As the end of summer approaches, vacations are being wrapped up, the kids are getting ready to go back to school, and women entrepreneurs everywhere are starting to focus more on their businesses. If you’re anything like me, just the thought of keeping all the balls in the air can be stressful and you sometimes find yourself wondering how other entrepreneurs manage to get it all done without losing their minds.
One of the things that has helped me harmonize my life, my 9-5 job and my side-hustle is having good systems in place.
Yes, it’s true. I’ve said it before and I’ll say it again – solid systems save your sanity and save your business. In fact, the most productive people all have one thing in common: they don’t reinvent the wheel every day. Instead, they’ve figured out the best, most efficient way to do every task, and they create a system to do just that.
No matter what type of business you’re in and what projects you find yourself tackling, using systems will help you work faster and produce more, reduce mistakes in your work, and easily outsource the tasks that you hate doing.
So today, I want to share 5 system hacks that I use to work smarter, not harder in my business and hopefully will inspire you to do the same.
1. Templates
How often do you perform the same client tasks? How about program launches? Or social media graphics? Or onboarding new clients?
All of these tasks and more become effortless when you create fill-in-the-blank templates that can be repurposed for specific cases/people. Templates can be as simple as a dateless weekly calendar with each specific task laid out on each day. You can also create social media templates that you use to post recurring theme-posts or for quotes and inspirational posts.
You can create a template folder in Dropbox or Google Drive to house all your templates for easier access. I use Canva to create beautiful image templates for use across all my social media sites! You’ll need to upgrade to Canva for Work to get this functionality, but it’s well worth the small monthly subscription!
2. Checklists
It might seem counterintuitive, but when you perform the same tasks over and over again, it’s easy to miss a critical step. You might think you’ve created all of your customer invoices —you might even remember doing it—only to look back and see it was never completed.
But when you implement checklists, it’s easier to remember important tasks. You can easily create checklists for all your common tasks and projects using a simple text Google Doc or MS Word document. If you’re managing a team, having checklists in your project management system allow you to see exactly what tasks are complete, and which are still outstanding. I use Trello for team checklists, but Asana is another great alternative as well.
3. Instructional Videos
As you begin adding team members to your company, they’ll need to be trained on how to get the work done. The busier you become as the owner or the larger your company grows, the less time you’ll have to spend training on the basics job functions. This is where instructional videos play a huge role in productivity and efficiency for on-boarding new staffers. It also helps when you need to refresh your own memory on a task you don’t do very often.
Instead of only using written instructions, incorporate pre-recorded videos into your training plan. A super easy way to do this is to simply record your screen in real time as you’re completing one of your normal tasks. Once you’ve recorded yourself completing the task, you can store the videos in a Dropbox folder or in Trello or Asana board for easy access.
I have two favorite software options when it comes to recording instructional videos. The first option is Loom, a free screen and video recording software that allows you to choose between recording your entire desktop or just the open tab you’re working on. It’s easy to use and you can easily save your recordings for later access.
My other go-to option is Screenflow which is what I use when I’m on my Macbook. Screenflow is not free like Loom, but it’s affordable and offers video editing functionality for when you’re ready to take your business to the next level. There is also a desktop version for those using PCs.
4. Scripts
How many times do you answer email from potential clients? What about responding to customer complaints? Or mailing your JV partners about an upcoming launch?
Scripts can be as simple as a “canned response” in your email client or help desk, or you can use software such as Text Expander which works on MAC or Windows devices.
Another great place to use scripts is for intro’s and outro’s for your livestreams, blog posts and Instagram posts. While scripts will undoubtedly save you time, the real beauty is that once they’re created, you can easily outsource things like email and even sales. Simply instruct your assistant on the proper use of your scripts, and you’ll be free to do other, more important things.
5. Workflows
The 4 system hacks I’ve already shared are amazing and the final hack I want to share with you serves to bring them all together into a single process. The others are like pieces to a bigger puzzle. When I think of workflow, I think of something that can incorporate one or more of the hacks I’ve already shared.
A workflow is simply a system of tasks and processes that together capture the work you perform on a regular basis in your business. They serve to save you time, energy and effort when training new employees, documenting procedures and systemizing your business. So, instead of starting from square one every time you do a task, you can work more efficiently and get more done!
Creating workflows doesn’t need to be hard. I think of a workflow as a step by step compilation of tasks that incorporate the first four hacks I shared with you in this post. So, I start with “First, you do this” and move on to “Next, you do this and use this tool” etc until I get to the final step. And that’s it!
Using these hacks help turn smart business owners into productivity superstars, and it’s easy to get started. The next time you answer an email you’ve answered before, save your response. The next time you set up a new product in your shopping cart or create a new opt-in page, take the time to record the steps on paper or as a short video. These documents will make future projects easier and faster to complete, and best of all, you can hand them off to your assistant to do instead.
Taking small steps toward greater productivity will help your business tremendously. Building better systems will help you create traction and momentum so you can spend more time doing the work you love most! At the end of all of this, remember that being intentional and staying consistent are the two daily “hacks” you need to incorporate in order to make your business run like a well oiled machine!
Be Proactive, Be Productive, Be Profitable!
Ciao for now!
PS: Let’s up-level this connection! There are a few ways I can help you achieve your business goals this year:
1. Join the Let’s Do Launch Community.
Connect with other women entrepreneurs who are launching businesses, programs and courses too. This is my free Facebook community where bold, courageous women are building badass brands, multiple revenue streams & freedom-centered businesses so they can create more impact and more income. Join Here.
2. Save the date! – December 8, 2018.
Are you ready to launch your new business or program but not sure exactly where to begin? When you spend most of your time taking the wrong steps, you’ll won’t ever reach your goals. If you spend more time feeling stuck than you do moving towards your goals, your business will die before it ever has a chance to grow. If you’re ready to create traction and gain momentum, join me for PJs & Profits Girls’ Night In-The Ultimate Business Blueprint Experience. Ticket sales start on Sept 15! Limited spots available. Join the Waitlist Now!
3. Are you looking for 1:1 attention to solve your problem?
Do you feel like you are losing ground because you’re juggling your business, your full-time job & your family? Are you always working but making no money in your business? You’re buried so deep in the weeds, you can’t find the road to success. I can help. Book a free call and let me show you a simple path to profit (that includes more money, more time, and increased impact). Book your call here.