How to Systematize Your Business So You Have a Life

Systematize your business so that you can work smarter not harder.

I see so many entrepreneurs getting stuck at a certain level in their business.

They’re doing everything themselves.

They believe that no one can do what they do or they think that it will take more time to train someone else to help them.

If you’re feeling overwhelmed with everything you have to do in your business – stick with me because I’m going to share my own tried and true methods that helped me take the weekends and nights off and make six-figures.

My client Melanie has a travel company that creates unique global travel experiences for her clients.

Her business has been at the six-figure mark for some time.

She wanted to grow it yet she can’t handle more work because she was doing it all by herself.

She was feeling burned out when we started working together.

She hired me to help her take the business to the next level and make more money while helping her get off the hamster wheel of working round the clock.

One of the first things I wanted her to do was to see where we could find people to help her with repeatable tasks.

She was resistant to hiring anyone to help her because she felt no one could do what she did and only she had the specialized knowledge of the travel industry.

We started looking for tasks that she did that were repeatable.

Her newsletter was the first task we worked on.  I asked her breakdown all the tasks in putting together her weekly newsletter.

Once we talked through the process, she realized that someone she had hired on an hourly basis, could take the information and photos and put that into her newsletter template.

She tried that and found that it was a time saver after she got her person trained in doing what she wanted her to do.  This took a few months to streamline the process.

The next step was to have her check out Upwork.com, an online web site that has freelancers from around the world who specialize in many tasks that are needed to run an online business.

At first Melanie didn’t think she could find someone with skills in the travel industry.

However she was surprised to find three candidates.  She decided to hire two so that she could compare their work and compatibility with her work style.

She wanted to try out two people so that if one of them didn’t work out, then she would have someone else and her training time would not have been wasted.

What Melanie found out what was that once you hire someone to work with you, it takes time to train them in ways you want them to work.  It also too her time to think through delegating projects for them to do.

You have to give yourself time to go through this process or you will end up being frustrated.

These are only two examples of how we went about systematizing her business.

Melanie found that she could take on more business having someone help her with repeatable tasks.

One thing that you need to remember is that you need to give yourself time to work with new people.  You need to learn how to communicate with them and delegate tasks.  One way to do this is to give them a small project to work on and see if they have the skills and are a good fit with your working style.  

Starting our small is the way to work with someone new – especially if this is your first hire in a new business.

You have to learn to be specific about what tasks you give new people and allow time for follow-up.  If you’ve never had anyone work with you then you need to remember you’re learning how to supervise and be clear about tasks.

Melanie has learned in the last four months how to hire freelancers to help her streamline her business.  Once we can get more systems in place such as project management software, then she’ll be able to oversee the whole business while supervising her team on projects.

Hiring help and systematizing routine tasks has freed her up so that she can add more business in the pipeline and start a group travel program.

Now I want to share some of the ways that I’ve streamlined my own business.

I used to think that I had no time to write a month’s worth of blogs in advance much less a week ahead.

I fell into the same mind trap that my clients do when I started to think about systematizing my business.

This was because I coached my clients Monday through Friday.  This fragmented my work time and this was the #1 reason I carried work over to nights and weekends.

When I started to block out Mondays to work on my business, this one tweak to my business changed everything.

Now I write and film my blogs on Mondays.

Next I decided to coach clients and teach on Tuesday, Wednesday and Thursday.

That left Fridays for any catch up work or special projects I want to work on.

I call Fridays – creative Fridays. I have wanted to revise my products and make new digital classes but never had the time.  This one change allows me to do that now.

Working on my schedule compartmentalized my workweek, which has made all the difference in the world to my stress level and my happiness.

Now I’m more focused and much happier.

My goal is to have one month of blogs or videos created in advance.  This ensures that I’m consistent in getting my blogs / newsletters out on the same day each week.

If I can share one thing that has made the most difference in my work life – it’s systematizing my business.

Take Action Now to Systematize Your Business: 

1)    List all the things you do in your business that are repeatable.  Examples are newsletters or blogs,  signing up and preparing to work with new clients, filing business receipts or social media.

2)    Choose one area to work on for your first project.

3)    List all the steps in that process in order that you do them.  For example, to create and send out your newsletter might include writing the content, formatting it, finding photographs and sending it out.

Creating a recognizable template for your newsletter might be another option so that someone can set up the format for you in advance of your sending it out. 

Now I’d love to hear from you.  Have you tried systematizing your business?  What worked for you?

If you like this video, please share it with your friends or on social media.

If you want more actionable tips and trainings each week, sign up at sheroldbarr.com.

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  1. Very important points, Sherold! Systematizing your business is also key to “rinsing and repeating” so you can improve how you do things. Delegating certainly frees up time, but as you pointed out, it also requires documenting the steps and “onboarding” your new assistant. I highly recommend another time saver – automating as many of those systems as possible! There are always tasks that a human needs to handle, but automating tasks like sending out follow-up emails to new subscribers, handling pre- and post-session communications with coaching clients, or registering, reminding, and following up with webinar attendees lets you delegate more creative tasks to that wonderful assistant!

    1. Karen this is excellent info you point out. Yes onboarding processes are key in allowing a freelance assistant take over some of the processes. Automating those tasks is crucial. I so appreciate this. I love that you have a site called Processmojo.com. Way to go!

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