Systems vs. Tools

Every business needs systems and tools. With the new year, I see so many business owners throwing out the word systems but when I look closer they are only talking about tools.

Tools and systems are not synonymous.

Tools + productivity hack + strategy x repetition= system

Tools help to carry out systems and enhance a system in automating your business.

My favorite tools this week are asana and streak. The systems behind them are a bit strategic.

For example I use Asana to manage:

• TDL

• CRM

• Podcast pitches

• Project manager

• So many things [working on a guide to share all the goodness]

In order to create a system look at what you do over and over. Make note of the steps that are needed and those that aren't. Assess where you can shave time, automate, and or outsource. Write it down and follow those steps from here on out. That is a system.  

Here's an example of my Podcast system:

• Research potential guest  

• Interact with potential guest casually and genuine

• Send potential guest an email informing of the podcasts mission and invite them to be a guest.

• Once the guest accepts the invitation, send guest an email explaining recording process and a link to podcast scheduler. [The scheduler is linked to my main calendars]

• The scheduler sends the guest reminders before the interview date. If needed they are able to cancel and reschedule through the scheduler.

• Edit the podcast

• Record Intro

• Upload Intro

• Type up show notes [I use a template]

• Create bit.ly links for the download url and show notes

• Edit image [I use a template]

• Create blog post for podcast show notes

• The day before the podcast goes live I email the guest with the show notes, an image to share on their social media if they choose, pre written tweets about the show, and the download link.

This system is composed of a few moving parts and tools, but it's fool proof. There's a checklist to make sure everything gets done and in order.

The templates make it so I can easily pick up where I left off and not have to wonder if XYZ was completed. No time is wasted trying to figure out where to start, because I know it's done if the task below it is completed. The checklist also makes it possible to pass it off to my assistant if I don't have time to finish some tasks and the deadline is nearing. She knows exactly where to start and what to do.

Systems automate your business. Automation leads to more time which is freedom.

Won't you be free with me? 

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I made a mistake

On my way back in town this past Sunday, I was editing my podcast in the car because I knew my schedule was thrown off, and it wouldn’t have been done. I haven’t outsourced my editing to my assistant, because I like to keep my personality and quirks part of the episode. So I edited the podcast in a car full of disgruntled traveling children. Note to self: just don’t!

When I recorded the podcast Skype cut out for a few moments while I was telling Chivon my story. When it reconnected I told her I would edit that part out. So when editing in the car full of distractions that was the one part I did not edit.

via

So as I listened to the uploaded episode this morning driving my babes to school and I heard myself say, “no worries I’ll edit this part out.” I felt like such a loser. How could I listen and MISS the one part that needed to be edited out. Immediately the perfectionist in me couldn’t get home fast enough. I wanted to delete the current episode, edit the portion out, and re-upload like it never happened.

Then I thought, “girl, you do not have time for ANY of that in your schedule today.” I was thinking how I could move things around to get it done, but it wasn’t plausible. Sometimes I have to have pep talks with myself.

So today’s pep talk went something like this:

Mistakes happen. You aren’t perfect. Get over it. No one cares. Really, no one cares. So what.

After my pep talk, I was fine. I went on with my day. I promoted the episode, because it’s a great conversation. Even the bit I had planned to edit.

3 Chic Tips to Mastery if you ever make a mistake:

1.       Own it! Acknowledge that you made an error.

2.       Apologize if necessary.

3.       Move on! Try not to make the same mistake and keep moving!

Even with systems, you will make mistakes, and thats okay. Don’t let them hold you back. Download the episode on Self-care for solopreneurs. Being kind to yourself is definitely a self-care tactic.

New project alert: Dreamer's Paradise Podcast

I'm a dreamer. Head in the clouds full of dreams, plans to save the world and truly make a difference. This is why I understand my clients so well. Those big dreams usually come with lots of reservations. And not the fancy 5 star restaurant reservations. But the can I really do this reservations. Hell yeah you can! 

Then I'm a huge fan/supporter of women crushing it! Women who choose themselves and make their own way on their own terms. 

I've started a new project, you read that right, another project: Dreamers Paradise. It's a podcast, audio through iTunes. I'm interviewing women of color who have created their dream lives through business and other passion based methods. The show will go live 9/9/14. New episodes will launch every Tuesday. The conversations are very candid, inspirational, transformational. I have them to break down their stories and process, because stories are so powerful in learning about a person. 

These ladies are phenomenal and doing amazing things in our world. I've recorded a few episodes already and can't wait until I can share them with you! 

The Kimber Lee Show: The Power of Gratitude

A few months back I was introduced to podcasts. What in the world is a podcast you ask? Basically audio, talking about any and everything. I mainly listen to business and self-help pods...go figure. When I created the mission impossible course, I used audio to accompany the program and the response was well received. There is something about the human voice that helps us to resonate with things.

I will warn you, the format will be very laid back. As a matter of fact I was driving as I recorded this episode and the "ums" are prevalent. However, if you're listening for those, you missed the true content. :)

This episode is entitled the power of gratitude. In the future episodes there will be interviews of phenomenal women throughout the world and a girl talk section, you know the things we only talk about with our girls and I'll invite some of my girls to chime in from time to time. It's always interesting when your most of your girls are therapists. Very interesting! The podcast is on itunes, just search The Kimber Lee Show if you want to subscribe. I’ll explain that process in time, but it’s really simple.