Hey girl, are your systems making your life harder?
I see it all the time. Women in business either half-ass their systems (or don't have any at all) or overcomplicate them to the point where they're more trouble than they're worth.
And that's just not what we want.
You deserve to have systems that work for you, not against you. Systems that free up your time so you can focus on the things that matter most to you.
That's why I'm here to help. With a few simple tweaks, you can turn your systems into your best friend.
In this blog post, I'm going to share 6 reasons why your systems are making your life harder and how to fix them.
1. Juggling All The Tasks
It's time to shift your mindset to "I can delegate that." Your time as a business owner is precious and should be invested in CEO tasks - the tasks that move the needle forward in your business, not the mundane day to day nitty gritty. Knowing when to delegate or automate tasks is essential to ensure you're not wasting time on activities that aren't within your zone of genius.
The first step to fixing this problem is to make a list of all the tasks you do in your business. This includes everything from big things like strategy and marketing to small things like answering emails and scheduling appointments.
Once you have your list, take a close look at each task and identify the ones that can be delegated or automated. If you have a team, delegate the tasks that you can to them. If you don't have a team, there are plenty of tools and services that can automate tasks for you. Some of our favourites are: Dubsado, ClickUp, Zapier and Google Calender.
Once you've delegated or automated the tasks, create systems to make sure they're getting done on time and to your standards. This might involve setting up checklists, deadlines, and notifications. It's also important to check in with your team members or tools regularly to make sure everything is running smoothly.
I know it can seem overwhelming at first, but fixing your systems is worth it in the long run. When you have systems in place, you'll have more time and energy to focus on the things that matter most to you. So don't be afraid to start small and work your way up.
Here are some additional tips for delegating and automating tasks:
When delegating tasks, be clear about your expectations and provide your team members with the resources they need to be successful.
When automating tasks, be sure to test the automation thoroughly before you rely on it.
Don't be afraid to adjust your systems as needed. Nothing is set in stone, and your systems should evolve with your business.
2. Getting Lost In The Chaos
Ever felt like your business lacks organization and is slowly spiraling into chaos? It's a common issue, and it can happen in various ways. Some businesses have no systems in place, some overcomplicate their systems, and others overlook crucial aspects of organisation.
To take back control, you need to embrace tools like Customer Relationship Management (CRM) systems, workflows, and project management solutions. These tools act as your compass, guiding your ship through the storm, ensuring that you and your team never lose sight of your goals. With a well-organised system in place, you can easily track and manage client interactions, project progress, and important milestones.
One of the best ways to get organized and get things done is to use tools and systems. Here are a few tips:
Choose a CRM system that is right for your business. A CRM system can help you track your customers, leads, and sales. There are many different CRM systems available, so choose one that is right for the size and type of your business. Dubsado is our ultimate CRM, we absolutely love it! Other CRM tools you could use are Honey Books or Studio Ninja. (Get 30% if your first months or year subscription of Dubsado use code freedomcreative30).
Create workflows for common tasks in your business. A workflow is a step-by-step process for completing a task. Workflows can help you automate tasks, save time, and avoid errors.
Use a project management tool to track projects and deadlines. A project management tool can help you track the progress of your projects and make sure that they stay on track. There are many different project management tools available, so choose one that is right for the type of projects you work on. We love ClickUp, but other project management tools you could use are Trello, Notion or Asana.
Train your team members on how to use the CRM system, workflows, and project management tool. It's important to make sure that everyone on your team knows how to use the tools and systems that you're using. This will help ensure that everyone is on the same page and that tasks are getting done efficiently.
Create a system for storing and organising files and documents. It's important to have a system in place for storing and organising your files and documents. This will help you find what you need when you need it. You can use a cloud-based storage system, a filing system, or a combination of both. We use Google Drive to store our files, we love to use Google Docs and Google Sheets for projects!
Label everything clearly. Once you have a system in place for storing and organising your files and documents, make sure to label everything clearly. This will help you and your team members find what you need quickly and easily. Don't forget about keeping your Canva designs organised with folders! Will save so much of your time!
I know it can seem like a lot of work to set up tools and systems, but it's worth it in the long run. When you have tools and systems in place, you'll be able to get more done in less time and with less stress.
Here are a few additional tips:
Start by focusing on the most important tasks in your business. Once you have systems in place for those tasks, you can gradually add systems for other tasks.
Don't be afraid to experiment. There is no one-size-fits-all solution when it comes to tools and systems. Try different things and see what works best for you and your team.
Be patient. It takes time to implement new tools and systems and to train your team on how to use them. Don't expect to see results overnight.
3️. You’re Still Doing Everything Manually
Have you ever thought, "I can send that invoice; it only takes 5 minutes"? The reality is often quite different. Think about how many invoices you send and the time spent chasing payments. It's likely longer than those initial 5 minutes.
Automation is a game-changer in this scenario. It's not about being impersonal; it's about working smarter. There are numerous tasks you can automate within your business, from client onboarding to project management. Automation is your best friend, freeing you from countless email exchanges and allowing you to focus on what truly matters - growing your business and serving your clients.
Follow these steps to start automating tasks within your business:
Make a list of all the manual tasks you do in your business. This includes everything from sending emails to scheduling appointments to creating invoices.
Identify the tasks that can be automated. There are many different tools and services that can automate tasks, so take some time to research what's available.
Find tools to automate the tasks. Once you know which tasks you can automate, find tools and services that can do the job.
Set up systems for automating the tasks. Once you have the tools and services in place, set up systems for automating the tasks. This may involve creating templates, setting up triggers, or connecting the tools and services to each other.
Review your systems regularly and make sure they're still working for you. As your business grows and changes, you may need to adjust your automation systems. Make sure to review your systems regularly and make sure they're still working for you.
I know it can seem daunting at first, but automating tasks is one of the best things you can do for your business. When you automate tasks, you'll have more time to focus on the things that matter most to you, like growing your business and serving your clients.
Here are a few additional tips:
Start by automating the tasks that are most time-consuming or repetitive.
Don't be afraid to ask for help. There are many experts who can help you automate tasks and set up systems. (We've got you! Get in touch 😉)
Be patient. It takes time to automate tasks and to see the results. But in the long run, it's worth it!
4️.Constantly Communicating
If you find yourself in a constant loop of communication with clients and your team, it's time to centralize and streamline. Use onboarding questionnaires to gather crucial information, set up clear and efficient processes for storing client assets, and implement project management tools to keep communication organised.
Centralisation is key to ensuring that you're not wasting time on endless searches and back-and-forths with clients and team members. With a streamlined system, you'll have quick access to all necessary information, reducing the need for constant communication and follow-ups.
One of the best ways to improve communication and collaboration in your business is to create systems and processes.
Start by creating onboarding questionnaires for new clients and team members. This will help you get to know them better and understand their needs. It will also help you set clear expectations from the start.
Use a project management tool to centralise client and team communication. This will help you keep everyone on the same page and make sure that everyone is aware of the latest updates.
Create a system for storing and organizing files and documents. This will help you find what you need when you need it and avoid losing important files.
Train your team members on how to use the project management tool and the filing system. This will ensure that everyone is using the systems correctly and that everyone is able to find the information they need.
Finally, set clear expectations with your clients and team members about communication. This includes things like how often you will communicate, what channels you will use, and how quickly you will respond to messages.
Here are a few additional tips:
Make sure your systems and processes are easy to use. If they're too complicated, your team and clients are less likely to use them.
Be flexible. Your systems and processes should evolve with your business. Don't be afraid to make changes as needed.
Get feedback from your clients and team members. Ask them what they like and don't like about your systems and processes. Use their feedback to make improvements.
5. Time Draining
Effective systems should make your life easier, not harder. They should make your client experience smoother and help you complete projects faster and more efficiently. If you find that it's the opposite, it's time to sit down and identify what's draining your time.
It's possible that you've overlooked something in your systems setup or overcomplicated it. It's a common pitfall. The key is to regularly assess and refine your systems to ensure they align with your business's current needs and goals. Systems should be a dynamic part of your business, evolving as your business grows and changes.
I know it can be daunting to improve your systems, but it's worth it in the long run. When your systems are working for you, you'll have more time and energy to focus on the things that matter most to you. Start with these simple steps:
Take some time to review your systems and identify areas where they can be improved. Are there any tasks that are taking up too much time? Are there any tasks that could be automated? Are there any tools or systems that you're not using to their full potential?
Ask yourself if you're using the right tools and systems for your business. There are a lot of great tools and systems out there, but it's important to choose the ones that are right for your specific needs.
If you're feeling overwhelmed, consider hiring a systems consultant to help you optimize your systems. A systems consultant can help you identify areas where your systems can be improved and implement the necessary changes.
It's also important to take breaks regularly to avoid burnout. When you're constantly working on your systems, it can be difficult to see the big picture and make the best decisions. Taking breaks will help you come back to your systems with fresh eyes and a new perspective.
6️. Scaling Stress-Free
As your business grows, you want it to work for you, not against you. You didn't start your business to be chained to your desk for 12 hours a day or constantly checking your phone. Systems are your secret to growth without the stress. You want to scale your business smartly, and systems are the key to doing that without losing your mind.
Here are a few tips:
Start by reviewing your systems and identifying areas where they need to be scaled. This might include things like your CRM system, project management tool, and file storage system.
Invest in tools and systems that can help you scale your business. There are many tools and systems available that can help you automate tasks, streamline workflows, and improve communication and collaboration.
Hire team members to help you manage your systems. As your business grows, you'll need more people to help you manage your systems. This might include hiring a systems administrator, a project manager, or a customer support representative.
Trust your team members to do their jobs and don't micromanage. When you have a good team, it's important to trust them to do their jobs well. Micromanaging will only lead to stress and frustration for everyone involved.
It can be difficult to let go of control, but it's important to remember that you can't do everything yourself. By scaling your systems and hiring the right people, you can free up your time to focus on those CEO tasks or take back your time freedom - no body wants to feel like they're chained to their desk!
Here are a few additional tips:
Start planning for scalability early. It's much easier to scale your systems if you're thinking about it from the start.
Be flexible. As your business grows and changes, you may need to adjust your scaling plans. Be prepared to make changes as needed.
Get feedback from your team members. Ask them what tools and systems they need to be successful. Use their feedback to make informed decisions about scaling your systems.
Fixing your systems will take some time and effort, but it's worth it in the long run. When your systems are working for you, not against you, you'll have more time, energy, and focus to grow your business.
And that means you can finally have the time freedom you deserve.
So what are you waiting for? Let's get started on fixing your systems today!
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