Increase Your Productivity with Organized Systems by Miriam Ortiz y Pino

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I’m thrilled to welcome today’s guest, Miriam Ortiz y Pino. She’s a certified professional organizer, simplicity expert, and a money breakthrough business coach. Miriam, thanks for joining us.

Thanks, George! I’m glad to be here.

Your background really caught my attention. You're an entrepreneur, blogger, TV show host — and creator of systems like the Streamlined Solution. But let’s rewind. No one says, “I want to be an organizer” in school. How did this path unfold?

It wasn’t exactly a straight line. I always saw myself as an entrepreneur. I played “restaurant” and “detective agency” as a kid. I studied business and marketing in college, but I hated it. This was the ‘80s — greed was glamorized. After my senior project was sabotaged, I switched to a communication degree. I moved to San Francisco, tried interior design, worked in retail and at a music venue, and eventually realized: I was "unemployable."

I love that term. I even printed it on shirts once. So many entrepreneurs reach a point where they just can’t work for someone else. What made you feel that?

Michael O'Neill from the Solopreneur Hour podcast described it perfectly: you just know too much. You’re in a meeting and suddenly realize, "These people don’t know what they’re doing. Why am I here?" I couldn’t walk into a restaurant or shop without spotting inefficiencies. Plus, I struggle working under people I’m not in charge of.

That resonates. Entrepreneurs want to be in control of their time and growth. It’s not always about controlling others — it’s about not wanting to be controlled.

Exactly. I don’t mind doing hard tasks as long as I understand the purpose. When I worked inventory, I actually liked unloading trucks because I knew why it mattered. Understanding the "why" changes everything.

That right there is a huge aha moment. So many people never stop to ask why they do something. They go through the motions without thinking about ROI — return on investment.

Right. And that questioning mindset led me to realize I needed to start my own thing. I reflected deeply on what I liked and disliked in every job, and it became clear: I need to know the purpose behind my work.

That clarity carried into your current work. You didn’t just stumble into business consulting and organizing. You lived it, experienced it, and turned it into a business.

Exactly.

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Mindset Meets Simplicity

Let’s talk about how mindset ties into organization. How did that become central to your approach?

When I decided to start my business, I spent my final year in San Francisco doing something every day toward that goal. I had a timeline, a plan. During that time, I discovered voluntary simplicity — it was big in the '90s, before minimalism took off. I simplified my life, experimented with new habits, and realized organizing wasn’t just about space. It was about how people lived.

You would think tech would make our lives simpler. But we’re now multitasking 10 times more. Why haven’t we used technology to simplify instead of complicate?

Marketing. We’re constantly being sold more tools, apps, and stuff. But no one pauses to ask why they’re adding these things. Without intention, we just follow trends instead of designing a meaningful life.

Yes! You nailed it. If you’re not aware of what you’re doing, it never improves. You have to design a plan so you can evaluate opportunities against it. Otherwise, you’re just reacting.

Exactly. People ask me all the time: "What app should I use?" I tell them, if you can’t do it on paper, tech won’t save you. Systems need to start with awareness and intention.

That’s so good. Systems are about creating alignment between your vision and your actions. Let’s talk about your process. Walk me through your Streamlined Solution.

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The Streamlined Solution

It’s a four-step process, five if you count the last one. First, you have to dream it. Most people don’t even know what they want their life to look like. If COVID taught us anything, it's that uncertainty is constant — so we must create our own structures and flexibility.

I love that. Entrepreneurs live in uncertainty. But success comes when you create certainty in an uncertain world. Step one is dreaming. What’s next?

Then you declutter. No matter what we’re organizing — time, business, home — there’s too much stuff. It fogs our thinking. Our brains get stuck trying to process all the things we should be doing.

What’s one thing most people could declutter right now that would have the biggest impact?

Paper. Everyone thinks we’re going paperless, but we’re not. Even if your inbox is digital, I guarantee you have boxes of old paper somewhere. And most people have no system for handling it.

That’s so true. And when paper piles up, it just becomes another thing your brain is carrying.

Exactly. And after you declutter, step three is building systems. That’s where we personalize things to the individual.

Let’s pause on that. When people hear "systems," they think it's more work. But isn’t a good system supposed to remove effort?

Yes. But most people try to adopt systems that don’t match how they think. I look at how you naturally operate and create systems around that. If you always drop your clothes near the hamper, maybe the hamper needs to move or lose its lid.

I love that. Systems should fit the person, not the other way around. That applies to daily rituals too. You can’t just copy someone else’s morning routine.

Right. Everything is connected — your brain, your life, your home, your business. They’re all adaptive systems. And once we design them intentionally, they can support each other.

Okay, quick follow-up: what about systems that involve other people — employees, partners, teams? How do you make those work?

Training. Communication. And above all, simplify. Strip out what’s unnecessary and keep only what works. Otherwise, you’ll be checking five platforms for the same message.

You mentioned the Pareto principle. That’s key. Find the 20% that gets you 80% of the result and focus there.

Exactly. And these principles aren’t rigid. They’re adaptable. That’s what makes them powerful.

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From Habits to Delight

Alright, we’ve dreamed, decluttered, and built systems. What’s next?

Habits. You have to use the systems regularly. And that takes effort. Most people fail once and give up. But forming a habit means failing 100 times and still showing up.

That ties back to your first step. When your dream is clear, you won’t quit after one mistake. You know what you’re working toward.

Right. And when you understand the process, you stay motivated. You catch yourself and reset instead of spiraling. Eventually, it becomes second nature.

So what’s the final step?

Delight in your days. When everything’s flowing and aligned, you start to live your dream. You’re not buried in chaos anymore. You have freedom.

That’s so powerful. It’s not about productivity for productivity’s sake. It’s about freeing up space so you can be creative, happy, and fulfilled.

Exactly. That’s why organization matters. Not because it’s tidy, but because it gives you space to live.

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One-Minute Mail & Staying Connected

You mentioned a gift for our listeners. Tell us about the One Minute Mail Solution.

It’s a process map and methodology for handling both paper and email. We treat them as separate, but they’re really the same: input that requires a decision. This helps you create a repeatable system to deal with it quickly.

I love it. And where can people find it?

At morethanorganized.net/oneminutemail. That’ll also connect them to my email list for more tips.

Awesome. And where do you hang out most online?

Facebook and YouTube — just search "More Than Organized."

Perfect. Miriam, thank you so much. This conversation was packed with wisdom. If you're listening and feel overwhelmed, remember: clarity begins with small systems. And those systems lead you to the life you actually want.

Thanks again, and remember — it’s never too late to start living the life you're meant to live.