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Speaker 1: Having systems in place means it's much easier to then

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bring somebody on board and delegate to them straight away.

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You're not scrambling to put systems in place and learn

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them so that you can teach somebody else how to

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do them. It creates consistency in your client experience, whether

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that's one on one clients, whether that's core students, whether

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that's in a membership that makes it a little bit

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easier and smoother for them, And it freeze up your time.

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This is the biggest thing with systems. It frees up

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your time to do the things that move the need.

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Welcome to Imperfect Action. I'm Steph Taylor. For years, I

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read all the books, downloaded all the freebies, and did.

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Speaker 2: All the courses, But it wasn't until I started taking

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imperfect action that my business had its first million dollar year.

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Imperfect action is about doing things before you're ready, prioritizing

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consistent action over perfect action, and moving forward even when

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you're not sure you're doing it right. On this show,

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you can expect mindset advice, actionable marketing tips, and strategy

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to build a business that brings you more profit, more.

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Speaker 1: Freedom, and even more joy. Are you on the list

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to get my daily businesses. Every day i'll send you

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a bite sized prompt designed to help you grow your

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business in a more intentional way. Sign up at Stephtaylor

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dot co, forward slash DBB, or at the link in

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the show notes. Hey, welcome back to in Perfect Action.

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This is episode eight hundred and forty four. This is

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part two of talking about business models and creating a

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business model that's going to give you a balance of

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profit and freedom in your business. Now back in part one,

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if you missed it, I talked about the importance of

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your long term vision. I talked about mapping out the

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kinds of offers and the office suite that will give

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you that freedom. And I talked about pricing. So if

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you missed that episode, make sure you go and download

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that and queue it up and listen to it after

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this one. But this is a continuation, so we're starting

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with number five or number six. Actually lost count last episode.

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I can't remember if there were four or five. But

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the first one for this episode is building systems for

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freedom in your business. Now, I know you might say, well,

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I'm just starting out or I'm really early on. There's

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no point putting systems in place just yet, because it's

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just me and that's fine. But I would start putting

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systems in place honestly at the start, because as your

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business grows, you're going to become more overwhelmed and you're

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going to become more busy, and then you're going to

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have less time to go and put those systems in place.

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Having systems in place means it's much easier to then

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bring somebody on board and delegate to them straight away.

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You're not scrambling to put systems in place and learn

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them so that you can teach somebody else how to

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do them. It creates consistency in your client experience, whether

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that's one on one clients, whether that's core students, whether

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that's in a membership. That makes it a little bit

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easier and smoother for them. And it frees up your time.

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This is the biggest thing with systems, and it frees

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up your time to do the things that move the needle,

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rather than you spending your time manually doing all of

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your bookkeeping in an Excel spreadsheet because you don't want

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to pay the fifty dollars or whatever it costs for

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zero every month where they will do that for you

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or creating all your invoices in Canva and then emailing

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them and then manually following them up rather than getting

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zero or QuickBooks or literally any book keeping software to

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do that for you. Like, yes, it might cost say

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fifty dollars a month. I think it's actually even less

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than that. But it might cost you that, but it's

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going to free up a lot of your time that

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would be spent on better tasks, things like getting more clients,

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growing your business, creating new offers that will free up

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your time, things that we talked about in the last episode.

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So a couple of key areas that you should systemize

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in your business. Firstly, content creation, So thinking about okay,

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putting out a content calendar. Building a content calendar so

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that every time you sit down to create any kind

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of content, whether this is a podcast, a blog, emails

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to your list, social media, any piece of content you

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are creating, put it in a calendar so that you're

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not having to think about it each time you sit

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down to write the thing or record the thing. It

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just takes one little piece out of your mental load

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that to create if you can, because it'll be a

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lot more efficient than context switching between tasks and then

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think about how you are repurposing. So, if you are

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writing emails to your list, can you repurpose those as

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social media posts? If you are recording podcast episodes, can

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you transcribe them and edit them, or even better, get

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an AI tool like chat, GBT or claude to edit

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them and turn them into blog posts. Client onboarding is

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another really big one. So automating those welcome sequences. When

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you have a new client come on board and you

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want to send them your welcome kit with your you

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know how to work, like how we work together, what

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your boundaries are, when they can contact you, all of

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the things that they need to know, questionnaires, anything that

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they need to know to be able to work with you.

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Or if somebody's bought your course and they need to

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know how to access their course portal, all of these

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things should be automated. The sequence that you are sending

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them showing them how to find the course portal and

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join the Facebook group and register for the calls that

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should be automated. Okay, make sure that you have intake

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forms and questionnaires that are standard that you can send

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to your clients as part of that automated sequence, and

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make sure that you are communicating really clearly what kind

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of expectations and timelines you have for them. So this

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is probably more applicable to one on one clients, especially

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if you're doing project based work. Like I remember, I

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think was a forget who it was, it was a

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copywriter or a designer. I remember working with somebody not

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that long ago who I was just blown away by

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the communication around, Okay, I need to have for us

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to be on timeline for this project. I need to

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have this thing from you by this date. I need

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to have this thing from you by this date. I

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will get this to you by that date. I need

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you to review it by this date and have it

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to me to keep it on task. And I was like, oh,

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this is really good. So if you can communicate that

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to your clients, it's going to make your life less

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stressful and it's going to manage their expectations so they

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know what they can expect and when, and if they

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don't get something to you on time, it's not then

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your fault that you didn't deliver the final project to

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them on time. Okay. The next one to systemize would

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be delivery. So whether that's client project delivery, client offer

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one on one coaching delivery, client course delivery, whatever it is,

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whatever your offer is. If you have a course, invest

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in a course platform like Kajabi to make it really

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just nice and easy for them to use. Really use

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a friendly. If you're working one on one on client projects,

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make sure you've got some kind of project management tool

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that you can track progress on that task, on that project,

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so you know where everything is at. Bonus points if

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you can invite your client to that particular tool and

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they can see where everything is at, because they will

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love you for that. If you have, you know, common

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emails that you're sending or common deliverables, like if you

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have a structure to every single strategy document that you write,

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create a template for that for the structure. It doesn't

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mean that you're giving somebody a templated strategy, but make

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sure that the skeleton is there so that each time

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you sit down to do a client strategy, you're not

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having to spend half an hour just setting up the document.

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Same with you know those emails that you're sending over

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and over again, make sure you have templates for those

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so that you're not having to think about what I

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want to write? Those all counted as systems as well.

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So systems, yes, part of that is software, but also

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you know, templates can be really useful to have in

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your business. And then also thinking about systems around your sales.

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So that might mean having email sequences where you are

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nurturing your leads. You might not be selling to them

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directly after they've I don't know, downloaded a free lead

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magnet from you. You might not be selling directly to

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them in those email sequences, and most of the time

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I would recommend not, But in those sequences you might

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be nurturing them so that they are a lot warmer.

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So then maybe the next time that you sell in

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a webinar that they're going to, they're much more likely

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to buy from you because they are much warmer leads.

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Maybe you've got a series of follow up emails that

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you will send to somebody who's inquired about working with

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you or who's had a discovery call with you, thinking

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about like, what are the things that you are doing

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over and over and over again. This is the key assistance.

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What are the things you are doing over and over

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and over again that are not the best use of

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your time that you could streamline, You could automate you

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could make them faster. Then the next part of your

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business model is thinking about delegation. Okay, when and what

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are you going to start delegating even if you are

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just starting out. Okay, even if you are just starting out,

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even if you are still on a tiny, tiny budget,

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it can be a great way to free up your

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time to build your business more by hiring a virtual

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assistant for a few hours a week. Okay, So things

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you can delegate administrative tasks, so are things like emails, scheduling,

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data entry, any kind of content creation support, so maybe

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graphics maybe if you're doing reels or other kinds of

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short form video. Maybe editing that, maybe research for content topics.

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Things like tech support, so website updates, setting up your

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course in Kajabi, customer service so you know, replying to

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emails from your audience, your customers, replying to dms from

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your customers, that kind of thing. There's all those little

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tasks that take up more time than we realize that

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are quite easy to delegate, and when you start to

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get those off your plate, it means that you can

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focus on higher value tasks, which means that you can

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grow your business faster without also having to work more hours,

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which ultimately you know that's going to improve your work

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life balance and that's going to stop you from burning out. Right.

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I talk a lot about freedom on this podcast and

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in business in general. The side of that is, you know,

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if you try to build a business that's going to

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give you freedom just by chasing after more sales and

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more profit, then you are potentially going to burn out. Okay,

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So a couple of tips around delegating. Start with a

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virtual assistant for a few hours a week, but be

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realistic about what kinds of tasks they can do, what

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they are an expert in, and what they are not

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an expert in. The biggest mistake is to hire a

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virtual assistant and expect them to be the expert in

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what you want them to do, like saying, Okay, well

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I want you to write my emails when they've never

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written emails before, Like I'm talking about sales emails and

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cut open emails and things not just normal reply replying

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to emails in your inbox. So you might need to

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give them a little bit of training. If you have

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one off tasks, use something like upwork potentially, So like

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if you have a one off editing project for your

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course videos, maybe you could get somebody off upwork to

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edit them for you. Create clear standard operating procedures for

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all of the tasks you are delegating. So that's just

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like a step by step do this, do that, do that.

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It'll make it a lot clearer for the person who's

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doing the task, and it'll save you having to give

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them instructions each time. Invest a little bit of time

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in training them if you need to. So if you

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are expecting your virtual assistant to design Canva graphics and

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they're not a graphic designer, maybe you can invest in

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a course for them so that they can improve their

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design skills. And then make sure that you're doing regular

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check ins and meetings with your team members as well,

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just to make sure everybody's on the same page. Okay,

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the next thing to think about is how will your

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business model evolve over time? And it will evolve over time.

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You need to regularly reassess what is working what is

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not working, and this is how you ensure that everything

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is still aligned with your long term vision even if

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your shorter term goals are evolving. It also means you

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can adapt to changes in the market. So, for example,

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the online business world right now. The market that I

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sell to is very different this year compared with four

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years ago when we were in the middle of the

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pandemic and everyone had a lot of cash to spend. Okay,

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so there's different needs now because of that. So if

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you can take that time to assess what does my

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audience need for me right now, what does my market

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need for me right now, then you might need to

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realign your offers. You might need to change things. It

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also means you can identify some opportunities for growth or

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for improvement. You might notice at some stage that you

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need to retire an offer. Let's say let's say that

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you are like, oh, I don't know if I should

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keep selling this offer or if I should remove it.

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That's one of the big changes that you might make

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in your business model. If you are feeling less enthusiastic

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about delivering it, if you are getting feedback from your

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audience that they no longer need it, if you are

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noticing market trends or different opportunities that mean that this

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particular offer is not really relevant anymore, or maybe it's

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just stopped growing or it's not profitable anymore. These might

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be signs that it's time to retire and offer you

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have and there's nothing wrong with that. Like I know,

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I can you can feel a little bit reticent when

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you've spent a lot of time creating a course, for example,

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because courses do generally take a bit of time to create.

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You might feel a little bit reticent around letting it

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go because you've put so much time and energy into

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creating the thing. But when you let it go, then

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you create space for other new things to fill that

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and they are likely going to be better things. Okay,

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so how can you make changes to your business model

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without disrupting your entire business? Firstly, I would look at

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testing new offers in a really fun, light easy way

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rather than this has to work at all costs, thinking

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about okay, how can I sell this? How can I

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test this in a what would happen if I tried

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this kind of way? That's why I created conversion campaigns

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like that was the one thing that was driving me

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was I want people to start taking that imperfect action

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to testing new offers, to generating cash injections in their

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business without it always having to be a massive launch. Yes,

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there is a big place in your business for the

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bigger launches. Absolutely, I still love those, but you don't

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always have to do big launches. You can do smaller

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ones in between as well. And then also, you know

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phasing out old offers over time. So if you have

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a course that you are retiring, communicate that. Tell your

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existing students, hey, I'm retiring this course, and if you've

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given them lifetime access, make it available for them to download,

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like put it in a Google Drive folder and send

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them the links so they can download the videos and

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have that lifetime access. Okay, Now, the final thing I

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want to talk about is balancing short term cash flow

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with your long term vision. This is a challenge because

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often the things that are going to move you closer

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to that long term vision require a bit of a

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sacrifice of cash flow. In the short term. It requires

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saying no to that one extra client so that you've

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got more time to build the online course that's going

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to generate sales in the future. So it's saying no

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to short term sales right now so that you can

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generate more sales in the longer term. Okay, So two

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little strategies to manage your cash flow while you are

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still building out that ideal longer term business. Firstly, think

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about the cash injections that you are bringing in. So

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conversion campaigns, this is why I created it, right, So

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generating quick revenue with limited time, smaller offers. And it

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might be like one of our campaigns was a three

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day launch of an existing offer, but just with a

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new bonus, and that's all. It was three days of emails,

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no like, no massive build up, nothing else, just three

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days of emails where if they bought during those three days,

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they got a different bonus. Okay, So that's one example

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of a campaign. It can be also things like you

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know a new offer. You might be like, well, this

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week I'm offering one on one sessions to help you

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identify your niche in your business, right, and I'm taking

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ten people. That's something I could then just offer to

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my list and they can book in for that. So

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little conversion campaigns like that can be really useful for

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boosting your cash flow when you need it without adding

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a huge amount of things to your to do list.

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The other thing could be offering higher ticket offers like

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a VIP day or an intensive or a quick revenue

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boost that is only taking like a day or two

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of your time, like it's high value it's condensed work session.

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It can be premium priced because you are concentrating quite

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a lot of value into that time. And it's a

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it's a project, right, You're doing it once and then

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it's off your plate. It's not an ongoing client where

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you're constantly having to where you're constantly adding extra work

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onto your plate. Okay, So then to put all of

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this together, to put all of the things we've talked

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about in the last two episodes or this episode. In

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last episode, I want you to think about what kind

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of actions do you need to take. And the first

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thing would be to assess your current business model against

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your long term vision. So where are those gaps or

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those misalignments in your current offers what you currently sell

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or you currently price them, And where are the gaps

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in your systems and your processes, like where are you

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being less efficient than you should be or could be?

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And pick one of those areas to optimize in the

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coming week. Maybe you will refine your office suite so

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that you're better aligned with your ideal business. Maybe you

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will implement one new system in your business so that

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you become more efficient. Maybe you'll identify one task that

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you can delegate. Okay. The one thing I want you

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to take away from this episode and last episode as well, though,

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is always keep your long term vision in mind when

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you are putting this all together. And even though your

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long term vision might stay the same, your business model

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will likely evolve as you grow, as your business grows,

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as your goals change. Even if the long term goal

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stays the same, your middle and short term goals will

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likely change. And that's okay, and you can reflect that

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in your business model. So I really encourage you to

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start taking imperfect action and start putting together that ideal

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business model. If you're telling yourself, oh, I need to

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be a little bit further along in my business before

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I can do this, that is a story you are

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telling yourself to keep yourself safe. So start taking that

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action now. All right. That is it for today's episode.

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I hope this has been This has been quite a

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good one. The last two episodes have been two pretty

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meaty episodes. So that's it for today. Thank you so

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much for listening. Catch you next time.