Running a business can be a chaotic and overwhelming experience. With so many moving parts to manage, it's easy to get lost in the day-to-day tasks and lose sight of the bigger picture. However, creating systems for your business can help you streamline and bring clarity to your business.

A well-designed system can help you save time, reduce errors, and ultimately grow your business, from automating processes to creating clear workflows. The benefits of implementing effective systems in your business are worth exploring. Whether you're a solopreneur or have a small team, this system will help you transform your business from chaos to clarity. So, let's discover how to implement effective systems in your business.

Identifying Areas for Improvement in Your Business

Before you can implement effective systems in your business, you need to identify the areas that need improvement. Start by looking at all you do in your business that revolves around your creative content.

Do you have current workflows and processes?  Look for areas causing bottlenecks or delays or where mistakes are being made. This could be anything from forgetting items to a lack of communication between you and your virtual team.

Once you've identified the areas for improvement, prioritize them based on their impact on your business. For example, if you struggle to manage leads coming from your content, that should be a top priority. On the other hand, if your social media strategy needs improvement, that can be a lower priority.

Finally, do you have a team? Engage your team in the process of identifying areas for improvement. They are the ones who are working in the trenches every day and may have insights that you haven't considered. Implementing new systems will also be easier if they're involved in the process.

Understanding the Benefits of Effective Systems

Implementing effective systems in your business can have a range of benefits. First and foremost, it can save you time and reduce errors. When your processes are automated and streamlined, you'll spend less time on manual tasks and have more time to focus on growing your business. You'll also reduce the risk of errors, which can save you time and money in the long run.

Effective systems can also improve communication and collaboration within your team. Working together towards common goals is easier when everyone is on the same page and has access to the same information. This can lead to increased productivity and better results.

Finally, effective systems can help you make data-driven decisions. With access to accurate and up-to-date data, you can make informed decisions about where to allocate resources and how to improve your processes. This can lead to better outcomes and more growth for your business.

The Key Elements of Creating Systems for your Business

Several key elements must be considered when creating systems for your business.

These include:

Clear Goals and Objectives

Your system should be designed with clear goals and objectives in mind. What do you want to achieve? How will you measure success? Clear goals will help you stay focused and ensure your system is designed to meet your specific needs.

Well-Defined Processes

Your system should include well-defined processes that are easy to follow and understand. This will help ensure that everyone on your team knows what they need to do and when they need to do it. It will also reduce the risk of errors and delays.

Efficient Workflows

Your system should include efficient workflows that minimize delays and bottlenecks. This could involve automating certain processes or re-organizing workflows to reduce the number of handoffs between yourself and your virtual team members.

Developing a Plan for Implementing Effective Systems

Once you've identified the areas where you need to improve, it's time to develop a plan for implementing effective systems. This plan should include the following steps:

Define your goals and objectives

Start by defining your goals and objectives. What do you want to achieve with your new system? How will you measure success?

Who will implement your systems?

If it is only you, the decision is pretty easy. If you have a virtual assistant, is this in their wheelhouse to be involved in the implementation process?

If you have no idea where even to begin creating systems for your business, schedule a Content Systems Intensive VIP Day.  Work With Us Page Link

Develop a timeline

Develop a timeline for implementing your new system. This should include milestones and deadlines for each phase of the process.

Allocate resources

Will you need to invest in software to implement an effective content system? If that is the case, make sure that you have a plan in place that includes not only include a budget for the cost but, more importantly, a budget for your time. We both know that time is the most valuable resource in your life and business.

Start small

Start with a small pilot project to test your new system. This will help you identify any issues before you jump into creating all the new systems in your business. Overwhelm is a killer of motivation, I’ve seen it happen time and time again. Not only with myself, hello overly ambitious goals in episode #, but with my clients.

Communicate the benefits

If you have a virtual team, likely they work with other online business owners, and they will already be onboard with systems. However, as I mention earlier communication is key. Communicate the benefits of your new system in order for them to understand the change. This will help increase their motivation and ensure everyone works towards a common goal.

Provide training and support

Support your small virtual team by providing training and support. Record yourself using Loom or Tango, a Chrome extension during the process.

Measuring the Success of Your New Systems

Once you've implemented your new systems, measuring their success is important. Systems are not one-and-done. As your business grows and evolves you will need to adjust your systems. Ensure you schedule recurring systems audits to evaluate if the current workflow is still working.

Always be looking for further improvements!

Agenda for a recurring systems audit:

Time savings

Measure the amount of time your new system is saving your team. This could include time saved on manual processes, or time saved on communication and collaboration.

Error reduction

Measure the reduction in errors that your new system is providing. This could include a reduction in data entry errors or a reduction in delays due to miscommunication.

Productivity

Measure the impact of your new system on productivity. This could include an increase in the number of leads generated or an increase in the number of projects completed.

Common Pitfalls to Avoid

Implementing effective systems in your business can be a challenging process. Here are some common pitfalls to avoid:

Team Ownership

If your team doesn't own the new system, it's unlikely to be successful. Make sure you involve your team in the process and communicate the new system's benefits.

Overcomplicating the process

Don't overcomplicate the process by trying to implement too many changes at once. Start small and focus on the areas that will have the most impact.

Lack of training and support

If your team doesn't have the training and support they need to adapt to the new system, it's unlikely to be successful. Make sure you provide the necessary training and support.

Wrap This Up: The Impact of Effective Systems on Your Business

Implementing effective systems in your business can profoundly impact your operations. From saving time and reducing errors to improving communication and collaboration, a well-designed system can help you grow your business and achieve your goals. By identifying areas for improvement, designing a system that meets your needs, and involving your team in the process, you can transform your business from chaos to clarity.

Thank you so much for your time, I appreciate you, and I hope you have a wonderful week.

^ Michele

In the fast-paced world of online entrepreneurship, content creation is key. But what happens when your content becomes scattered and unorganized? Chaos ensues. Let me ask, friend if you understand the common problems entrepreneurs face when their content is unorganized. Oh no, do you run the risk of poorly named and saved content that may never see the light of day? Fear not, though, as I’ll provide three simple tips for managing your content using a basic system with Google Sheets and Google Drive. And yes, I’ll explain why starting a content management system early on is crucial, even before you hire your first virtual assistant. Let's get organized!

The Struggles of Unorganized Content:

When your content is unorganized, you face a multitude of challenges. Unorganized content can be a nightmare to manage. Imagine spending hours searching for that brilliant blog post you wrote months ago, only to give up in frustration.

It leads to wasted time searching for files, missed opportunities to repurpose valuable content, and a general feeling of chaos.

When everything is scattered across different folders, devices, or platforms, it becomes challenging to locate what you need when you need it. Recognizing the impact of disorganization is the first step toward creating a system that brings order and efficiency to your content management process.

Unorganized content hinders your ability to repurpose and maximize its potential value.

You could be missing out on opportunities to reach a wider audience and increase your online presence.

Don't let disorganized content hold you back any longer.

Three Simple Tips for a Management Content System Using a Basic Approach:

Creating a content management process doesn't have to be complicated. Here are three simple tips utilizing a basic system with Google Sheets and Google Drive:

Tip 1: Establish a File Structure: Start by creating a well-organized file structure in Google Drive. Create folders for each content type, such as blog posts, videos, or social media graphics. Within each folder, further, categorize by topic or date. This structure will provide a clear hierarchy and make content retrieval a breeze.

Think about broad categories that align with your business, such as “Blog,” “Social Media,” or “Content Planning.” Within each category, establish subfolders for specific topics or campaigns.

This structure will provide a clear roadmap for effortlessly organizing and locating your content. Episode 4 is digital content organization, and Episode 2 is content file organization. I’d love for you to give those two a listen.

Tip 2: Utilize a Google Sheet for Tracking: Create a Google Sheet acting as your content inventory. Include columns for content titles, descriptions, keywords, publication status, and links to the corresponding files. This sheet will serve as your central dashboard, allowing you to locate and track your content assets quickly.

The Importance of Starting Early:

You might be wondering why you should establish a management content system before hiring a virtual assistant. The answer is simple: it sets you up for success.

By organizing your content early on, you'll develop efficient habits and processes. When the time comes to delegate tasks to a virtual assistant, you'll be ready to seamlessly hand over your well-structured system. Starting early prevents overwhelm and ensures a smooth transition as your business grows.

Once you have a simple content management system in place, onboarding a virtual assistant becomes a breeze. With organized folders, clear filenames, and a centralized content repository, you can easily share access to specific folders or files with your assistant. This ensures they have everything they need to support you efficiently without getting lost in the content maze.

Good-Bye to the Struggle

Entrepreneurs, it's time to take control of your content!  Managing your content doesn't have to be a daunting task, even if you haven't been the most organized business owner in the past. A management content system is your ticket to organization, efficiency, and maximizing the value of your creations. 

By recognizing the challenges of unorganized content, addressing the risks of poorly named and saved files, and implementing three simple tips for content management, you can create an efficient system that brings order to your business. Start small, develop consistency, and enjoy the benefits of a streamlined content management process. With a simple content system in place, you'll be better equipped to collaborate, repurpose content, and maximize your business's potential. 

Say goodbye to the struggles of unorganized content and the risks of burying your work. Embrace the simplicity of a Google Sheets and Google Drive system, establishing file structures, tracking your assets, and implementing a consistent naming convention. Start now, even before hiring your first virtual assistant, and pave the way for a successful and streamlined content journey. Your online business will thank you.

Hey there! Do you ever feel like creating content is a total rollercoaster? It's tough to keep things consistent. But don't worry, I've got some awesome tips for you! By using the right systems, you can make sure your content creation process is smooth sailing. Do you want to dive into some super helpful ways to stay consistent with your content creation goals? These tips allow you to create amazing content regularly – even when life gets crazy! So buckle up and get ready for some seriously useful advice!

What is the point of the content? 

Are you looking to create content that really packs a punch for your online business? Well, first things first, you need to understand your content goals! Setting clear goals is super important for ensuring your content is effective and aligned with your overall business dreams. 

But how can you do this? It's all about determining the intent of each piece of content. Are you trying to educate potential clients? Build brand awareness? Increase website traffic? Grow your email list? Narrowing down the goal of each piece will help you figure out how it should be structured and what topics to cover that your ideal client will find helpful.

Another important factor to consider is your ideal client. Who are you trying to reach? Knowing who you’re talking to will help you tailor your content to their interests and the problems they are trying to solve. You’re organic content should not be created with the thought of only checking a box off the list; make sure your ideal client will find value in what you’re providing to them. 

What is the right amount of content for you? 

This is essential, how much organic content are you able to create without finding yourself overwhelmed? Friend, this question is so very important. I’ll touch on it more next week but I discovered really quickly that putting out three podcasts a week, while doable, was causing me to say “no” to things that I wanted to say “yes” to. Grr, my ambition gets the best of me sometimes. 

Know what is the right amount of content that you’re able to create consistently. For years, YEARS, I’ve known that one piece of organic content is the right amount of consistent content creation for me, my business, and my family. I ignored this when setting my goal of 100 episodes before the end of 2023.

I thought no big deal, I’ll batch record and have my VA handle everything else. Well, until something happened to the recordings, eight episodes of batch work were gone. One may think that my first thought would be to record them again; no big deal, right? 

Instead of recording them again, I asked myself what is the lesson here? What is the message that God is sending me? I stepped back to look for my message; everything happens for a reason, am I right?  

This reflection made me understand I set a goal not for the greater good of my family, God, or my ideal clients. I set a goal for myself, a vanity number of having over 100 episodes. 

Moving forward, for this time in my life, the right amount of content for me to be able to serve my clients and be present for my family is one piece of content each week.

Tip Two Planning Ahead Is A Key To Consistent Content Creation

Planning ahead is essential for consistent content creation success. In fact, it allows you to be purposeful with your content so that it aligns with your goals. By doing this, you'll be able to stay organized with your launch schedule and cover the right topics at the right time with an effective plan.

Moreover, at either the end of last year or the beginning of this year, did you sketch out a plan for where you'd want to be by the end of the year? While I'm a big believer in 90-day planning, there is a huge benefit when you stretch out or create a rough draft of when you'll be in growth mode versus nurture mode. This way, even if you work one on one with clients, it is nice to onboard new clients simultaneously. 

By doing this, you'll know the right topics to cover at the right time based on what mode you're in. For example, if you have a group program or a mastermind alongside your one-on-one practice, you'll likely not promote these at the same time. Or perhaps you have a few different online courses. These, as well, you're probably not promoting at the same time.

To help with this, create a high-level overview of your year. By doing this, you'll want to be specifically making content that is attracting the right people leading up to those launches. Ashlyn Write does an amazing job of this inside her business, and it's a great example to follow.

If you’ve not done this, no worries, Friend now is the perfect time to schedule time on your calendar and sketch out until the end of the year. 

Taking the necessary steps to plan ahead, such as determining what topics must be covered and when will ensure success. 

Laying out your weekly topics in your project management app is a great way to look at the road ahead. It can also map out a template that can be duplicated from start to finish when creating content so that everything runs smoothly. No missing steps! 

It's also important not to forget about promotion; make sure there are slots in your schedule dedicated solely to marketing activities like social media posting or email campaigns once the piece has been published.

Setting a schedule for content creation is essential to staying consistent and organized. Planning ahead can help ensure that you are creating the best possible content in an efficient manner.

Track Your Progress is Tip Three

By tracking progress, you can identify areas for improvement and gain insight into how well certain pieces of content have performed over time. Our numbers give us clues and valuable insights into what content works and which topics aren’t doing so hot. 

It's also important to observe how viewers are receiving your content. Are they clicking through to other pages? Sharing it with their network? Taking action based on what you wrote? These insights can help you determine which topics resonate most strongly with your audience and focus more energy on those areas going forward.

Monitoring statistics such as visits to your site, page views, and conversions can assist in discerning which content is more successful than others so that future changes may be made. If your primary long-form content is a podcast or YouTube, be certain you’re checking those numbers! 

In addition to your website stats, pay attention to your social media. Are you getting people clicking through to your website, saving and sharing your content? 

For this, I have a great resource for you. “Know Thy Numbers” is my free resource for tracking profit, metrics, email stats, sales calls, ads, and last but not least, price for profit.

As a quick recap, we’ve covered three key tips for creating content consistently. Firstly, understanding your content goals is essential for ensuring your content is effective and aligned with your overall business objectives. This means determining the intent of each piece of content and considering your ideal client to tailor your content to their interests and problems. Secondly, planning ahead is crucial and involves establishing a doable schedule, creating a content calendar, and mapping out a high-level overview of the year. Finally, tracking progress is important to identify areas for improvement, gain insight into the performance of content, and monitor statistics such as website visits and social media engagement. Following these tips, you can create amazing content regularly and stay consistent even when life gets crazy.