Systems & Automations

  • 5 core systems your coaching business needs to be wildly profitable

    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

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  • Everything you need to know about systems for your online business

    You have probably heard the buzz phrase ‘systems that scale’ in the context of building an online business. But you are still not sure what these words mean or why you should even pay attention to them right now. After all, that lengthy to-do list still awaits, right?

    Why you need systems for your online business

    While I could talk about why you need systems all day long, here are just a few of the benefits of creating systems to set yourself up for the success you want in your side hustle:

    Claim your weekends & family time back

    So many entrepreneurs struggle with hustling and working up to midnight and on weekends. While overwhelm is a choice, working without systems is a sure way of getting yourself overworked. Especially if you are busy with work that you wouldn’t be doing if you had the right systems in your business. You know those non-revenue-generating activities?

    Save loads of time

    Setting up just one system using my 4A Systems Setup method could save you up to 10 hours a month. Imagine what you could do with 10 hours? Spend more time with the kids? Have more time for self-care? Take time off?

    Take a week off without worrying that your business will fall apart

    What I mean by this, is that you want a business that doesn’t depend on you being there 24/7 for it to make sales. Heard of the phrase ‘trading time for money’? This becomes a thing of the past when you have systems. A good test of your systems is whether you could take a week off your business and still have sales coming in. If the answer to this is NO, then you need to continue reading this blog.

    Create a better client experience & make more income

    Yes, you heard me right! I see this all the time where entrepreneurs are obsessed with putting their best foot forward to win new clients. But the ‘red carpet’ treatment ends right there. Your client retention rate is way more important than your client winning rate. You are leaving money on the table if you don’t have a strong client management & after-sales experience. With the right systems in place, this can be easily embedded into your online business without having to spend more time on it.

    Get your ideas off your notebook & dream board and into reality

    How many ideas do you have lying around your notebooks? Are there products and services you have been dreaming about but have never seen the light of day? With systems in place, you could not only save time but also reduce the amount of time it takes to move an idea from just an idea to a money-making income stream.

    So? Do you want more clients & customers? additional income? More impact? More time freedom?

    Limiting Beliefs

    Before we go into the details of what systems are, let’s start with addressing some of the limiting beliefs that are holding you back from setting up systems in your business:

    “I don’t have time”

    The reason you don’t have time is because you don’t have systems to free up your time and stop spinning in overwhelm.

    My business is too small for systems

    Create simple systems and adapt as you grow. The whole point of creating systems is to make it easy to scale & grow your online business without being even more overwhelmed as it grows. Imagine if your business 10x today. Would you be able to handle all those extra clients & give them a superior customer experience? Or would it be chaos, and maybe even lose some of those clients because your business can’t handle that much right now? It’s time to build a business with the mindset that you are already a big business. The only way you can do that is by creating the systems now that can handle those big sales goals you have.

    “I don’t need systems when I am starting out

    The best time to set up systems for your online business is when you are starting out. Mainly because and you have fewer complexities to think through. This will also make hiring a breeze because you already have the systems. It’s so much easier to hand off tasks when you have a clearly laid out system for someone else to plug and play and get the work done.

    “I’ve already subscribed to lots of software apps

    A big mistake I see a lot of people making is when they subscribe to apps and tools because they saw someone else using them. The system always comes before the tools. You’ll only know which tools are best for your online business once you set up the systems the right way. Otherwise, you might end up on a money-spending spree on tools that are not a good fit, or tools you don’t need.

    “I’m not techie enough for systems

    You don’t need to have any tech knowledge to set up your systems. You just need to know how to run your business. Then plugging in the tech will be a much easier step in the process.

    “I want to keep a personal connection in my business with my customers”

    Systems will make me look like a robot. Again, systems are not tools or software. You also don’t have to automate everything in a system. There are tasks and activities that you can still completely personalize based on the brand and client experience you want to create.

    No one else can do it the same way as me

    Yes, I hear this all the time. And truth be told, I think this way too. First of all, this is simply not true. Someone else can do a fantastic job if you have the systems in place to enable them to do a great job. The mistake you are making is outsourcing work with no clear processes and systems in place. Systems will enable your team to do a great job without you micromanaging them.

    So, now that we have cleared the air on the mindset shifts you need to make when it comes to systems;

    What exactly are systems in the online business world?   

    A system ⚙ is a set of interconnected or related activities that help you achieve a specific goal in your business.

    A process 📝is a series of steps that helps you achieve a certain outcome within a system.

    A workflow ♻️ takes it even further and starts to make the process even more streamlined, more efficient and starts to actually help you save a lot of time. Instead of doing it manually or (worse) from your memory each time.

    Automation 🕹is what comes at the end, to help you save even more time with your system.

    In conclusion,

    Convinced that now is the best time to get those systems up and running in your business?

    Join me in a simplified systems session to learn how to set up your systems for good, click here to join -> rebeccakay.co/simplify

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  • How to effortlessly automate your online business

    how to automate and simplify your online business

    Introduction

    Ok, so you’ve figured out that if you keep going at the pace you are going, burnout and exhaustion from your side hustle is just around the corner.

    At this point, you are looking around for answers on how to do get things done faster in your business (or how to eliminate some tasks completely). The technology and systems to make this happen might feel a bit overwhelming for you.

    Before we go through the steps on how to automate your online business without tech expertise, I would like to explain why you should be investing the time to do it in the first place.

    Why you should automate your online business

    One of the best investments you can make is automating your online business. Actually, if you want to increase your revenue, you have got to increase the time that you spend on revenue-generating activities. Automation becomes key in freeing up your time from non-revenue but necessary tasks in your business.

    The time you save along the way is so much more worthwhile than the upfront time & (sometimes) financial resources needed to automate your business.

    The sooner you start to build a system and automation strategy for your business, the easier it is to scale it up for massive growth (without scaling up your time spend on it).

    If you are running your side hustle without a team, the overwhelm is sure to get to you at some point. Especially when you can’t keep up with the pace of the growth of your business.

    Furthermore, building a side hustle alongside a corporate job and motherhood significantly cuts down your availability for your business. Automation and systemizing your business is a necessity when you are building a team in your business

    Before you start throwing your hard-earned money at the hottest tools and software in town, here are a few mistakes to avoid:

    Going straight for the tools before you organize and put systems in your business

    You need to cover some groundwork so that the automation is layered onto your business once you have the right systems and organization in place.

    Thinking that automation is the magic bullet to your overwhelm

    Automating your online business is just a part of the solution, not the entire solution

    Paying for software or tools that you don’t need at the current stage of your business

    Only buy or subscribe to a new tool if you have noticed a gap in your systems which the tool can fill.

    Bonus tip: always subscribe to the trial version before plunging in a year’s worth of subscription fees. Since you aren’t sure if you really need the tool.

    Window shopping and spending days deciding between different tools, and not taking action

    The most important aspect of automation is how you use its features and functionalities, and what you put into the tool.

    While I would always suggest that you choose tools that are widely used, I would also recommend that you don’t spend too much time window shopping on the minute differences between your options.

    Hopping from one tool to the next

    This is also known as the fear of missing out. There will always be a new application on the block so, focus on the applications that you have. Only jump ship if you have noticed a gap or absence of specific functionality that you need.

    Remember that moving from one tool to another will not only cost you the lost subscription fees but also the lost time and resources spent trying to learn and input your data into the tool.

    Overwhelming yourself with too many software systems or tools at the same time

    I get that automating your business might be one of the most exciting things happening right now for you, but trying to do it all at once will only lead to more overwhelm and frustration.

    The best way to avoid these mistakes is by going through the 4A method every time you want to automate an aspect of your business.

    How to automate your online business using the 4-A Method

    1. Audit your business

    What tasks are the most time-consuming?

    What do you do in your business that you don’t enjoy doing?

    Which tasks would you like to reduce the time you spend on them (or eliminate them completely)?

    These are such important questions to ask yourself as you set your business goals because the whole point of automating your business is to create efficiency and bring back the excitement that you once had before you started getting overwhelmed and overworked.

    2. Align your tasks to processes

    Ok, automation done right is not all fun and tech. There is a step that is often overlooked, and that’s the process documentation (also known as Standard Of Operating Procedures)

    It isn’t as complicated as it looks. All you need to do is write down the steps that you take before you consider a task as complete. You can read more about this here.

    Start with the most important tasks, then go to the most time-consuming tasks. An easy way of doing this is having a notebook next to you when you start doing a certain task and taking note of each and every step until completion.

    You probably know most of the steps to your daily or weekly repetitive tasks. But it’s interesting how much else you can pick up when you document your tasks as you complete them.

    3. Assess what can be automated

    I would suggest that you go through each process at a time, and circle the tasks which you don’t like or are repetitive.

    You will need to do some research or hire an online business manager. Even better, hire a coach like me, who specializes in helping mompreneurs create time savings in their businesses.

    You can always make Google your friend in this research phase, but be sure to do enough research, especially as the cost of automation goes up.

    4. Automate!

    Here’s the fun part, choosing your applications and tools for your online business. If you want to know how to automate your online business, please go through all the steps above before you start window shopping for tools and applications.

    Here are a few tips to help you choose the right tools to automate your online business:

    Start by automating the most obvious tasks or processes from your assessment.

    Typical processes include:

    • Social content strategy and system
    • Invoicing and Payments
    • Project/ Task Management
    • Business file organization

    Choose a tool that is widely used

    Widely used tools are also updated and bug-fixed regularly to give the users a seamless customer experience. The owners of these tools also provide great customer support. If you get stuck or need help figuring something out, you can always contact their customer support before you hire someone to help you out. One of my favourite tools is Asana, and they provide free customer support even for their free version!

    Available tech-tutorials for beginners

    I love software providers who also give crash courses or tutorials on how to make the most of their applications. You will learn so many more functionalities than if you just dig in and try to figure out everything alone

    Focus on automating one aspect of your business every month

    This also means that you don’t need to make a lump sum investment in getting the tools you need, at once.

    Focusing on one process or system at a time will help you reduce the overwhelm of trying to learn everything at once especially if tech is a bit intimidating for you.

    You could take your time to learn the new tool, go through the functionalities and options. Ensure to make the most of your trial version before making the final decision to use the tool to automate your online business.

    Outsource the automation process

    If the entire automation process still scares you (which is absolutely ok), then get help!

    Get help automating your processes so that you can focus on the more important revenue-generating tasks (because your business should not take a pause due to the ongoing automation exercise).

    Fiverr.com is one of my go-to websites for outsourcing or getting help on short-term tasks. They have amazing freelancers who can help set up your systems at a low cost.

    Pro tip: I would suggest that you make sure they explain everything they have done and that you take notes. This way you can troubleshoot and learn from what they have done so that you don’t have to hire someone for every small change or update you need to your systems. 

    In conclusion, 

    Automating your online business is one of the best things you can do to set yourself free from the overwhelm and burnout that I see so many women go through before their business has even hit the ground.

    What areas of your business do you think would benefit the most from automation?

    How to effortlessly automate online business using 4-A method.

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  • Systemize your business like a #bossmom using my 4S Method

    Systemize your business like a pro using my 4s method.

    What parts of your business are the most stressful? What if it was possible to stop getting stressed out about anything and everything in your business, and start working like a BOSS? Systemize your business using my 4S method; this is not a quick fix, but if you take time to put in the work upfront, you will reap the benefits and become the #bossmom that you truly are!

    I am sharing my 4S method with you because these systems have enabled me to

    • build a community from scratch during a pandemic
    • raise two babies and a toddler AT home and spend 24 hours of my day with them
    • share valuable information with you so that you can build a thriving business!

    If you do not systemize your business, you are going to spend so much time running around doing things that you should actually be doing on autopilot! 

    Remember, your time will always be limited and that is why you need systems to help you get over the overwhelm, burnout and misery that a lot of mumpreneurs endure unnecessarily.

    And don’t even think of hiring someone to help you out before you go through my method below. You can’t expect someone else to know what to do when you don’t have a proper system in place to show them!

    1. List down all your tasks

    What do you do every single day in your business?

    What have you done for the last 6 months in your business?

    List everything from marketing to product development to customer enquiries to social media communication to website development…… Whew, being an entrepreneur is werrrk!

    2. Split your tasks between once-off and re-occurring

    You should now have main categories and then a column for once-off and re-occurring tasks under each category. So for example, under CUSTOMER there should be a column “ONCE-OFF” and a column “RE-OCCURRING”.

    If you find yourself repeating the same task often, then the chances are high that part of the task can be automated.

    Tick off the items in the “re-occurring” list that you think can be automated.

    For example, if you find yourself sending the same response to your customers when they make a specific enquiry, then save this response in draft emails or templates on your email service provider’s platform, and use the template instead of typing out the response each and every time. This task should therefore be ticked as “automated” to indicate that you will work on putting a process in place to cut down the time spent on this task.

    Systemize your business like a pro using my 4s method.

    3. Systemize the tasks marked as “automate” in the list of re-occurring tasks

    If you think it can be automated, chances are that someone has already developed an app or program to automate the task. Let Google be your friend in doing the necessary research, and hit me a reply if you need help on finding solutions to systemize your business.

    Technology can be your best friend if you make time to find simple solutions and apps to help you thrive! The best part: a lot of them are FREE!

    The apps I use (almost daily) the most to manage this community:

    • Notion – planning & keeping all my processes and biz resources in 1 central place
    • Canva – DIY graphic design
    • Mailerlite – Free customer email management tool
    • Planoly – Plan my social media posts

    4. Prioritise tasks that cannot be automated

    There will be tasks that will need your unique attention, and some that not even an assistant can help you with.

    This is when you need to prioritise. The items on the top priority should be revenue-generating, customer-nurturing items.

    Everything else should either be:

    • outsourced
    • batched (find a time(s) during the week to complete these activities in one go, instead of trying to do them everyday)

    You are the CEO of your business! Do not spend your time completing tasks. Actually, not more than 20-30% of your time should be spent on these tasks.

    You should be spending 70-80% of your time thinking about how to grow your biz, build trust from your target customers and improve your product/service offering and promote your business.

    Like and share this post with your fellow bossmom friends if you found it useful and you are ready to systemize your business using my 4s method!

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