Have you ever got the feeling that you have absolutely no time left in your day, yet you are not fully booked either. You’re just not sure what’s happening with the rest of the hours that you COULD be using to grow your client base or sell more places on your program?
Or, maybe you know that all of that time goes for the tedious admin stuff that you HAVE to do, but that doesn’t really bring you anything in return, but you don’t know what to do about it.
Or, maybe you already tried to hire someone for your team, but it felt like this created even more work for you, without really getting you any more time back.
All of these are actually symptoms of a systems problem.
When your systems in your business are not clearly defined and the tools you use don’t really support any systems that you do have, then you will find yourself wasting an awful lot of time doing things manually that could be automated. You will find yourself mentally busy all the time trying to remember all the plates that you’re juggling. And any team members that you do hire, will feel overwhelmed and confused and they are going to end up not working to their full capacity.
And as a result you are lacking focus and direction in your business and all of this is what’s keeping you stuck.
So, I want to give you a peak behind the scenes of the complete Systems Overhaul and share a little bit more with you about how it works, and the kinds of results you can expect from it.
Before the Systems Overhaul Consultation
The first thing that I ask you to do at the time of booking your systems overhaul is to fill out a questionnaire that allows me to get a peak into what’s working and not working in your business. This is an essential first step and the more information you can provide the more I can prepare before our session and the more efficiently we can use our time together.
I am going to ask you about your current systems, if and how any of them are documented and also what about them is not working. Then I am going to ask you about the tools that you’re using during the process as well as questions about any team members working with you. This is so I can get an overview of everything.
We need to know all the aspects of your current situation so that we can start looking for a solution that works for YOU, YOUR business and YOUR team.
There is no need to have systems-shame. You’ve taken the first step to reach out and it’s time to put it all out, so we can get it fixed. There is no shame in your business having grown too quickly and you not having been able to keep up with the organisational side of things. There is no shame in just wanting to serve your clients and not wanting to deal with this stuff – it’s actually pretty normal, so please don’t worry about not using a project management tool, or not having a set way to send out your contracts. We will get you back on track.
During the Consultation
During our 2 hour session we’re going to dive deep into all of the areas within your business that need to get standardised. We will establish exactly what is happening right now and the problems this is causing within your business. We will then define what needs to happen instead and discuss HOW this needs to happen so you or your team feel comfortable to implement.
We will then move on to discussing possible options for tools that support your new systems, and we will consider everything from documenting the new standard operating process through to actually implementing and automating it as well as communicating this to any team members or contractors you may be working with.
After the Consultation
After our session together I will send you a detailed report of what we’ve discussed, the tools I am suggesting for you and what you need to do to get this set up. Once this is all approved, I will go and set up all of your new systems for you and document your standard operating processes. I will then provide recorded training videos for you as well as your team on how to get the most out of your new systems.
Case Study – What can I help you with and what kind of results will this get
I’ve recently completed work with a new business owner who is moving her coaching practice in the health space online. She already has a flourishing business, but she wants to move away from working offline so she can indulge in her love for traveling and just take her business with her.
Since this was a completely new business we had complete freedom to set things up from scratch to make sure she has systems that work for her now as well as in future.
- Defined what offers she will be making in her business (right now as well as future plans) and who she will be serving
- We established processes for marketing, client onboarding, client offboarding, invoicing and admin, accounting and delivering the actual service
- We then discussed the best tools for website, appointment booking, coaching sessions, contracts, invoicing, marketing and project management and team communications
- We also created a list of tools for her to upgrade to once her business needs have evolved and set points when those criteria are met
- Then I set up all of her tools and automations to make sure they are ready to go and provided video recordings of all the different pieces
- I then set up checklists for her standard operating processes in Asana so she can always duplicate the process and everything will be done to the same standard every single time without really having to think about it
As a result, she now has a defined process for every aspect of her business that she can easily replicate and instead of getting bogged down in the details, she can just tick things off her list and focus on working towards her goals.
You can review your business systems at any point (and you should do so regularly) to make sure they meet your needs. You could be wasting hours (either yours or your teams) by doing things manually that can easily be automated or re-inventing the wheel time and time again since there is no documented process to follow. If you’d like me help, book your systems overhaul via the button below. I’d love to help.
Are you nowhere near fully booked, but you just don't have any time?
No, that doesn't mean that you need to hire an assistant right away, what it probably means is that your tools and systems need a little TLC. If you're currently keeping all of your business tasks in your head, don't have any documented processes and can't automate because your tools just won't work together, then we should talk.
Together we can save you hours of precious time every week by streamlining and documenting your processes, reviewing your business tools to make sure they work FOR you and then implementing all of those changes.