Set it up, move on, and get clients while you shop!
The number two reason why people never set up systems is because they don’t have time. The irony in that- systems provide more time.
The number one reason why people never set up systems is because they are cool with the chaos.
Today is a new day!
I don’t want you to get caught up in reason one or reason two. Deal? Deal!
Every week if you set aside 30 minutes to set up one system. By the end of the month you would have used two hours total to free yourself an hour each week going forward. So 2 hours can provide you with 52 hours.
Do you really not have time for that type of return on time?
Streamlining your business can be stressful and boring, but so is grocery shopping. Some things we just have to do until we don’t have to do them anymore.
The day grocery delivery is available in my area - I am signing up! Part of automating and systemizing your business is first assessing the things you don’t like to do and don’t do that well. This way you stay in your lane of genius much more.
One thing most chic + savvy solopreneurs don’t like doing is constantly repeating herself:
FREQUENTLY ASKED QUESTIONS (FAQs)
Instead of answering the same questions over and over and OVER again in your email, create a thorough FAQ PDF and send it to your prospects in your welcome auto-responder. If the prospect doesn’t know how amazing you are yet and isn’t on your email list. Create a canned response in your email to send them the FAQ PDF. Do it once and you’re done. It may take you 15-30 minutes to create. However, that’s a one time investment of 15-30 minutes. Don’t want to create a FAQ PDF? Add a FAQ page to your website. Send the prospect your link.
Another thing is worrying about the money:
FINANCIAL
Use Freshbooks to get your financial system organized. Once your account is set up, Freshbooks will do the work for you.
Once a week you should set aside time to review the financial systems in your business. There are many aspects to this system. However, having a service to track and keep it organized is a great start.
Chic + Savvy Solopreneurs have big visions and respect their time. Hence, scheduling is a BIG system.
SCHEDULING
Emailing or messaging on social networks to schedule is a BIG waste of time. You know your schedule better than anyone. Enter into google calendar and sign up for Acuity Scheduling. Acuity links with google calendar and allows you to set your availability for your clients. You can also link your paypal account and have your clients to pay and schedule their sessions at the same time.
I’ll be doing a review of three schedulers next week, so stay tuned, if you haven’t found one that you adore yet.
Once you set these systems up, move on, and go do what you please. Maybe it’s shopping with your bestie mid day on Friday. Or taking a nap before your spa day because you want to be WELL rested before pampering. Or reading to at-risk youth before a lunch date. Whatever you decide, you can do it in peace without checking your email to see if you need to complete a biz process.
Are you ready to organize the chaos in your business? Let me help you automate your biz, maximize your time and profits!
Why I created Chic Systems Mastery
I created Chic Systems Mastery program because I was tired of seeing chic + savvy solopreneur women struggling in their business. The behind the scenes biz struggle is U-G-L-Y they ain’t got no alibi. The back-end business struggle is real.
I would hear and see these women complaining about working all the time and never having time for herself.
What little time she could find away from her computer was dedicated to her family so her husband wouldn’t start looking at the random women in gym or at work, and so her children wouldn’t think that the computer was all mommy cared about. She craved time with her girlfriends aside from the occasional “LOL” and “I miss you,” responses on Facebook and Instagram.
I knew it was possible to make more money, have clients that adore and rave about you, cultivate relationships and network online; nurture and love a family, while enjoying the luxuries of life with your favorite people.
I’m living proof, as well as my chic + savvy solopreneur superstar clients. We have mastered systems. The dreaded “S” word is what can transform working 7 days a week to having 3 day weekends every week. Systems are traditionally dry and masculine. Most entrepreneurs are either intimidated by systems as they are “one more thing to do,” or they simply have no clue what systems are, or they assume the overwhelm and chaos is just a part of business. In knowing this, I have added my feminine flair of fabulousness to Chic Systems. I would lie to you and tell you systems are sexy and you should get excited about Evernote, Trello, and Toggl. Simply put, systems aren’t sexy. Yet, the bottom line that systems produce are beautiful.
Think of going to the gym for 30 days straight and how amazing you feel and look afterwards. Eating clean and exercise does a body good. Chic systems and implementation does a business good. Your bottom line increases which means you are making more profits. You aren’t just breaking even. You are able to outsource work that you either don’t want to do or cannot do. You are staying in your zone of expertise and taking on more clients (only if you want to), while that extra 8 hours a week is spent living your passions.
Chic Systems Mastery was created with you in mind. You’re already busy running a business, and some days it seems like the business is running you. This program has done for you worksheets and templates where you just copy & paste the system into your business. Easy peasy, I’ve done all the hard work for you. There are video and audio trainings teaching you to navigate through the tools. A coaching call each week to customize systems for your business. Weekly email coaching in between the coaching calls for support and mentorship. So many goodies and benefits.
My mission is to help women live their dreams. It’s really hard to pursue your dream wholeheartedly when you’re broke, overwhelmed, and working all the time. And what's sexy about that?
Are you ready to BLAST overwhelm and organize the day to day chaos? Let's do this!
Working Full-Time, Starting a Business and Partying with friends? Here's the only way to make it work
You've been bit by the entrepreneur bug. There's only one thing that's in your way...that 9-5 that pays primarily all your bills right now.
Le'sigh.
You know your purpose and are ready to fully step out on faith. Those bills are still relying on that good ole corporate check. No worries. I know exactly what you need.
Systems.
What are systems? Systems are a sexy word to describe business structure and processes. See how systems sounds much sexier?
Most of your day and time is accounted for with your corporate gig. The night hours, lunch breaks, and the weekend are all you have to make this dream work. A scheduling system is what you need first.
So let's map out a realistic schedule:
Monday - Thursday
Dedicate 8 PM - 11 PM to your business.
That means 5 PM-7:59 PM is yours.
Network, enjoy your family, workout, eat clean or take a nap [although naps after 4 pm aren't good for productivity].
I highly recommend having working lunches. So instead of spilling the latest tea with your friends at work, do these instead: catch up on your business emails, find new connections on twitter, listen to podcasts, draft a blog post, or read a book that will push you ahead.
Friday's are a free card. Make the most of it however you choose. A few suggestions: go to networking happy hours [don't drink...sip on your dream and soda], hang out with your friends and family that adore you, go do things that make your scream with excitement or party like its 1999.
If nothing is happening on Friday switch the time with Saturday or Sunday.
Saturday & Sunday
Dedicate 8 hours to your business. It doesn't have to be 8 full hours. Chunk your time if you like. Chunking is far more effective for productivity and creativity.
Chunking is merely setting aside a small "chunk" of time and using ALL that time to one task.
You can use a pomodoro app like Marinara Timer to schedule the time you want to chunk. Sometimes I'll do 15 minutes on 5 minutes off or 30 minutes on 15 minutes off.
The standard Pomodoro method is a 25 minute period of time with a break afterwards. Each break is 5 minutes long, with a 15 minute break after the completion of the fourth Pomodoro.
I love that the Marinara Timer gives you the option on how you chunk your time. After all you are the boss!
Every week you will need to compare your social schedule and your business schedule. This way you are able to enjoy your friends and family like the social butterfly you are, and also create amazing offers, products, and services for the world to enjoy.
Google Calendar is perfect and syncs with event invites on Facebook. Sunrise is a great app that ties to Google calendar, your smart phone, Facebook, Eventbrite, and majority of the productivity apps. SCORE!
Creating a business, working full-time and enjoying your social life is possible. You don't have to choose.
your time is already limited, Speed up the process to working full-time for yourself...secure your spot in Chic Systems Mastery.
You’re taking too long (how long all your blog posts should take)
I have a client whom we'll call Kai. During our pre assessment, I asked Kai what was the average time it takes to write a blog post? Kai said it took her 8 hours write one blog post.
That's an incredible amount of time wasted. Her content was phenomenal, but her process was unremarkable. 8 hours for a single blog post is unproductive.
Brain surgery is completed in less time.
Babies are delivered in less time.
You can fly from New York to Milan on a non stop flight in eight hours.
The other night I asked on Facebook: What's the average time it takes to write a blog post?
The answers varied significantly but with each answer I saw who had control of their business and whose business had control over them. Majority of the Facebook responses were similar to Kai. 28 to be precise.
Stop wasting your time...if you’re part of this 8 hours [plus] crew.
Blog posts should not take 8 hours!
You're taking too long to write your blog posts. Let's streamline the process.
Chic Systems Blog Process
Research & Brainstorm
Only have two tabs (preferably one) open on the computer
Disable notifications on phone & computer
Start with the introduction for the post.
Write freestyle- just write. Don't edit misspelled words or incorrect grammar. Just write. Forget the backspace button. Just write.
*go do something else*
If something new comes to you- write it down and add to post when editing.
*Editing time- Welcome back!*
Correct the misspelled words and incorrect grammar. Hello DELETE button.
Organize the content.
Pick/create images and(or) gifs
Create related tags (SEO baby) - you do want people to read the post that you previously took 8+ hours to write.
Create a CTA (call to action) at the end of the post- Tell your reader what you want them to do.
Pick 2-3 catchy titles (1 is for the site and the others are to sprinkle on social media).
and POST!
Here's what you need to construct a remarkable post:
Editorial calendar or a content idea storage bank
Evernote & Evernote Web Clipper
Toggl if you're fancy
Time required: Two hours MAX
Here's how the process looks streamlined:
20 minutes to research & or brainstorm
30 minutes to write article
15 minutes to edit & organize content
15 minutes for images
10 minutes to create 3 catchy titles
10 minutes to create tags
20 minutes to post and distribute to newsletter
The secret to streamlining this process is when you see articles that are relevant to a topic you know you plan to write about, clip it to an Evernote folder titled Research and tag the article with “blog post idea” and a relevant tag to the topic that you will recall.
Create a folder in google drive to save images that you like and think you may want to share on your website. I have a folder for images and one for gifs.
Next time you get ready to write your blog post use Toggl and track how long it takes you. No worries toggl tracks projects spread over time if you need to write and resume in a day or so. Theres so many things you can do with the 6 hours you just saved.
Click here to get more done in 4 days than you do now in 5.
The Cat in the Hat can teach you a thing or two
Every night (okay let me be real only Sunday through Thursday) I read a story to my 3 years old. For the past two weeks he has only wanted to read The Cat in the Hat. So last night I ask him does he want to read another book. Of course he says no.
WHY?? I ask.
“Because I like the characters, they use funny timing [rhyming] words,” he replies.
Kids are simple.
He didn't care that he has an entire library of other books- to include many Dr. Seuss books. The Cat in the Hat makes him laugh and he appreciates that.
Simple.
It made me think how sometimes in business [& life] we complicate things.
Overthinking and just being the expert can definitely complicate things from time to time.
Creating systems from scratch can be beastly and overwhelming. They aren't sexy. You are, but your systems, not so much.
Keep it Simple.
When creating your systems keep them simple.
Systems are a bunch of moving parts. Systems aren't your business unless you're in the systems business.
You're in business to make money, systems simply support those efforts.
If you're a checklist person use checklists & asana or evernote.
If you're a visual person use post-it's, white boards and paper & pen. Check out Trello too.
We have a baby night time routine system based on my son's behaviors. (Refusal to go to bed because he's "hungry " aka he's learned that kids aren't sent to bed hungry or he hasn't finished a puzzle or he needs to call his mama or papa.)
Here's how it would look:
- Baby eats dinner
- Baby picks out book
- Baby gathers toys he wants in bath if different from the night before
- Baby says goodnight to everyone in house
- Ask baby does he want to call grandparents...
- If yes call grandparents
- Remind Baby that he is not allowed downstairs after he gets in bath.
- Baby has bath
- Baby gets in Pajamas
- Mommy reads to baby
- Mommy & Baby says prayers
- Mommy reminds baby that he is not allowed downstairs
- Mommy kisses baby & tells him God will protect him he's already said his prayers
- 15 minutes mommy or daddy checks to see if baby is sleep
3 Chic Tips to Mastery:
1. Vow to keep life & business simple.
2. Assess where you can add The Cat & The Hat tactics: simple, fun, & helpful.
3. Laugh more. Worry less. Laugh lines are acceptable, stress wrinkles aren't as cute.
Systems reduce the worry about money and day to day practices.
Invest in Yourself Audio
Here is a quick podcast I recorded earlier on investing in yourself. Short and to the point.
Circle "Yes" or "No" to yourself...stop giving others the pen
As a kid I always needed to know why. I asked a lot of questions. There wasn't Google or wifi back in my day.
via
If you wanted to know something you asked. So I asked questions all the time to any and everyone.
My father is a very scholarly man (he has several post graduate degrees...masters {plural} and an unrelated PhD). Daddy Warbucks values knowledge, dedication, and hard work.
So he wouldn't just GIVE me the answer(s) to ALL my queries.
Instead he gave me tools to figure things and life out.
Let me just tell you NO 7 years old little girl wants encyclopedias as gifts. Now an iPad for on the go and an iMac...yes please sign them up!
Daddy Warbucks even made me do book reports if he felt I needed to "learn" something related to a question I may have asked. Growing up I was conflicted that my father was half CRAY and half brilliant. To top it off my father is hilarious and incredibly kind.
My mama on the other hand is a therapist who began as a nurse so she's very optimistic and caring, YET rational. Rational and logical to the point where if your feelings are hurt easily she will slice and dice those bad boys then help you to process your emotions.
Talk about reverse psychology.
Holistic home life full of travel, rich education and experiences, but most importantly love. The good life.
Fast forward >>because life goes forward.
I was about to graduate college and decided I must go to graduate school because I knew I needed to put my dent in the world in a BIG way.
To get in grad school you have to write long essays convincing the board why you are a perfect fit. Crazy? I have to convince you to award me the opportunity to give you 60k on top of all the hard work I did in undergrad & passing the GRE with exceptional scores (the second time but who is counting-I only claim to be 85% awesome).
I applied to two universities, one for a PsyD program and one for a masters. I got into both programs. The PsyD program still wanted me to prove myself, I had to interview with the board.
Being the little girl that asked why and inquired about everything...I went in the interview asking them questions. My rationale was at this point to get a PsyD was $120,000, what could they offer me and why were they a good fit for making my dreams come true. I became the interviewer.
The board told me how amazing I was. I thought to myself DUH!!! Didn't they see my GPA, my essay was stellar, my GRE was short of perfect and my recommendations were God sends.
And then they asked me if I wanted to "try" the masters program because my “spunk and amazing” may just not be right for their program.
Immediately I wanted to tell them with all my “spunk” where they could go. However, I wasn't a fool. I asked why one last time.
The quietest board member told me sharply "hunay because no one in this room has the balls to tell you that they are scared to see what wonders you will do with their training that they haven't even managed to do."
That was the answer my hurting soul needed. I wasn't sad nor was I angry. I didn't know if she just said it to make me feel better because at this point I know my feelings were all over my face if not fleeting from my tear ducts. The other board members were trying to put on a poker face so I assumed she hit a nerve and was genuine.
"Thank you so much" I smiled as I left the room.
“I am thankful for all of those who said NO to me. It’s because of them I’m doing it myself.”
The next day I enrolled in the other university’s masters program.
Amazing decision: the professors were free and liberal thinkers. Pretty rare in the psychology field. I met two of my best friends/sisters. I couldn't imagine life without them. Those two years my life began. Not a career but my whole life began and I evolved.
To rewind for a second: (because we do that in life too-reflection is amazing when you pull the lessons learned out)
The board member that told me how awesome I was contacted me and offered me a position to consult for her private practice business. Between her and my at the time mentor they taught me everything I needed to know about running a business offline and the structures on top of essential training in psychology.
The PsyD program sent a letter a week after my interview saying I was accepted to their program with a two year scholarship.
I laughed.
3 Chic Tips To Mastery:
1. Say yes to yourself. Say yes to your dreams. Say yes to your happiness. Say yes. Don't leave it in anyone else's hands.
2. Ask questions. Ask google. Learn everything you can about the things that perplex you. Seek understanding from those that you KNOW can help you to get where you want to be. If you aren't sure if they can help...keep seeking until you know. Lies & confusion you can find on your own.
3. Shine bright!! Gatekeepers were designed to hold you back. When you choose yourself and say yes, it doesn't matter what they say or do.
We Made It - Happy New Year + a download
Mama we made it!
If we were to ever hang out, which we really should in 2015 I would probably blurt that out randomly. You would be having such an amazing time that you wouldn't mind my animated silliness.
This year has been incredible.
IN-CRED-I-BLE
I can't pinpoint one thing or even ten that made this year so awesome, but that in itself just shows how miraculous it was.
For the record I hate all those buzz words (juicy, magical, miraculous) I see them everywhere which demeans the juicy magical miraculous goodness people were intending.
Off the record I think you're amazing and we can use that word as often as we please!
My wish for you is that you reflect on the last hours that we have in 2014 and truly examine the past year.
What are you grateful for?
When did fear and doubt almost stop you in your tracks?
What challenged you the most?
What were your three biggest WINS?
Who did you support?
Who supported you?
Describe a good day in 2014
Describe a remarkable day in 2014
What new experiences did you have?
What baggage did you pick up this year?
Save these questions to your google drive so you can easily reflect on your own.
I also wish that you take time in the next few days entering 2015 and visualize on how you want your year to look. Take your time with this. When done right this process is amazing *insert juicy, magical, or miraculous if you must*
I challenge you to unsubscribe from emails and newsletters that you don't read. If by chance I fall in that category, I wish you nothing but the best. Anything that isn't serving you don't take it with you to 2015, friday, next week, or next month. That's anytime.
That junk drawer in your kitchen and office, sort through it and get rid of all that junk. Fabulous Solopreneurs only have junk in one place and it isn't in a drawer.
Secondly I challenge you to set aside four days in 2015 exclusively for you. If you want to sleep all day or pamper yourself. Whatever you fancy..four days...they don't have to be consecutive. You'll thank me next year. You're welcome in advance.
Thirdly I challenge you to verbalize the one thing that you hate doing in your business and create a system to optimize it if you aren't in a position to outsource it.
In January I’m hosting a series of webinars and trainings on organization and productivity. If these fall under your one thing, join me and I'll help you sort it out. I promise I won't embarrass you and scream "Mama we made it."
Happy New Year my love! May 2015 be filled with your hearts desires and lots of laughter. Oh and of course automation and a chic streamlined business.
Packing Hacks for the Chic Solopreneur
I'm the girl that packs three bags for an overnight/weekend trip. I need a bag for my clothes [I need options], a bag just for my shoes, and then a bag for cosmetics and such. I'm really working on getting away from this lifestyle.
Remember when I told you organization was not part of my DNA?!? The driving factor behind my organization is I hate wasting my precious time. I know you feel me. Time looking for things that I forgot to pack. Time trying to stuff my entire closet into two suitcases.
With the airlines checked baggage fees, that has shifted the amount of luggage that I pack. Why waste $50-$75 before I even start my glorious trip?!?
I want to share a few chic systems for packing to cut down on the amount of luggage you check.
3 chic tips to mastery:
Use a hard case suitcase instead of soft [have them label your bag as FRAGILE -it will be on top of everyone else’s luggage and it will come out first at baggage claim.
Roll your clothes up instead of folding. Use packing cubes to organize your clothes and it saves space.
Pack two pairs of jeans in your carry on if you’re really tight on space and your favorite pair of shoes (covered with a plastic bag or shower cap to protect against the dirty bacteria on the bottom of your shoes.)
Here are my favorite traveling hacks:
Habits of a Quick Packer from HerPackingList.com [She provides massive value]
Huffington Post shares DIY packing hacks
14 Genius Space Saving Packing Hacks
Just as you plan your trip out, you want to plan the things that you want to take with you. This ensures that you have your favorite outfits, but you aren’t lugging around a million bags and wasting money on checked baggage because you’re indecisive on what to wear.
Make a decision boo!
Survey your hygiene and cosmetic items so you know what you have and what you need to go and get. Create a checkoff list, so you are thoroughly prepared. Laminate it and use a dry erase marker to check it off, then re-use it again and again. What a beautiful system?!?
Plan your traveling outfit. Ensure it’s comfortable and stylish at the same time. You never know who you may meet and see while exploring the world or just going to grandmas.
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.