and a lot of emotional intelligence. She also learns fast. New tools, new workflows, she figures it out quickly and just gets on with it. My team loves her. And honestly, so do I. If you're looking for someone who brings both heart and serious competence to systems and operations work, Shobana is your person. I can't recommend her enough."
"The systems you've offered inside BSA were streamlined and clean and crisp. No space for trash. You keep your word, are very well organized, and gave prompt responses to queries. You're the system behind everything I do. Being in a full time highly demanding profession, I wanted a smooth-flowing system to run my business without hassle. You created a seamless system to track and schedule everything so that I don’t have to spend endless hours on petty tasks.
Absolutely love the work. I am more than satisfied and most importantly my mind is at peace now. This is the major reason why I hired you as the Operations Manager of my business. My life is 100x easier."
AFREEN MANSOOR
Founder, Dreamy Funnels
"Shobana worked on my Agency and Coaching Business for over a year. Needless to say, she has been just amazing. She managed my team, and my clients and was always there to manage me. As an entrepreneur, I panic a lot - she kept me calm, and she kept the business going. I'm really grateful to her.
When we started working, I had no systems in place. My Business was haphazard and all over the place. So, she set up Systems in Clickup from scratch and we are using those systems even now! If you're looking for an Online Business Manager or a Project Manager, I highly recommend her."
"I worked with Shobana to build a custom client portal on Notion, and she was incredible to work with. She quickly understood the workflow, asked the right questions, and built a clean, easy-to-use system that my clients and I used for years.
She’s fast, detail-oriented, and genuinely gets how to translate messy processes into something organized and functional. Highly recommend working with her."
"I worked with Shobana on implementing our OBM system. She’s highly skilled, organized, and detail-oriented. Her clear communication and collaborative approach made the project run smoothly. I highly recommend her for any operational or system management role."
TOOLS I WORK WITH
Simple, effective, proven tools
The systems stack depends on your business. We choose what makes the most sense for your operations.
50+
5
Years of experience
Happy clients
ABOUT ME
Hi, I'm Shobana.
I didn’t start as an Online Business Manager.I became one when I realized how much mental space gets wasted trying to “keep up” with a business that has no real systems.
As a new mom rebuilding my career, I couldn’t afford to rely on chaos, scattered tools, or constant firefighting. So I started creating structure - for myself first. And then for the businesses I worked with.
Now, I help coaches and digital product businesses organize their backend, automate client journeys, and build systems that actually support their growth. Not just systems that look good but systems that work in real life.
200+
Systems Built
If your backend feels messy, overwhelming, or overly dependent on you - the best place to start is a Backend Systems Audit. We'll review your operations, identify bottlenecks, and map out the systems that would simplify your business.
START HERE