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Is it possible to set up systems so you can grow your business without everything relying on you? It is and I’m about to prove it. But first, let me tell you why I’ve gone this far…

Uncovering the secrets of automation and building systems has become a passion of mine that has consumed an embarrassingly large amount of time and energy over the past 4 years. I’ve been so dedicated to it that I have even done it from my hospital bed.

 I couldn’t do any physical exercise, so I exercised my brain instead. I crossed the borderline from inquisitive and ventured into obsession a long time ago.

I don’t know of anything more fascinating, more empowering, more profitable and more time consuming than putting systems in place, but it is also the most rewarding. It makes you look at all the parts of your business that you haven’t thought of or have been scared to look at because you know they are not up to scratch.

Given the technology that is available in today’s world, it has never been easier to grow and scale your business without everything relying on you. It doesn’t require an MBA, infallible logic or above average IQ. it is a simple matter of documenting your every step and refining it. Refining is the hardest part.

In fact, if you have not managed to systematize your business to the level that you want, it likely has nothing to do with you. Given the technology that is available and how everyone is trying to sell the next best thing to you, it’s a wonder we actually get anything done, much less have systems in place.

So just what does systemizing your influencer empire mean? It means having processes in place so that you don’t have to do everything yourself and your business can run without everything relying on you. These processes are written down and documented so that when are looking for someone to fill a certain role, they can jump in and get it done without having to figure out what goes on in the business.

This is important to remember – build the role and then find the person to fill the role. Most businesses make the mistake of doing it the other way around. So they are trying to fit a square peg into a round hole – it’s just never going to work properly.

If you truly want to systemize your influencer empire, you need to have, at the bare minimum, these 6 in place to make it sustainable:

1.Your goal clearly defined

    • Know what you want to achieve and write it down with specific outcomes

    • Put KPI’s in place so you can measure if it is successful or not and when you need to shift strategy

    • 2.Your roles and responsibilities clearly defined

    • Define what needs to take place

    • If a person or system was in that role, what would they need to be doing on a daily/monthly/yearly basis in order to achieve the goal

    • 3.Your process mapped out for what you want to achieve

    • What are the exact steps that need to be taken from one process to the next so you have a smooth flow

    • Use a flowchart software to map it out and then you can assign people or a system and give them the roles and responsibilities to achieve the goal and have the measurements in place to track

    • 4.The right people

    • Once you know what you want to achieve you can find the people to fulfil that role. I would recommend using a personality profile and understand what kind of personality would best fit the role you are looking to fill

    • 5.The right tools and technology

    • Only once you have all of the above steps in place should you start looking at technology – this can be a black hole because every person out there is marketing the next ‘shiny object’

    • Your technology is there to support your processes – YOU CANNOT AUTOMATE SOMETHING YOU DON’T ALREADY HAVE A WORKING PROCESS FOR

    • 6.A training schedule to keep your staff doing the right things at the right time

    • The most important and most undervalued piece of the puzzle – regular training

    • The chances are that your staff do not learn at the same pace or even look at learning the same subjects, so you need to constantly train them to keep their standard at your standard but also to build trust in your process

    • Set regular training times and get them to train you as well when they learn something – they will appreciate you for it too.

Here is an example:

Goal: To create a better on-boarding experience for our new clients that we sign up

R&R’s:

  • Welcome mail to go out to new clients introducing them to the company and giving logins to the membership area

  • Client needs to get the celebrity treatment – they feel like they are walking down the red carpet

  • Welcome call

  • On-boarding survey to capture where they are right now

  • Weekly mails to go out for accountability and keeping them engaged in social groups and completing the course

  • After 3 months, progress survey and call to upsell

Process (mapped out on flowchart software):

  • Welcome email

  • Access to member area

  • On-boarding survey

  • Client welcome call

  • 12 mails, one for each week (write out topics and goal for mail)

  • Sales call – 3 months

People:

  • Client relationship specialist that loves dealing with people and is great with admin and project management

Tools & Technology:

  • Infusionsoft – CRM, automated campaigns and emails, surveys, tracking of tasks

  • Memberium – membership site

  • ScheduleOnce – online appointment booking software

Training schedule:

  • Every day for 2 weeks, 30 minutes training

  • Once a week updates from myself and client relationship manager and any new learnings or feedback

Once you break it down, it becomes more manageable… Now you have a system – go make it work for you☺

If you need help mapping out your processes and implementing systems, reach out to me and I will help you with that.


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