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Let’s discuss a topic that I know is something that a lot of people think are big and scary and super complex. Many people want to avoid talking about this as much as possible.
That topic is systems… Systems don’t have to be super complex and scary. That’s why I think talking through them and creating an outline will be helpful, and maybe make them a little less daunting.
I’ve been in a lot of coaching businesses and have seen what is really beneficial and what gets the most freedom and calm (and less chaos) in my clients’ businesses. So, these are the top five systems that I feel are extremely crucial to have in a successful coaching business.
Having a client management system helps with streamlining things, keeps you in your zone. It also helps keep your clients happy. It allows your clients to feel less overwhelmed whenever you’re onboarding them. They’ll be really confident that they’ve made a really good choice by choosing to work with you.
A client management system includes:
– The process from the time a potential client contacts you to consider working with you by scheduling a call.
– Getting the new client onboarded with the contract, payment, questionnaires and just the intro of all the things that you offer them as they’ll be working with you.
– As well as, when it comes time to actually off board that client at the end of their journey with you.
How do you offboard your clients and send them things to help them be successful as they continue their journey without you? Do you consider getting feedback from them. These are steps that are beneficial for you to either share in your marketing. It will also help you improve on your process as you coach your clients moving forward.
This isn’t just a project based system that you would think of it like project to project. A project management system is a way to organize all the happenings in your business.
– Content planning
– Lead magnet planning
– Webinar or masterclass planning
– Organize your to do list
There’s so many things that project management system can help you to get organized. Getting things out of your head and having them parked in a place where you can come back to them later is going to give you back so much head space. Which makes room for more clarity to help you focus on what your task is at hand.
Oh, the ever daunting inbox. It needs a system so that you’re not overwhelmed with a million emails. which might This not only causes you to avoid checking emails, but important emails might get overlooked, causing you lose out on opportunities. Having an inbox management system creates a process that you are only looking at an email one time.
Having a really good filing management system is not only going to help you know where to find things, but it will also keep you from recreating things your can’t find. One important step of having a really good file management system is having good naming conventions so that all files have a set way of getting named. It’s going to make it really easy when you’re searching for something. Being able to easily navigate all your files is going to save a ton of time.
I saved this one for last because it seems to be the most intimidating. You may have heard that you need to create SOPs and a library of SOPs, which stand for – Standard Operating Procedures. They can be long, fancy documents with steps, checklists, and screenshots. It can take a lot of time to create a thorough SOP document. However, I really don’t feel like every business needs an SOP created that way. My thoughts are that all you may really need is to document your process with a simple video and checklist. Many businesses don’t need a super complex SOP that you’ve spent hours putting together. Recording yourself as you’re doing the thing is documenting your process. The checklist will make it easy to go through the process again in the future, and will make sure that you don’t miss anything.
Systems can feel complicated and super complex and in depth. But really, if we make our systems as simple as we can that are fit for us, we are going to actually use them. That’s really the goal, putting systems in place that you’re actually going to use. They’re getting back your time and freedom to focus on the things that you enjoy doing, like coaching your clients or creating impactful content.
By not having these foundational systems in place, you’re spending a lot more time on things than you should be.
Are you ready to put systems in place that will allow you to maintain your success without sacrificing your freedom?
Lynda is a Certified Online Business Manager and Systems Strategist. She loves working with her clients to eliminate the overwhelm and get back to loving their businesses by streamlining their business systems and processes.
Lynda was a stay at home mom to 3 kids under the age of 5 while being the right hand to her husband in his business. As they went on to school, she followed and began working at their elementary school while still helping her husband. When her children went on to middle and high school, she left the elementary school and began working as a VA to online entrepreneurs. This quickly transformed into more as she began noticing a consistent gap (which was something she excelled at) and began implementing the systems and processes in her clients businesses that they needed to help their days run more smoothly.
Lynda knew that she had finally found what she was meant to do- Make an impact in other business owners’ lives by getting them back hours in their week so they could have more time with their families and still have successful businesses.
Ready to start loving your business again? Get started by sign up for one of her super helpful free resources here.
