Implement them into your business to get back your time and earn more money in the long run!
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Everyone wants their business to be successful. However, with time and the level of complexity, you can just have enough. Enough of working long hours, leading every department of your business, answering your team's never-ending questions, being overwhelmed, and spending time on day-to-day activities. You want to get your time back. Does that feel similar to you?
Cheer up! You can implement some things into your business now that will save you time and money (and generate cash as well!) in the long run.
I will share with you 9 ways to set up your business for success and live the life you have always wanted to have (that is why you started this business, right? :) )
1. Systemize your business
Too many entrepreneurs make the mistake of thinking they can handle everything themselves ("no one can do this as well as I can"). But if you don't have systems in place, you'll find yourself overwhelmed with work, trying to handle every task yourself, or hiring people who are not qualified for the job.
You don't want that, right?
Create processes when you do something more than once. It will save you time in the future and will help to delegate them.
Precise step-by-step instructions ensure that everything runs smoothly and there is no room for confusion or mistakes.
Also, consider the time spent training each new member to do a particular task. Suppose you record a Loom video or write the process of performing the task. In that case, every new team member will be able to get familiar with the set of actions they need to take without your involvement.
What examples of systems should you have in place?
Administration Systems (document management, knowledge management, password management)
Operations Systems (product/service delivery, project management, customer service, SOPs management)
Strategy Management Systems (planning, business metrics)
Marketing Systems (content management, social media scheduling & planning, email marketing, marketing technology)
Sales Systems (prospecting, sales pitch creation, pipeline management, qualifying leads)
Financial Systems (accounts receivable and payable, cashflow, bookkeeping, planning)
People Management (hiring process, onboarding & induction, team structure)
Make your company work like a well-oiled machine by implementing standard operating procedures!
2. Automate tasks and processes
Automate tasks that repeat regularly or frequently.
If you're constantly doing the same thing over and over again, set up a system that allows you to do it once and then automatically repeat the task at regular intervals or when specific criteria are met.
Set up an email autoresponder so every new lead gets a response within 24 hours or less.
Create an automated reminder for social media posts so you don't miss any opportunity to engage with followers.
Set up a scheduling system so you can simply send the link with your updated availability without back-and-forth emails.
Set up automatic email follow-ups to your past clients (checking in with them every 3 or 6 months).
Create project templates in your project management tool.
Set up canned responses in your email provider or text expander tools like aText, which you can customize with details before you send.
Check out Zapier - automation tool. I use it a lot in my business and implement it in my client's businesses. It is a huge time-saver!
3. Create a business hub
Keep your business' most important links and information in one place - an online hub. It can take various formats, for example, a project in your project management tool, Google Drive, or a page in Notion. Whatever you choose to use, make sure it is easily accessible to yourself and anyone else who might need it.
It will help you reduce the time spent searching for information or directing the team members to the exact location where something is stored.
What should you store in your business hub?
Your bio and headshot
Mission, vision, values
Branding kit (logo, fonts, colors)
Tools used in business
Case studies, testimonials
List of competitors
Goals for year, quarter, month
I love Notion's visual aspect, so I have a Notion Page with everything related to Systems in Place. You can check out this Notion template.
4. Know your mission, vision and values
It’s essential to figure these things out and have them in front of you all the time. Your mission and vision are not set in stone. They will be changing as your business is changing as well. I suggest revisiting them yearly (this is how I am doing it).
Your mission, vision and core values will direct you and help you decide what projects you should prioritize, what to do and what not to do. They will help you hire the right people who align with your business.
Your mission should describe the overall goal of your business: who you’re helping and how.
Your vision is broader than your mission. It presents where your business is going. Where will your business be when it accomplishes all its goals in 3, 5, 10 years?
Your values help to describe how your business acts and behaves. It’s a moral compass that helps to guide the decisions you make in your business and how you conduct business in general.
5. Plan in 90-day periods
90 days is the optimal time for online businesses to plan effectively. There is not enough time to be complacent, and urgency intensifies. This creates focus and clarity on what matters most and a sense of urgency to do it now. In the end, more important things get done, and the impact of results is profound.
Every quarter, you should establish your priorities based on your mission, vision and annual planning. For every 90 days, confirm up to three goals.
Remember - we are not making significant progress when we try to do too many things at once.
You can decide that in the next 90 days you will have two priorities: the launch of your new group coaching program and the automation of your client onboarding process. Then, you write exact project plans that will take you from point A to B. Each project plan includes detailed tasks outlining WHO will take care of the task, WHAT, and WHEN it needs to be done. You follow the steps and work on your priorities.
The roadmap (outlined priorities, resources, timelines) and detailed project plans give no room for excuses, so it also has a motivational aspect.
Try it for the next 90 days and see how it works for you.
6. Build partnerships
Partnerships are a great way to get in front of your dream clients.
You never know who can be connected to someone who desperately needs your products and offerings.
Partnering with another company can help you expand your reach through their networks, communities, events and more. This means that both companies benefit from each other's presence and credibility within their respective industries and target markets.
Start building connections with companies who already have your ideal clients in their audience but serve them differently (like SEO expert and social media manager, a company selling accessories for dogs and the one with feed for them). You can do a guest workshop for them, a lead magnet swap, or create an event together - the opportunities are limitless!
Also, businesses with services and products complementary to what you sell, can refer customers to you for a referral fee.
Partnerships can skyrocket your business pretty quickly!
7. Use a project management tool
One of the most important aspects of any project in the business is keeping track of all its moving parts. No matter what project it is, it's good to have a tool for managing your tasks. Not only do you need something to organize your thoughts, but you also need to be able to communicate with others working on the same project and keep track of the progress.
Project management tools like ClickUp, Asana, and Trello are great because they allow you to:
assign tasks to yourself or other people,
keep track of due dates,
and even remind you when you need to do something again - like annual tax (ability to set up recurring tasks).
This way, everyone in your team knows what needs to be done and by when.
You can use a tool like this for any project - launch of the new program, planning next quarter, or building a content calendar.
I can't imagine my life without a project management tool - I use it for work and personal purposes. That's why I encourage my clients to implement it into their businesses. You wouldn't believe how many business owners track their projects in spreadsheets or have something set up but don't use its potential. Let’s make your life easier!
Some popular project management tools:
8. Track your metrics
If you have the right key metrics in place, running your business is much easier because you can observe what is happening in it. You can see if your actions are helping or hurting the company, and you can check if any of your assumptions are correct.
Of course, tracking metrics is not all. You need to review them and act on them.
If you measure the right things, it's easy to make a change that will improve what's happening with your business.
Make sure to track your metrics weekly at the same moment of the week (I do this on Friday morning and recommend Monday or Friday to my clients).
What metrics should you track?
It depends on your business, but here are some standard metrics.
If you're a business looking to make money, then you need to know how much money you're making. Look at charts showing your revenue/profit over time and in comparison with previous years and other similar businesses in your area. The key here is to compare what you have now with what you had before.
Funnel & Leads
Funnel: the process by which you go from getting a lead to making a sale. This means tracking how many leads you get, how many of those leads convert into sales, which marketing strategies work best for bringing in customers, which products are best at converting into customers, and so on.
What can go wrong with the funnel? For example, if you're trying to bring in customers via paid advertising but it's not working out well, maybe you're targeting the wrong audience or they're not responding well to your ads. Or maybe your landing pages aren't optimized - are people easily finding them? Did they read or understand what they were being sold? If you don't know where you stand with these metrics, it's hard to make changes that will optimize your funnel. If you don't know what works and what doesn't then it's hard to determine what marketing channels are worth investing more time and money into. And without knowing those things, you can't accurately predict whether or not your business will succeed.
Social media is great for building brand awareness, but avoid getting too distracted by vanity metrics like followers and engagement. Focus on how many people took action after they saw your post. Did they follow your business on Twitter? Did they visit your blog? Did they schedule a free consultation? Those are the numbers that show actual engagement with what you're doing - and that's what will help you build a successful brand over time.
Having clear annual, quarterly and monthly goals in your business is crucial for your success. Keep track of the progress by reviewing them weekly and adjust when you are getting distracted and are not following the right pathway.
9. Hire an Online Business Manager
There are many benefits to hiring a Certified OBM, but I would say the main one is that an OBM is IN your business with you.
They manage the day-to-day activities. They are a part of the team. They are rolling up their sleeves to drive projects and ensure that business goals are being met. They are a true success partner in the journey - with you every step of the way.
Let's be real... It can be lonely in our own business. Even with a team, it can often feel like it's still all on our shoulders to move things forward. To make sure stuff is getting done. To ensure the team has what they need. To lay out strong systems and a foundation for sustainable success.
We can get to the point where we are making money but our business has become a real drag. The weight of it can become a burden that gets heavier and heavier over time.
Coaching support is essential. Strategic support is important as well. Masterminds are great. We need those things as leaders but they aren't IN the business with us daily.
Imagine having someone IN your business who cares about it as much as you do. Who shows up each day, in service of your mission and clients. Who considers your success to be their success. That's what it means to hire an OBM.
The main services of an OBM:
Managing od day-to-day operations
Taking tasks off the business owner’s place.
Which of these changes does speak to you the most and feels like the biggest urgency for your business right now?
Book a 30-minute call with me and let's discuss that! :)