The Fierce Business Babe Podcast Ep 262: My Top Systems in Business

Something that has always been very important to me and my business is creating the foundations in your business and also creating systems in your business that are going to support you as the business owner, support your team that helps you, support your clients, support you and your social media platforms, and so much more.

My Top Systems in business

By: Melissa Lin

Over the years I have created so many different systems in my business so that my business is working smarter for me and not necessarily harder. If you have ever been in any of my coaching programs then you know that I love to prepare the back end of my business before the front end and I also love helping my clients get ready for that next level. For example, when I hit six figures in my business years ago, my business was already getting ready to be able to handle multiple six figures. Now what do I mean by that? 

What I mean by that is when we were bringing in the amount of clients into the business that matched six figures, we were already setting up the systems and making tweaks to how certain things were running so that we could handle twice as many clients, three times as many clients, four times as many clients, and so on. We are always making updates and refining and amplifying our systems so that again everything is just working smarter and when we're able to do so, we're able to help more people and create a bigger impact. 

I posted a questions box on social media this week and a big theme this week was around how to structure more things in their business and how to streamline and make things just feel easier day to day so that's exactly why I wanted to create this episode. We are going to be getting into some really fun stuff that I'm hoping is going to make your business feel easier. One of my big mantras is to really keep things simple. Don't over complicate things, and I know that us as humans we love to overcomplicate so I want you to keep things as simple as possible and as you continue to grow in your business these systems are going to support you and help you in the long run. 

Maybe you're thinking to yourself, well Melissa, doesn't adding in systems and creating systems make things more complicated? Not when you're working with me or getting some of my templates where we already have all of the stuff created for you and again these systems that I've created for my business and help my clients add into their businesses and of course we refine and tweak so that it fits their business because no business is the same. Just to give you a quick sneak peek, my content system, well one of the content systems that I'm going to share with you today is one that saves me hours every single week when creating social media content. It literally saves me hours every single week and saves if my team hours every single week.

Today’s podcast episode I’ll be getting into some of my top systems we have set up in our business that help us support our clients and continue to grow the business! I’ll be sharing my top content systems, my favorite sales systems to help bring in more sales, my favorite client systems, and more!

Ready to dive into today’s brand new episode? Okay, here we go! 

CONTENT SYSTEMS:

Where are you currently holding all of your content? Is it all only on Instagram? Or do you have them saved on your notepad somewhere? In google docs? Is it easily searchable? Can you eventually hand this off to a team member to go through and pick pieces of your content to repurpose? Start creating systems around this!

Why is this important? This is important for a few reasons. One of the reasons is important because it will make things so much easier for you and I would rather have your business work smarter for you than work harder for you. I have had many clients this week that have started their businesses and one of the more overwhelming parts is social media and one of my neat little tricks is to recycle and repurpose content as much as I want to. One of the very easy ways for me to do this is by utilizing one of my content systems which I call my content bank and my clients are very familiar with my various “banks” and systems because they see a lot of behind the scenes of the systems and we also have template that we provide them so that it can become easier for them too.

The way that I have my content Bank set up is in a way to make things easier for me and also to make things easier for my team. When any of my team members or even when I hop into my content bank, what I can do is I can search in my content Bank, let's say for example that maybe I am looking for a piece of content that I have already written that is about signing more clients in your business and is an educational piece that relates to my program the fierce Business Academy. My content Bank can sort all of this for me based off of anything I'm looking for. So if I'm looking for a certain topic or theme or if I'm looking for content that matches a certain program I am selling, my team can go in and find any content related to any of those items and go schedule it for me.  If you don't have a team yet you can go and grab it and schedule it for yourself.

This tool alone has supported me so much because it has saved me hours and hours every single week anytime I sit down to put some content together for social media and it also really served me and supported my business when I lost my Instagram account back in early 2022. One of the reasons why we're able to come back so quickly is I have always had my content saved somewhere else outside of social media, and my content bank. We don't own anything that we post on social media. We can't control what happens on social media. We also can't control how long a social media platform will be around. So what would happen if Mark decides to shut Instagram down tomorrow? Unlikely to happen however if it did happen, would you lose your content? Do you have it banked away somewhere? We make ours in Airtable and again we have templates for our clients however you can Bank it anywhere that works for you. you could make it in a Google doc or Google drive folder, you could Bank it in a project management tool like Asana or Trello. So I wanted to go into detail about that specific tool that we've created for our business because this is just one example of the dozens of different systems we've created in our business to make things easier for us and make things more efficient and quicker.

SALES SYSTEMS:

How does somebody enter your community? scheduling calls, do you have a system in place to take your potential client down a sales journey? What happens after they book a sales call with you? Do they receive confirmation? What happens after they say yes on the sales call with you? How are you tracking all of this information? 

One of my favorite sales systems that we've created in our business is my lead tracker. A lead tracker is such a simple tool and it can also prevent you from leaving money on the table for your business.   You can set your laead tracker up in a way that's going to best support you and your business. The way that we have it set up is we include name, Instagram handle, how far into our sales process they are, their email address, how warm of the lead they are, whether they've  inquired about our programs are not, etc.  We've also added a few bonus items to our lead tracker to support our clients even further. For example we have a column to let our clients know when to follow up with their lead.  I had mentioned just a minute ago that so much money can be left on the table when you aren't aware of some of these items, right? On average, it can take five follow-ups for your lead to convert.  So what happens if you aren't tracking this in any type of system? You simply forget about it. A lead tracker sounds so simple and it can also help you move the needle forward and stay on top of your sales. 

PROGRAM SYSTEMS:

If you’ve been around in my community, you already know that I love collecting data and love having a pulse on everything going on in my business. I also love having a pulse on how my clients are doing inside of my programs and also how we can continue to improve, right? There's always opportunity for improvement and we're always looking into client feedback and figuring out ways and brainstorming different ways we can add more support and continue to add more and more personalization to our programs. We already do have so much personalization and hands-on support in our programs and a lot of it is because of so much of this data that we've collected. 

So you might be asking yourself, how does this relate to a system melissa? The next system I want to share with you is a system that gives us a pulse on how successful our programs are for our clients and what this looks like is another system that we created inside of air table where we take a look at how our clients are doing in each of our programs, we take a look at attendance for our coaching calls and our programs, we take a look and see how engaged clients are in our slack channel, we take a look at the back end of our course material that we provide our clients to see which videos clients are watching which videos they aren't watching so that we can make decisions around ways to continue to improve.

I also know because of the data we've collected over the years that clients are more successful when they do come to coaching calls and when they do go through the course material and when they are engaged with slack so something we can do. We can reach out to clients that have leaned away for a few weeks or reach out to clients to remind them about coaching calls and let them know that we miss them and would love to see them because the end goal of course is to help them get closer to where they want to be. I deeply believe that every client is getting exactly what they're choosing to get out of a container at that moment. 

I have some clients that come to every single coaching call. I have some clients that never even happened to the slack channel for the hands-on support. I have some clients that don't go through any of the course material. Every single one of those scenarios is okay and is perfect for that client at that moment. However, if there is anything that I can do to help and add more support if that client is looking for more support I can utilize my program system that I've created to take that next step. 

OTHER SYSTEMS:

As I mentioned there are dozens of different systems that we've created in our business so I can't get to all of them on today's podcast episode but I do want to just make a few quick mentions of some other examples of other systems that we do have in our business that really do support us:

My podcast system: we've created a system to make it very easy for my team and I to stay on track and keep the podcast organized in terms of podcast episode topics and everything that's needed for every single episode and making sure to sign to the right team member and that dates are assigned so that we don't miss an episode and can stay ahead as best as we can. 

Banks: we have lots of  banks that we've created in our business to house various assets that we have. I already mentioned the content bank that we have, lead tracker which in a sense is a bank of its own, we also have a full Bank with our graphics and links for  every area of the business. We have systems for our social media, our email campaigns, etc.

Whether you know it or not, you currently have systems in your business. No matter what level in your business you are, you have systems. 

The process you take to write a caption, pick your hashtags, decide on what photo to use, and when to post and where to post, this is a system! What I want to recommend is that you start writing down or recording the processes of these things you do so that when you are ready to hire, you can easily train somebody to do this for you.

Today we have touched on my top content systems, my favorite sales systems to help bring in more sales, my favorite client systems, and more! and so much more.

We’re already getting excited for next week’s episode and can’t wait to share with you! We’ll see you next week in another brand new episode of the Fierce Business Babe Podcast bright and early next Monday morning!

FREEBIES:

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WORK WITH MELISSA:

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