5 core systems your coaching business needs to be wildly profitable

It is no secret that systems are the secret sauce to running a successful online business and logging off your laptop at 5 pm with no guilt. If you want to get rid of the 12-hour workdays and start working more efficiently, you need systems to support you. You need human capital to scale, but without systems, hiring & retaining good talent could become your next headache.

Not only do systems help you save loads of time in your business, they also free up your time. Enabling you to serve more clients & spend that well-deserved time off with the people who matter the most to you.

So here is my list of the 5 core systems your business needs to thrive, aka to run on autopilot. For you to start doing all those things you’ve put on the back burner since your business started growing and bringing in consistent sales.

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5 core systems your coaching business needs to be wildly profitable

1. Task Management

Task management is the bedrock of any business. You don’t get results unless you complete certain tasks and activities that get you to the results. So how do you manage your tasks right now? How do you plan out what needs to be done, when and by whom in your business?

Are there activities that follow a process flow? Where is the process flow stored? Do you recreate the steps every time you work on the activity because there is nothing documented for you to use as a reference?

If you’re like me you probably can’t get over the paper planning completely. So there’s a sweet compromise you can make. You definitely need to use a project management tool to manage your tasks going forward. But you can still use a paper planner to plan out things before they get into your task management system.

I use Asana, and I love how user-friendly it is. I also love that the free version has practically everything I need for it to work for me and my business.

Typically, I plan out my week using my paper planner, decide what my non-negotiables are. I then put them in my project management tool, Asana, so that I can track and stay focused on what needs to be done for the week. 

A project management tool is also fantastic for complex projects that have many moving parts. Think of a launch and all the tasks that need to be done. If you have a team, there are probably tasks assigned to different team members. Some of them are dependent on one another. Doing all this with sticky notes and to-do lists becomes a recipe for chaos & overwhelm.

Get a task management system for your business ready to roll, and build it as you go. 

2. Content Creation

Content creation is arguably the most time-consuming task in your business. So why spend time creating content every week when you can use a system to repurpose content you have already created without starting from scratch?

There are so many ways to repurpose content, but you need to have a system to make this process possible. I use Airtable to store every piece of content I have published in the past. Which makes repurposing so much easier and quicker.

Not only do I track what I have posted in the past, I also track the metrics associated with each post. So I can easily see which posts have performed well, and repurpose more of the high performing content.

This is worth getting Airtable for!

3. Launching

Launching can be extremely stressful and overwhelming if you don’t have any structure or system to support you. If you are recreating your launch assets afresh every single time, there is a better way to managing your launch. With a system in place, you can cut down the time you spend on launches by 4 hours on every single launch. 

An effective launch system includes; the ability to track and reuse templates, delegate tasks to team members, track the launch progress from a bird’s eye view. And ensure that you don’t forget anything at the last minute. (This is why that project management tool is the best thing you can do for your business. If you don’t use one right now – my favourite at the moment is Asana).

4. Sales 

Do you have a sales process in place? You probably speak to many people about how you can help them. But how easy is it right now to track these conversations? Following up with the ‘hot’ leads and make sure you don’t miss out on sales opportunities? 

Once you convert those leads into a person who is ready to swipe their credit card and sign up for your coaching program, you need to have a system in place to receive their payment effortlessly. And it’s more than just a Paypal link. You want to give your customers the confidence that you know what you are doing and their money is safe with you.

So if scaling your business and serving more clients without having to work 12-hour days is high on your agenda then you want to be absolutely sure that you are not leaving money on the table.

5. Client Management

Client Management starts from the point someone becomes a potential client to the point someone ‘stops’ being a client. 

How do you generate and keep track of your leads? What are the steps that you take from the point of an enquiry to the point that someone becomes a client of yours? 

You have set up a sales call and you now have a potential client, but what happens next? Is this process clearly laid out? Or do you follow a different process every time you have a new lead coming into your discovery calls? Do you have client relationship management software that helps you keep track of all these things?

Ideally, you need a different process depending on whether you get a ‘YES’ or a ‘NO’ from your sales call process, or whatever method you use to nurture a hot lead in your business.

Understandably, if you get a ‘YES’, the process has more steps: you need to send out the contract, you need to send the payment link, the client needs to receive a welcome/introductory packet….The list goes on and is customizable to what has worked for your business in the past and what your clients love.

If you want to scale sustainably, you definitely need to have this process laid out well in advance so that 

  • It’s easy for you to onboard a new client and spend more time delivering the actual value to them
  • It’s easy for you to delegate the entire onboarding process without someone missing out on key steps or not doing it the way you want it to be done. 

So which system will you start with? The key is to be consistent in your system setup, starting with just an hour a week.

Need help getting systems to take your coaching business to the next level ASAP?

Book a Free Scalable Systems Session with me right away, right here

5 core systems your coaching business needs to be wildly profitable