Systemize Your Success Podcast
Reclaim your time, reduce stress, and create more impact. For years, Dr. Steve Day was a slave to his businesses - working insane hours and living in constant stress and overwhelm. After suffering through burnout and depression, he realised that success doesn’t come from doing more; it comes from aligning your work with your ideal life and systemising the things that matter. That shift changed everything. By focusing on key systems, he transformed his business and lifestyle - emigrating to Sweden and living with more presence, purpose and impact. In Systemize Your Success, he shares the strategies that helped hi...
Thu, April 17, 2025
How I Nearly Lost It All: My Personal Lesson in Data Loss Prevention (and Why I Now Use iDrive) | Ep 221
🎙 In this episode of Systemize Your Success, I share a harrowing experience from seven years ago when I accidentally deleted my entire Google Workspace account, taking with it all the work I had done for the first two and a half years of my business. The feeling of dread and helplessness was overwhelming, but thankfully, I was able to recover my files after a tense few hours. This incident taught me a crucial lesson about the importance of having a secondary backup for my core business data. I discuss how easy and affordable it is to set up a reliable cloud backup system using tools like iDrive and explain how to leverage shared drives to keep costs low while ensuring that all my business data is protected. Through this, I want to inspire you to take action and safeguard your valuable data so you never have to experience the panic I felt that day. KEY TAKEAWAYS 💡 Importance of Backups: The episode emphasises the critical need for a secondary backup of core business data. This helps prevent loss from accidental deletions, ransomware, or other unforeseen events. 💡 Cloud Backup Solutions: A recommended solution for backing up data is iDrive, which offers 10 terabytes of storage for just $20 a year, making it an affordable option for businesses. 💡 Utilizing Shared Drives: By using Google Shared Drives or Microsoft SharePoint, business owners can centralise their data storage, ensuring that all files created by team members are backed up automatically when the owner is a member of those drives. 💡 Cost-Effective Strategy: The approach discussed allows business owners to back up all their data without paying for multiple licenses for each user, significantly reducing overall costs. 💡 Peace of Mind: Implementing a reliable backup system provides peace of mind, knowing that data is secure and recoverable. As a result, business owners can focus on their work without worrying about data loss. BEST MOMENTS 00:20 - 💬 “I had inadvertently deleted my main Google account and, along with it, everything I created.” 03:06 - 💬 “If you've got one copy of something, that's actually zero. Two copies are one, and three copies are two.” 05:56 - 💬 “The way that I keep my backup license down to the absolute minimum is ensuring that everybody saves all of the files and folders into what are called in Google—Shared Drives.” 10:24 - 💬 “It gives me that peace of mind that, no matter if it's malicious and an accidental or a completely something out of my control, I know it's backed up.” TIMESTAMPED OVERVIEW 00:00 Digi
Thu, April 10, 2025
Building a £20M Home Care Franchise with Amrit Dhaliwal, Founder of Walfinch | Ep 220
🎙 In this episode of the Systemize Your Success podcast, I had the pleasure of speaking with Amrit Dhaliwal, the CEO and founder of Walfinch, a thriving home care franchise in the UK. Amrit's journey from running restaurants to revolutionising the home care industry is nothing short of inspiring. We delved into the intricacies of the franchise model, discussing how it allows for scalability and impact, particularly in the vital sector of elderly care. Amrit shared his personal motivations, rooted in his cultural background and experiences with family care, which drive his passion for improving the home care landscape. We also explored his innovative approach to promoting well-being among older adults through initiatives like the “Time to Thrive” program. This conversation not only highlighted the importance of systems in business but also emphasised the profound impact that thoughtful care can have on individuals and communities. If you're looking for insights on franchising or how to create a meaningful business, this episode is packed with valuable takeaways. KEY TAKEAWAYS 💡 Franchise Model Benefits: The franchise model allows for scalability and replicability, enabling business owners to create a system that others can follow, leading to greater impact and financial freedom. 💡 Personal Motivation: A strong personal connection to the home care industry, influenced by family background and experiences, drives the commitment to improve and redefine home care services. 💡 Time to Thrive Initiative: The “Time to Thrive” concept emphasises that ageing should be about thriving rather than merely surviving, promoting wellness and active living for older adults through community engagement and fitness programs. 💡 Success Through Systems: Establishing efficient systems is crucial for business success. By providing a tested framework, franchisees can focus on execution rather than reinventing the wheel, leading to quicker growth and stability. 💡 Impact on Lives: The franchise model not only transforms the lives of franchisees by providing financial independence but also positively affects the lives of care workers and clients, creating a ripple effect of change in the community. BEST MOMENTS 00:12 - 💬 “The idea of building a business so systemised and so well documented that anybody could run it, that absolutely fascinates me.” — Steve Day 05:04 - 💬 “I needed to invest the next 20 years of my life fixing that, rebranding it, and redefining homecare.” — Amrit Dhaliwal 19:16 - 💬 “My life is filled into my business but in a really positive way. So I've alw
Thu, April 03, 2025
How to Drive More Traffic with SEO (Without Paying for Ads) featuring Brandon Leibowitz, Founder of SEO Optimizers | Ep 219
🎙 In this episode of Systemize Your Success, I had the pleasure of speaking with Brandon Leibowitz, the founder of SEO Optimizers, who shared his extensive knowledge on search engine optimisation (SEO). With over 18 years of experience, Brandon provided invaluable insights into how small business owners can increase their online visibility without spending a dime on ads. We delved into the importance of keyword research, the critical role of backlinks, and how to create content that not only attracts traffic but also converts visitors into clients. I learned so much about the nuances of SEO, and I believe you will, too. If you're looking to enhance your online presence and drive more organic traffic to your business, this episode is a must-listen! KEY TAKEAWAYS 💡 Importance of Keyword Research: Before creating content, it's crucial to conduct keyword research to identify which terms will drive the most traffic. Small changes in keywords can significantly impact search volume and visibility. 💡 Backlinks are Essential: Building quality backlinks is vital for SEO success. In fact, Google uses backlinks as a trust signal, and without them, a website is unlikely to rank well. Quality is more important than quantity when it comes to backlinks. 💡 SEO Takes Time: SEO is a long-term strategy that requires patience. Results may take several months to materialise, especially for new websites or those without existing backlinks. For this reason, consistency and ongoing effort are key to achieving and maintaining good rankings. 💡 Holistic Approach to SEO: Effective SEO involves optimising not just the website but also other platforms like YouTube and social media. Additionally, a comprehensive strategy aims to secure multiple listings on the first page of search results to increase visibility. 💡 Focus on Conversion: While increasing traffic is essential, the ultimate goal is to convert that traffic into leads or sales. Therefore, a well-optimized website should have clear calls to action and trust signals to encourage visitors to take the next step. BEST MOMENTS 00:01 - 💬 “What would it feel like to have an ever-increasing amount of people coming towards your business without paying for a single ad?” — Steve Day 01:44 - 💬 “SEO is one of those subjects which, as a small business owner, we all know we should be doing it.” — Steve Day 04:07 - 💬 “SEO stands for Search Engine Optimization. And that means ranking websites on search engines.” — Brandon Leibowitz 10:55 - 💬 “Biggest mistake is back
Thu, March 27, 2025
Transform Your Lead Generation Using AI-Driven Sales Strategies with Frank Sondors, Founder of Salesforge | Ep 218
🎙 In this episode of Systemize Your Success, I had the pleasure of speaking with Frank Sondors, the CEO of Salesforge, an innovative AI-driven sales tool designed to help small business owners like us streamline our sales processes and generate qualified leads. We delved into the challenges of building a sales funnel without the resources of a large team or budget. Frank shared his insights from over a decade in sales, including the importance of leveraging automation and AI to enhance outreach efforts. He emphasised the need for personalised communication in today's competitive landscape and discussed the four pillars of successful email outreach. If you're looking to improve your sales strategy and create a more consistent flow of leads, this episode is packed with valuable information and actionable tips that can help you scale your business effectively. KEY TAKEAWAYS 💡 Challenges in Sales Outreach: Small business owners face significant difficulties in building a sales funnel filled with qualified leads due to limited resources, including budget constraints, lack of sales teams, and time limitations for outreach efforts. 💡 Importance of AI in Sales: AI-driven tools, like Salesforge, can automate outreach and lead nurturing processes, allowing business owners to focus on higher-level tasks while improving the efficiency of lead generation. 💡 Building in Public: Sharing the journey of building a business publicly can attract ideal customers and create a following. Additionally, by consistently discussing pain points and solutions, founders can establish authority and increase engagement with potential clients. 💡 Four Pillars of Successful Email Outreach: Effective email outreach relies on four key pillars: infrastructure (using secondary domains to protect primary domains), high deliverability software, personalised and relevant email content, and finally, accurate targeting of the right audience. 💡 Integrated Marketing Approach: To maximise visibility and engagement, businesses should therefore adopt an integrated marketing strategy that spans multiple platforms. Moreover, this approach increases the likelihood of conversion by ensuring potential customers encounter the brand across various channels. BEST MOMENTS 00:01 - 💬 “Building a sales funnel full of qualified, quality leads is massively challenging for small business owners.” — Steve Day 05:57 - 💬 “The ability to acquire new customers and the ability to acquire new dollars in the organisation is becoming more expensive over time due to inflation and a bunch of other things, due to more competition, essentially, and so on and so forth.”
Thu, March 20, 2025
The Secret Behind Successful Leadership with Scott Burgmeyer, Founder of BecomeMore Group | Ep 217
🎙 In this episode of the Systemize Your Success podcast, I had the pleasure of speaking with Scott Burgmeyer, the founder of BecomeMore Group. We delved into the challenges that many entrepreneurs face when it comes to leadership, self-awareness, and building effective teams. Scott shared invaluable insights on cultivating emotional intelligence and creating a positive organisational culture that drives productivity and success. We explored the importance of understanding not just the numbers and goals but also the feelings and motivations behind them. This conversation was a reminder that authentic leadership is about continuous growth and our impact on those around us. I hope you find as much value in our discussion as I did! KEY TAKEAWAYS 💡 Self-Awareness and Emotional Intelligence: Understanding oneself and recognising how one's actions impact others is crucial for effective leadership. However, many leaders overestimate their self-awareness, hindering their ability to connect with and motivate their teams. 💡 Qualitative Goals Over Quantitative Metrics: When setting goals, it's essential to focus on qualitative aspects, such as feelings and experiences, rather than just numerical targets. This approach helps create a more meaningful and sustainable path to success. 💡 Flexibility in Leadership: Effective leaders must adapt their communication styles to meet the needs of different team members. Additionally, recognising individual differences in personality and motivation can enhance productivity and engagement. 💡 Hiring for Fit: A leader's most important decision is hiring the right people. A strong alignment in values (heart), skills (briefcase), and behavioural traits (head) significantly increase the likelihood of a successful hire. 💡 Continuous Personal Growth: Leaders should prioritise their development to avoid limiting their organisation's potential. Likewise, regularly reflecting on personal growth and seeking opportunities for improvement is essential for effective leadership. BEST MOMENTS 00:01 - 💬 “I don't think any of us are born as naturally brilliant business leaders, and I think, in fact, many of us find it incredibly challenging.” — Steve Day 06:33 - 💬 “The reality is our experience says, you know what, 97% of people are really doing the best job they can.” — Scott Burgmeyer 08:12 - 💬 “Over the past eighteen months, I've realised that what I help people do and what I want to help people do is to create the feelings inside themselves today that they're proud of.” — Steve Day 08
Thu, March 13, 2025
How to Boost Your Sales and Engagement Using Video with Steven Lai, Founder of VideoStar mmhmm Academy | Ep 216
🎙 Join me in this episode of the Systemize Your Success podcast, where I had the pleasure of speaking with Steven Lai, an expert in using video to enhance sales for small businesses. As someone who has been utilising video in my own business for years, I was still blown away by the innovative strategies Steven shared. We delved into how video can streamline communication, improve customer service, and even personalise outreach in ways that traditional methods simply can't match. Steven provided real-life examples that highlighted the effectiveness of video in the sales process, from initial outreach to follow-up after a call. His insights on leveraging video for marketing and building genuine connections resonated deeply with me, and I hope they inspire you as much as they did me. KEY TAKEAWAYS 💡 Utilizing Video for Communication: Video can enhance communication in small businesses by making interactions more personal and engaging. Simple video messages can replace lengthy emails, allowing quicker and clearer communication. 💡 Personalization in Customer Service: Using video to respond to frequently asked questions can significantly improve customer service. Businesses can create a memorable experience that stands out from standard text replies by addressing customers directly and personally. 💡 Video in Outbound Sales: Incorporating video messages in outbound sales efforts can increase engagement. Personalised video outreach is more likely to capture attention compared to traditional text-based messages, making it easier to connect with potential clients. 💡Engagement During Live Calls: Keeping video on during sales calls is crucial for building rapport and trust. Engaging with clients visually helps maintain attention and fosters a more interactive and compelling conversation. 💡Content Creation and Social Selling: Regularly sharing video content on social media can establish authority and build relationships with potential clients. Authentic, unpolished videos can resonate more with audiences, making it easier to connect and attract the right customers. BEST MOMENTS 05:08 - 💬 “If you speak it out, people like me who can't type for toffee, you can speak it much faster than you can definitely type.” - Steven Lai 08:52 - 💬 “You know what the FAQs are because you have to FAQ them all the time. So now you just record a video answer for your FAQ. So now you've got your FAQs, but in a video content vault.” - Steven Lai 20:53 - 💬 “Would you click a link from someone you didn't know, or would you click a link of a visual thumbnail of a person saying this i
Thu, March 06, 2025
How Jason Cut His Workweek in Half—While Setting Up His Business for Growth | Ep 215
🎙 In this episode of Systemize Your Success, I had the pleasure of speaking with my long-term client, Jason Abbott, who has an inspiring story of transformation. Over the past three and a half years, Jason has shifted from working five and a half to six days a week down to just three, allowing him to reclaim his time and improve his lifestyle. We delved into the challenges he faced, including health issues that prompted this change and how he successfully systemised his business with the help of his team. Jason shared valuable insights on the importance of delegation, the impact of effective team dynamics, and the tools that have helped him streamline operations. His journey is a testament to the power of dedication and the right guidance, and I believe his story will inspire many entrepreneurs looking to regain control of their time and freedom. KEY TAKEAWAYS 💡 Embrace Delegation: Transitioning from a hands-on approach to delegating tasks is crucial for business growth. Additionally, hiring team members allows a shift from doing everything oneself to empowering others to take ownership of their roles. 💡 Systemization is a Process: Systemizing a business is not an overnight task. In fact, it requires consistent effort, iteration, and a willingness to adapt. Also, establishing frameworks for reviewing and improving systems can lead to significant changes over time. 💡 Focus on Team Development: Building a strong team dynamic through regular meetings, check-ins, and bonding activities fosters collaboration and trust. As a result, this enables team members to take initiative and contribute ideas, reducing the burden on leadership. 💡 Health and Work-Life Balance: Addressing health issues can serve as a catalyst for change. Moreover, reducing work hours and prioritising well-being can lead to a more sustainable and enjoyable work-life balance, allowing for personal growth and better decision-making. 💡 Utilize Technology for Efficiency: Implementing tools like Asana for project management and a knowledge base for documentation can streamline operations. Also, these technologies help organise tasks, track progress, and ensure valuable information is easily accessible to the team. BEST MOMENTS 00:06 - 💬 “It's the story of someone who made a decision to change the way they work, to change their relationship with their business so that they were no longer needed five and a half, six days a week, so they could actually start living a better lifestyle.” - Steve Day 00:57 - 💬 “With a bit of dedication, hard work, and guidance, you can actually change your lifestyle completely.” - Steve Day 18
Thu, February 27, 2025
Transform Your Business Efficiency with a Bulletproof Knowledge Base | Ep 214
🎙 In this episode of the Systemize Your Success podcast, I share valuable insights on creating an effective knowledge base for your business. If you’re frustrated with repeatedly answering the same questions from clients and staff, a well-structured knowledge base can help alleviate this issue. I’ll walk you through my team's journey to develop a searchable and retrievable system for capturing essential information, making it easier for everyone to find answers quickly. You will learn how using the right tools and effectively categorising and structuring content can make all the difference. I’ll also highlight the benefits of integrating AI-driven search capabilities and chatbots to enhance the user experience. By the end of this episode, you’ll have practical strategies for building and maintaining a knowledge base that improves efficiency and empowers both your clients and team to find answers independently. KEY TAKEAWAYS 💡 Importance of a Centralized Knowledge Base: Establishing a single, searchable knowledge base is crucial for efficiently capturing and retrieving information, reducing frustration from repeated questions, and improving overall team productivity. 💡 Choosing the Right Platform: Selecting a knowledge base app that allows for both public and private access is essential. This ensures that staff can access all necessary information while clients only see what is relevant to them, preventing duplication of content. 💡 Enhancing Searchability: To improve the effectiveness of a knowledge base, it is crucial to focus on searchability. This includes using relevant keywords in article titles and descriptions and categorising articles to make them easier to find. 💡 Continuous Improvement: Encourage team members to update articles with new search terms they discover while looking for information. This collaborative approach enhances the searchability and relevance of the content over time. 💡 Integration with Operations Manuals: Differentiate between a knowledge base and an operations manual. A knowledge base is for FAQs and snippets of information, while an operations manual is for recurring tasks. Linking knowledge base articles to operations manuals can enrich the content and provide comprehensive guidance. BEST MOMENTS 05:16 - 💬 “So the solution we ended up going for, which in hindsight is the bloody obvious one, is we actually invested in an app which was specifically designed for knowledge-based use.” 06:51 - 💬 “When you're looking for a knowledge base app, That is one of the big things to look at. Can I create public and private knowledge bases which can sit together so certain people like your staff can acc
Thu, February 20, 2025
5 Human-Centric Marketing Strategies with Chantal Cornelius, Founder of Appletree Marketing | Ep 213
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes back marketing expert Chantal Cornelius to discuss five unique strategies for effective, human-centric marketing. Chantal shares insights from her newly released book, “StandOut Strategies,” and coaches Steve live on implementing these strategies in his business. Moreover, the conversation delves into the emotional aspects of decision-making in marketing, highlighting how understanding client emotions can lead to better engagement and results. You will also learn about the five strategies—Certainty, Connection, Contribution, Growth, and Significance—and how to identify which one resonates most with your business. This episode is packed with practical advice and actionable steps to help you attract your ideal clients and enhance your marketing efforts. KEY TAKEAWAYS 💡 Understanding Client Emotions: Successful marketing hinges on recognising the emotions clients experience when interacting with a business. Since most decisions are made subconsciously, it's crucial to align marketing strategies with how clients want to feel. 💡 Five Marketing Strategies: The five strategies identified are Certainty, Connection, Contribution, Growth, and Significance. Each strategy corresponds to different emotional needs that clients may have when choosing to work with a business. 💡 Personalized Approach: Business owners must identify which of the five strategies resonates most with their services. This can be determined through a simple test that evaluates the emotions clients associate with their business. 💡 Effective Communication: Once business owners identify a strategy, they should incorporate relevant language into their marketing materials, sales conversations, and customer service interactions to create a consistent and appealing message. 💡 Continuous Feedback: Gathering feedback from clients about their experiences and perceptions can provide valuable insights. This can help refine marketing strategies and ensure that the business aligns with client expectations, ultimately leading to better client relationships and increased sales. BEST MOMENTS 04:32 - 💬 “We actually make about 95% of our decisions subconsciously. We don't even know our brains are doing it.” - Chantal Cornelius 08:44 - 💬 “The best way to find out how your clients feel about you is to ask them.” - Chantal Cornelius 11:45 - 💬 “This is where clients will work with you because you can help them to have a bigger impact. You can help them to feel seen, heard, respected.” - Chantal Cornelius </str
Thu, February 13, 2025
Boost Productivity: 3 Steps to Effective Task Management for Small Businesses | Ep 212
🎙 In this episode of the Systemize Your Success podcast, Dr Steve Day shares three robust task management strategies for effective delegation. Drawing from his experiences, he reflects on the chaos of his earlier days and how implementing structured systems has transformed his productivity and confidence in outsourcing tasks. The episode also highlights the importance of daily stand-up meetings, task boards, and project boards. Steve emphasises the value of clear communication, documentation, and the use of video recordings to ensure tasks are completed accurately and efficiently. By the end of the episode, listeners will gain insights into creating a robust system that streamlines delegation and enhances overall business operations, allowing entrepreneurs to focus on what matters most. KEY TAKEAWAYS 💡 Daily Stand-Up Meetings: Implementing daily stand-up meetings allows teams to connect and discuss priorities. This also helps to delegate tasks effectively, ensuring everyone is aligned and aware of their responsibilities. 💡 Task and Project Boards: Utilizing project management tools like Asana helps organise work. It also allows tasks to be assigned with due dates and clarify what needs to be done and by whom. 💡 Documentation and Training: Recording tasks and meetings and creating operation manuals ensures that all necessary information is captured. Additionally, this allows team members to refer to instructions and training materials, reducing the need for constant clarification. 💡 Recurring Task Management: Establishing a system for managing recurring tasks ensures that important work is scheduled in advance. As a result, it allows for smooth execution in future cycles without relying solely on memory. 💡 Stress Reduction through Systems: Implementing structured systems for delegation and task management reduces stress and uncertainty. This enables business owners to focus on growth and creativity rather than getting bogged down in details. BEST MOMENTS 06:58 - 💬 “That's one thing that I love about daily stand up is that it gives me an opportunity every single day to touch base with people, make sure we're working towards a common goal that everyone's going in the right direction.” 10:16 - 💬 “With those few elements in place, we now have a totally robust, reproducible, easy standardised way of delegating both ad hoc priority and recurring regular work.” 10:55 - 💬 “This is why I am passionate about systems because they make life easier, they take away stress, and they make me have far more enjoyment about running my business.” TIMESTAMPED OVERVIEW <p
Thu, February 06, 2025
How I Found True Fulfillment in My Small Business Despite the Challenges | Ep 211
🎙 In this episode of the Systemize Your Success podcast, Dr Steve Day reflects on his entrepreneurship journey. He discusses the importance of shifting perspectives to appreciate the progress made and finding fulfillment in business rather than focusing solely on future goals. Steve openly talks about the challenges of running a business. He explains the temptation to present a polished image to others and shares how his mindset has evolved over the past year. By emphasising values such as freedom and enjoyment in work, Steve also stresses the importance of working with clients and staff who share your core beliefs. He encourages listeners to define their own success and celebrate the wins that genuinely matter. Ultimately, this approach fosters a more fulfilling and balanced business and life. KEY TAKEAWAYS 💡 Authenticity in Business Conversations: It's common for business owners to present a polished version of their experiences, often highlighting successes while downplaying challenges. Embracing authenticity can lead to more genuine conversations about the realities of running a business. 💡 Shift in Perspective: A change in mindset can significantly impact how one feels about their business. Focusing on achievements and progress rather than solely on unmet goals can foster a sense of pride and enjoyment in the work being done. 💡 Value of Freedom and Lifestyle: Identifying personal values, such as freedom and family, is crucial in shaping a business that aligns with those values. Creating a business that allows for personal time and fulfilment is essential for long-term satisfaction. 💡 Selective Clientele: Being intentional about the clients and staff one works with can lead to a more enjoyable and less stressful business environment. Attracting clients who share similar values can enhance the overall experience of running a business. 💡 Redefining Success: Success should be defined not just by financial metrics but also by the ability to enjoy life and work in the present. Balancing security and freedom is key to achieving true success in both personal and professional realms. BEST MOMENTS 00:56 - 💬 “At this moment in time, I am genuinely proud of my business. And it's not because anything fundamental has changed. It's because my perspective on my business has changed.” 04:55 - 💬 “One of the big things that I have spent a lot of time doing recently is stopping looking at the business development in terms of growth, but looking at it in terms of who are we working with.” 08:15 - 💬 “I work really hard a lot of the time. But I also created a business that allows me to have freedom.” <b
Thu, January 30, 2025
SYS 210: Mastering Business Storytelling: How Your ‘Why’ Can Skyrocket Engagement and Success - Interview with Stephen Steers, Founder of Steers Sales Consulting
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day engages in a compelling conversation with storytelling expert Stephen Steers, author of “Superpower Storytelling.” They discuss powerful business storytelling strategies and how entrepreneurs can effectively communicate their “why” to captivate potential clients and differentiate themselves in a crowded market. Stephen also shares his personal journey in sales, emphasising the need for authentic connections and emotional resonance in storytelling. Furthermore, the discussion covers practical frameworks for crafting impactful narratives, including the significance of mission, vision, and milestones. Listeners will gain valuable insights on leveraging their own stories to foster deeper relationships and drive business success. KEY TAKEAWAYS 💡 The Importance of Storytelling: Sharing personal stories and the “why” behind what you do creates a compelling narrative. This resonates with your audience and encourages engagement. It helps them connect with your business. 💡 Framework for Effective Storytelling: Utilize a structured approach when telling stories by asking four key questions: What’s at stake for the audience? What do they want to learn or achieve? How do you want them to feel? What action do you want them to take next? 💡 Types of Stories to Share: Focus on three main types of stories: your mission (why you do what you do), your vision (what success looks like), and milestones (challenges you've overcome or transformations you've facilitated for clients). 💡 Emotional Connection in Sales: Since 95% of purchasing decisions are made subconsciously, creating an emotional connection through storytelling can significantly influence potential clients and lead to more successful sales. 💡 Building a Story Bank: Maintain a “Story Bank” document where you can collect and organise interesting stories from your life. This resource can help you easily draw upon relevant narratives when engaging with clients or presenting your business. BEST MOMENTS 00:54 - 💬 “To explain to people on an authentic and genuine level, not just what you do, but more importantly why you do it to compel them to want to know more and to work with you.” - Steve Day 05:00 - 💬 “Why you do what you do is your mission. It's not what your company does.” - Stephen Steers 10:16 - 💬 “95% of purchasing decisions take place in the subconscious, which means people are in an emotional state when they make a decision.” - Stephen Steers 20:42 - 💬 “The reason y
Thu, January 23, 2025
SYS 209: Why I Don’t Make 5-Year Plans and How I Find Business Success Anyway
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day addresses the challenges many entrepreneurs face when creating effective long-term business plans. He advocates for flexible business planning, explaining why adapting your strategy can lead to greater success than rigid five-year plans. Responding to a community member's struggle with setting a long-term goal, Steve shares his insights on planning and goal-setting, discussing why he finds committing to fixed long-term strategies challenging. Instead, he focuses on living in the moment and making decisions that align with one's desired future self. Through a mental visualisation exercise, he encourages listeners to envision their future selves and identify the changes needed in their current lives to achieve that vision. Steve highlights the importance of enjoying the journey rather than fixating solely on the destination, ultimately guiding listeners toward a more fulfilling and present-focused entrepreneurial experience. KEY TAKEAWAYS 💡 Personalized Planning Approach: Not everyone thrives on traditional long-term planning. It's important to recognise your strengths and preferences. Find a planning style that works for you, whether flexible or structured. 💡 Visualization Exercise: Engaging in a mental visualisation exercise can help clarify your future aspirations. Imagine meeting your future self and reflecting on what changes have occurred in your life to achieve contentment and fulfilment. 💡 Focus on Present Actions: Instead of focusing solely on long-term goals, consider how your current actions and decisions can align with the person you want to become. This approach emphasises living in the moment while still progressing towards your aspirations. 💡 Reflection on Progress: It's beneficial to reflect on how far you've come rather than just focusing on the distance to your goals. This shift in perspective can enhance your satisfaction and happiness in the present. 💡 Embrace Your Unique Strengths: Acknowledge and lean into your unique abilities, whether they involve problem-solving, adaptability, or creativity. Understanding your superpowers can guide you in building a business that aligns with your strengths and passions. BEST MOMENTS 00:34 - 💬 “Having any sort of meaningful and effective five-year plan, let alone a ten-year plan, is just beyond the way my brain works.” 02:37 - 💬 “I just want to be honest with that because I don't think that means that you can't still have goals and you can't still be moving towards somet
Thu, January 16, 2025
SYS 208: Legal Essentials for Working with Virtual Assistants: Data Privacy, Outsourcing, and Fair Wage Practices - Interview with Annabel Kaye, Founder of KoffeeKlatch
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes Annabel Kaye, founder of KoffeeKlatch, to discuss the essential legal considerations for small business owners, particularly when outsourcing work to virtual assistants and freelancers. Annabel shares her extensive experience in HR and employment law, emphasising the importance of clear, understandable contracts that empower entrepreneurs to navigate legal complexities without unnecessary complications. The conversation delves into critical topics, such as treating freelancers appropriately to avoid misclassification as employees and the importance of data protection under GDPR. KEY TAKEAWAYS 💡 Understanding Employment Status: When hiring freelancers or virtual assistants, it's crucial to recognise that simply having a contract stating they are self-employed does not guarantee their legal status. If you treat them like employees, they may be classified as such, leading to tax implications. 💡 Data Protection Awareness: Data should be treated with the same care as cash. Before sharing sensitive information, consider who has access to it and implement security measures to protect it. This includes using secure methods for sharing passwords and ensuring that only authorised individuals can access sensitive data. 💡 Importance of Clear Contracts: Contracts should clearly outline the rights and responsibilities of both parties, including clauses that allow freelancers to work for others and to delegate tasks. This helps maintain their status as self-employed and protects both parties legally. 💡 Multi-Factor Authentication: Implementing multi-factor authentication is essential for securing access to sensitive data and systems. Avoid sharing passwords that compromise security, and ensure that access is limited based on roles within the organisation. 💡 AI Usage Caution: Be mindful of data privacy when using AI tools. Ensure that any AI applications used do not inadvertently expose sensitive information. Establish guidelines for utilising AI within your business to maintain data security. BEST MOMENTS 02:17 - 💬 “A lot of legal complications that small businesses suffer from and complain about are not directly created by the law. They're created by people who make a lot of money out of complicating things.” - Annabel Kaye 10:15 - 💬 “So the fundamental test here is If it looks like employment, you treat someone like an employee. If you pay them like an employee, then they're an employee.” - Annabel Kaye </str
Thu, January 09, 2025
SYS 207: Adapting to Change: How We Keep Our Team Updated with Rapidly Advancing AI and Tech
🎙 In this episode of the Systemize Your Success podcast, Dr Steve Day discusses the challenges small businesses face in adapting to technology changes and keeping up with rapidly evolving AI and app features. He shares a valuable learning experience from a recent team stand-up meeting, where a staff member discovered an underutilised tagging feature in their content management app. This revelation sparked a conversation regarding staying informed about the tools they use. It also highlighted the need to evolve processes continuously. Steve emphasises that team members should regularly review app updates. They should also explore new features to maximise effectiveness and drive business growth. Tune in to learn how to leverage technology and foster a culture of continuous improvement within your team. KEY TAKEAWAYS 💡 Embrace Continuous Learning: Team members must stay updated on the features and capabilities of the apps they use. Regularly reviewing app updates can lead to discovering new functionalities that enhance productivity. 💡 Encourage Initiative: Acknowledging and celebrating when team members independently find ways to improve processes can foster a culture of innovation and ownership. 💡 Measure Impact: When implementing new features or processes, tracking and measuring their effects on business outcomes is important. This helps in understanding the value of changes made. 💡 Adapt and Evolve Processes: As technology and tools evolve, so should the processes. Regularly revisiting and updating standard operating procedures (SOPs) ensures the team uses the best practices available. 💡 Foster Collaboration and Communication: Regular team meetings should include discussions about new app features and updates. This keeps everyone informed and allows for collective brainstorming on effectively leveraging these tools. BEST MOMENTS 04:38 - 💬 “The acknowledgement here was actually, this is a really positive thing, that somebody has independently improved the way that we are working in the business without me getting involved and prompting them to do it.” 06:05 - 💬 “The risk is that when something's documented, that becomes the way it's done. Regardless of the evolution of technology or the evolution of the process.” 06:56 - 💬 “We need to read those monthly app updates that come out. Those things that you often just trash and think, oh, I'll get back to that sometime.” 08:42 - 💬 “Encouraging and reminding our staff to keep
Thu, January 02, 2025
SYS 206: Mastering AI, Automation, and Delegation: Aytekin Tank's Blueprint for Scaling a Successful Business, the Founder of Jotform
🎙 In this episode, Dr Steve Day was joined by Aytekin Tank, the founder of Jotform and author of the bestselling book “Automate Your Busy Work.” Aytekin shares his entrepreneurial journey, detailing how he transformed his small business by leveraging automation and delegation to compete against giants like Google. The conversation delves into the future of AI and its potential to revolutionise business processes, particularly with the upcoming launch of Jotform AI Agents, which aims to replace traditional forms with interactive AI-driven conversations. Aytekin also discusses the importance of company culture as Jotform grows, emphasising the need for small, cross-functional teams to maintain a collaborative environment. This insightful episode is packed with valuable lessons for entrepreneurs looking to scale their businesses while maximising efficiency and innovation. KEY TAKEAWAYS 💡 Embrace Automation and Delegation: The journey of building Jotform highlighted the importance of automating tasks and delegating responsibilities to free up time for focusing on product development and strategic growth. 💡 AI Integration in Business: The upcoming Jotform AI Agents product aims to revolutionise how businesses interact with clients by replacing traditional forms with AI-driven conversations, making processes more engaging and efficient. 💡 Cultural Foundations: Establishing a strong company culture is crucial, especially as a business grows. Creating small, cross-functional teams fosters collaboration and ownership, which can lead to better decision-making and productivity. 💡 Iterative Product Development: Launching a product is just the beginning. Moreover, continuous feedback from users is essential for refining and improving the product, emphasising the importance of beta testing and user engagement. 💡 Leverage Personal Strengths: Identifying and utilising personal strengths or “superpowers” can significantly enhance the chances of success when transitioning from a service-based business to a product-based one. BEST MOMENTS 07:23 - 💬 “I wanted to share all the things that I learned about automation with a book. So I started writing a book. It took me a long time, but I released that book last year, finally, and it actually became a Wall Street Journal bestseller.” - Aytekin Tank 12:33 - 💬 “We are kind of disrupting our own business, replacing forms with AI.” - Aytekin Tank 21:39 - 💬 “I think you set the culture by not talk
Thu, December 26, 2024
SYS 205: Elevate Your Sales Game: Insights from Hospitality to High-Level Deals with Neil Rogers, Co-founder of Positive Activity
🎙 In this episode of the Systemize Your Success podcast, Dr Steve Day interviews Neil Rogers, co-founder of Positive Activity and author of Bar Tips: Everything I Needed to Know in Sales I Learned Behind the Bar . Neil shares his unique journey from working in hospitality to becoming a sales expert, offering valuable sales strategy tips and emphasising the importance of mindset training and personal development. He introduces his 11-step Positive Activity process, which includes practical tips for entrepreneurs on leveraging simple yet effective strategies to enhance their sales techniques and business development. Additionally, listeners will gain insights into the significance of consistency, the power of appreciation practices, and the value of building genuine relationships in sales. Neil's engaging anecdotes and practical advice aim to inspire entrepreneurs to take actionable steps toward success while maintaining a positive mindset. KEY TAKEAWAYS 💡 Mindset Matters: Starting each day with a positive mindset through practices like journaling and appreciation can significantly impact productivity and creativity. Reflecting on what you appreciate helps set a positive tone for the day. 💡 Consistency is Key: Implementing a consistent routine, such as a 90-day personal or professional development plan, can lead to substantial improvements over time. Small, incremental changes can yield significant results. 💡 The Power of Personal Connection: Building relationships through in-person interactions and follow-ups is crucial in sales. Additionally, being present in various social settings and engaging with potential clients can create business opportunities. 💡 Effective Communication: Listening to clients and understanding their needs is essential. Moreover, tailoring your approach based on their feedback and being open to their requirements can lead to successful outcomes. 💡 Tenacity Over Persistence: While persistence is important, being tenacious—combining persistence with creativity and adaptability—can lead to better sales and business development results. Finding unique ways to connect with clients can set you apart. BEST MOMENTS 11:33 - 💬 “What you appreciate appreciates.” - Neil Rogers 25:59 - 💬 “One thing that I know to be true is the more systemised anything is, the better it is.” - Steve Day 28:17 - 💬 “Show up wherever people gather and don't be over salesy, but make some sort of contact with them.” <
Thu, December 19, 2024
SYS 204: Unlocking Authenticity: How Embracing Your True Self Can Skyrocket Business Success - Interview with Judy Weber, Founder of Judy Weber Co
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes Judy Weber, a former trial lawyer turned renowned Christian business coach and scaling strategist for women entrepreneurs. Judy shares her inspiring journey from humble beginnings to becoming a successful coach, emphasising the importance of faith, mindset and authenticity in achieving business success. She introduces her “Joyful Scaling Method,” which focuses on three key strategies: breakthrough, operations, and profit, designed to help entrepreneurs scale their businesses while maintaining joy in their work. Listeners will gain valuable insights into overcoming common obstacles, the significance of community, and practical steps to identify and delegate tasks effectively. This episode is a must-listen for anyone looking to elevate their business while staying true to their calling. KEY TAKEAWAYS 💡 Mindset Matters: Mindset heavily influences business success. Therefore, examining and adjusting your thoughts to align with your goals is essential, as every strategy will only work if your mindset is right. 💡 Joyful Scaling Method: This method consists of three key strategies: Breakthrough Strategy (focusing on marketing and sales processes), Operations Strategy (emphasising team dynamics, standard operating procedures, and automation), and Profit Strategy (analysing financials and client results). 💡 Identify Your Best Client : It is crucial to understand and define your ideal client. Knowing their specific needs and challenges allows for more targeted marketing and communication, significantly enhancing engagement and conversion. 💡 Community and Support: Building a supportive community is vital for entrepreneurs, especially women. Moreover, sharing experiences and challenges with like-minded individuals can encourage and hold them accountable, making the entrepreneurial journey less lonely. 💡 Delegate Effectively: Utilize the Dream Team protocol to assess tasks and determine which should be delegated. Specifically, this involves categorising tasks into CEO-level activities, those that should be delegated, and those that can be kept based on personal preference and time management. BEST MOMENTS 07:39 - 💬 “For me, faith is in Christ. For others, it may be in something else, but I will tell you this, if you don't believe in yourself, in you, like, this is my calling, you're just not going to make it.” - Judy Weber 09:32 - 💬 “Success is the result of who you believe yourself to be, and that we don't get what we want, we ge
Thu, December 12, 2024
SYS 203: Achieve Balance: Systems and Accountability for CEO Success - Tobey Wyatt's Insights, Founder of Motherlode Consulting
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes business operations expert Tobey Wyatt, who shares her insights on navigating the complexities of entrepreneurship while managing ADHD. Tobey discusses her journey with ADHD, emphasising the importance of understanding energy expenditure rather than capability. The conversation delves into the significance of creating safe, judgment-free spaces for leaders to express their frustrations and the necessity of effective task and time management. Tobey highlights the curb-cut effect, illustrating how solutions for specific challenges can benefit a broader audience. The episode also explores the nuances of ambition, addressing the internal struggles many face when pursuing success and the importance of balancing ambition with empathy for others. Tune in for practical strategies and thought-provoking insights that can help entrepreneurs thrive amidst chaos. KEY TAKEAWAYS 💡 Understanding ADHD and Neurodivergence: The discussion highlights the importance of recognising ADHD not as a capability problem but as a different way of processing information and energy. This perspective can help individuals understand their unique challenges and strengths. 💡Creating Safe Spaces for Communication: Establishing a judgment-free environment is crucial for effective leadership. Leaders should foster open communication where team members feel safe to express frustrations and challenges without fear of repercussions. 💡The Importance of Systems and Accountability: Business owners need to implement systems for task and time management. Having an accountability partner, such as a Chief of Staff or an operations expert, can help maintain focus on these systems and improve overall efficiency. 💡The Curb Cut Effect: Solutions designed for specific groups, such as those with disabilities, often benefit a wider audience. This principle encourages leaders to consider how addressing the needs of one individual can create positive changes for the entire team. 💡Ambition and Its Dual Nature: Ambition itself is not inherently negative; rather, it is the intent and methods used to pursue that ambition that can lead to destructive outcomes. Leaders should nurture their ambition while being mindful of their pursuit's impact on others. BEST MOMENTS 05:10 - 💬 “I think we have mislabeled so much of ADHD as a capability or a capacity problem. Like if you have ADHD, you're not capable of, or you're going to have a really big problem with...” - Tobey Wyatt 09:53 - <e
Thu, December 05, 2024
SYS 202: Eliminating Project Overruns: My SMART Goals and Lead KPI Secret to Staying On Track
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day addresses the common challenge of project overruns and the importance of establishing clear goals and structure to ensure timely completion. He introduces a straightforward two-step process that combines SMART goals with lead and lag KPIs to enhance project management. By sharing his experience with migrating a knowledge base, Steve emphasises the significance of setting specific, measurable, achievable, relevant, and timed objectives while tracking progress through key performance indicators. This episode is a valuable resource for entrepreneurs looking to streamline their projects, maintain team motivation, and ultimately achieve their business goals more effectively. KEY TAKEAWAYS 💡 Importance of Structure in Projects: Establishing clear goals, targets, and KPIs is crucial. It ensures projects are completed on time and keeps team members motivated. 💡 Utilizing SMART Goals: Implementing the SMART criteria (Specific, Measurable, Achievable, Relevant, Timed) helps define project objectives clearly. This makes it easier to track progress and adjust as needed. 💡 Lead and Lag KPIs: Setting lead KPIs (daily or weekly targets) allows for ongoing assessment of project progress. In contrast, lag KPIs measure the outcome, helping to keep the team accountable and motivated. 💡 Data-Driven Adjustments: Regularly reviewing project data enables adjustments to timelines and goals based on actual performance. This ensures that targets remain realistic and achievable. 💡 Prioritization and Accountability: Discussing project metrics in meetings helps prioritise tasks and address delays. It fosters a culture of accountability, ensuring important projects are not sidelined. BEST MOMENTS 05:06 - 💬 “SMART is about defining the project, and you know the results you're expecting and the time it's going to take.” 09:16 - 💬 “I use smart goals when we use them effectively to plan, to adjust based on data, to track that data through using lead KPIs, and then adjust it again throughout the project if needed.” 10:02 - 💬 “When we've got a smart data-driven goal, we can see that, and then they can flag up saying in a very quick meeting, so we have a weekly our company meeting, tell me how you're doing with your KPIs.” TIMESTAMPED OVERVIEW 00:00 Use SMART goals with lead and lag KPIs. 08:42 Adjust project timeli
Thu, November 28, 2024
SYS 201: Simplify and Organize for Efficiency: A Systematic Approach to Achieving Business and Life Goals - Interview with Miriam Ortiz Y Pino, Founder of More Than Organized
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day welcomes Miriam Ortiz Y Pino, a simplicity expert and money breakthrough business coach. They delve into the challenges of disorganization and the importance of organizing for efficiency through creating systems that enhance productivity and profitability in both personal and professional lives. Miriam shares her journey from a naturally organized child to a successful entrepreneur, emphasising the significance of understanding the underlying systems behind tools and habits. In addition, listeners will gain practical insights on how to reverse engineer their goals, develop effective habits, and ultimately create a more streamlined and fulfilling existence. Tune in for valuable tips on overcoming organizational obstacles and achieving a balanced life that integrates both joy and productivity. KEY TAKEAWAYS 💡 Understanding Systems Over Tools: It’s essential to grasp the underlying systems that tools, like apps or planners, are meant to support. Otherwise, switching tools without understanding your needs and developing habits can lead to inefficiency. 💡 Incremental Improvements: Achieving organization and productivity is a gradual process. Focus on making small, manageable changes rather than attempting to overhaul everything at once. This approach helps build sustainable habits. 💡 Understanding financial statements and managing paperwork effectively can improve business practices and increase profitability. 💡 Motivation Through Desired Outcomes: Connect tasks to your larger goals to stay motivated in your organization journey. Additionally, understanding the "why" behind your actions can help maintain focus and drive. 💡 Holistic Approach to Life Balance: Instead of striving for a strict work-life balance, aim for an integrated life where work and personal interests align. This allows flexibility and enjoyment in both areas, leading to a more fulfilling existence. BEST MOMENTS 03:00 - 💬 “People aren't born organized, but some of us are born seeking order.” - Miriam Ortiz Y Pino 05:55 - 💬 “Every 10 minutes a day that you waste doing stuff that you shouldn't be doing, that adds up to 40 hours a year in a given working year.” - Steve Day 09:23 - 💬 “It's not about perfection. It's about done. Put it out there, iterate, figure it out next time, improve it.” - Miriam Ortiz Y Pino 30:03 - 💬 “How do
Thu, November 21, 2024
SYS 200: Beyond the Hustle: How Systems Can Scale Your Business - Interview with Celi Arias, Founder of The Grown Ass Business
🎙 Dr Steve Day was joined by Celi Arias, the CEO and founder of The Grown Ass Business, in this episode. Celi shares her journey from a young entrepreneur to a successful operations consultant and business coach, emphasising the importance of systemizing business growth. She discusses the challenges entrepreneurs face, particularly the feeling of wearing multiple hats and the overwhelm that comes with it. Celi also introduces her unique methodology, which focuses on five key growth systems that help entrepreneurs streamline their operations and achieve predictable growth. Throughout the conversation, they explore the significance of understanding product-market fit, the role of accountability in implementing systems, and how to create a business that allows for both success and personal fulfilment. Tune in for valuable insights on leveraging systems to break free from revenue plateaus and burnout. KEY TAKEAWAYS 💡 Importance of Systemization: Successful businesses often move beyond the founder's creative whims by implementing systems and operations that streamline processes. As a result, they achieve predictable and sustainable growth. 💡 Understanding Key Growth Metrics: Entrepreneurs should identify the minimum viable metrics and tools for each department, such as marketing, sales, and finance. This will help them manage their business and drive growth without feeling overwhelmed. 💡 Product Market Fit: Businesses must understand their product market fit before investing in marketing campaigns. This includes pricing, messaging, and target audience. Otherwise, they risk wasting resources on ineffective strategies. 💡 Accountability and Consistency: Regular check-ins and accountability measures help entrepreneurs stay focused on their goals. Additionally, they ensure progress, even amidst the chaos of running a business. 💡 Lifelong Learning and Adaptation: Continuous learning and adapting systems to fit business needs are crucial for success. Additionally, entrepreneurs should embrace simplicity. They must focus on actionable steps instead of getting lost in complexity. BEST MOMENTS 02:43 - 💬 “The businesses that do really well are the ones that start to really systematize certain operations in the business.” - Celi Arias 04:28 - 💬 “If you really start to operationalize and systematize things, it makes things easier.” - Celi Arias 06:30 - 💬 “You should always be engineering your business for growth.” - Cel
Thu, November 14, 2024
SYS 199: Why We Use Fathom AI Notetaker: Pro Tips to Maximise Value and Minimise Cost
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day explores the Fathom AI Notetaker. He details why it has become the preferred choice for his business over other alternatives. Additionally, he discusses the essential role of AI note-taking apps in enhancing productivity and communication within teams, highlighting Fathom's impressive free version and affordable premium features. Listeners will learn how to maximise the app's capabilities, including unlimited storage, real-time highlights, and seamless integration with tools like Slack and Zapier. Steve also shares insights on how to efficiently manage meeting notes and action points, making it easier for teams to access important information. So, tune in to discover how Fathom can transform your business meetings and improve collaboration. KEY TAKEAWAYS 💡 Fathom as the Preferred AI Note-Taking App: Fathom was chosen over other AI note-taking apps because of its impressive features. It offers a robust free version and a reasonably priced premium version. The premium version includes additional team functionalities. 💡 Enhanced Meeting Management: Using Fathom helps businesses efficiently summarise meetings. Additionally, it features clickable timestamps and action points. This makes it easier for team members to revisit important discussions without sifting through lengthy recordings. 💡 Unlimited Free Storage: Fathom provides unlimited storage for meeting recordings at no cost. This eliminates the need for businesses to use other storage solutions. For example, Google Drive can quickly fill up. 💡 Real-Time Highlighting Feature: Fathom includes a unique feature for capturing highlights during meetings in real-time. Users can share these highlights via Slack or save them for later use. This ensures that important moments are not forgotten. 💡 Integration with Zapier: Upgrading to the premium version enables integration with Zapier. This allows users to automate sharing meeting summaries and highlights. They can share across various platforms, such as Google Docs and Asana. This enhances team collaboration and accessibility. BEST MOMENTS 00:51 - 💬 “We’ve settled on Fathom because of some of its amazing features. The fact that the free version is absolutely awesome.” 03:31 - 💬 “And because it's transcribed, you can actually search the transcript as well to find any instance of a keyword or a phrase that was said. So it's really easy to actually go back to the exact point that you want.” 11:04 - 💬 “It help
Thu, November 07, 2024
SYS 198: The Crucial Role of Emotional Intelligence in Effective Business Management and Leadership - Interview with Dr. Robin Hills, Director of Ei4change
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day engages in a thought-provoking conversation with Dr. Robin Hills, a renowned business psychologist and expert in emotional intelligence. They explore emotional intelligence's profound impact on business owners, leaders, and managers, enhancing performance, relationships, and overall job satisfaction. Robin emphasises the importance of understanding emotions in decision-making and the necessity of empathy in client interactions. The discussion also touches on the relevance of mindfulness in improving productivity and the unique human qualities that artificial intelligence cannot replicate. Listeners will gain valuable insights into leveraging emotional intelligence to foster better communication, leadership, and, ultimately, a more fulfilling work environment. KEY TAKEAWAYS 💡 Definition of Emotional Intelligence: Emotional intelligence is being smart with your feelings, combining thinking and emotions to make authentic decisions and build quality relationships. 💡 Importance for Business Owners: Recognizing and understanding emotions is crucial for business owners, as emotions underpin decision-making, learning, and overall human experience. This awareness can lead to better client relationships and improved business outcomes. 💡 Empathy in Client Interactions: Empathy is essential for understanding clients' emotions and needs. Moreover, by stepping into their shoes and seeing situations from their perspective, business owners can foster better relationships and enhance service delivery. 💡 Mindfulness and Presence: Mindfulness involves being present and focused on the current moment, which can improve communication and decision-making. Additionally, it allows individuals to recognise their limitations and seek input from others, enhancing collaboration and understanding. 💡 Complementing Artificial Intelligence: Emotional intelligence is a vital human skill that complements artificial intelligence. While AI can handle data and automate tasks, it lacks the ability to understand and respond to human emotions, making emotional intelligence increasingly important in business and leadership. BEST MOMENTS 04:16 - 💬 “It's being smart with your feelings. It's the way in which you combine your thinking with your feelings in order to make good, authentic decisions and build up quality relationships with a view to taking action.” - Robin Hills 10:41 - 💬 “What we've got to do is to remember, particularly when we're working with clients, and everybody is a client, that it's more about them. It's about fulfilling their needs rather than fulfilling my needs.”</
Thu, October 31, 2024
SYS 197: The Time Multiplier Effect: The Exponential ROI of Process Optimisation
🎙 Dr Steve Day shares valuable insights on the importance of process optimization and continual improvement within a business. After a recent meeting with a staff member, he highlights how revisiting and streamlining existing systems can lead to significant time savings—potentially up to six weeks a year. Furthermore, Steve emphasizes the necessity of adapting to changes in technology, team dynamics, and business needs. He also encourages entrepreneurs to empower new employees to provide fresh perspectives on outdated processes. By leveraging tools like Asana, Zapier, and Slack, he illustrates how simplifying workflows can enhance efficiency and, therefore, free up time for more valuable tasks. KEY TAKEAWAYS 💡 Continuous Process Optimization: Systemization is an ongoing process that requires regularly revisiting and updating systems to adapt to technological changes, team capabilities, and business needs. 💡 Fresh Perspectives from New Staff: Bringing in new employees provides an opportunity to evaluate existing processes. Moreover, their fresh eyes can identify inefficiencies and areas for improvement that long-term staff may overlook. 💡 Empower Staff to Speak Up: Creating a culture where employees feel comfortable sharing their thoughts on processes can lead to significant improvements. Additionally, encouraging honesty about challenges can help streamline operations. 💡 Eliminate Redundancies: Reviewing and simplifying processes can save substantial time. For example, eliminating unnecessary tasks and projects can free up hours to be redirected to more valuable activities. 💡 Focus on Core Processes: Regularly assess core processes, such as financial receivables, to ensure efficiency. Streamlining these processes can lead to significant time and cost savings, ultimately enhancing overall business performance. BEST MOMENTS 01:40 - 💬 “You will never finish systemising your business because things change.” 05:00 - 💬 “When we bring someone new in, it's a huge opportunity to get a fresh pair of eyes on processes, for someone to tell us, this is difficult, this doesn't make sense, I'm struggling.” 10:49 - 💬 “Take check now and again to revisit some of your old existing processes, the core processes that aren't going to go away and make sure they are efficient.” TIMESTAMPED OVERVIEW 00:00 New staff highlighted the need for a system overhaul. 04:45 Encourage new hires to improve company processes. 10:25 Simplify processes to save time and money. 11:47 Mind inefficien
Thu, October 24, 2024
SYS 196: My Journey From Solopreneur to Business Owner: How SOPs and Systems Have Saved Me Thousands of Hours - The Ultimate FD Podcast Interview with Josh Keegan
🎙 In this episode of the Systemize Your Success podcast, Dr Steve Day is interviewed by Josh Keegan on the Ultimate FD Podcast, where they delve into essential topics for entrepreneurs looking to scale their businesses. They discuss the importance of creating effective systems, particularly in managing virtual teams and documenting processes to free business owners from being overwhelmed by daily tasks. Steve shares practical tools such as screen capture software and flowchart techniques to help entrepreneurs delegate effectively and streamline operations. The conversation also covers strategies for managing remote workers, enhancing communication efficiency, and the significance of establishing a supportive company culture. Tune in for valuable insights to help you optimise your business processes and improve team performance. KEY TAKEAWAYS 💡 Importance of Systems: Establishing clear systems and processes is crucial for business owners to avoid being the sole knowledge repository. Documenting tasks ensures that operations can continue smoothly even when key personnel are unavailable. 💡 Utilizing Tools for Documentation: Screen capture tools and flowcharts are essential for capturing processes. Recording tasks while performing them and creating visual representations of workflows can help train new team members and maintain consistency. 💡 Delegation and Team Empowerment: Encouraging team members to document their processes and create systems fosters a culture of ownership and efficiency. This alleviates the burden on the business owner and empowers employees to take initiative. 💡 Structured Communication: Implementing a structured meeting framework, such as daily stand-ups, weekly one-on-ones, and project meetings, helps maintain clear communication and accountability within the team. This structure minimises interruptions and ensures that everyone is aligned on priorities. 💡 Effective Management of Virtual Teams: Understanding the cultural context of team members and developing management skills are vital for leading virtual teams. Setting up a supportive environment with clear expectations and regular check-ins can significantly enhance team performance and morale. BEST MOMENTS 02:16 - 💬 “Getting stuff out of people's heads and down in a way that anyone can do it without the involvement of the business owner or the knowledgeable worker is key to us not leading or finding ourselves in really sticky situations.” - Steve Day 03:20 - 💬 “The more that I've delegated over the years, the more I realise if we have a good way of getting stuff out of our heads and hand it over to somebody else, they have more time to t
Thu, October 17, 2024
SYS 195: How We Improve Remote Team Loyalty with Health Insurance Incentives
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day shares insights on effectively supporting remote contractors. He focuses on incentivising them through health care and health insurance benefits. Initially, Steve was sceptical about the longevity of remote workers in his company. However, his perspective has evolved as he has built a dedicated team that plays a crucial role in his business. He discusses the importance of offering contractors an annual allowance for health insurance. He highlights resources like mariahealth.ph to help them find suitable options. Additionally, he mentions the benefits of PhilHealth in the Philippines. Steve emphasises the significance of fostering long-term relationships with contractors. This approach enhances business efficiency. Tune in for practical tips on creating a supportive work environment that encourages contractors to stay engaged and committed. KEY TAKEAWAYS 💡 Shift in Mindset: Initially, people believed that remote workers would not stay long-term. Over time, however, the importance of these contractors has been recognised. This recognition has led to a more committed approach to their roles. 💡 Incentivizing Long-Term Commitment: Offering benefits such as health care allowances can effectively encourage contractors to stay with the business. This approach helps build loyalty and reduces turnover. 💡 Health Care Options: Providing contractors with an annual allowance to purchase their own health insurance is a practical way to support their well-being. Resources like mariahealth.ph can help them find suitable options based on their circumstances. 💡 PhilHealth as an Additional Benefit: Offering PhilHealth is not legally required for foreign employers. However, it can be a valuable addition to the benefits package. PhilHealth provides reduced costs for medical services and hospitalisations. 💡 Legal Considerations: When working with contractors, it's crucial to navigate employment laws carefully to avoid misclassification as employees. Consulting with legal experts, such as those from Coffee Clatch, can help ensure compliance. BEST MOMENTS 01:59 - 💬 “They are how we function. They do everything. They are way, way more than, in inverted commas, the virtual assistant that people often think about.” 04:03 - 💬 “Keeping people around, not having to go through the whole hiring process, the cost and the time, not having to do a trial and error of finding someone good.” 07:59 - 💬 “I just wanted to emphasise- A, that we can offer some great incentives for people to keep coming back and working for us for the long term.”
Thu, October 10, 2024
SYS 194: Laptop Lifestyle By Design: Strategic Planning for Freedom - The Smart Connector Podcast Interview with Jane Bayler
🎙 In this episode, Dr. Steve Day is interviewed by Jane Bayler. He shares his transformative journey from being a control-freak property owner to embracing a laptop lifestyle while running his businesses remotely from Sweden. Steve also discusses his challenges, including the mindset shifts required to let go of control and effectively delegate tasks to remote teams. He emphasises the importance of systems and outsourcing for scaling a business. Steve also offers practical tips on using task management apps. Additionally, he suggests using video communication to enhance collaboration. Listeners will gain insights into overcoming the fears of delegation and the benefits of building trust within remote teams. Ultimately, they will learn how to create a business that serves their lifestyle and goals. KEY TAKEAWAYS 💡 Mindset Shift for Delegation: Entrepreneurs must transition from a control-oriented mindset to one that embraces delegation. This shift allows business owners to scale their operations and achieve a more balanced lifestyle. 💡 Importance of Systems: Implementing systems, such as task management apps (e.g., Asana, Trello), is essential for effective delegation and communication. These tools provide visibility into tasks, streamline workflows, and reduce miscommunication. 💡 Utilizing Video for Communication: Using video for meetings and task instructions enhances communication and builds rapport. It allows for clearer explanations and reduces the chances of misunderstandings that can occur with text-based communication. 💡 Outsourcing Wisely: Start outsourcing tasks that you are already familiar with, and that are not overly complex. This approach minimises frustration and helps build trust in the delegation process, making handing off more responsibilities over time easier. 💡 Global Workforce Opportunities: Embracing remote work opens up access to a global talent pool, allowing businesses to find skilled individuals at various price points. This can be a strategic advantage for small businesses looking to grow without incurring high local labour costs. BEST MOMENTS 10:19 - 💬 “As entrepreneurs, as business founders, we struggle to let go sometimes and let other people take the reins because it's hard to trust, isn't it? But if we don't get out of our way, we'll always be stuck. In this place, I've coined a name for it, and I call it the Harder Hustle Loop because that's what it is really, isn't it?” - Jane Bayler 39:11 - 💬 “It's about saving time and making time really for the things that matter most.” - Jane Bayler 40:29 - 💬 “So put your time first, then sy
Thu, October 03, 2024
SYS 193: Stay Competitive: Why Business Transformation Requires Automation and AI - Interview with Ricardo Silva, Founder of Engibots
🎙 In this episode of the Systemize Your Success podcast, Dr Steve Day engages in an insightful conversation with Ricardo Silva, founder of Engibots, about the transformative power of technology, automation, and AI for small business owners. They explore the Robotic Process Automation (RPA) concept and how it enables businesses to automate repetitive tasks, allowing teams to focus on more human-centric work. Additionally, Ricardo shares his expertise in leveraging modern technologies to enhance efficiency, reduce costs, and ultimately increase profits. The discussion also highlights the importance of fostering an automation mindset within teams and the role of AI in augmenting human capabilities. KEY TAKEAWAYS 💡 Understanding Robotic Process Automation (RPA): RPA allows businesses to automate repetitive tasks by mimicking human interactions with digital systems, making it easier for small business owners to streamline operations without extensive programming knowledge. 💡 AI Integration: Combining AI with RPA enhances automation capabilities by allowing systems to handle exceptions and unstructured data. This makes processes more efficient and adaptable to changes, which is crucial for modern businesses. 💡 Cultural Shift in Business: There is a growing need for businesses to adopt an automation mindset, where employees focus on qualitative work rather than just quantitative tasks. This shift is essential for staying competitive in an evolving market. 💡 Empowering Teams: Business owners should encourage their teams to embrace automation and AI technologies, giving them the time and resources to learn and adapt. This not only enhances productivity but also increases employee value and job satisfaction. 💡 Strategic Implementation: Successful automation requires a well-defined strategy that considers people, processes, and technology. Businesses should focus on standardising processes before implementing automation to ensure a smoother transition and better return on investment. BEST MOMENTS 11:43 - 💬 “Most of the time, I say AI changes everything for process automation, okay? And created some, make it very easy nowadays to leverage some use cases that until now by having rule-based robots are very difficult to implement to the companies or very expensive.” - Ricardo Silva 18:02 - 💬 “The businesses that don't embrace these sorts of technologies, they're just going to get left behind because, for a lot less cost going forward, businesses that are fully leaning into automation and AI are just going to get a lot more done a lot more quickly.” - Steve Day 22:26 - 💬 </s
Thu, September 26, 2024
SYS 192: My Journey to Building a Content Machine: Mindset, Mistakes, AI and Virtual Assistants
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day shares his journey in building a successful podcast promotion and production pipeline. He emphasises the importance of delegation and content creation systems. Steve reflects on his early days managing social media, where he struggled with consistency and confidence. Over time, he gradually evolved to create content on autopilot with the help of virtual assistants. Steve discusses the significance of finding your voice and medium and leveraging tools like ChatGPT for content ideas. He also highlights the benefits of systemising content creation from the very beginning. Additionally, He encourages entrepreneurs to overcome their fears and focus on simplicity. This will allow them to grow their social media presence without overwhelming their schedules. Tune in for valuable insights on scaling your business and maximising your time! KEY TAKEAWAYS 💡 Start Simple and Focused: When beginning with social media, it's beneficial to concentrate on one platform to build your skills and audience. This approach allows for more effective content creation and engagement without spreading yourself too thin. 💡 Embrace Imperfection: Accept that early content may not be perfect. The content creation journey involves trial and error, and getting comfortable with sharing your voice will lead to improvement over time. 💡 Leverage Automation and Assistance: As your content production grows, consider hiring virtual assistants or using automation tools to handle repetitive tasks. This delegation allows you to focus on creating quality content and developing your business further. 💡 Utilise AI for Content Ideas: ChatGPT can help generate content ideas and draft posts or blog entries. This can alleviate the pressure of coming up with topics and help overcome writer's block. 💡 Plan Ahead for Consistency: Establish a content calendar and aim to work several weeks in advance. This proactive approach ensures that you maintain a consistent output, even during busy periods or holidays, and helps manage your content production pipeline effectively. BEST MOMENTS 06:04 - 💬 “What allowed me to get more consistent, to become better at putting posts out there that got engagement, that didn't take me hours and hours to create, was actually just doing it.” 09:14 - 💬 “When you get started, it's so easy for me to say, just go and do it, but just go and do it.” 19:49 - 💬 “You should start systemising your content creation as soon as you start creating content. Because there is so much that we don't need to do as content creators. If you can start getting into the habit o
Thu, September 19, 2024
SYS 191: How We Empower Our Team to Transform Mistakes into Systems
🎙 In this episode of the Systemize Your Success Podcast, Dr Steve Day shares a valuable lesson from a recent mistake in his company. This was when a wrong document version was sent to a client. He emphasises the importance of creating a culture of continuous improvement in business and open communication within a team. He also highlights how mistakes can be transformed into opportunities for growth. Steve discusses the root cause analysis process and the significance of having a well-documented Operations Manual. He also introduces the DIDACT framework for task documentation. He illustrates how businesses can implement effective systems by fostering an environment where team members feel empowered to admit errors. This is to prevent future mistakes and enhance overall efficiency. Tune in to discover practical strategies for optimising your business processes and cultivating a proactive mindset among your staff. KEY TAKEAWAYS 💡 Empowerment Through Mistakes: It is crucial to create a culture where staff feel empowered to admit mistakes. This approach fosters an environment of continuous improvement rather than fear of repercussions. 💡 Importance of Documentation: A well-documented Operations Manual is essential. It provides clear instructions and resources, reducing the likelihood of errors. It also ensures tasks can be completed correctly without constant supervision. 💡 Root Cause Analysis: When mistakes occur, it's vital to conduct a root cause analysis to identify what went wrong in the system. This helps understand the underlying issues and implement changes to prevent future occurrences. 💡 Implementing Checks and Balances: Incorporating checks into processes, such as verifying document versions before sending, can significantly reduce errors. This proactive approach ensures that staff have clear guidelines to follow. 💡 Continuous Improvement Process: Establishing a system for ongoing improvements is necessary. Encouraging team members to document any gaps or questions they encounter during tasks allows for real-time updates to processes, enhancing overall efficiency. BEST MOMENTS 02:40 - 💬 “What happened in this particular case was we have an online document signing service... and this happens with all the new clients that come in.” 09:57 - 💬 “It's such an important part of systemisation. It is being able to document tasks quickly, effectively and efficiently, to be able to get stuff out of people's heads and down in a way that other people can do it from start to finish without their involvement first time and every time.” 11:13 - 💬 “The second part is showing the person and reminding the team
Thu, September 12, 2024
SYS 190: Mindset Matters: What I Learned about Success and Systems from a Six-Week Sabbatical
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day shares his experience taking a long break from work. He explains the importance of systemising business operations to achieve freedom for business owners. Steve discusses the challenges he faced and the strategies he used to prepare for his time off. He highlights the key factors that allowed him to relax and enjoy his holiday without worrying about his business. Additionally, Steve emphasises the importance of having the right clients, documenting core business activities, and building a cash reserve. He also talks about establishing clear communication channels for emergencies. Through his journey, Steve highlights the benefits of systemisation, enabling entrepreneurs to step away while maintaining business continuity. KEY TAKEAWAYS 💡 Focus on building systems. Documenting core business activities is crucial for allowing others to manage tasks in your absence. 💡 Choose the right clients. Working with clients who respect your boundaries and understand the need for time off is essential for a healthy work-life balance. 💡 Plan ahead. Communicate with your team and clients about your time off, block calendars, and ensure everything is documented well in advance. 💡 Establish clear communication channels. Set up specific emergency channels to avoid getting dragged back into work during your time off. 💡 Build a cash reserve. Setting aside profits to build a cash reserve can provide financial security during periods of reduced sales activity. BEST MOMENTS 00:25 - 💬 “The wins are often the opposite almost. What they've managed to achieve outside of work is that they've found freedom through systemising what they do, employing great people, and creating a lifestyle through being purposeful about their work.” 05:59 - 💬 “It's okay if I have a lay-in. I can feel groggy in the mornings, and I can just hang out with the kids and do nothing. I don't need to be doing stuff.” 08:11 - 💬 “This is why I started my business rather than working in the hospital, why I quit my job as a doctor. To be able to choose when I genuinely take time off, to be able to live wherever I want and to be able to then be present for my family in these informative years where my kids are growing up.” 20:17 - 💬 “Planning ahead, in summary, planning ahead. So communicating with your team about what's expected while you're away, making sure it's clear what meetings are going to happen and which meetings aren't going to happen.” TIMESTAMPED OVERVIEW 00:00 Entrepreneur reflects on taking time off work. 07:00 </stron
Thu, September 05, 2024
SYS 189: The Future of Recruitment: Leveraging AI for Optimized and Efficient Talent Sourcing - Interview with Argentino Molinuevo, General Manager of Athyna, a Global Talent Platform
🎙 The podcast episode features an insightful conversation with Argentino Manuevo, the general manager of Athyna, a global talent platform. The episode delves into working with global talent, focusing on the benefits of hiring internationally and utilising AI in recruitment. Argentino discusses the importance of setting clear goals, effective onboarding, and managing remote teams. The discussion also touches on using GPT-4, Slack, and Notion in daily operations. Listeners gain valuable insights into recruitment strategies, remote team management, and the definition of business success. Overall, the episode provides practical advice and valuable perspectives on building successful businesses in a global and remote work environment. KEY TAKEAWAYS 💡 The benefits of hiring globally include access to a larger talent pool and cost-effectiveness due to varying costs of living in different regions. 💡 Utilising AI in recruitment can improve the process by optimising job descriptions, matching candidates to roles, and speeding up the overall recruitment process. 💡 Onboarding is crucial for new hires. It ensures they understand the company culture, expectations, and their role and sets them up for success. 💡 Trust is essential in managing remote teams, and building personal connections beyond work-related interactions can foster a sense of belonging and accountability. 💡 Success is defined by setting goals, taking action to achieve them, measuring progress, and constantly iterating to improve and move closer to the desired outcomes. BEST MOMENTS 04:21 - 💬 “One is access to talent. So if you stick to your city or your country, obviously, you've got a very limited talent pool available.” - Argentino Molinuevo 30:56 - 💬 “I really think that if you are thinking that people won't do their job because you're not overseeing them personally, you are hiring the wrong people, or you are a very bad manager.” - Argentino Molinuevo 31:15 - 💬 “I really think that it's not a matter of micromanaging people and really looking at their screen to see if they're getting their work done. It's a matter of achieving results and them being accountable.” - Argentino Molinuevo 32:36 - 💬 “Fostering that personal connection, I think it's super important and key, even more, key in remote environments than in on-site.” - Argentino Molinuevo 32:50 - 💬 “I think that trust is end, but it's also a two-way street. And if you trust people, yes, from time to time, sadly in life, you're gonna get burned. That's just human nature. But the vast ma
Thu, August 29, 2024
SYS 188: The Fisher Curve: Effectively Supporting Staff during Change in Small Businesses - Interview with John Fisher, Founder of C2D
🎙 In this episode, Dr. Steve Day discusses change management in small businesses with John Fisher, a chartered psychologist and coach with 25 years of experience in personal development. John introduces the Fisher Curve, a framework that helps individuals navigate personal change. The discussion explores the relevance of the Fisher Curve for small business owners, focusing on understanding and managing staff emotions during times of change. John also shares insights on how the Fisher Curve can be applied in various business scenarios, highlighting the need for effective employee communication and engagement. This episode offers valuable insights on managing change, fostering empathy, and empowering individuals to embrace new challenges. KEY TAKEAWAYS 💡 The Fisher Curve is a model that helps individuals navigate change by understanding both their emotions and reactions. 💡 Change management is crucial in small businesses because employees often face role changes and new challenges, which require empathy and support from managers. 💡 Effective communication is essential during change, as over-communication can help alleviate uncertainty and resistance. 💡 Coaches can assist small business owners in navigating change by helping them gain clarity, make decisions, and effectively communicate with their teams. 💡 For John, success is also about providing individuals with new perspectives and options, allowing them to make their own choices and decisions. BEST MOMENTS 06:20 - 💬 “I think the answer to the first part of that, I suppose, the Fisher curve is a way of looking at how people feel personally as they go through a change.” - John Fisher 22:07 - 💬 “Leadership is what you lack when I don't know what to do.” - John Fisher 45:16 - 💬 “Success for me is helping people see something that they hadn't seen.” - John Fisher TIMESTAMPED OVERVIEW 00:00 "Beneficial conversation about Fisher curve for change." 03:39 Transition from playing to coaching, a successful consultancy. 08:14 Explaining bereavement stages and their influence on healing. 12:38 Fear of learning new skills, self-doubt. 14:54 Challenges for small business owners and employees. 20:27 Empower and guide for a bright future. 22:14 Take ownership, change gradually, and find the first brick. 27:04 Automating systems and convincing staff for change. 29:42 Using past failures to explain current succes
Thu, August 22, 2024
SYS 187: Leveraging Cultural Diversity: Proven Strategies for Effective Outsourcing - Interview with Andy Hilliard, CEO of Accelerance and Author of Synergea
🎙 In this episode, Dr. Steve Day discusses strategies for effective outsourcing with special guest Andy Hilliard, the CEO of Accelerance. Andy shares his journey from joining the Peace Corps to becoming an expert in finding talent for globally distributed software engineering teams. They explore the importance of leveraging apps, virtual assistants, and automation tools to scale businesses. Andy also emphasizes the value of cultural understanding in outsourcing and the benefits of working with a global workforce. The conversation also touches on Andy's books, including “Synergea,” which provide insights into the evolution of outsourcing and the future of remote work. Additionally, Andy highlights the significance of building relationships, empowering individuals, and embracing cultural differences for success in a distributed work environment. KEY TAKEAWAYS 💡 Andy Hilliard's book “Synergea” discusses the evolution of outsourcing, specifically software outsourcing. It targets individuals like directors of engineering, chief technology officers, chief product officers, chief financial officers, chief operating officers, and CEOs. 💡 Success for Andy Hilliard means being a role model for his three children and someone they can depend on, standing for principles, and trying to make the world a better place in his own small way through his business endeavours. 💡 Andy emphasises the importance of investing time and energy to learn, appreciate, and demonstrate cultural understanding and sensitivity when working with distributed talent, as building trust and openness leads to better communication and relationships. 💡 Leveraging a global talent pool for software development offers cost advantages. It also provides access to hyper-specialized talent. Additionally, it creates opportunities for personal growth and learning. Collaboration with individuals from different cultures and backgrounds enhances these benefits. BEST MOMENTS 18:38 - 💬 “You must invest time and energy to learn, appreciate, and demonstrate. Even in our due diligence phases, our customers will come either with us, or we will guide them to spend time with prospective partners to break bread, to spend days together.” - Andy Hilliard 24:56 - 💬 “The world is not shining just on you and will give you that thing. And if you think you're so delusional that you're the chosen one and you're going to do something that no one else is doing and get that win, then good luck with that.” - Andy Hilliard 35:02 - 💬 “The United States produces 60% of the digital output, the software development output in the world. However, the United States only has 15% of the world's developers. So right there,
Thu, August 15, 2024
SYS 186: How We Create Outstanding Client Experiences Through Systemized Communication
🎙 Dr. Steve Day discusses how small businesses can implement systemised communication strategies to enhance customer satisfaction. He shows the importance of transparent communication through two case studies. One involves tenant deposit returns for estate agents; the other focuses on report writing for expert witness agencies. By breaking down backend operations, businesses can improve the overall customer experience. Providing clients with updates at each stage helps build trust. Additionally, Steve emphasises the value of automation and standardised communication to streamline these processes effectively. KEY TAKEAWAYS 💡 Amazon's communication skills in tracking orders can be a model for small businesses to improve customer satisfaction. 💡 Implementing a clear and automated communication system can enhance the client experience and reduce the need for customer service interactions. 💡 Providing clients with updates at each stage of a process, similar to Amazon's tracking system, can alleviate stress and build trust. 💡 Standardised emails at different process stages can keep clients informed and manage expectations effectively. 💡 Utilising email automation tools or virtual assistants can streamline the communication process and ensure consistency in client interactions. BEST MOMENTS 00:00 - 💬 “Whether you love or hate Amazon, there's no denying they have incredible communication skills when it comes to letting you know, as their customer, exactly where your order is up to.” 11:04 - 💬 “And so by this simple idea of breaking down the backend stuff, just like Amazon does, you're breaking down whatever the process, the backend process is to you giving the end results to your client and then telling your client what those steps are.” 11:33 - 💬 “So opening up your back end operations to your client in a nice and simple way to say the 6 stages for me delivering this product to you or the service to you- these are the 6 stages and then every milestone, every stage letting them know you've got there so they can see where they're up to in the process.” 12:20 - 💬 “A little tip on improving your customer experience by doing very little in terms of changing your processes, but just by communicating better in a standardised way.” TIMESTAMPED OVERVIEW 00:00 Implementing simple systems revolutionises communication for businesses. 05:28 Communicate the deposit process with clear, timely updates. 07:37 Effective communication reduces the tenant's end-of-lease stress. 10:15 Early delivery allows for a flexible estimat
Thu, August 08, 2024
SYS 185: Using Virtual Assistants for Social Media Message and Notification Management
🎙 In this episode, Dr. Steve Day discusses the challenges of social media management, specifically managing notifications and messages for business owners. He shares his tips and systems for effectively handling social media tasks, such as replying to comments, engaging with followers, and generating leads. Steve emphasises the importance of outsourcing these tasks to virtual assistants to free up time and improve efficiency. Overall, the episode provides practical advice for entrepreneurs looking to optimise their social media management strategies. KEY TAKEAWAYS 💡 Utilize decision trees to streamline the process of handling social media comments and messages. 💡 Encourage engagement by asking follow-up questions in response to comments on posts. 💡 Implement rules and strategies for specific actions, such as sending direct messages to individuals who like posts. 💡 Conduct daily meetings to review and improve the system for managing social media notifications. 💡 Consider incorporating automation and AI tools after establishing a solid foundation with a virtual assistant. BEST MOMENTS 00:00 - 💬 “If you use social media to generate awareness of your business, build authority or even start to generate leads, then you'll know how time-consuming it can be to deal with all.” 04:06 - 💬 “So if we can get somebody in, we can train them to do what you are doing but better. And then they can look at something like automation or AI going forward.” 10:52 - 💬 “And over the course of a couple of months, you can build up a really good system by using, as I said before, decision trees, by creating rules, so creating a spreadsheet for rules for certain things that happen.” TIMESTAMPED OVERVIEW 00:00 Outsourcing social media tasks for business efficiency. 06:21 AI is used to create and manage social media interactions. 09:32 Engage, delegate, and evaluate daily communications effectively. 10:31 Improve the system using daily 15-minute tasks. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/systemsandoutsourcing/ Instagram
Thu, August 01, 2024
SYS 184: My Simple Business Cash Flow Management System for a Stress-Free Life
🎙 Dr. Steve Day shares his personal experiences and financial principles for small business owners to master business cash flow management. He discusses the importance of having a suitable accountant and bookkeeper, setting up a simple cash flow spreadsheet, and creating separate bank accounts for different financial purposes. Furthermore, Steve emphasises the significance of having a cash reserve, managing periodic costs, and making provisions for taxes and VAT. Additionally, he highlights how business owners can make better financial decisions, reduce stress, and ensure financial stability by implementing these strategies. KEY TAKEAWAYS 💡 Staying cash flow positive is essential for small business owners to avoid financial surprises and, consequently, ensure financial stability. 💡 Hiring a suitable accountant and bookkeeper can save time and provide valuable financial advice. 💡 Creating a simple cash flow spreadsheet helps project future finances and make informed business decisions. 💡 Setting up separate bank accounts for different purposes, such as operating expenses, tax, cash reserve, and personal income, can help manage finances effectively. 💡 Building a cash reserve and making provisions for periodic costs can provide a financial cushion and, therefore, reduce stress in business operations. BEST MOMENTS 00:00 - 💬 “Staying cash flow positive is an absolutely essential skill for all small business owners.” 04:46 - 💬 “Having some simple financial strategies in place with the right people at the right level for where you're at with your business can make the difference.” 25:09 - 💬 “Creating a spreadsheet just in a simple way for the general regular income and expenditure, plus those ad hoc things, as I mentioned, it's super quick and easy to do.” 35:48 - 💬 “Get yourself an accountant based in your country. Consider getting a bookkeeper if you think that having protections going forward is above and beyond a simple cash flow, which is a spreadsheet you can set up yourself.” TIMESTAMPED OVERVIEW 00:00 Tips for small business owners to manage cash flow effectively. 04:44 Implementing financial strategies for business success and sustainability. 08:48 The Accountant saved money and provided valuable advice. 12:00 Good accounting is crucial until significant profit is achieved. 16:54 Outsourced accounting, lesson learned, time and money saved. 18:52 Outsource bookkeeping to UK-based or virtual assistants. 21:53 Track annual ex
Thu, July 25, 2024
SYS 183: How Deep Work Has Revolutionized My Business and Personal Life
🎙 This episode explores the concept of deep work and its transformative effects on personal and professional life. Dr. Steve Day shares his journey of incorporating this practice into his routine, starting with small blocks of time and gradually increasing to full days dedicated to focused problem-solving. Moreover, he emphasizes the importance of scheduling these sessions and creating rituals to get into the right mindset. By prioritising important but not urgent tasks, Steve highlights the benefits, including increased productivity, innovation, and personal fulfilment. He also discusses his strategies to integrate focused work into his busy schedule, ultimately leading to a more efficient and successful business operation. KEY TAKEAWAYS 💡 Implementing deep work can transform every aspect of life and business. 💡 Benefits include enhanced strategic planning, higher-quality work, increased innovation, improved decision-making, greater efficiency, competitive advantage, and, additionally, personal growth. 💡 Block out dedicated time for focused work, starting with smaller blocks and gradually increasing the duration. 💡 Establish rituals to get into the right mindset for these sessions. 💡 Taking breaks, going outdoors, and engaging in physical activity can enhance creativity and problem-solving during focused work sessions. BEST MOMENTS 01:40 - 💬 “Deep work is professional work performed in a state of distraction-free concentration that really pushes your cognitive abilities to their limits.” 02:41 - 💬 “We get paid for solving problems. We get paid the big bucks for solving the big problems.” 11:56 - 💬 “And there's this concept, you know, with business, like being busy is the same as being productive, and it's not.” 28:39 - 💬 “Taking time out often saves far more time than actually just sticking at it and pushing.” TIMESTAMPED OVERVIEW 00:00 Steve Day delves into the transformative power of deep work in business and life. 08:01 Spending time on deep work has benefits. 11:33 Efficiency and mindfulness improve time management. 13:43 Strategic planning, networking, relationships, personal development, health. 16:50 Skiing helped me work without distractions. 23:44 Developed a strict, deep work schedule with challenges. 28:31 Optimize time by focusing on deep work. 29:13 Scheduled time for deep work boosts fulfilment. VALUABLE RESOURCES Website: <a href="https://www.systemizeyours
Thu, July 18, 2024
SYS 182: Profit First: Unlocking Financial Freedom for Business Owners - Interview with Tom Griffiths, Founder of Synergy CFO Solutions
🎙 Dr. Steve Day is joined by Tom Griffiths, the founder of Synergy CFO Solutions. Tom shares his expertise in financial management for small businesses, emphasising the importance of understanding and improving profits and cash flow for financial freedom. He introduces the concept of 16 drivers that can impact revenue, profits, and cash flow in any business. Tom also discusses practical strategies for tracking financial metrics, setting goals, and implementing systems to achieve business success. The episode provides valuable insights into financial management and offers actionable advice for business owners looking to enhance their financial health and achieve their long-term goals. KEY TAKEAWAYS Focus on the 16 Drivers: Use the 16 drivers to track and improve your business's revenue, profits, and cash flow. Implement Profit First System: Separate business cash into different accounts to ensure proper allocation and avoid overspending. Use Notion for Organization: Utilize Notion for note-taking, project management, and team collaboration to keep everything in one place. Track Key Financial Metrics: Regularly monitor revenue, gross profit, net profit, and cash balance to assess your business's financial health. Define Success on Your Own Terms: Success is running a business that positively impacts the world, allows flexibility in work, and meets financial obligations. BEST MOMENTS 02:40 - 💬 “I'm smiling for those listening on the podcast to this because your vision if you like, the reasons you do your work, very similar to the reasons I started my business.” - Steve Day 05:00 - 💬 “I think the official status is something like, I say official, because it's very hard to get official stats for small businesses, but it's about 80% of small businesses that go out of business struggle because of cash flow issues.” - Tom Griffiths 29:37 - 💬 “Moveable goal syndrome is that we never reach our goals because we keep moving the goalpost.” - Steve Day TIMESTAMPED OVERVIEW 00:00 Finance background, helping friends with business. 06:15 Lack of understanding leads to business problems. 07:45 Business owners spin plates and neglect underlying problems. Stress. 13:03 Setting up and organising multiple bank accounts. 15:54 Financial jargon helps accountants understand business. 17:36 Focus on key drivers for business success. 22:30 Manage cash flow to suppo
Thu, July 11, 2024
SYS 181: Six Tips to Transform Knowledge Into Action: My Just-In-Time Learning Strategy
🎙 Information overload is a common challenge for small business owners, who constantly need to learn and develop in various areas to grow their businesses. In this podcast episode, Dr. Steve Day shares his top six tips for maximising the value of learning experiences. He emphasises the importance of learning what is needed at the right time, focusing on book recommendations from trusted sources, and implementing the knowledge gained. Steve highlights the significance of creating actionable plans from the information learned, utilising AI to enhance notes, and treating each book as a valuable learning opportunity. By following a structured approach and only focusing on the most relevant books, listeners can extract tangible value from their learning experiences and apply them effectively in their businesses. KEY TAKEAWAYS 💡 Information Overload: Small business owners face the challenge of knowing what to learn and when to learn it in order to progress. 💡 Focused Learning: Develop a system for selecting the right things to learn at the right time and implementing the knowledge gained. 💡 Just-in-Time Learning: Only focus on learning what is needed at the moment to avoid wasting time on irrelevant information. 💡 Book Recommendations: Take recommendations from trusted sources and categorise them for future reference. 💡 Implementation: After reading a book, create an action plan, make notes, and use AI. This is to enrich the learning experience for tangible results in business. BEST MOMENTS 00:00 - 💬 “Information overload is a serious problem as a small business owner.” 19:48 - 💬 “Knowledge gained and not implemented or used will be knowledge lost going forward.” 23:08 - 💬 “Only focus on the top books you're recommended by sifting through at double speed, quitting halfway through if they're no good, and focusing on the ones that are absolutely brilliant.” TIMESTAMPED OVERVIEW 03:08 Listening to audiobooks helps focus and retain information. 08:50 Just-in-time learning, moving courses to a new platform. 12:46 Insightful but impractical; save time by skimming. 16:41 Use AI to create a detailed action plan. 17:33 Create specific, measurable, and achievable learning goals. 21:27 Value expensive courses, but books offer more knowledge. VALUABLE RESOURCES Dr Steve Day’s Book Recommendations Website: <a href="https://www.systemize
Thu, July 04, 2024
SYS 180: My Latest Tips on Using Video to Revolutionize Communication and Boost Productivity
🎙 In this episode, Dr. Steve Day discusses the power of using video for communication and productivity. He highlights how video can provide more detailed and effective instructions compared to written or verbal communication, especially when it comes to training new team members or troubleshooting issues. Steve emphasises the importance of using video for screen capture and communication, recommending the app ScreenPal for its affordability and user-friendly features. By incorporating video into daily operations, businesses can streamline communication, improve productivity, and enhance collaboration within remote teams. KEY TAKEAWAYS 💡 Utilise Video for Communication: Video is a powerful tool for communication, especially when delegating tasks or explaining complex processes. It provides more information and details than written or verbal instructions. 💡 Overcome Communication Challenges: Video can help overcome communication challenges by allowing viewers to see and emulate actions, reducing misunderstandings, and building rapport through facial expressions. 💡 Efficient Problem-Solving: Using video to solve problems can streamline the process by allowing the expert to spot issues that the communicator may not be aware of, leading to quicker resolutions. 💡 Choose the Right Tool: When using video communication, it's essential to select a tool that seamlessly uploads and shares videos, such as ScreenPal. This is to ensure efficient and effective communication. 💡 Increase Productivity with Asynchronous Communication: Asynchronous communication, especially when enhanced with video, can significantly boost productivity by removing barriers and facilitating clear and concise communication. BEST MOMENTS 01:43 - 💬 “Updating the traditional operation manuals is a total waste of life and time, and video you can record on the flight as you're doing your work anyway.” 03:00 - 💬 “You don't know how much you know. And therefore, it's very hard for you to remember what it was like to be an absolute novice. And therefore explain things in a simple enough way for somebody new to do something.” 08:23 - 💬 “The video has allowed the communication to happen beyond the capability of the person who is communicating it.” 10:56 - 💬 “Using video in that asynchronous communication makes it even more powerful.” TIMESTAMPED OVERVIEW 00:00 Delegation and communication hurdles overcome with video. 05:26 Experts can see what novices can't. 08:48 Affordable with great team options and automatic cloud upload. 09:59 Use video for seamless communication and productivity.</
Thu, June 27, 2024
SYS 179: Simplifying App Development for Business Owners - Interview with Norman Ortiz, Founder of App Studio
🎙 Dr. Steve Day interviews Norman Ortiz, the creator of App Studio, a platform dedicated to simplifying app development for small and micro business owners. It enables them to effortlessly create apps to promote their businesses. Norman shares the inspiration behind starting the company and discusses the types of apps suitable for businesses, such as marketing, loyalty programs, and event management. He highlights the ease of using App Studio compared to traditional app development methods and shares success stories of clients who have benefited from the platform. Norman also talks about the company's future direction, incorporating AI technology and expanding the suite of apps offered. KEY TAKEAWAYS 💡 Norman Ortiz is the innovative mind behind App Studio, empowering small and micro business owners to create apps effortlessly from their mobile devices. 💡 App Studio suits businesses looking to marketise their services, advertise, get new orders, retain customers, and implement loyalty programs. 💡 The platform is unsuitable for businesses looking to create tool or game apps, as it focuses on promoting businesses and engaging customers. 💡 App Studio offers a free model where users only pay for unlocking additional features or custom screens, making it cost-effective and user-friendly. 💡 Norman Ortiz envisions App Studio expanding into the AI space, offering AI technology within the app-building experience and enhancing complementary areas like generative AI for logo designs. BEST MOMENTS 09:22 - 💬 “It's a lot of cumbersome. And a typical business owner doesn't have these skill sets or know where to find these developers. Or how to communicate and document in the right manner.” - Norman Ortiz 09:41 - 💬 “It's so much easier to just get your phone, go to the App Store or Google Play. Download this app, and just start building it at any time.” - Norman Ortiz 20:11 - 💬 “Success is when you have a goal, and you look at it, and you see that you're getting there or you are already there.” - Norman Ortiz TIMESTAMPED OVERVIEW 00:00 Most businesses want apps to market themselves. 04:19 Time-consuming platform requires manual content input. 08:21 Challenges in finding and managing development teams. 11:19 Transitioned from developer to UI/UX designer expert. 13:24 Exciting product engagement leads to new opportunities. 20:41 Legacy app is available, but it will be phasing out soon. VALUABLE RESOURCES Website: </a
Thu, June 20, 2024
SYS 178: Business Automation Secrets: My Proven Strategies for Avoiding Time-Wasting Mistakes
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day delves into business automation secrets. He discusses the benefits and drawbacks of automating tasks, emphasising the importance of proper planning and involvement in the automation process. Steve shares valuable insights and lessons learned from automating various aspects of his business over the past seven years. He provides practical tips for business owners and managers on when to automate, how to approach automation, and the significance of process mapping in creating effective automations. He also highlights five key tips for future-proofing automation, including the importance of documentation, organisation, and standardised naming conventions. This episode teaches listeners valuable knowledge on optimising automation processes to scale their businesses efficiently and effectively. KEY TAKEAWAYS Automating the right tasks in your business can be a huge time saver, but it's not without its drawbacks. It's essential to ensure that the process is well-established before automating to avoid automating something that is broken. Before automating a task, it is crucial to do it manually with a human first to test the process, understand the time-saving potential, and gather data on the efficiency of automation. Involving staff in the automation process can increase morale, motivation, and skill development. It also allows for a more seamless transition and understanding of the automated processes within the organisation. Process mapping is a valuable skill for business owners and managers to visually represent workflows, tasks, and handovers clearly and understandably. It helps in communicating automation requirements effectively. Standardising naming conventions for tags, custom fields, and automation, organising them into folders, adding notes to explain triggers and actions, and using unique identifiers can significantly improve the efficiency and effectiveness of automation in the long run. BEST MOMENTS 01:09 - 💬 “Setting up automation takes a huge amount of time. And if we don't have the process absolutely nailed before we automate it, then we end up automating something that's broken.” 02:09 - 💬 “Having that data originally, or to begin with, about the actual time saving you're gonna get is important.” 13:59 - 💬 “Mastering process mapping before you start building out automations is the most valuable thing I think a manager or business owner can do.” 17:02 - 💬 “Put notes on everything that isn't absolutely obvious. The more notes you put on, the easier it will be for you and for other people
Thu, June 13, 2024
SYS 177: How I Stopped Being a Bottleneck in My Own Business: A Guide to Freedom and Growth
🎙 This episode discusses the challenges small business owners face. Due to their involvement in all decision-making processes, they act as the bottlenecks in their businesses. Steve Day shares his experience of transitioning from task-based delegation to systemising processes to empower his team to work autonomously. He provides insights on mapping out processes, setting clear timelines for decision-making, and holding oneself accountable to the same standards as the team. KEY TAKEAWAYS Running a small business can lead to being the bottleneck that hinders progress. Delegating tasks on a task-by-task basis can be inefficient and time-consuming. Systemising processes and creating guidelines can empower staff to function autonomously. Formalising processes and setting strict guidelines can improve efficiency and predictability. Holding oneself accountable to guidelines set for the team can lead to increased productivity and efficiency. BEST MOMENTS 00:00 - 💬 “If, like me, you run a small business, you've no doubt experienced that feeling of being the bottleneck, of the reason your business isn't progressing as fast as it should be, or just the ball around your business's leg, so to speak. 02:36 - 💬 “The more sophisticated these systems became, the less I got involved in making things go slowly because it wasn't me they were waiting for. Because it’s already documented how things should be done without my involvement. 04:25 - 💬 “But if you had some more strict guidelines about when things would be done and when you would get that back, it would make it easier for you as the staff member to be able to plan. 13:21 - 💬 “That will allow their team to run more efficiently, more productively, get more done in a timely fashion, in a more predictable way, without being overloaded or overwhelmed because things come back at unexpected times. TIMESTAMPED OVERVIEW 00:00 Small business owners must empower staff decisively. 04:31 Setting strict guidelines is crucial for efficiency. 07:52 Formalizing processes and adherence to policies is crucial. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn:<a href="http://link
Thu, June 06, 2024
SYS 176: The Art of Closing Deals: Secrets to Success with Selling - Interview with Matthew Elwell, Author of Open with a Close
🎙 Discover the art of closing deals in this insightful conversation between Steve Day and Matthew Elwell, the director of the Elite Closing Academy. Matt, a sales trainer and coach, shares his expertise in transforming the sales process and helping business owners achieve quick wins and growth. The episode also discusses the importance of generating leads through marketing and converting them into sales-qualified leads through human interaction. Overall, the episode provides valuable insights and practical strategies for improving sales processes and achieving business success. KEY TAKEAWAYS 💡 Focus on Generating Opportunities: Invest time and energy in generating opportunities through marketing. Then, follow up with human interaction to convert leads into sales-qualified leads. 💡 Start with the End in Mind: When engaging with potential clients, focus on understanding their desired results before diving into the details of your product or service. 💡 Utilize Written Proposals: Create written proposals to simplify complex information, stimulate conversation, and provide potential clients with a professional and structured experience. 💡 Professionalism and Consistency: Professional, consistent, and exceeding expectations in your sales process can significantly impact the buying experience and increase conversion rates. 💡 Define Success Across Multiple Areas: Success is not just about business achievements but also about being a loving individual, serving others, contributing to nature, teaching, and maintaining strong relationships with family. BEST MOMENTS 09:08 - 💬 “A lead is a human being. A business is a person. Businesses have groups of people in it. And I think never lose sight of that because behind the lead is a person that has feelings that might be having a bad time in their life, in their business. And you're serving overcome that problem or challenge or pain.” - Matthew Elwell 32:37 - 💬 “Being confident, structured, focused, organised, all of these things should not be underestimated in professional salespeople.” - Matthew Elwell 36:20 - 💬 “You are meant to be easy to buy from. And I think for anybody listening to this, it's just worth asking yourself for a moment- if you were going to buy from yourself right now, what would the experience be like? And as it is now, what kind of process do you have in place? Because hope's not a strategy. Winging it is not a strategy.” - Matthew Elwell TIMESTAMPED OVERVIEW 00:00 Grateful for the book that changed my perspective. 07:16 Training session emphasised maximising client outreach efficiency. 10:09 Evaluate existing ema
Thu, May 30, 2024
SYS 175: How I Avoid Distractions: Time Blocking for Strategic Delegation
🎙 Dr. Steve Day discusses the importance of prioritising tasks and managing time effectively within a team. By following structured processes and rules, teams can avoid distractions, focus on high-priority work, and involve the right people in discussions at the appropriate times. Steve's insights provide practical strategies for enhancing productivity and achieving business success. KEY TAKEAWAYS 💡 Prioritizing work and setting clear policies and procedures are crucial for efficiency and productivity. 💡 Having designated times for specific tasks, such as clearing inboxes and scheduling work, helps you stay focused on high-priority tasks. 💡 Implementing time blocking for different tasks, like meetings, admin work, and deep work, can improve efficiency. 💡 Involving the right people at the right time for discussions and decision-making helps avoid wasting time and resources. 💡 Setting exceptions to rules, like having a Dream 100 list for special cases, allows for flexibility while maintaining a standard way of doing things. BEST MOMENTS 01:41 - 💬 “Keeping yourself and your team working on the right tasks, the highest priority tasks at any given time, is really important for getting stuff done, being efficient, increasing productivity, all those great things that we want in business.” 08:14 - 💬 “Time blocking is an incredibly powerful thing. Blocking for meetings is pretty obvious. You're going to block that time because you're in a meeting.” 12:07 - 💬 “Having a policy for clearing inboxes, having a policy for urgency of tasks, having designated times throughout the week in order to discuss the right things with the right people, and also being strict on this, and using things like time blocking as well to improve people's efficiency overall.” TIMESTAMPED OVERVIEW 00:00 Prioritize tasks, maintain focus, and avoid distractions. 04:37 Weekly meetings prioritise work and discuss procedures. 08:15 Schedule time for tasks and prioritise projects. 11:39 Implementing policies and time management for productivity. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group: https://facebook.com/groups/systemsandoutsourcing/ LinkedIn: https://linkedin.com/company/syst
Thu, May 23, 2024
SYS 174: HR Lessons: When to Fire Fast for Long-term Business Success
🎙 Dr. Steve Day discusses the challenges small business owners face when hiring new employees who do not meet expectations. Drawing from personal experiences and a recent coaching call with a client, Steve delves into the importance of recognising early signs of underperformance and taking decisive action. He emphasises the need to assess whether a new hire is the right fit culturally, skill-wise, and attitude-wise and provides insights on handling the situation effectively. Steve highlights the significance of making tough decisions early on to ensure the overall productivity and morale of the team. Through practical advice and real-life examples, this episode offers valuable guidance on managing employee performance issues in a small business setting. KEY TAKEAWAYS 💡 Hiring the right fit is crucial for the success of a business. 💡 Address performance issues early on and provide clear feedback and expectations. 💡 Making decisions based on evidence and taking action promptly is important. 💡 Building a team with complementary strengths leads to overall success. 💡 Letting go of underperforming employees benefits the company and the individual in the long run. BEST MOMENTS 01:32 - 💬 “When we take on somebody new, there's this period, we call it the probationary period, but it's this honeymoon period if you like when you are really feeling each other out, like they're looking to you to say, like, is this somewhere I want to work?” 17:05 - 💬 “If you fire fast, then you've got an opportunity to find somebody else who does shine in that role, who you do gel with.” 18:47 - 💬 “If somebody is hungry for work, if somebody has abilities, if somebody is a good fit culturally and on a value space, it will show from day one.” 19:21 - 💬 “If you don't have something to balance any negatives, that's a real positive to balance negatives, then it's all leaning one way and inevitably, I think that's destined to failure.” TIMESTAMPED OVERVIEW 00:00 Evaluating potential hires for compatibility and performance. 03:30 Struggling employee performance, unsure about next steps. 07:08 Reflect on onboarding, admitting failure, and impact. 10:55 Employee value and connection are crucial for employers. 17:21 Build a team with complementary superpowers for success. 18:31 Look for balance when evaluating people. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group: <a href="https://facebook.
Thu, May 16, 2024
SYS 173: My Journey to AI-Enhanced Copywriting: Cutting Costs without Cutting Corners
🎙 Dr. Steve Day discusses the journey of integrating AI copywriting tools into his content creation process. He shares the successes and challenges faced along the way, emphasising the importance of perseverance and continuous improvement when implementing new technologies. Through trial and error, he demonstrates how refining prompts and training the AI can lead to efficient and authentic content generation. The episode serves as a valuable insight into leveraging technology to enhance productivity and deliver quality messaging in a scalable manner. KEY TAKEAWAYS 💡 Utilize AI tools for copywriting: Steve highlights the benefits of using AI tools for copywriting, showcasing how it can streamline the content creation process and save time. 💡 Expect a learning curve: Whether implementing AI or new systems, it's crucial to understand that success may not come immediately. Persistence and iterative improvements are key to mastering new tools. 💡 Invest in upskilling: To maximise the benefits of AI tools, it's essential to invest time in learning how they work and upskilling yourself or your team to utilise them effectively. 💡 Systemize processes: Steve emphasises the importance of systemising processes, such as content creation, to ensure efficiency and scalability in business operations. 💡 Don't quit too soon: When faced with hurdles or challenges, it's important not to give up too soon. Instead, continue to iterate, improve, and adapt until the desired results are achieved. BEST MOMENTS 02:35 - 💬 “Being able to multiply what I do requires we have a method in place that is scalable.” 08:44 - 💬 “Whether you choose to go down the human route or the AI route, don't expect it to go well immediately.” 10:10 - 💬 “This is just a system for creating content that happens to utilise AI and my virtual assistant to do all the work for me, and I just approve and let go.” 13:36 - 💬 “If you are dabbling in the world of AI or automation or streamlines, whatever it is you're doing is just don't quit too soon.” TIMESTAMPED OVERVIEW 00:00 AI helps produce content efficiently for scalability. 03:25 Efficiently automate content creation using AI technology. 09:40 AI and virtual assistants streamline content creation. 12:49 Persists in AI and automation, and results take time. 14:39 Encouraging message to share and review podcast. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com <p
Thu, May 09, 2024
SYS 172: Systemized Sales Secrets: Simplifying Success - An Awesome Interview with Simon Severino, Founder of Strategy Sprints
🎙 Today's episode features Simon Severino, a sales expert and author of the Strategy Sprints book. In this episode, Simon shares his insights on breaking down the complexities of sales and marketing to create a repeatable process that can lead to genuine impact and growth in business. He emphasises the importance of implementing systems to allow others to handle much of the work, making sales more authentic and less technical. Simon discusses the key steps for solopreneurs and small business owners to start generating consistent sales, build a team, and hire their first salesperson. He also highlights the significance of community in business growth and shares practical tips for creating a successful community. Throughout the episode, Simon's approach to sales and success is centred around having fun and designing each day around enjoyable activities. Listeners can learn more about Simon and access free tools and systems on his website, making it easier to implement his strategies for success. KEY TAKEAWAYS 💡 Sales Process Simplification: Simon Severino emphasises the importance of simplifying the sales process by breaking it down into achievable steps anyone can implement. 💡 Community Building: Building a community around your business is crucial for growth and success. It helps reduce buyer risk and increase buyer safety, ultimately leading to more sales. 💡 Immediate Action: Simon advises hiring a salesperson immediately, even if the revenue is not at a certain level. This ensures that the sales process is in place and can be scaled as the business grows. 💡 Real-Time Feedback: Utilizing tools like AI for real-time feedback during sales calls can significantly improve performance and help in identifying areas for improvement. 💡 Focus on Fun: Success, according to Simon, is defined by having fun. Designing your day around activities that bring joy and fulfilment is key to achieving success. BEST MOMENTS 03:38 - 💬 “Nobody loves sales. Nobody loves to be sold. Nobody loves to sell.” - Simon Severino 19:38 - 💬 “It’s more likely software without a community goes belly up. They go belly up all the time, but if they have a community, something is working there.” - Simon Severino 25:22 - 💬 “Resonance sells. So when they see, oh my God, he has three kids, I have also three kids, that's resonance.” - Simon Severino 44:43 - 💬 “Having fun, this is my definition of success.” - Simon Severino TIMESTAMPED OVERVIEW 00:00 Sales expert Simon Severino shares valuable insights. 04:48 Advising global companies on strategy for 21 years. 06:20 Transition from starting up to establishing sales process. 10:34 Sales delegation challenges and strategy for b
Thu, May 02, 2024
SYS 171: Staff Time Tracking Revisited: New Benefits and Positive Impacts Unveiled
🎙 Time tracking and its importance in business operations are discussed in this episode. Dr. Steve Day shares update on their time tracking policies, including the use of new apps and tools such as ManicTime, particularly focusing on the implementation of screenshot tracking. Steve explains the reasons behind this shift, citing both negative instances of time manipulation and the positive impact on productivity and efficiency. The episode also delves into the importance of transparent communication with employees about the purpose and benefits of time tracking to maintain trust and productivity within the team. KEY TAKEAWAYS 💡 Time tracking can be a valuable tool for businesses to optimise efficiency, productivity, and workload delegation. 💡 Implementing time-tracking software with screenshot capabilities can provide valuable evidence in case of disciplinary issues or security concerns. 💡 It is important to communicate openly with employees about the reasons for implementing time tracking and how it benefits both the company and the individual. 💡 Using time-tracking software can help identify areas for improvement, optimise processes, and increase overall productivity. 💡 Transparency and clear communication about the purpose of time tracking can help build trust and improve relationships within the team. BEST MOMENTS 00:18 - 💬 “There has been a slight shift in my thinking around tracking time.” 06:13 - 💬 “This was a game changer for me, I could now go back to an entire day, an entire week’s worth of work and pretty accurately to the minute track exactly what I’d been doing.” 17:18 - 💬 “If somebody is honest, if somebody would track their time honestly anyway, if they have no intention of dragging things out, they're going to work hard, they're going to be productive, they're going to get work done in the time that they're being paid to work.” TIMESTAMPED OVERVIEW 00:00 Podcast discusses updated time tracking policies. 03:09 Negative incident of a staff member manipulating timekeeping. 08:34 Tracks time and activities across all devices. 09:35 Track time and optimise tasks for efficiency. 13:12 Reviewing tasks, building trust, and eliminating distrust. 17:47 Measure productivity and improve it with tracking. 20:14 Employee exodus following company software deployment. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group:<a href="http://f
Thu, April 25, 2024
SYS 170: Unleashing Creativity: How Systems Enhance Productivity and Innovation
🎙 Dr. Steve Day explores the misconception that systems stifle creativity. He discusses how, when implemented correctly, systems can enhance productivity and creativity within a business. Steve provides examples of how systems can streamline task processes and emphasises the importance of balancing structure with the creative freedom to maximise team members' potential and effectively achieve business goals. Through real-life examples and personal experiences, Steve highlights the significance of implementing systems to support and empower individuals in their roles, ultimately leading to a more productive and successful business environment. KEY TAKEAWAYS 💡 Systems can enhance creativity and productivity when done right. 💡 Systems can provide structure and guidelines for creatives to work within, ensuring consistency and brand alignment. 💡 Systems can support experts in their field by handling administrative tasks, allowing them to focus on their expertise. 💡 Automation and systems can streamline processes and improve efficiency in tasks like sales follow-ups and course production. 💡 Standardizing processes through systems can lead to a better client experience and higher-quality products and services. BEST MOMENTS 12:37 - 💬 “So put some systems, put some admin support in, and now you've got a team that is actually much more productive.” 12:52 - 💬 “The team working together is actually much more productive than each individual working on their own in a silo.” 19:50 - 💬 “The more systemised it is, the more chance you've got of reaching your goal, which is obviously to summit the mountain.” 22:44 - 💬 “Systems are not only able to increase and enhance creativity, but they are essential for getting the best, the most value out of your creatives and people who, in your business, are experts in their own field.” TIMESTAMPED OVERVIEW 00:00 Explaining the importance of brand guidelines for creativity. 03:41 Graphic designers must know the software and collaborate. 10:11 Automate sales tasks to relieve salesperson's admin. 12:22 Teamwork leads to greater productivity and success. 15:00 System supports role, enhances creativity, and standardisation. 21:40 Experts need guidelines for standardised, consistent results. 22:50 Encouragement to share, review, and have fun. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com <p
Thu, April 18, 2024
SYS 169: Amplifying Productivity with AI: The Virtual Assistants Toolbox
🎙 In this episode of the “Systemize Your Success” Podcast, Dr. Steve Day delves into artificial intelligence and its impact on administrative staff. He discusses the importance of leveraging AI tools like ChatGPT to increase productivity and stay competitive in the marketplace. Steve shares his insights on how AI can revolutionise content creation, social media management, and brainstorming processes within a business. He emphasises the need for staff to embrace AI technology to enhance their skill sets and remain valuable in the workplace. KEY TAKEAWAYS 💡 AI Technology is Essential: Encouraging staff to utilise AI technology is crucial for increasing productivity and staying competitive in the marketplace. 💡 Skill Development: Providing training and opportunities for staff to become proficient in AI technologies can make them more valuable in the workplace. 💡 Efficiency and Productivity: AI tools like ChatGPT can significantly increase work output and save time in content creation and social media management tasks. 💡 Maintaining Loyalty: Investing in staff training and skill development can help retain loyal employees who contribute to a positive team dynamic. 💡 Long-Term Business Success: Embracing AI technology and upskilling staff can lead to short-term benefits for the business and ensure long-term competitiveness in the market. BEST MOMENTS 02:29 - 💬 “If our staff aren't utilising the best in technology right now, then A, we're missing out massively on increased productivity that it can actually give them.” 10:00 - 💬 “If we don't do this, if we don't force our staff almost, or encourage or empower them to utilise the vessels, they will get unskilled in a new era.” 10:34 - 💬 “I want to spend time now encouraging my staff and giving them opportunities, training, and time to skill themselves up and become even more productive.” 11:40 - 💬 “I am encouraging my staff every day to start using AI more, to start understanding prompt engineering, and to start actually using it.” TIMESTAMPED OVERVIEW 00:00 Embrace AI for increased productivity and security. 04:26 Staff use AI for social media replies. 08:30 Encourage staff to use AI for benefits. 11:10 Encourage staff to use AI for content. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group: http
Thu, April 11, 2024
SYS 168: Breaking Free: How to Stop Sabotaging Your Success
🎙 This episode delves into the power of the mind and how our beliefs and conditioning influence our behaviours and, ultimately, our success in business and life. Drawing from his background in neurology and psychiatry, Steve discusses the importance of changing our beliefs to achieve our goals. He emphasises the role of creating systems in business to free up time and increase efficiency. Through personal experiences and insights from coaching programs, Steve explores the impact of mindset on business success and offers practical advice on overcoming pre-programmed fears and doubts to achieve desired outcomes. KEY TAKEAWAYS 💡 The mind is a powerful tool, and our beliefs play a significant role in our success. 💡 Building a systemised business requires changing fundamental behaviours and emotions. 💡 Success in business is influenced by internal wiring and past experiences. 💡 Belief in the outcome and trust in the process are crucial for success. 💡 Role models and success stories can inspire belief and confidence in achieving goals. BEST MOMENTS 00:00 - 💬 “The mind is such a powerful tool, and yet many of us live in the belief that we are in control of our thoughts and our emotions and that most of the decisions we make are conscious ones, and that is why we are or are not successful.” 03:37 - 💬 “We all get used to feeling certain ways, and we get used to having those emotions sort of living and swimming around in us on a daily basis.” 16:08 - 💬 “Our behaviours, our reactions, our actions are largely influenced by our internal wiring.” 34:47 - 💬 “The more things we can put into place to create a vision of certainty, of belief, then it is much more likely that it will positively affect the way we react and act and our emotions in response to stimuli throughout the process of going through it.” TIMESTAMPED OVERVIEW 00:00 Exploring mindset in business and life growth. 04:10 Defaulting to familiar state, even detrimental, busy. 07:53 Doubts and fears impact future success negatively. 12:24 Unconscious brain rewiring impacts conscious thoughts and actions. 14:46 Past experiences influence our behaviours. 17:36 Brain growth, business success, overcome preconceptions. 23:27 Lack of money can delay creating efficient systems. 26:06 Understanding, beliefs, and success in business conflicts. 30:31 Coaching success linked to referrals and trust. 33:42 Fear affects actions, beliefs, and emotions. Seek certain
Thu, April 04, 2024
SYS 167: Mastering Asynchronous Communications: The Secret to 10x Business Productivity
🎙 In this podcast episode, Dr. Steve Day discusses the detrimental effects of interruptions on productivity and introduces the concept of asynchronous communication as a solution. Drawing from personal experiences and scientific studies, he emphasises the importance of implementing effective communication policies within businesses to minimise interruptions and enhance productivity. Steve shares practical strategies, such as using task-based communication, video communication, and designated channels for questions, to streamline communication processes and empower team members to focus on their most important work. KEY TAKEAWAYS 💡 Interruptions kill productivity, and it takes around 20 minutes for the mind to refocus after being interrupted. 💡 Asynchronous communication is more efficient than conversations, leading to increased productivity. 💡 Implementing effective communication policies, such as task-based communications and using video or audio for explanations, can significantly improve workflow. 💡 Having a structured way of communicating, such as a dedicated Slack channel for questions and scheduled times for answering them, can reduce interruptions and increase focus on essential tasks. 💡 Encouraging team members to provide suggestions before questions can empower them to become better problem-solvers and decision-makers. BEST MOMENTS 00:00 - 💬 “Interruptions kill productivity. There are loads of scientific studies on this stuff to show that it takes around 20 minutes for the mind to refocus after being interrupted.” 00:56 - 💬 “Asynchronous communications are more efficient than conversations.” 02:55 - 💬 “We've got to protect our time. And similarly, we need to actually protect our staff's time.” 07:34 - 💬 “Understanding how to efficiently communicate complex or simple problems is important, and video or audio is a great way to do that.” 19:34 - 💬 “By combining all of these things together, it allows us to hugely reduce the number of interruptions, not just for you but also for your team and between team members.” TIMESTAMPED OVERVIEW 00:00 Interruptions harm productivity, and asynchronous communication is better. 04:01 The Operations manager implements simple policies for productivity. 07:25 Effective asynchronous communication is key for an organisation. 12:40 Empowerment through decision-making and accountability in coaching. 13:47 Scheduled channel for focused task-based communication. 18:34 Optimize the communication proc
Thu, March 28, 2024
SYS 166: Building Your Systems Dream Team: Roles, Responsibilities and Accountability
🎙 This episode discusses the importance of systemising a business and the key roles needed to make it successful. Dr. Steve Day emphasises the role of the business owner in driving the systemisation process and building the right team around them. He highlights the need for a systems implementer to capture and manage tasks, procedures, and projects and a systems assistant to support the documentation and refining of the systems. The episode also touches on the significance of allocating resources, such as time and personnel, to ensure the systemisation journey does not stall. KEY TAKEAWAYS 💡 The key to successfully systemising a business is to allocate resources, particularly time, to allow someone to focus on implementing systems with 100% attention. 💡 The dream team for systemising a business includes the owner, ops manager, systems implementer, practitioners, and assistants. 💡 Hiring a new systems implementer and admin person or promoting someone with no other responsibilities to the systems implementer role can help ensure the systemisation process is successful. 💡 Failing to allocate enough resources, especially time, to systemisation efforts is a common reason why businesses fail in this process. 💡 Sharing valuable podcast episodes with friends and colleagues can also help them benefit from the information. BEST MOMENTS 00:31 - 💬 “The reality of getting there is sometimes a challenge.” 04:22 - 💬 “As a business owner, your role in getting your business systemised is to convince yourself, with 100% certainty, that the work your company needs to go through will give you the highest value return on anything else you can do.” 08:03 - 💬 “The majority will actually hire somebody new as a systems implementer because that person comes in without any other baggage.” 09:35 - 💬 “Your systems implementer's job is to sit with you and actually quiz you to get those systems down.” 11:36 - 💬 “The majority of business tasks can be now be classed as admin as it’s just somebody following a bunch of instructions.” TIMESTAMPED OVERVIEW 00:00 Systemized business is an attractive but challenging process. 03:13 Business owners: focus, understand role, systemise. 07:07 Commit time, energy, and hire for systemisation success. 10:51 Systemizing business tasks make roles more affordable. 15:37 Allocate resources or hire for system implementation. 16:41 Leave a review, share, rate, and spread the word, thanks. Goodbye. VALUABLE RESOURCES </p
Thu, March 21, 2024
SYS 165: The Art of Leveraging Podcast Guest Appearances to Grow Your Business - Interview with Jim James, Host of The UnNoticed Entrepreneur Podcast
🎙 In this episode, Steve Day is joined by international entrepreneur and podcast host Jim James. They discuss why entrepreneurs should consider alternatives to starting their podcasts and how to leverage the platform effectively. Jim shares insights on why not every entrepreneur should start a podcast, emphasising the importance of considering statistics and practicality. Tune in to learn how to scale your business without the need to launch a podcast. KEY TAKEAWAYS 💡 Starting a podcast as a host requires time, network, equipment, budget, and perseverance. Being a guest can be a low-risk, low-cost way to participate in podcasting. 💡 Guests should focus on being concise, getting to the point quickly, and allowing the host to guide the conversation. Listeners drop off after about a minute and a half if they don't find the content engaging. 💡 Quality audio and video are crucial for credibility and engagement. Using external microphones and webcams can significantly improve the overall quality of the podcast. 💡 Guests should provide value to the audience by offering quizzes, free downloads, consultations, or gated content. Giving listeners a reason to connect and engage after the show is essential. 💡 Success, for Jim, is the ability to have meaningful conversations, spend time with family, maintain good health, and serve others through sharing knowledge and experiences. BEST MOMENTS 01:44 - 💬 “The average number of shows that get produced is seven. So what it tells us is that of the nearly four million podcasts, You know, most of them never get beyond the first seven or eight episodes.” - Jim James 11:02 - 💬 “One of the key aspects of being a guest is you connect to someone else's audience. I'm delighted to be on your show because you have this amazing audience that won't have heard of Jim James and the Unnoticed Entrepreneur podcast before.” - Jim James 11:34 - 💬 “81% of listeners would actually buy a good or service on the recommendation of a podcast host.” - Jim James 31:19 - 💬 “Give these people a reason to connect with you, give them a call to action, some kind of incentive to follow up with you.” - Jim James TIMESTAMPED OVERVIEW 00:00 Launch, production, and maintaining top podcast status. 05:23 Leveraging podcasting benefits as a guest. 08:46 Learn platforms like Riverside, SquadCast, Restream, and Zoom. 12:17 Start small, grow, guesting for podcast exposure. 15:02 Module teaches repurposing content for maxim
Thu, March 14, 2024
SYS 164: Encouraging Innovation: Fostering a Culture of Continual Improvement in Small Businesses
🎙 In this episode, Steve Day shares a celebratory moment within his business where a staff member presented a process improvement idea. The episode delves into the importance of creating a culture of continual improvement within small businesses. Steve highlights the five key elements necessary for fostering this culture: values, tools, knowledge, opportunity, and confidence. Through a detailed breakdown, he explains how having the right values, providing the necessary tools and knowledge, offering opportunities for improvement, and instilling confidence in staff members can lead to significant advancements in business processes. The episode showcases a real-life example of how empowering staff members to take ownership of process improvements can lead to positive outcomes and growth within the organisation. KEY TAKEAWAYS 💡 Values: Establish core values within your business that prioritise systems improvement and encourage a culture of continual professional development. 💡 Tools: Implement frameworks like the Sharpen with Ease process and task board management systems to empower your staff to automate, streamline, or eliminate processes effectively. 💡 Knowledge: Provide ongoing training and opportunities for learning to equip your team with the knowledge needed to identify areas for improvement and implement changes. 💡 Opportunity: Allocate dedicated time and resources for staff to focus on process improvement, ensuring they have the capacity to explore new ideas and strategies. 💡 Confidence: Foster a supportive environment where staff feel empowered to take risks, try new approaches, and learn from successes and failures in pursuing continual improvement. BEST MOMENTS 00:14 - 💬 “It means that it's not you, the business owner or the manager, that has to do all the thinking, creativity, and systems improvement basically.” 03:07 - 💬 “And as a small business owner, it's absolutely game-changing.” 04:20 - 💬 “Values are an important part of every business. We all have them, whether we've documented them or not.” 20:12 - 💬 “As a manager, what we're trying to do is to encourage people to just ‘have a go’. And the key way to do that is to not pass judgment on the suggested improvement or on the plan they wanna implement and just let it happen.” TIMESTAMPED OVERVIEW 00:00 Small business owners see continuous improvement success. 04:44 Actions must align with professed values to matter. 09:39 Empower through knowledge and professional development. 12:03 Small businesses can emulate successful marketing strategies. 15:50 Tes
Thu, March 07, 2024
SYS 163: Pro Tips for Calendar & Task Management to Optimize Your Productivity
🎙 In this episode, Dr. Steve Day discusses how he creates effective time management using Google Calendar and Google Tasks. With a focus on practicality and simplicity, Steve shares personal experiences and insights on maximising productivity and organisation through these tools. By emphasising the importance of structuring one's day, blocking out time for deep work, and integrating tasks seamlessly into the calendar, Steve provides a comprehensive guide to optimising time management strategies. KEY TAKEAWAYS 💡 Utilize Google Calendar for effective time management and productivity. 💡 Integrate Google Tasks with Google Calendar for task management and organisation. 💡 Block out specific time for deep work, hobbies, family time, and admin tasks. 💡 Sync Google Calendar with time tracking software for tracking and analysing time spent on tasks. 💡 Use Google Tasks for specific task management and agenda setting, including location-specific tasks and brainstorming lists. BEST MOMENTS 02:23 - 💬 “Today, however, I live by my calendar. It is the single browser window that never closes on my computer.” 19:31 - 💬 “Scheduling time to get stuff done is super important. Those little admin tasks.” 21:16 - 💬 “I also put family time on there. When I'm picking the kids up, it goes on there. So, no one can book a meeting because I've got to go and pick up the kids.” 22:32 - 💬 “Block out an entire day, once a month, for clearing out the crap. So have a day where you tidy your office, ensure you've finished off all those invoices you've meant to do, and reply to that message you always wanted to.” TIMESTAMPED OVERVIEW 00:00 Effective time management using Google Calendar techniques. 05:19 Shared family and business calendars for the organisation. 10:11 Automatically adding tasks and events to Google Calendar. 11:18 Syncs Google Calendar with time tracking software. 15:45 Blocking dedicated time for deep, valuable work. 19:26 Schedule tasks to clear your mind and be accountable. 21:35 Using the calendar for time management tips. 27:24 List of tasks and locations for shopping. 28:16 Using Google tasks to organise conversations and ideas. VALUABLE RESOURCES Website: https://www.systemizeyoursuccess.com Facebook Group: <a href="https://facebook.
Thu, February 29, 2024
SYS 162: Fire with Confidence: Using Google's Audit Feature to Make Informed HR Decisions
🎙 In this episode, Dr. Steve Day delves into the challenging task of firing a staff member, acknowledging the emotional weight and consequences involved. Drawing from personal experiences, Steve reflects on the importance of being certain when making such decisions. He shares insights on utilising features within Google to gather evidence in misconduct cases, offering practical tips and step-by-step instructions. KEY TAKEAWAYS 💡 Firing staff is challenging: Steve emphasises the difficulty of firing staff members, highlighting the need to be absolutely sure before taking such a step. They acknowledge the significant consequences of the individual being dismissed, especially if they are the sole breadwinner in their family. 💡 Utilizing time tracking for evidence: Steve shares his experience using time tracking tools to uncover misconduct. By tracking staff members' time on spreadsheets, he could identify discrepancies and prove beyond reasonable doubt that certain individuals were exaggerating their work hours. 💡 Importance of clear evidence: Steve stresses the importance of having clear and irrefutable evidence when dismissing staff members. Utilising features within Google, such as version history and audit investigation in the admin console, can provide detailed evidence of misconduct. 💡 Navigating emotional challenges: There can be emotional challenges to face when deciding to dismiss staff members. 💡 Ensuring the right decision: Steve talks about the significance of having tools and evidence to ensure that the decision to dismiss a staff member is right. BEST MOMENTS 00:01 - 💬 “Firing a staff is, I think, one of the hardest things we have to do as business owners and managers.” 00:21 - 💬 “If they're being fired for some form of gross misconduct, it's unlikely you're going to pay them any notice period.” 00:51 - 💬 “Having tools available to make that decision easier and be confident that there is proof beyond a reasonable doubt.” 09:45 - 💬 “It's not typically the one-off events. If someone's logged an excessive amount of time for a piece of work, you think, how does that possibly take that long?” 15:58 - 💬 “It's not something I do routinely, it's just there if I need it to give the evidence I need to make the hard decisions in business.” TIMESTAMPED OVERVIEW 00:00 Rare dismissal situations due to false work claims. 05:39 Screen shows time tracking sheet for work. 10:18 Researching user changes using Google Admin Console. 14:20 Understanding history and backend empowers confident decision-making. <p
Thu, February 22, 2024
SYS 161: Prioritizing Systems to Achieve Both Time and Financial Freedom
🎙 In this episode, Dr. Steve Day discusses the importance of prioritising systems creation in business. He shares conversations he had with clients who were struggling to find the time to create systems and were procrastinating on the process. Steve emphasises the long-term benefits of having a systemised business. He highlights the power of saying “No” to non-essential tasks and focusing on building systems that will ultimately lead to greater success and freedom. He also shares his personal experience of prioritising systems creation and how it has allowed him to spend more quality time with his family. KEY TAKEAWAYS 💡 Prioritization is key: Steve emphasises the importance of prioritising system creation to achieve time and financial freedom in business. 💡The power of saying “No”: There is tremendous value in learning to say “No” to non-essential tasks and projects to focus on systemisation. 💡Long-term benefits of systems: While sales and immediate revenue may be easier to prioritise, a systemised business has many long-term benefits, including scalability and freedom. 💡Adjusting goals: Reassess your goals and focus on what is truly important to you, such as time, sustainability, and lifestyle, rather than comparing yourself to others. 💡Value of systems for personal life: Having systems in place allowed Steve to prioritise family time and enjoy a better work-life balance. BEST MOMENTS 02:35 - 💬 “It all boils down to one thing, and that’s prioritisation.” 03:04 - 💬 “The systems aspect is more difficult, I think, to sell to yourself in the short term.” 05:48 - 💬 “If you build your business to a point where it's profitable, or you've got money in the bank, or you know it's got good revenue, so you can afford just to take your foot off the gas for a few months.” 06:16 - 💬 “If you can do that and, as I say, take the gas just long enough to get that stuff done, then when you put the pedal back down, you don't get totally overwhelmed.” 07:05 - 💬 “It's really about convincing yourself that actually going a little bit slow, creating the systems will ultimately give you a far higher return than just getting the next deal in right now.” TIMESTAMPED OVERVIEW 00:00 Prioritization is key to business success. 05:08 Systemized business allows freedom and higher returns. 06:59 Prioritize time with family- appreciate created freedom. 10:16 Prioritize what's most important, focus and relax. VALUABLE RESOURCES Free access to our flagship DIDA
Thu, February 15, 2024
SYS 160: Productivity Lessons: Making the Most of Limited Time Through Effective Time Management
🎙 Dr. Steve Day reflects on the challenges of balancing work and personal life when unexpected events, such as a sick child, disrupt our plans. He shares his experience of adjusting his schedule and prioritising his time to accommodate his son's needs while still managing his business responsibilities. Steve emphasises the importance of time blocking and being disciplined in allocating specific periods for work and personal activities. He also discusses the value of making time for activities that bring joy and fulfilment, such as skiing, even if it means temporarily setting aside work tasks. Overall, the episode highlights the significance of appreciating the finite nature of time and making conscious choices to prioritise what truly matters in our lives. KEY TAKEAWAYS 💡 Time blocking is important for maximising productivity and making the most out of opportunities. 💡Being forced to work in a more focused and efficient manner can lead to increased productivity. 💡It is important to prioritise and value the time spent on activities that bring joy and fulfilment, even if it may be slightly detrimental to business progress. 💡Having a clear schedule and prioritising personal activities, such as spending time with family or pursuing hobbies, can lead to a more balanced and fulfilling life. 💡It is essential to appreciate the value of time and make the most of the present moment, as it is finite and cannot be regained once it is gone. BEST MOMENTS 03:05 - 💬 “Having time or time to kill is not often the best way to be productive.” 12:41 - 💬 “If you don't prioritise that and schedule it in your diary and block it out and value it as high as any other meeting you would put in your diary with your top client, you have it the same, the same value in your brain, the time value in your brain, rather than just considering the monetary aspects of it.” 14:20 - 💬 “If you have the opportunity to enjoy the time right now because of the business you've got, even if that is slightly detrimental to your business, surely you should still do it.” 14:37 - 💬 “I still find time to record a podcast episode, still find time to go skiing, and still find time to hang out with my son, and being really, really happy with all those things.” 15:46 - 💬 “Hopefully, what you heard today took you one step closer to building a successful business so you can share your passion with the world and serve an ever-growing number of people.” TIMESTAMPED OVERVIEW 00:00 Adding value, cannot delegate, efficient under pressure. 03:31 Early morning work brings increased productivity and focus.<
Thu, February 08, 2024
SYS 159: Overcoming Fear of Remote Work: When to Hire Your First Virtual Assistant
🎙 In this episode, Dr. Steve Day discusses the common question of when to hire your first assistant or virtual assistant. He addresses the fears and reservations that often arise when considering this step, whether you are a solopreneur or an established business with an in-house team. Steve shares his insights and experiences from helping numerous business owners overcome these barriers and embrace the benefits of working with remote workers. He also offers practical advice on preparing for the arrival of a virtual assistant and delegating tasks to maximise productivity and time freedom. Overall, this episode provides valuable guidance for those considering hiring their first assistant and highlights the transformative impact it can have on business success. KEY TAKEAWAYS 💡 Hiring a virtual assistant can benefit both solopreneurs and established businesses looking to go remote. 💡 The fears and reservations about hiring a virtual assistant are similar for both groups of people. 💡 Working with remote workers has challenges but also advantages, such as access to a larger job market and more affordable talent. 💡 It is important to overcome the fear of working with someone remotely and focus on building trust and effective communication. 💡 The right time to hire a virtual assistant is when you feel overwhelmed and need more time to focus on higher-value tasks. BEST MOMENTS 00:11 - 💬 “When should you hire your first assistant or virtual assistant?” 12:36 - 💬 “If you don't have a need to hire somebody, don't hire them. But if you've identified that your existing team is overworked or that you want to put more energy and time into creating systems and documenting your work...then it's just a case of actually pulling the trigger and doing it.” 17:13 - 💬 “Creating an operation manual for the sake of creating an operation manual is not even a labor of love. It's insanity. Unless you have an end game for yourself, this is, of creating an operation manual to hand over the work to somebody else, then there is no point in doing it.” 18:32 - 💬 “The sooner you actually pull the trigger and start that hiring process, the sooner you'll take it seriously and start thinking about what can I really delegate to this person?” 19:14 - 💬 “As soon as you feel you could do with a bit more time each day, that is the moment you should think I need to hire an assistant because I'm currently doing lower value tasks than my worth.” TIMESTAMPED OVERVIEW 00:00 Hiring virtual support has challenges but benefits. 03:56 Global interest in working remotely requires adaptabi
Thu, February 01, 2024
SYS 158: Empowering Women in Business: The Power of Community - Insights from Kolleen Chesley, CEO of LeadHERship Global
🎙 Dr. Steve Day interviews Kolleen Chesley, the CEO of LeadHERship Global and founder of Powerful Women of the Gulf Coast. Kolleen shares her personal journey and reveals her deep-rooted passion for supporting women in business. They discuss the challenges women face in business, including the struggle to quantify their worth and the pressure of societal expectations. She also shares her favourite apps, Harmony and Curable, which have helped her with meditation and overcoming chronic pain. This episode offers valuable insights into women's unique experiences and strengths in business. KEY TAKEAWAYS 💡 Kolleen emphasises the importance of community and collaboration in empowering women to achieve success. 💡 Women in business face challenges such as quantifying their worth and dealing with imposter syndrome. 💡 The perception of success on social media can negatively impact women's confidence. 💡 Successful women prioritise their goals, collaborate with others, take risks, and accept help. 💡 LeadHERship Global provides a network of support and resources for women in business. BEST MOMENTS 09:51 - 💬 “Women struggle in business because we don't understand how to quantify our worth.” 20:26 - 💬 “Successful women are the women that can collaborate. Collaboration, I think, is having the value of a true partnership and intentional collaborations.” 21:09 - 💬 “Successful women are not afraid to take risks. They're willing to try something that's new, and they're willing to ask for help.” 28:22 - 💬 “If we're happier as humans, we're more productive. We're less stressed. I mean, the world is just a better place if we're all feeling more valued and feeling supported.” 38:52 - 💬 “Success is conscious competence. Knowing the skills is one thing, but being conscious that you know the skills is a completely different level.” TIMESTAMPED OVERVIEW 00:00 Adopted, empowered, supporting women in business. 03:43 Discovering true passion through personal history. 08:19 Connecting with members, discussing struggles during COVID. 12:22 Clients took years to overcome media challenges. 16:25 First radio interview boosted by tiara confidence. 17:28 Flawless radio interview led to Tiara Fridays. 21:45 Relating to shared business challenges and equality. 26:29 UK making progress towards gender equality. 28:28 Self-care is crucial for success in life. 30:59 Respect and support women a
Thu, January 25, 2024
SYS 157: Scaling Through Acquisition: Mindset Shift From 'Doer' To 'Investor' - Interview with Julie Wilkinson, Founder of Wilkinson Accounting Solutions
🎙 Dr. Steve Day interviews Julie Wilkinson, an expert in mergers and acquisitions. Julie shares her background as a chartered management accountant and explains how she started her own company, Wilkinson Accounting Solutions. They discuss the importance of implementing corporate structure and governance in small businesses, as well as the benefits of planning for an exit strategy from the start. Julie emphasises the need for systems, processes, controls, and a strong management team to support business growth and prepare for a successful exit. She also provides insights on financing acquisitions and leveraging existing business resources. KEY TAKEAWAYS 💡 Julie Wilkinson has expertise in mergers and acquisitions and is a keynote speaker. 💡 It is important for small business owners to consider mergers and acquisitions as a means of growing their company. 💡 Planning for an exit strategy should be done from the start of a business. 💡 Building processes, systems, and controls are essential for business growth and success. 💡 It is vital to have accurate financial reporting and analysis to make informed decisions and attract potential buyers. BEST MOMENTS 04:53 - 💬 “I believe everybody should have an exit plan. And I think people should be thinking of their exit plan from the moment they start their business.” - Julie Wilkinson 27:26 - 💬 “I don't think the end goal should change. You know, if you know in your heart, I want to deliver this type of service, don't fluctuate from that overall goal.” - Julie Wilkinson 30:28 - 💬 “I think, why do people want to put that on their shoulders? You know, if they just think about these things early doors, have a bit of a plan, it will just become easier for you later down the line.” - Julie Wilkinson 36:21- 💬 “Systemising it doesn't itself, I don't think, make the success. What makes the success is the process around that system.” - Julie Wilkinson 36:49 - 💬 “If you're not truly understanding your accounts, you're not really in a good position to move forward because you don't know exactly if everything's reconciled and fully up to date.” - Julie Wilkinson TIMESTAMPED OVERVIEW 00:00 Experienced accountant starts company to help SMEs. 03:33 Starting a business organically vs. through acquisition. 08:48 Get funding, utilise cash flow, and manage stress. 10:22 People are used to bigger debts than they thought. 15:50</stro
Thu, January 18, 2024
SYS 156: Overcoming Fear and Self-Doubt to Achieve True Business Success - Interview with Luana Ribeira, Founder of Dauntless PR
🎙 Dr. Steve Day interviews Luana Ribeira, the founder of Dauntless PR. Luana shares her expertise in helping business owners and entrepreneurs catapult their success by leveraging the power of Public Relations or PR. She explains that PR is most effective when a business is established and has a clear understanding of its audience and messaging. Luana also discusses the importance of overcoming fears and self-doubt when it comes to visibility and offers practical tips for getting started with PR, such as writing articles for publications and utilising platforms like Harrow. She emphasises the value of building trust and credibility through PR and shares success stories of clients who have achieved global recognition and increased their impact through strategic PR efforts. KEY TAKEAWAYS 💡 Public Relations is most beneficial for established businesses with clear offers, audience, messaging, and systems in place. 💡 Public Relations helps increase trust, and credibility and reach new audiences, but it's not a leads and sales system on its own. 💡 Overcoming fear and self-doubt is a common challenge when it comes to visibility, but it's important to push through and keep expanding. 💡 Social media can be a great tool for Public Relations, as it allows for free exposure and the opportunity to connect with new audiences. 💡 Building trust and credibility through Public Relations can lead to increased business growth and opportunities for success. BEST MOMENTS 04:27 - 💬 “The best time for PR is very simply when the business is established.” - Luana Ribeira 04:38 - 💬 “Good PR is never going to harm. There's never too early if you want to create a buzz around an offer or something like that that you're doing.” - Luana Ribeira 06:09 - 💬 “PR helps those things to work better by increasing trust, credibility, and reaching huge new audiences.” - Luana Ribeira 13:45 - 💬 “Give yourself permission to do it badly and to keep working on it.” - Luana Ribeira 43:05 - 💬 “The more people see us, the more people hear us, the more people see our name, the more they trust us.” - Luana Ribeira TIMESTAMPED OVERVIEW 00:00 First book led to freedom, travel, and collaboration. 03:44 The Best time for PR is when established, and beneficial. 07:10 Sweden and UK business transitions due to COVID. 11:00 Overcame severe social anxiety to face the camera. 15:25 Overcoming se
Thu, January 11, 2024
SYS 155: Amplifying Content Creation: Deep Dive Into CastMagic- The AI Content Repurposing App
🎙 In this episode, Dr Steve Day introduces an innovative app called CastMagic that utilises AI technology to streamline content creation and repurposing. He shares his personal experience using AI to enhance various aspects of his business, including marketing, content writing, communication with clients, and recruitment processes. Steve highlights the ease of use and powerful features of CastMagic, which eliminates the need for extensive AI knowledge and expertise and also provides a detailed walkthrough of the app's functionalities, such as generating copy for podcasts, videos, meetings, sales calls, and more. KEY TAKEAWAYS 💡 CastMagic is an AI-powered app that helps businesses produce high-quality copy for various aspects of their operations, such as marketing, content creation, and communication with clients. 💡 The app offers a wide range of features and prompts for different types of content, including podcasts, meetings, coaching calls, and sales calls. 💡 CastMagic generates output without the need for expertise or extensive training, making it accessible and user-friendly. 💡 The app provides valuable tools for content creation, such as keyword suggestions, timestamp overviews, actual scripts, and social media post templates. 💡 Integrations with platforms like YouTube, Zapier, and RSS feeds make it easy to publish and distribute content across multiple channels with minimal effort. BEST MOMENTS 00:03 - 💬 “AI is the hot topic at the moment, and we are using it massively on a business to help my team produce better quality copy for pretty much every aspect of our business.” 01:32 - 💬 “It's an incredibly powerful tool with loads of great features and more features coming out all the time.” 08:11 - 💬 “It allows us to get huge amounts of ideas and also fast track a lot of the process of going through, like what the keywords should be using here.” 22:35 - 💬 “The amount of work we now get done in the same amount of time as we had before is massive.” 23:20 - 💬 If you're looking for an app to help you effortlessly repurpose your content into multiple different streams, multiple different channels, loads of ideas and keywords and title ideas and all that stuff that obviously can take quite a lot of time and skill to produce, then I think it's an absolutely awesome app.” TIMESTAMPED OVERVIEW 00:00 CastMagic app streamlines content creation and analysis. 06:06 Create custom prompts for automatic podcast transcription. 07:03 Customized email prompts for consistent storytelling voice. 11:57 Easy copy-paste conte
Thu, January 04, 2024
SYS 154 - From Chaos to Clarity - How Perfect Process Pipelines Transformed My Business Operations
🎙 Dr Steve Day introduces the concept of turning process maps into actionable projects that can be delegated and managed effectively. He explains how process mapping can be used to create a reliable and consistent workflow in a business, allowing tasks to be handed over without the need for micromanagement. Steve emphasises the importance of using standardised techniques, such as BPMN, to ensure clarity and understanding across the team. He also shares the Perfect Process Pipelines methodology, which breaks down processes into stages and incorporates chase-up loops and endpoints to streamline and manage complex workflows. KEY TAKEAWAYS 💡 Process mapping is a powerful tool that allows businesses to document and visualise their workflows in a standardised way. 💡 The Perfect Process Pipelines technique helps turn process maps into actionable projects that can be delegated and managed effectively. 💡 By breaking up processes into stages and using task management apps, businesses can easily track progress, identify bottlenecks, and allocate resources accordingly. 💡 Chase-up loops are a useful tool for managing complex follow-up processes, allowing businesses to automate and streamline communication with clients or internal team members. 💡 The endpoint feature in process mapping helps businesses track and measure the success of their processes, allowing for continuous improvement and optimisation. BEST MOMENTS 00:07 - 💬 “And that is how we turn process maps into delegatable, manageable projects that mean that anybody or any team of people can do work consistently without your involvement.” 00:50 - 💬 “It allows you to get things that are currently in your head, the decisions, the timings, everything about the way your business works and get it down a way that other people can use.” 02:47 - 💬 “Ignoring this and trying just to wing it and not have a structured way of mapping out the more complex parts of your business, there's too much to interpret, at least too much for people to do it their way, rather than doing it the right way or the best way that you know right now.” 08:20 - 💬 “Process maps allow you to map all of this type of stuff out to be able to get all of these decisions that you're currently having in your head down in a way that other people can do them for you." 10:12 - 💬 “Process maps give you that flexibility but also the consistency as well.” TIMESTAMPED OVERVIEW 00:00 Be aware, document, improve, and be consistent. 03:06 Process maps are critical for understanding business processes. 08:03 Outsource management for bett
Thu, December 28, 2023
SYS 153 - My Journey to Maximizing Profitability Using the Core Revenue Flow Framework
🎙 Dr. Steve Day introduces the concept of the Core Revenue Flow, a tool he uses to help businesses visualise how they generate money and identify areas that need attention. He explains the different stages of the client journey, from creating awareness to delivering the service and getting repeat business. Steve emphasises the importance of systemising these processes to create a business that can scale without the owner's constant involvement. He provides a downloadable template and walks listeners through a real-life example to demonstrate how to implement the Core Revenue Flow in their businesses. KEY TAKEAWAYS 💡 Focusing on the parts of your business that you love and ignoring critical areas can hinder the success and profitability of your business. 💡 The Core Revenue Flow is a tool that helps visualise how your business generates money and identifies areas that need attention. 💡 By systemising the creation of new clients, delivering services, and getting repeat business and referrals, you can create a scalable business that doesn't rely on your constant involvement. 💡 The Core Revenue Flow template helps map out each stage of the client journey and identify areas that need improvement or attention. 💡 It's essential to prioritise and focus on the core revenue-generating activities in your business to ensure sustainable growth and profitability. BEST MOMENTS 3:35 - 💬 “Your business needs to be creating revenue in order for it to be sustainable and for you to continue doing good in the world.” 3:58 - 💬 “Your business cannot scale without you. It can't function really without you. If you can't create revenue without your day-to-day involvement, then it's not a business that can grow beyond you.” 4:18 - 💬 “The Core Revenue Flow allows you to be sure that you are generating the most amount of revenue possible by systemising the entire flow even if you're involved in it.” 14:23- 💬 “The idea of the Core Revenue Flow is to say, if everything else failed in my business, if I just had this one revenue stream, this would still sustain the business.” 39:21- 💬 “You need to be aware, like, is it happening, even if it's happening badly? Is there anything more important that I need to actually just get off the ground and start before I then start working more on the stuff that actually exists, even if it is really bad?” TIMESTAMPED OVERVIEW 01:18 Video and template help map out revenue flow. 03:47 Systemized core revenue flow for maximum profit. 09:10 Closing opportunities: Zoom/phone calls, proposals, agreements. Follow-up
Thu, December 21, 2023
SYS 152: Turning Crisis into Success - Achieving Location and Time Freedom To Support My Family, The Expat Property Story Interview
🎙 Steve Day shares his journey and the reasons behind his passion for systemization and remote working. He discusses the challenges he faced when he moved to Stockholm and had to figure out how to support his UK property portfolio from a distance. Driven by the desire to have more time with his family and live a location-independent lifestyle, he delves into the creation of his DIDACT Framework, which solves the problems he encountered when working with virtual assistants. He emphasizes the importance of empowering team members and shares insights on the hiring process, highlighting the need for a structured approach to attract and select suitable candidates. KEY TAKEAWAYS 💡 The importance of understanding one's values: Steve shares how understanding his values helped him decide to transition from medicine to remote work and prioritize his family. 💡 The DIDACT System: Stands for Description, Inputs, Deliverables, Access, Checks, and Time. This system helps in effectively delegating tasks and ensuring they are done correctly. 💡 The RED method: Stands for Record, Explain, and DIDACT, is a practical approach to systemizing tasks. By recording oneself explaining a task, it becomes easier to delegate and create operation manuals. 💡 Empowering team members: Dr. Steve Day emphasizes the importance of empowering team members, regardless of their location. By providing opportunities for growth, learning, and valuable skills, team members can feel motivated and valued. 💡 Improving the hiring process: Dr. Steve Day shares the importance of having a structured and thorough hiring process. By attracting the right candidates, testing their skills, and conducting recorded interviews, businesses can make more informed hiring decisions and reduce turnover. BEST MOMENTS 4:51- 💬 “I read loads of different books about finding your way and values and all the rest of that. And eventually landed on his conversation with Dr. Demartini.” - Steve 10:04- 💬 “DIDACT was one of the first real effective systems I ever created... It was a solution to six major problems that I had when I was working with my first ever sort of virtual assistant.” - Steve 16:38- 💬 “The biggest reason small business owners, especially solopreneurs, don't take this leap of faith and either hire their first assistant is because they think they need to get systemized before they hire.” - Steve 28:04- 💬 “So, when you're hiring people and giving them an opportunity to work for a UK-based company... You can offer them a really good wage as well. You can offer them the ability to learn an industry in a country where other people need people with that
Thu, December 14, 2023
SYS 151 : The Strategic Delegation Playbook - Crystal Clear Policies - Structured Meetings and Collaborative Frameworks, The Ultimate FD Interview with Josh Keegan
🎙 Steve shares his insights on working with virtual teams and the power of effective delegation. He discusses the common misconceptions about virtual assistants and highlights the potential for remote teams to take on more prominent roles within a business. Steve also shares success stories from his clients who have built high-performing virtual teams, emphasising the financial benefits and increased scalability that come with leveraging remote talent. He provides practical strategies for building a cohesive team culture, including daily check-ins, company meetings, and social activities. KEY TAKEAWAYS 💡 Virtual assistants can have a wide range of capabilities and can take on roles beyond just administrative tasks. It's essential to give them proper titles and responsibilities that align with their skills and expertise. 💡 Building a remote team culture is essential for effective collaboration and success. Daily check-ins, company meetings, and departmental meetings can help create a sense of unity and shared purpose among team members. 💡 Effective delegation requires clear instructions and expectations. Using tools like Loom to record instructions and creating a structured task board in a task management app (such as Asana) can help ensure that tasks are delegated properly and that everyone is on the same page. 💡 When delegating to virtual team members, it's essential to be aware of cultural differences and communication styles. Some cultures may tend to be agreeable and not push back, so it's important to encourage open communication and empower team members to ask questions and provide feedback. 💡 Training and onboarding new team members should involve a combination of documentation, systems, and personal guidance. Providing access to existing resources and systems, as well as spending time with new team members to observe their work and provide feedback, can help them quickly reach a high standard of performance. BEST MOMENTS 01:51 - 💬 “Just because someone lives in a different country doesn't mean they're any different from anybody else.” - Steve Day 02:59 - 💬 “The roles that people that work virtually now for myself, also our clients, they have far outgrown any concept of what a virtual assistant could or couldn't do.” - Steve Day 07:06 - 💬 “Leveraging those benefits and understanding how to get the best out of those remote teams is the key to that success.” - Steve Day 28:40 - 💬 “Delegation for your own sanity, for that person's ability to work effectively without having to procrastinate and think, what do I do next? It happens on a task board.” - Steve Day <p
Thu, December 07, 2023
SYS 150: Lead Generation on Autopilot. Agency vs Inhouse - and the winner is... - System Driven Marketer Podcast Special with Jane Bayler, The Smart Connector
🎙 In this episode of the podcast, Dr. Steve Day and Jane Baylor discuss the topic of call setting and lead generation. They approach this topic from different perspectives and share their experiences and insights on creating a call-setting system, including the pros and cons of using agencies, the concept of the core revenue flow, and how it can help business owners make a scalable and profitable business. Overall, this episode provides valuable insights into the world of call setting and offers different approaches for business owners to consider. KEY TAKEAWAYS 💡 The podcast episode discusses the topic of call setting and the different approaches to getting qualified leads booked into sales team diaries. 💡 Steve and Jane have different perspectives on the topic, with Steve leaning towards systemizing the process and Jane favouring outsourcing to agencies. 💡 Steve emphasizes the importance of creating a system for call setting, including having a structured approach, using scripts, and focusing on the goal of booking a warm-up call. 💡 Jane shares her experience working with agencies for call setting, highlighting the benefits of leveraging their expertise and global teams. 💡 People don’t always understand the concept of a cold or warm audience, but this is essential when putting together a marketing plan and sales pitch 💡 Both hosts agree that the key to success in call setting is finding a strategy that works for your business and aligns with your goals and resources. BEST MOMENTS 7:13 - 💬 “I don't see the value in it. It's more that, I guess, whenever I've tried in the past, I don't feel I've got the value I anticipated or expected for the money that I spent.” - Steve 27:31 - 💬 “I’m quite a soft person. If I sell, I kinda sell in a very circular way. I like to be charming. I like to people please.” - Jane 29:31 - 💬 “There are going to be people who they would really like what we do, but they're going to be angry because they can't afford it. And maybe they're having a really hard time in their business. And so they turn into keyboard warriors and trolls and start being sort of horrible and whatever. It doesn't really matter, does it?” - Jane 29:53 - 💬 “If you're not getting trolls, then you're not trying hard enough.” - Steve 38:15 - 💬 “Because once the messaging is there, it doesn't matter where somebody's from. Obviously, they've got to be able to speak English and write coherent English, but the Philippines' second language is English. It's like Sweden, it's like 99% of, no, about 90% of Swedes speak pretty fluent English
Thu, November 30, 2023
SYS 149: When I Stopped Micromanaging, It Was This System That Made My Team Even More Productive
🎙 Steve discusses the challenge of projects not progressing without his involvement and the frustration of having to micromanage and spoon-feed his team. He shares a personal experience where a project stagnated because he didn't provide clear direction and a formalized plan. Steve emphasizes the importance of creating a vision board for projects, aligning them with company goals, and outlining the desired outcome. By empowering the team to push back and ask for the necessary information, projects can progress independently, saving time and resources. Steve highlights the value of proper planning and systemizing project implementation to avoid stagnation and ensure successful outcomes. KEY TAKEAWAYS 💡 Planning is crucial for project success: Steve emphasizes the importance of creating a formal vision board and planning out projects before delegating tasks. This helps ensure clear direction and alignment with company goals. 💡 Empower your team to push back: Steve encourages team members to ask for the information and resources they need before starting a project. This helps avoid confusion and misalignment, allowing projects to progress more smoothly. 💡 Avoid stagnation and wasted resources: Without proper planning and clear direction, projects can stagnate and become a drain on resources. By implementing a structured system and empowering the team, projects can be completed more efficiently and effectively. 💡 Replicate successful processes: Steve highlights the value of creating a system for project implementation that can be replicated for future celebrations or milestones. This allows for continuous improvement and efficiency in future projects. 💡 Avoid demotivating your team: Failing to see projects through to completion can be demotivating for team members. By providing clear direction, resources, and support, team members feel valued, and their work is not wasted. This leads to increased motivation and productivity. BEST MOMENTS 7:36 - 💬 "By putting a little bit of time upfront in planning the project, it means people can progress without your involvement." 8:26 - 💬 The staff member's responsibility is to ensure that they have everything they need to do great work. And if they don't, they have to go back and ask for that before they crack on with stuff." 9:17 - 💬 "If you've got stuff in your business and you're getting frustrated that your team isn't just getting on with stuff...you need to empower your team to push back on you to give them the information they need to crack on without your involvement." 13:06 - 💬 "Very rarely in business are there things that are totally one-off...the main structure behind the entire celebration process will ultimately be the
Thu, November 23, 2023
SYS 148: On Systemizing, Scaling, and Selling: Creating A Lasting Culture of Success in Business - Interview with Joe Davies, Co-founder of Host So Simple
🎙 In this episode, Dr. Steve Day interviews Joe Davies, co-founder of 'Host So Simple', a short-term holiday let management company. Joe shares his journey of starting and growing his business, emphasising the importance of systemising service accommodation businesses. He discusses the challenges they faced, such as being overwhelmed with tasks and lacking structure, and how they overcame them by creating a comprehensive list of processes and hiring virtual assistants from the Philippines. Joe highlights the transformation of their business, from chaos to a well-organised and efficient operation, and the positive impact it had on their team and overall success. This episode offers valuable insights into the power of systemisation and the benefits of working with remote teams. KEY TAKEAWAYS 💡 The importance of systemising your business: It's crucial to systemise your business to increase efficiency, productivity, and scalability. By creating processes and systems for every task, you can streamline operations and free up time for more strategic activities. 💡 The value of virtual assistants: There are endless benefits of hiring virtual assistants (VAs) from places like the Philippines. VAs can play a crucial role in handling tasks such as customer service, admin, and finance, allowing business owners to focus on higher-level responsibilities. Building a strong relationship with VAs and providing clear job descriptions and expectations can lead to successful outcomes. 💡 This gives them ownership, motivation, and a sense of purpose. By clearly defining their job titles and responsibilities, you can create a more efficient and productive team. 💡 The journey of systemisation: Systemising a business is a gradual process that requires consistent effort and dedication. Starting with a comprehensive list of processes and tasks, business owners can gradually work through them, delegating and systemising as they go. Over time, the balance shifts, and more processes become systemised, leading to increased efficiency and time savings. 💡 Building a strong team culture: In addition to systemisation, fostering a strong team culture is crucial for remote teams. Regular communication, team-building activities, and creating a sense of appreciation and trust can help remote workers feel connected and motivated. By creating a positive team culture, business owners can enhance performance and collaboration within their virtual teams. BEST MOMENTS 1:01 - 💬 "I think it's just important to say what an honour it is to be on this show." - Joe Davies 9:21 - 💬 "We were lucky in the early days that we hired, as a lot of small business owners do, family and friends to help us." - Joe Davies 34
Thu, November 16, 2023
SYS 147: Sleep Your Way to Business Success and Improved Productivity - Interview with Riley Jarvis, Founder of The Sleep Consultant
🎙 In this episode of Systemize Your Success, host Dr. Steve Day interviews Riley Jarvis, the CEO and founder of The Sleep Consultant. They delve into the importance of improving sleep for entrepreneurs and the benefits it can have on their performance and overall well-being. Riley shares his expertise on how to optimize sleep, including tips such as creating a sleep-friendly environment, reducing exposure to blue light, and aligning sleep patterns with individual chronobiology. They discuss the impact of sleep on hormones, brain function, and physical recovery, emphasizing the need to prioritize sleep for long-term success. KEY TAKEAWAYS 💡 Improving sleep can have a significant impact on an entrepreneur's performance and overall well-being. It can help reduce stress and anxiety, improve focus and productivity, and enhance physical and mental health. 💡 The quality of sleep is important, not just the quantity. Deep sleep and REM sleep are crucial for restoring the body and mind, respectively. Lack of sleep can lead to increased inflammation, impaired cognitive function, and higher risk of diseases like Alzheimer's. 💡 Simple lifestyle changes can greatly improve sleep quality. These include sleeping in a cool environment, reducing exposure to blue light before bed, avoiding heavy meals and caffeine close to bedtime, and establishing a consistent morning routine that includes exposure to natural light. 💡 Understanding your chronobiology (whether you are a morning person or a night owl) can help optimize your sleep schedule. Matching your environment and daily habits to your genetic predisposition can lead to better sleep and overall performance. 💡 Tracking and monitoring sleep using devices like sleep trackers can provide valuable insights and help identify patterns and areas for improvement. By measuring and analyzing sleep data, individuals can make informed adjustments to their sleep habits and optimize their sleep for better health and success. BEST MOMENTS 1:12 - 💬 ‘"So my name is Riley Jarvis, like you said, founder of The Sleep Consultant. And I primarily help a lot of entrepreneurs sleep better in order to improve their performance, whether they're feeling like a two out of 10, and they really have some work to do, or they're feeling like an eight out of 10, and they're looking to just optimize." 3:04 - 💬 "When you start to do it, and track this stuff, you can see how apparent it is." 4:48 - 💬 "We improve their sleep and now their sales call starts improving because it's not the words you say, it's everything in between and how you're reading people and everything else." 10:56 - 💬 "We usually see sleep as a liability." </p
Thu, November 09, 2023
SYS 146: My Systemized Method for Hiring a Social Media/Marketing Manager
🎙 In this episode of the Systemize Your Success Podcast, Dr. Steve Day discusses the process of hiring a social media or marketing manager. He shares his insights on when to hire, how to structure the role, and the mistakes he has made in the past. Dr Day emphasizes the importance of having the capacity to manage and nurture the new hire, as well as ensuring a good match of values. He also explores the option of hiring a jack-of-all-trades versus a marketing strategist and the benefits of training an assistant to grow into the role. KEY TAKEAWAYS 💡Before hiring a social media or marketing manager, assess your schedule and capacity to manage and train them effectively. Hiring someone for a new role requires a significant investment of time and effort. 💡When hiring a marketing manager, ensure they have a match of values with your business and are dedicated to systemizing everything they do. This includes documenting their processes and creating systems that can be replicated by others. 💡Consider whether you want to hire a jack-of-all-trades or a marketing strategist genius. A jack-of-all-trades can handle various tasks, but may not excel in any particular area. On the other hand, a marketing strategist may have a specialized skill set and focus on strategy, while outsourcing other tasks. 💡Focus on one specific goal or platform when bringing on a marketing manager. This allows them to hyper-focus and systemize their approach, delegating recurring tasks to an assistant. Once the first goal is achieved, they can shift their attention to the next one. 💡Another option is to hire an assistant with an interest in marketing and train them on the job. This can be a cost-effective approach, but it may take longer to develop their skills compared to hiring an experienced marketing manager. BEST MOMENTS 01:32 💬 "When you hire anybody for any role, there's a huge impact on your personal time...you need to be very sure that they are actually going to give you a good return on that investment." 02:55 💬 "Unless you've got all those things in place...you're going to have to actually have quite a lot of conversations to build that strategy together to create these key documents, these key tools needed for them to actually go away and do the work independently." 09:40 💬 "You've got to hire people for any role, but especially if you're hiring expertise, that they are willing, able, and get it about why it's so important that they document everything they do and give you those systems." 11:25 💬 "Focus on one thing...get that part working well, get a system in place...get the majority of the work, the recurring work delegated down to a lower cost entry-level assistant." 19
Thu, November 02, 2023
SYS 145: How We Leverage AI Apps and Virtual Assistants to Put Our Content Creation on Autopilot
🎙 In this episode of the Systemize Your Success podcast, Dr. Steve Day shares his system for turning his podcast into multiple streams of content across various channels, all without his direct involvement. He discusses the apps, AI, and frameworks he has created to maximize the impact of his content with minimal effort. Dr. Day emphasizes the importance of producing consistent and valuable content, and he shares his strategies for generating ideas and repurposing content effectively. Listeners will gain insights into streamlining their content marketing efforts and increasing their reach in a time-efficient manner. KEY TAKEAWAYS 💡Producing consistent, regular, and valuable content is essential for building trust and growing a business. 💡Creating a content machine involves repurposing a single piece of pillar content into multiple formats and channels. 💡Utilizing apps, AI, and frameworks can streamline the content creation process and maximize impact with minimal effort. 💡Recording videos as if they were live allows for minimal editing and faster production. 💡Engaging with the audience through comments and questions on social media can increase the reach and engagement of content. BEST MOMENTS 00:00 💬 "A lot of marketers say that content is king, and producing consistent, regular and plentiful content that educates and entertains and hopefully brings value to your audience is how we build trust and eventually hopefully grow our businesses." 02:40 💬 "I've adapted what I've learned from them into what I call my content machine." 06:05 💬 "The difference between then and now is that I produce one piece of content that gets turned into all that other stuff." 20:49 💬 "By utilizing a combination of these things and feeding things back into each other, you can actually very rapidly produce a lot of content that allows you to then promote the main piece of content." 28:19 💬 "I'm minimizing by being savvy about the way I record those videos, both the long and the short form, by recording them in a specific way as if they were live it means there's very little editing to do, which massively speeds up production and it's very little extra work for you." TIMESTAMPED OVERVIEW [00:01:58] Learn from prolific content producers like Russell Brunson, Alex Hormozi, Rob Moore, Neil Patel, and Pat Flynn. [00:05:01] Ideas come as they come, no forcing. [00:07:06] Recording videos ahead of time saves time. [00:12:30] Camera records multiple clips for easy editing. [00:14:25] Maximizing content reach with Restream. <stron
Tue, October 24, 2023
SYS 144: Our Proven Management Toolkit is the Secret to why our Virtual Assistants Stick Around for the Long-term (average 36 months and counting!)
🎙In this episode, Dr Steve Day discusses the importance of effective staff management in small businesses. Drawing from personal experiences and mistakes made in the past, he shares seven essential tools from the Staff Management Toolkit. These tools include the Welcome Meeting, 121 Meetings, Probationary Reviews, Employee Private Records, Monthly Task Board Reviews, Periodic Performance Reviews, and the giving Feedback model. Steve emphasizes the significance of consistent and structured management practices in fostering trust, communication, and collaboration within the team. By implementing these tools, small business owners can maximize the return on their investment in hiring, onboarding, and training staff, ultimately leading to long-term employee retention and increased productivity. KEY TAKEAWAYS 💡 Hiring, onboarding, and training staff is a significant investment for small business owners, so it's crucial to ensure a high return on that investment by focusing on employee retention and productivity. 💡 The Staff Management Toolkit consists of seven tools that can be used with every staff member, regardless of their tenure or position. These tools include the Welcome Meeting, 121 Meetings, Probationary Reviews, Employee Private Records, Monthly Task Board Reviews, Periodic Performance Reviews, and the giving Feedback. 💡 The Welcome Meeting is an opportunity to set new employees up for success by communicating the company's values, mission, vision, and the difference it is making in the world. It also helps to excite and engage new employees by aligning their values with the company's. 💡 The 121 Meeting is a weekly opportunity for employees to share their concerns, stressors, and areas where they need support. The key to making this meeting effective is to listen actively and let the employee talk without interruption. This meeting helps build trust and shows that the manager cares about the employee's well-being. 💡 The Periodic Performance Review is conducted every 6-12 months to assess an employee's progress, achievements, challenges, and professional development. It is an opportunity to provide support and recognition for high-performing employees and address any areas of improvement for others. BEST MOMENTS 00:00 💬 "Hiring, onboarding and training staff is one of the biggest investments we make as small business owners, and so ensuring we get the biggest return on that investment is key." 00:24 💬 "The reasons for that have often been through poor management or lack of consistency or a lack of understanding of what it is I needed to do to give that person the workplace and the environment they needed to thrive." 01:02 💬 "No matter where they are based in the world, how long they've worked with us, they nee
Thu, October 19, 2023
SYS 143: Improving The Performance of our Virtual Assistants Using The Unified Task Matrix - Total Control and Visibility
🎙 Steve explores the concept of the unified task matrix and how it can be used to improve delegation management and teamwork within a business. He explains how this framework allows for effective delegation of work, clear communication with the team, and complete visibility of all tasks and projects. Steve emphasises the importance of gradually assigning tasks to new team members to avoid overwhelming them and provides insights on monitoring and optimising workload capacity. By implementing the unified task matrix, businesses can streamline operations, enhance collaboration, and foster continuous improvement. KEY TAKEAWAYS 💡 The unified task matrix is a key framework for effective business delegation, communication, and team management. It allows for total control and visibility of all tasks and projects. 💡 Using a task management app like Asana can significantly enhance the effectiveness of the unified task matrix. It allows for easy delegation, organisation, and tracking of tasks. 💡 The task board in the unified task matrix should have sections for ad hoc work, recurring work, and projects. This helps prioritise tasks and provides clarity for both the business owner and the team members. 💡 Monitoring the time taken for tasks and projects is essential for understanding workload and capacity. This information can help in delegating tasks effectively and avoiding overwhelming team members. 💡 When onboarding new team members, it is important to gradually assign tasks and not overwhelm them from day one. Dripping tasks onto their task board allows them to build confidence and gradually increase their workload. BEST MOMENTS 00:25 - 💬‘It's all down to our unified task matrix, and today I'm going to explore this and explain how you can use it to improve your delegation management and teamwork within your business.’ 02:17 - 💬‘Knowing the priorities of work and which order they should be done in is a real challenge for your staff… The unified task matrix is a way to visually help you to help your staff know what it is they should be prioritising on their work next.’ 05:50 - 💬‘By bringing all that onto a unified task matrix, it allows you to order things for you to have that single place, that single reference where everything goes.’ 06:01 - 💬‘It allows you also, as I mentioned before, about putting the average time taken to do tasks… So you can be confident that if you go there, you can see exactly what your staff member is currently working on.’ 21:46 - 💬‘Getting everything onto the unified task matrix, being diligent about getting them to document how long on average things are taking and then reviewing that as part of your task board management process, that then allows you to have confidence that people do have th
Wed, October 11, 2023
SYS 142: From Cleaning Toilets to Running a Property Empire: Orion Rodgers' Six-Month Business Transformation Leveraging Systems and Virtual Assistants, Founder of Coast & Host Vacation Rentals
🎙 Dr. Steve Day sits down with the remarkable Orion Rodgers, a seasoned entrepreneur who took his service accommodation business from overwhelming chaos to astonishing success. Orion and his wife embarked on their business journey in Canada, initially shouldering the weight of every task. However, through the art of systemization, smart task outsourcing, and assembling a stellar team, they unlocked the freedom and success they had always craved. Orion's incredible journey showcases the incredible potential of unwavering dedication and strategic planning in shaping a business that not only thrives but also grants you the lifestyle you've always aspired to. KEY TAKEAWAYS 💡 Systemization is key to running a successful business. By creating systems and processes, you can remove yourself from the day-to-day operations and focus on the bigger picture. 💡 Outsourcing and hiring a team can greatly improve efficiency and productivity. You can free up your time and focus on higher-level tasks by delegating tasks to virtual assistants or other team members. 💡 Building a strong team is crucial. Finding team members with the right skills and strengths for specific roles can greatly contribute to the success of your business. 💡 Overcoming mindset hurdles is essential. Doubt and fear can hold you back, but you can achieve your goals by pushing through and taking action. 💡 Learning from mistakes is part of the journey to success. Making hiring mistakes or facing challenges is normal, but it's essential to learn from them and adjust to improve your business. BEST MOMENTS 34:22 - 💬‘You never know what it's going to look like until it's working.’ - Orion 36:48 - 💬‘Once you achieve the goal, it's definitely worth it.’ - Orion 36:59 - 💬‘The grass is never greener. Sometimes it is, but the juice is always worth the squeeze.’ - Orion 37:04 - 💬‘Success is made up of mistakes. The straight line to success is the fastest way back down.’ - Orion 38:00 - 💬‘The hardest part is writing the email. Once you write the email to let them go or have the phone call, however, you decide to do it, there's no fight back. They just accept it.’ - Orion TIMESTAMPED OVERVIEW [00:02:49] Focused on guest experience and adventure enthusiasts. Beautiful accommodations, smooth check-in/out, excellent customer service. [00:06:51] The Virtual Assistant team manages guest communication and cleaning. [00:08:52] Growth phase, notifications routed to VA team. <stron
Wed, October 04, 2023
SYS 141: Leading a Global Team and Understanding Different Cultures - Interview with George Verdis, London Executive
🎙 Steve is joined by Georges Verdis and his operations manager, Grace, based in the Philippines. Georges shares his experience of transitioning from a purely UK-based team to incorporating remote workers from the Philippines. With the help of Steve, Georges successfully systemized his team and hired Grace as his replacement office manager. The episode explores the reasons behind the success of working with overseas workers, including the high quality of work and the cultural values of loyalty and dedication. KEY TAKEAWAYS 💡 The decision to hire remote team members from the Philippines was not solely based on cost savings but rather on the high quality of work and dedication they bring to the team. 💡 The cultural values of Filipinos, such as loyalty, discipline, and a "yes can do" attitude, contribute to their success in remote work. 💡 The initial affordability of hiring team members from the Philippines allowed for the growth of the team and the ability to reward them with fair wages relative to their cost of living. 💡 Meeting remote team members in person can strengthen the bond and connection between team members, creating a sense of unity and shared purpose. 💡 Visiting the Philippines provided valuable insights into the local culture, living conditions, and the impact of remote work on individuals and their families. BEST MOMENTS 11:10 - 💬‘I think the biggest insight was the fact that the second time around, I didn't do the hiring. Yes, Grace did the hiring, and not only did she do the hiring, but Grace actually gave me positive constructive feedback of where I didn't do things right, which was very insightful for me, because that also shows our strengths and weaknesses.’ - Georges 13:40 - 💬‘I think it's important when you hear me, I say five of us, I don't say five of them. It's five of us in the Philippines, four of us here currently looking to actually hire somebody else as well in the UK at this moment. And it's a variety of roles and very important roles.’ - Georges 38:26 - 💬‘I think the biggest jump or insight is I always say yes to things, and then I'm like, I'll work it out along the way. As I was on the plane, I was thinking to myself, you know, it's all well and good that we all work together, but we work virtually. What if we don't get on with each other? What if after this trip, some people will say, I'm out.’ - Georges 45:20 - 💬‘The kids were happy. They were playing. But coming back, so there is one aspect. On my first day, we drove through the slums. And one of the deals that I had done with my wife is like, I'm not going to talk about work. So all the questions, we were not going to talk about work.’ - Georges VALUABLE RESOURCES F
Wed, September 27, 2023
SYS 140: Our Staff Onboarding System for Early Wins and Long-Term Success
🎙 Steve shares his personal experience of hiring his first assistant and the mistakes he made during the onboarding process. He emphasises the importance of having a well-structured onboarding process to make new hires feel welcomed and prepared to start working effectively. Outlines the steps they take in their onboarding process, including crafting a welcome email, setting up company email accounts and adding new hires to necessary apps, providing training materials, scheduling a welcome meeting, and booking regular one-on-one meetings. Believing that a strong onboarding process sets a positive first impression and increases the likelihood of long-term employee retention. KEY TAKEAWAYS 💡 A well-structured onboarding process is crucial for setting new employees up for success. Without proper preparation and organisation, employees may feel lost and unproductive from the start, leading to a higher likelihood of turnover. 💡 The onboarding process should begin before the employee's first day. This includes setting up their company email, adding them to necessary apps and systems, and providing them with training materials to familiarise themselves with the tools they will be using. 💡 Communication is key during the onboarding process. Sending a welcome email, scheduling a welcome meeting, and introducing the new employee to the team through videos or other means helps create a positive and welcoming environment. 💡 Providing clear expectations and responsibilities is essential. Going over the position agreement, discussing key performance indicators, and explaining the task board where work will be delegated helps the new employee understand their role and what is expected of them. 💡 Regular one-on-one meetings should be scheduled to build rapport, address questions or concerns, and provide ongoing support and feedback. These meetings help establish a strong working relationship and ensure the employee feels supported and valued. BEST MOMENTS 0:39 - 💬‘They've, you know, gone through a recruitment process, they've got this new job, they're super excited, and they arrive and I was just a mess.’ 17:50 - 💬‘I truly believe that if you follow these steps and set up a proper professional onboarding process, when people come to work for you, they get this incredible first impression, something that makes your company stand out way, way above 99% of the small businesses out there.’ 18:15 - 💬‘I‘If you can make yourself stand out in that minority, it just sets yourself so far apart that you've got much more chance of that person sticking around for the long term.’ TIMESTAMPED OVERVIEW [00:00:50] Unprofessional onboarding leads to high turnover. [00:03:30] Welcome email congratulating and setting expectations.
Wed, September 20, 2023
SYS 139: The Interview Questions We Use To Find The Ideal Team Player (Inspired by Patrick Lencioni)
🎙 Steve discusses the challenge of finding the ideal team player for your business. He shares a resource from tablegroup.com that provides interview questions to help identify individuals who are humble, hungry, and smart. Highlights the importance of finding team members who are self-motivated, diligent, and aware of their impact on others. Steve explores questions that reveal a candidate's ability to work well in a team, handle difficult situations, and demonstrate self-awareness. Emphasizes the value of hiring the right team players and encourages listeners to share this valuable resource with others. KEY TAKEAWAYS 💡 Finding the ideal team player involves assessing humility, hunger, and smartness. 💡 Humble team members are quick to acknowledge the contributions of others and prioritize the team's success over individual achievements. 💡 Hungry team members are self-motivated, diligent, and constantly seeking opportunities for growth and improvement. 💡 Smart team members are interpersonally appropriate and aware, with good judgment and intuition regarding group dynamics. 💡 Asking specific questions about work relationships, handling difficult situations, and dealing with annoying people can reveal a candidate's self-awareness and ability to handle interpersonal challenges. BEST MOMENTS 2:30 - 💬 ‘Humble team members are quick to point out the contributions of others and slow to seek attention for their own.’ 5:48 - 💬 ‘Hungry team members are self-motivated and diligent. They're constantly thinking about the next step and the next opportunity.’ 11:44 - 💬 ‘Smart team members are interpersonally appropriate and aware. They have good judgment and intuition around the subtleties of group dynamics and the impact of their words and actions.’ 15:13 - 💬 ‘Smart people know their pet peeves, and they own the fact that some of these pet peeves are their own issues. They also know how to deal with annoying people productively and constructively.’ TIMESTAMPED OVERVIEW [00:02:33] Evaluate self-awareness and teamwork using questions. [00:03:44] Humble people welcome constructive criticism and learn. [00:09:18] "Valuing work-life balance and rewarding hard work." [00:11:41] Be aware of the impact on colleagues and clients. [00:15:50] Match speech speed resonates with the audience. [00:18:31] Share a valuable episode on interviewing and team building. VALUABLE RESOURCES Free access to our flagship RECRUIT RIGHT FRAMEWORK Interview Questions from Patrick Lencioni are available on the Table Group Resource Page: <a href="https://www.tablegroup
Wed, September 13, 2023
SYS 138: I Believe The Secret to Systemizing Your Business is to Hire a Virtual Assistant, Period! Here's why...
🎙 Join Steve as he discusses the importance of hiring an assistant to help with systemization and documentation in your business. He shares his experience of being overwhelmed by creating systems independently and explains how having an assistant can free up time and headspace to focus on high-value work. Steve emphasizes that hiring an assistant early on or supporting your existing team with an assistant can increase efficiency, cost savings, and the ability to delegate tasks effectively. He highlights the benefits of having someone dedicated to creating systems and automations, allowing key team members to think strategically and improve processes. Overall, this episode provides valuable insights into the role of an assistant in systemizing your business and achieving success. KEY TAKEAWAYS 💡 Hiring an assistant early on can help alleviate the burden of creating systems and documentation. By offloading tasks to an assistant, entrepreneurs can free up time and headspace to focus on more critical aspects of their business. 💡 Creating systems before hiring an assistant can lead to overwhelm and inefficiency. It's important to prioritize tasks and focus on the most critical aspects of the business before diving into systemization. 💡 Hiring an assistant specifically for systemization and documentation can be highly beneficial. This dedicated role allows for creating efficient systems, documentation, and automation, which can ultimately protect the business and elevate the existing team. 💡 Over-tasked teams often lack the time and energy to think about improving their work or finding more efficient ways of doing things. Hiring an assistant to support the team in systemization and optimization can provide the headspace for high-value work and innovation. 💡 The return on investment of hiring an entry-level assistant to help with systems is significant. While there may be a lag before seeing the benefits, freeing up team members to focus on high-value work and efficiency can ultimately increase profits in the long run. BEST MOMENTS 00:21 - 💬 ‘The problem was the amount of time I was investing in doing that was totally disproportionate to the amount of time it was saving me.’ 01:22 - 💬 ‘There's a time and a place to create systems. Yes, they're important, but only if you do it right.’ 03:42 - 💬 ‘Once you've got an assistant in place, it means that they can do the time-consuming part of systems creation for you.’ 06:52 - 💬 ‘When you've got someone set aside just to do that, that is when the magic happens.’ 10:25 - 💬 ‘The return on investment of hiring an entry-level assistant to help you with your systems is massive.’ TIMESTAMPED OVERVIEW [00:00:05] Sy
Wed, September 06, 2023
SYS 137: Everything I've learned from hiring over 160 Filipino Virtual Assistants (PART 2)
🎙 Steve continues his exploration of effective recruitment strategies in this episode. He emphasizes the importance of narrowing down the pool of applicants to find the right fit for the job, sharing his systematic approach to analyzing and grading applicants based on their responses to specific questions and test tasks. He streamlines the recruitment process by utilizing video interviews and objective grading criteria and ensures that only the most qualified candidates move forward. This episode provides valuable insights and practical tips for building a solid team and systemizing the hiring process. KEY TAKEAWAYS 💡 The recruitment process should include multiple stages to effectively filter out candidates and find the right fit for the job. 💡 Using a test task related to the candidate's work can help assess their skills and abilities before moving forward with an interview. 💡 Video interviews can be a valuable tool in the recruitment process, allowing you to assess a candidate's communication skills and professionalism. 💡 Grading and objectively evaluating candidates at each process stage can help ensure consistency and make informed decisions. 💡 It's essential to cut your losses quickly if a candidate is not a good fit, as keeping an underperforming employee can negatively affect the team and the business. BEST MOMENTS 12:14 - 💬 ‘You want people to want it, to have a hunger for actually getting a job with us.’ 17:46 - 💬 ‘Don't stick with somebody that is underperforming, that isn't getting, that isn't eager and keen and on it.’ 17:57 - 💬 ‘This is your company, and it's important you have A players, attract A players.’ 18:10 - 💬 ‘When you get right people, it's like the whole world gets better because suddenly you're like, wow, that void has been filled.’ 20:15 - 💬 ‘If you build these competencies into your company, it removes the barriers to you just getting the right people and replacing underperforming staff.’ TIMESTAMPED OVERVIEW [00:02:17] Filtering candidates based on wages and availability. [00:03:28] Consider paying more for better candidates. Aim for around 20-30 people. Use figures as a gauge. Adjust standards and wages carefully. [00:07:05] AI-generated content isn't reliable and lacks attention to detail. Hiring admin assistants testing for efficiency. [00:10:24] Record video answers. Professional setting. No wasting time. [00:13:31] Short videos can save time in interviews. [00:16:32] Thorough process helps avoid bad hires. [00:19:53] "Build competencies, recruit right, save time and costs." VALUAB
Wed, August 30, 2023
SYS 136: Everything I've learned from hiring over 160 Filipino Virtual Assistants (PART 1)
🎙 Steve takes a deep dive into the world of recruitment, unveiling his battle-tested strategy for enlisting top-tier talent that perfectly aligns with your business. With insights honed from handpicking over 160 virtual assistants, Steve underscores the vitality of values-driven hiring and crafting an attention-grabbing job advert. Discover the art of spotlighting the candidate's gains by showcasing your company's mission and principles, thus infusing purpose into the role. Steve further unpacks the power of an unbiased application process, streamlining the weed-out of ill-suited applicants. KEY TAKEAWAYS 💡 The job posting is crucial in attracting the right candidates. It should have a compelling headline, an attention-grabbing first paragraph, and communicate the company's values and mission. 💡 The job posting should focus on what the candidate will gain from working with the company, such as feeling appreciated and valued, being part of a supportive team, and having opportunities for growth and promotion. 💡 The application form should be objective and include yes/no or numeric questions to eliminate unsuitable candidates. This can include questions about internet speed, availability, and commute time. 💡 By hiring based on values and ensuring a good fit with the company culture, businesses can find candidates who have the necessary skills and align with the company's values and goals. 💡 Systemizing the recruitment process can save time and ensure a consistent and objective approach to hiring. This includes defining the role, utilizing existing staff, and creating a structured recruitment process with multiple stages. BEST MOMENTS 18:22 - 💬 ‘When you're going through Facebook, and you're just basically flicking up on the Facebook feed, TikTok, or whatever it is you're going through, then you need to be that post that grabs your attention.’ 23:56 - 💬 ‘The objective of the first paragraph is to get them to read the rest of it.’ 25:21 - 💬 ‘We hire on our values, we fire on our values, and therefore we show the people what our values are.’ 30:49 - 💬 ‘The entire purpose of that is to get them to click the link and to motivate them to go through your entire recruitment process.’ 38:57 - 💬 ‘This stage, this application form, when you craft it, you've got to think of what are all the things that could put me off this person applying and how can I create a simple, quick question that can be graded objectively by anyone without my involvement?’ TIMESTAMPED OVERVIEW [00:02:52] Covering job posting and applicant management process. [00:03:46] Recruiting on values for a good fit. [00:09:15] Create a plan, d
Wed, August 23, 2023
SYS 135: Time Mastery: Unveiling a Game Changing Approach to Rapidly Delegating Tasks in Your Business
🎙 Steve introduces the RED method, a simple yet powerful technique for documenting tasks in your business without taking up any extra time. By following the RED method, entrepreneurs can effectively delegate tasks and create robust systems for their businesses. KEY TAKEAWAYS 💡 The RED method is a simple and powerful technique for documenting tasks in your business without taking up extra time. 💡 The first step in the RED method is to hit record using a screen capture app, such as ScreenPal or Loom, to capture your actions and narration. 💡 During the recording, explain each step of the task, including variable inputs and the desired end result. 💡 DIDACT is an acronym for Description, Inputs, Deliverables, Access, Checks, and Time. These elements provide a comprehensive guide for the person performing the task. 💡 By following the RED method and providing clear instructions, you can effectively delegate tasks and free up your time for higher-value work. BEST MOMENTS 00:04 - "In today's episode, I'm gonna be talking you through a simple process that will allow you to document pretty much any task in your business without it actually taking you any net time at all." 02:50 - "The Record process or the RED method is going to use the information you captured in your personal systemisation plan (from the previous episode)." 17:34 - "DIDACT is how I fixed all the overwhelm, chaos and much more besides. It's an acronym that stands for the Description, the Inputs, the Deliverables, the Access, the Checks, and the Time." 19:48 - "Deliverables is all about what is it that the person is gonna produce and where should they put it." VALUABLE RESOURCES Free access to our flagship DIDACT Framework Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus f
Wed, August 16, 2023
SYS 134: Hack Your Success - The Personal Systemisation Plan for Effective Task Delegation, Organisation and Automation
🎙 In this episode, Steve continues the conversation on the personal systemization plan and provides tips and tricks on how to effectively use that information in your business. He discusses the importance of prioritizing tasks using an impact effort matrix, which visually helps determine which tasks should be delegated or automated first. Steve also looks at how to use the personal systemization plan to create a task matrix, which provides total visibility and control over recurring tasks in your business. KEY TAKEAWAYS 💡 The personal systemization plan is a crucial tool for organizing and prioritizing tasks in your business. It helps you determine which tasks to delegate or automate first based on their impact on your bottom line and the effort required to complete them. 💡 The impact effort matrix is a visual tool that can help you prioritize tasks more effectively. By plotting tasks based on their impact and effort required, you can easily identify high-impact, low-effort tasks that should be prioritized. 💡 Creating a task matrix in a task management app, such as Asana or ClickUp, allows you to have a complete record of all recurring tasks in your business. This provides visibility and control over the work being done and helps with workload balancing and accountability. 💡 The task matrix can also be used to guide recruitment. By identifying the tasks you want to delegate and creating a clear job description based on those tasks, you can hire the right person for the job and ensure they have the necessary skills and experience. 💡 The next steps in the systemization process include the record process, which involves getting information out of your head and into an operations manual, and the recruitment process, which focuses on hiring the right people for delegated tasks. These steps are essential for scaling your business and freeing up your time. BEST MOMENTS 00:41 "So the question is this, how do entrepreneurs like us who don't have an endless supply of cash, how do we leverage the best apps, virtual assistants, automation tools and systems to scale our businesses, increase our profits and have more time to do what we love to do each day?" 03:01 "And a way that I found really helpful, I'm a visual person, so I find this particularly helpful is to use what's called an effort impact matrix." 12:48 "And because you've done the hard work by actually documenting all this stuff, your personal systemization plan, you might as well take this next step now and capture all that on your task matrix, which we're going to develop as we go through." 15:05 "And lastly, I talked about how this same work, the same personal systemization plan can be used to guide your recruitment and actually make sure you're hiring the right person to be able to do the work that you nee
Wed, August 09, 2023
SYS 133: Exponentially Growth by Removing Yourself: Crafting a Personal Systemisation Plan For Success
🎙 Steve begins his series by taking you through the methods he has developed over the past 20 years in systemising his businesses by explaining the nature of a Unified Operations System and how you can make a plan to drive your business toward success while freeing your own time. KEY TAKEAWAYS 💡 The first step is to detail your high-value work from your repetitive work that can be automated and delegated, how complicated that systemisation will be, and the benefits its completion will achieve. 💡 When you hit obstacles, you may question the value of systems or the importance of yourself in that process. Clients value results, not your personal attention. 💡 Use an app like Toggl or Harvest or a simple spreadsheet to identify time-consuming tasks that could benefit from automation. BEST MOMENTS 1:11 - 💬 ‘I want to give you more detail on this podcast, more value on and more depth than you would ever imagine to get from a podcast, the sort of stuff you would expect to get in a great book.’ 5:15 - 💬 ‘If you’ve got something tangible or some quantifiable number to hang on that the outcome of you getting that system nailed, it’s much more likely that you’ll see it through.’ 9:19 - 💬 ‘Tracking how long each task you're doing is taking is a massively game-changing thing. It can change the way you view the value of your time.’ 11:19 - 💬 ‘There’s no point in waiting and waiting until you think you have all the knowledge. Practice is how you improve in delegation. It’s how you improve in systems creation.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners a
Wed, August 02, 2023
SYS 132: The reasons I'm avoiding AI and Automation and Focusing on Delivering High-Quality Work
🎙 Steve talks about the current AI and automation techniques available, the lure of new applications and technology, and how they can distract you from getting your work done, getting your clients served and making your business successful. Your business still needs people and systems to function effectively. KEY TAKEAWAYS 💡 Despite the opportunities that automation can offer, many small businesses do not need to sacrifice the time needed in integration to the detriment of their core business. 💡 Delegation and systems are the true keys to freeing you from the day-to-day tasks involved in running your business. 💡 A Unified Operations System doesn’t just detail the tasks you do but includes hiring, training, communication and improvement functions. 💡 The number of apps needed for systemisation is fewer than you would think, and there are dedicated sites and resources for hiring talented remote workers. 💡 A structured, streamlined business has a massive advantage over its more chaotic counterparts regarding efficiency and staff retention. BEST MOMENTS 3:05 - 💬 ‘Your ability to delegate work to other people is the number one reason your business will give you the lifestyle you deserve.’ 6:11 - 💬 ‘The formula I've developed will help you to effectively create systems to avoid feeling stuck in your business and stop wasting time delegating and managing work that doesn’t hit the standards you expect or want.’ 11:03 - 💬 ‘There’s access to an abundance of super affordable, incredibly powerful apps, technology, and platforms we can utilise. The challenge is utilising the right ones in the right way without getting completely overwhelmed and attracted by the shiny pennies.’ 16:33 - 💬 ‘Systemising your business makes it easier for your staff to perform at a higher level because they don’t have to reinvent the wheel at every step.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property sin
Wed, July 26, 2023
SYS 131: Behind the Scenes - The Real Reasons Why Key Performance Indicators (KPIs) Matter In Your Business
🎙 This episode details the real reasons why Key Performance Indicators (KPIs) are essential in your business, and they are probably not the reasons you would expect. Steve reveals his experiences with Key Performance Indicators (KPIs) and how he has decided to take action and put some sturdy and accessible measurables in place. KEY TAKEAWAYS 💡 It is challenging to celebrate successes when they are not made evident by tracking KPIs. 💡 If your staff are tracking their progress, they will be motivated by success to improve. 💡 Setting up Key Performance Indicators (KPIs) can prevent miscommunication about the progress of projects or assignments. 💡 Empower your staff to have the courage to confirm priority tasks when workload increases and have the Key Performance Indicators (KPIs) to back up their point to avoid misunderstandings. BEST MOMENTS 1:51 - 💬 ‘Celebrating success is even more important because we are a remote team. We all work from home, so we must consider facilitating these celebrations.’ 4:17 - 💬 ‘The reality is, your staff benefit more from the KPIs. Because if your staff are tracking their progress, they will be motivated to improve.’ 10:34 - 💬 ‘Your staff needs to know what the goals are and what success looks like. So if your KPIs are nailed, they would know when they reach success.’ 12:35 - 💬 ‘Tracking and celebrating success are the key things I'm doing wrong. And hopefully, by doing and getting this right, it will give my team something to lean on when they're doubting themselves and doubting how wonderful work they're doing.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based busin
Wed, July 19, 2023
SYS 130: Unlocking Staff Potential - Simple Techniques For Professional Development
🎙 Steve introduces a simple technique that will help you improve your staff's expertise and competence, bringing value back into your business while acknowledging that people make mistakes, can learn beyond them and ensure that they don’t happen again with your entire team. KEY TAKEAWAYS 💡 Turn your staff's weakness, failure or lack of understanding into a strength by having them create a short presentation about the subject or task to share everything they could need to know and learn with the team. By doing this, they become experts. 💡 Having your staff share their knowledge through a short presentation with the team during company meetings will further strengthen the team's knowledge base. 💡 Create a culture where you and your team own your mistakes and take the learning and teaching response so that such errors are far from a negative occurrence and can be developed into a positive, strengthening experience. BEST MOMENTS 3:15 - 💬 ‘We are consistently upping the game and pushing that bar up about what we can expect from our staff because they are continually improving.’ 7:45 - 💬 ‘It's okay to do things wrong. It shouldn't be a massive problem in your business if people screw up. Because everyone's going to screw up, but it's what you do about it afterwards that matters.’ 9:04 - 💬 ‘If you facilitate the sharing of the knowledge you gain from rectifying mistakes, it can be seen as a massive positive and takes away any potential negatives from that particular experience.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they
Wed, July 12, 2023
SYS 129: How to Run a Physical Business Remotely: Insights from a Sailor Entrepreneur - Interview with Pantelis Zirinis, CEO of It's All Greek To Me
🎙 Pantelis Zirinis is the ultimate remote businessman. He spends most of his time sailing the oceans while maintaining a busy entrepreneurial lifestyle as CEO of It’s All Greek To Me , a restaurant and souvlaki bar serving authentic Greek food in Paddington, London. Steve and Pantelis talk about how even the most ‘brick and mortar’ of businesses can be run effectively, remotely. KEY TAKEAWAYS 💡 Pantelis works two days a week, during which he gets in touch with his 16-member team and deals with business meetings. 💡 Pantelis’ remote workers include himself, his Operations Manager and an admin resident in the Philippines. 💡 Systems and Outsourcing is working with It’s All Greek To Me to fully systemise the operation as an ongoing project. 💡 Systemisation negates the need to rely on one person and mitigates the risk of losing one key staff member. 💡 Standardised weekly team meetings facilitate KPIs' upkeep and replace the need for 20 to 30 separate communications throughout the week. 💡 Continual improvement and the ability to prioritise, including knowing when to say stop, are vital to the automation process. 💡 Set your company's quarterly goals realistically and split them into sub-goals to assure completion and avoid over-challenging your team. BEST MOMENTS 3:58 - 💬 ‘At the moment, I don't have the plan to go back physically to the business. I go back whenever it makes sense on my personal life, more than on the business.’ - Pantelis 12:03 - 💬 ‘Employees crave structure. They crave thinking, ‘What am I meant to do today when I show up?’’...But once you have a structure, you need to replicate that so it's standard no matter who's doing that job.’ - Steve 21:33 - 💬 ‘Creating systems will always be a work in progress. If you go for perfection, you'll never going to get there...You just need to run it, then after a month, make a review. Improve it. Improve it. Improve it. It's never going to be perfect, but it's going to be good enough so people know what to do.’ - Pantelis 22:04 - 💬 ‘The concept of continual improvement: once you started documenting 'this is how it happens now', right or wrong, and not overthinking it and just saying 'this is the status quo', then, you have something to improve. And often people ask me, 'When should I start creating systems?’’ - Steve 26:31 - 💬 ‘What worked for me was that we had to keep our company meeting on the same day, same time. Every time we move it, people were dropping out.’ - Pantelis 32:25 - 💬 ‘The idea of an Agile
Thu, July 06, 2023
SYS 128: Create a Culture of Continual Improvement: The 8 Elements of the Task Board Management System
🎙 Steve explains how you can achieve much-improved organisation, visibility and control over your business using a Task Management System correctly. How can we empower our team to consistently maintain and improve their tasks and create a culture of continual improvement using systemisation? Steve details the eight elements of the Task Board Management System to utilise to achieve this. KEY TAKEAWAYS 💡 The Task Board Management System comprises four daily and four weekly tasks that will help keep all your tasks updated and current. 💡 Have a daily task on your team's task board to review and update existing processes or tasks. 💡 Update the secondary task owner and the average time taken of each task for easier delegation in case the task owner cannot report to work for any reason. 💡 VTOF* is Steve's acronym that labels tasks as ‘Video Guide, Task Template, Operations Manual, File, and Review (*)’. If the VTOF* is showing at the beginning of the title of a task, that means that the task does NOT have an updated Video Guide, Task Template, and Operations Manual and was NOT filed and reviewed yet. 💡 To manage projects with multiple stages, a task called the Project Placeholder is scheduled to point the team member to continue progress on that project. BEST MOMENTS 1:44 - 💬 ‘The Task Board Management System allows you to empower your staff to take responsibility in a structured and systemised way, ensuring that their task boards and the work they're doing are kept up to date.’ 11:12 - 💬 ‘When someone goes off sick or on holiday, having the average time taken on each task allows the secondary task owner to know that they need ‘x’ amount of minutes to do the task when they take over.’ 16:41 - 💬 ‘The idea is of the Project Placeholder simple: I want each staff member's task board to be a true representation of what they do each day, week, month, and year.’ 20:47 - 💬 ‘All in all, the Task Board Management System allows you to empower your staff to maintain their task boards going forward without you having to do all the hard work and chase people up.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015
Wed, June 28, 2023
SYS 127: Enhancing Team Collaboration, Communication and Productivity: The Benefits of Video Integration in Your Small Business
🎙 In this episode, Steve reveals why video is the number one productivity hack in his business and the seven compelling reasons why you should consider adopting it for your organisation too. Gain benefits in productivity, efficiency, time-saving, training, communication and marketing by embracing the advantages of video. KEY TAKEAWAYS 💡 Video can fully depict a task in as much detail as a live demonstration. When tackling problems, you can get far more information on a recording than you can with the written word, so video fully conveys the enquiry. 💡 You can build rapport much more quickly visually than you can with written communication. 💡 When giving feedback to your staff, it is way better to do it through a video as they can see how you mean it compared to a written form, which they might misinterpret. 💡 Collaborative projects and time management are improved by recorded video messaging. The communication is as clear as a live video, but the receiver can set a time to watch it at their convenience. 💡 Any live training can be recorded to be repeatedly referred to at a later time. 💡 Video is the best way to document processes in your business for task delegation. 💡 The most popular posts on any Social Media platform are invariably videos. BEST MOMENTS 1:07 - 💬 ‘Over the past six or so years, I have started heavily working with Virtual Assistants from around the world, and that’s when I started to see the value of video. And as I work with hundreds of clients over the past six or seven years, I’ve seen its massive impact on those businesses as well.’ 5:46 - 💬 ‘When you’re listening to someone’s voice while seeing the expression on their face, and you can see that they’re smiling or looking concerned, it gives us that feeling of connection with that person. 12:00 - 💬 ‘Using video allows you to cut down the time to train people in your business repeatedly and can be watched at a double speed, giving them a much more rich medium to absorb the information.’ 16:48 - 💬 ‘ScreenPal (formerly called as Screencast-O-Matic) is a very solid app that improves all the time. It allows you to take screenshots, edit them and share them all seamlessly without needing additional cloud storage.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: Yo
Wed, June 21, 2023
SYS 126: The Holy Trinity of Company Meetings: Optimizing Effective Communication, Collaboration, and Results
🎙Find out three essential meetings to balance cadence, focus, length and discipline in meetings and also to be available for questions without opening yourself up to constant interruptions of your time. Using these methods you can build much more efficiency into the running of your business and increase the trust and teamwork of your staff. KEY TAKEAWAYS 💡The Daily Standup meeting is the hub of the business, it allows you to be able to know what your team is doing daily, help them with challenges, and ensure team focus. 💡If the staff know they have access to ask questions the following day, then they have less need to interrupt managers. 💡Weekly 121s with your team will allow your team to share with you details about work, perhaps personal, that need to be discussed on a more private level. 💡The Company or Departmental meeting is where you talk about company-wide announcements, company values, goals, updates on tasks, and any company-wide issues. 💡An hour is a good maximum length for a company meeting, but ensure that one particular subject does not dominate by organising an additional meeting for that particular subject. This will ensure the presence of all staff is fully utilised. BEST MOMENTS 1:13 - 💬 ‘If you can get this right then your whole company will work much more efficiently. There will be less interruptions between people or into your life as well.’ 2:45 - 💬 ‘If you only speak to your team members once a week about what they’re actually working on and getting a pulse for the business, then you can go quite far down the wrong path before they can get pulled back in. So it's not about micromanaging; it's about being there to support people.’ 5:20 - 💬 ‘The Weekly 121 is an opportunity to build trust, and more importantly, it is not an opportunity for you to start delegating more work or to take over the meeting and start running it.’ 9:34 - 💬 ‘So you’re not flooding your team with multiple team meetings, which kills everyone’s productivity, start with one Company Meeting. People see the benefit of it, they enjoy it, they get the agenda, they learn how it works, and then you start putting other helpful and needed meetings to progress things forward.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ Instagram: Instagram.com/System
Wed, June 14, 2023
SYS 125: AI-Powered Meeting Note-Taking Apps: Are They Worth the Investment?
🎙 Steve talks about AI meeting Note-Taking Apps and if they are worth investing in, their capabilities, and his first impressions of having used them regularly now for a few months. Steve has been using Read.ai but has also familiarised himself with Otto.ai, and today, he will be giving you an overview of these two apps. KEY TAKEAWAYS 💡 The Read.ai app records the live Zoom meeting included within the initial plan regardless of what device the meeting is being held on. Otto.ai does not have this recording option. 💡 As long as the meeting is scheduled on your calendar, Read.ai will record the meeting for you and create a summarised report, discussed topics, key questions, keywords used and highlighted points. 💡 Read.ai also provides participant information such as engagement, sentiment, charisma, arrival time, who had their camera and microphone on, and a ranked score against your previous meetings in your company and all the Read.ai recorded meetings in the world. BEST MOMENTS 1:19 - 💬 ‘During the trial period of using Read.ai, I had the Enterprise Plan, which gives you all the bells and whistles, and I was pretty impressed.’ 4:17 - 💬 ‘Read.ai creates a standard report for every single meeting. A well-written summary of an entire meeting, in about a couple of hundred words- really useful when you're trying to remember what you said on that meeting.’ 7:20 - 💬 ‘I think Read.ai is really good at giving you unlimited free cloud storage of meetings regardless of how you start that meeting. The other thing is brilliant summaries of topics and action points, and the third is its insight into the actual meetings and the sentiment and engagement of those meetings. For me, as a coach, that's important.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his system
Wed, June 07, 2023
SYS 124: Saying Goodbye to WordPress LMS after 6 Years and Embracing a New Platform: Our Journey and Lessons Learned
🎙 Many entrepreneurs struggle with the decision to use WordPress LMS (Learning Management System) or choose a standalone system. Steve details his decision and experiences so you can make a more informed choice if needed. KEY TAKEAWAYS 💡 Learning Management System (LMS) allow you to create and run online courses and consolidate all client-facing content. There are many available to choose from, ranging from complex and technical to simple and limited. 💡 Cost is a factor, and WordPress with a Learning Management System (LMS) plugin can be a cheaper offering, but costs increase with loss of time in learning operations or employing an expert for upkeep. 💡 After looking into all WordPress options, Steve chose LearnWorlds for its ability to add payment gateways and multiple licensing options. 💡 LearnWorlds does not yet incorporate automation marketing options but is a solid, integrated and accessible Learning Management System (LMS). Other apps and platforms that include Marketing options can become clunky and complex. 💡 Anyone in your company can set up LearnWorlds quickly and easily. 💡 When choosing a Learning Management System (LMS), consider all your options to ensure the platform meets all your needs. BEST MOMENTS 1:10 - 💬 ‘There’s probably nothing bigger in a coach’s life than having to make one of two decisions. One is “Which marketing CRM should I use?” and the second is “Which platform should I use to launch and run my courses on?”.’ 4:40 - 💬 ‘The nail in the coffin was that the WordPress we were using stopped being supported. So we were forced to move the entire 360 pages of content onto a new platform, and it was at that moment I decided to look into this in a huge amount of detail.’ 8:10 - 💬 ‘They (LearnWorlds) focus all of their efforts on creating a solid feature-rich and very flexible Learning Management System geared for you supporting your coaching clients effectively.’ 11:18 - 💬 ‘If you’re going to go for a WordPress solution, whether for a website or a Learning Management System, do your research.’ 13:35 - 💬 ‘You as a business owner should not be getting into app development and becoming an expert in WordPress.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTu
Wed, May 31, 2023
SYS 123: Maximizing Business Potential by Outsourcing: How I Developed my Admin Virtual Assistant into a Certified Trainer
🎙 In this episode, Steve shares a huge milestone that he has just reached in his business. As business owners, we often feel that only we can provide the product that makes our business unique and have the expertise to pass on the wisdom to our clients that they need. The potential to upscale is limited as we are only a single unit. Steve has finally solved this problem by transforming his Virtual Assistant, JJ, into a Certified Trainer and is here to share how. KEY TAKEAWAYS 💡 The expansion of business can only be facilitated by acquiring more personnel and training others to do your current tasks, including the tasks at the heart of what you do. 💡 JJ’s work as Operations Manager familiarised her with the course's structure and gave her all the knowledge to pass on to Steve’s clients. 💡 Developing Certified Trainers will allow Steve to concentrate on scaling, improvement and problem-solving in the business. 💡 As coaches in business, we believe that people want us, which is not true. What they truly want are our solutions. These can be passed on by others within your organisation. 💡 Now, it is an established possibility that developing Certified Trainers can be repeated. BEST MOMENTS 1:59 - 💬 ‘I teach people how to create systems, to outsource work, to remove them from the day-to-day running of their business and on the whole, I've done a pretty good job with that myself. But the challenge of "how do I remove myself from the thing that I created myself" and that I think it's me that the Clients need, that's the problem I had.’ 4:39 - 💬 ‘“Awesome session today, got really good takeaways. Systems and Outsourcing, thank you.” It’s a simple and short message from one of our Clients, given proactively and independently to praise JJ, who had just done the meeting without my involvement.’ 9:32 - 💬 ‘Anyone can remove themselves from the day-to-day running of the business. Even if you’re the only person that knows something and you’re the person that’s been coaching and developing the business.’ 12:10 - 💬 ‘People come to me for a result. If I can give them a result in an even better and quicker way without me being involved on a day-to-day basis, that will benefit them.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: <
Wed, May 24, 2023
SYS 122: Protecting Your Kids on Android and iOS Devices: Tips and Tricks
🎙 Here’s one for the Mums and Dads on how to keep your kids safe from the more base content of the internet while they are glued to their electronic devices. Steve has some clever tips to ease your worries, whether they use Android or iOS devices like iPad or iPhones. KEY TAKEAWAYS 💡 On iPad, switch on Guided Access, available in Settings under Accessibility. This option will lock your child's access to the single app you allowed them to use and nothing else. 💡 YouTube Kids is an app and website developed by YouTube that is more appropriate for your child to explore. With this option, you can set the age restriction of the YouTube app without affecting the regular videos you want to search on YouTube as an adult. 💡 Apple Screentime, available in Settings, allows password protection for all purchases, even in-app. You can set individual time limits for any app from this setting also. 💡 An app called Family Link on Android devices allows you to create a new Gmail account for your child and then link your parent account to control their access to YouTube, Google Search, and other apps. BEST MOMENTS 02:21 - 💬 ‘The point is, either by accident or on purpose, I don't want my kid to get exposed to disgusting apps and horrific stuff that you can simply and easily get on any device if it's not locked down.’ 11:10 - 💬 ‘App Limits in Screen Time allows you to limit your child's usage per app on their device, which means that if they get addicted to an app, you can control how much they can only access it within a certain time within a day or week.’ 16:37 - 💬 ‘Lock down your kids' iPad using Guided Access, YouTube Kids, and Screen Time, and lock down any Android devices using the Family Link app from the Google Play Store. Doing this, you can safely let your kids use their devices appropriately and for the right amount of time.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concep
Wed, May 17, 2023
SYS 121: The Quick and Easy Guide to Ethically Recreating Top Influencers' Marketing Funnels Using AI Tools (and a few cool tricks!)
🎙 Steve describes a process that anyone can use, including your Virtual Assistant, to allow you to emulate any marketing funnel, including any webpage, email and copywriting, without needing any technical or marketing expertise. It combines some cheeky tricks to simulate your favourite influencer’s methods, utilising groundbreaking, clever AI tools. KEY TAKEAWAYS 💡 Capture an entire landing page as a PDF using a browser plug-in called GoFullPage, allowing you to zoom in and out effectively and copy and paste the text. 💡 Use a diagramming tool like Lucidchart to map your entire marketing funnel. 💡 Differentiate the email in the funnel from your standard email. This allows you to set up a filter to separate those emails so you can capture all the details on your diagramming tool. 💡 Once you have a detailed map of the marketing funnel you chose to emulate, you can place the content of the web pages via 10Web into a WordPress document. You need to edit the links manually, but most happen automatically. 💡 Rewrite all written structures and frameworks using an app like Wordtune and use AI to restructure all the material. Make sure to update images and copyrighted materials and add your own. BEST MOMENTS 1:47 - 💬 ‘I’m going to combine the best ideas borrowed from the top influencers with some tricks that I’ve been looking at more recently since I’m becoming much more aware of the capabilities of some amazing AI tools that take this stuff to the next level.’ 6:54 - 💬 ‘I want to emulate what the influencers I follow are doing, insert my freebies or lead magnets, and recreate the whole thing from scratch in minutes.’ 14:28 - 💬 ‘With the advent of all the AI stuff, the web design process has become incredibly easy.’ 20:51 - 💬 ‘Going through this process of emulating the people you respect in the industry using AI tools, you can capture the whole marketing strategy behind a single funnel.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing
Wed, May 10, 2023
SYS 120: Winning Marketing Strategies: How to Stand Out, Attract Customers and Grow Your Business - Interview with Chantal Cornelius, Founder of Appletree Marketing
🎙 Steve talks to author, CEO and Marketing Consultant Chantal Cornelius, who set up Appletree Marketing in 2000 and has helped hundreds of coaches, consultants and speakers grow their businesses. She has authored two books on marketing and business survival and is the Marketing Director and Vice President of the Professional Speaking Association (UK). She’s currently writing her third book about the emotions behind buying decisions. Steve and Chantal discuss her latest book, the emotional reasons why people buy, client matching, consistency and systemization. KEY TAKEAWAYS 💡 Chantal works with her clients to find out where they want to take their business to identify their marketing needs. 💡 If you have an emotional connection with a client, they are much more likely to buy from you. 💡 Appletree offer a very safe pair of hands with its clients ensuring a good match with shared values and intentions. 💡 Most people think they have to find new clients and miss the opportunity to do more work with their existing ones. 💡 What makes businesses successful around tactics is systemization and consistency. Ad hoc marketing does not work. 💡 Be consistent with the timing of your marketing and your message. BEST MOMENTS 3:05 - 💬 ‘I simplify Marketing for my clients. I don’t fill their heads with jargon and new-fangled widgets and gizmos. I explain it to them all in plain and simple language and hold their hands and walk them through it.’ – Chantal 13:15 - 💬 ‘The majority of my clients have been doing what they’ve been doing for quite some time. They are flipping good at what they do. So a lot of the marketing that we do is actually about building and maintaining their reputation.’ – Chantal 29:45 - 💬 ‘What makes a business successful around tactics is systemizing it and being consistent.’ – Chantal 33:59 - 💬 ‘When we started our Podcast Marketing, we only focused on one thing and, over time, started building it up. We're now producing blogs and posts from every episode on different Social Media channels and our website. We've done it consistently, and we're now in the top 3% of all podcasts globally, which I'm proud of!’ – Steve 35:40 - 💬 ‘I spent so many years and wasted hours trying to do a bit of everything. And having that strategy in place is best than none and then doing one thing consistently, it just allowed me to breathe and think about how to improve one thing rather than trying to improve 50 things which never works.’ – Steve GUEST RESOURCES Website: <a href="http://www.appl
Wed, May 03, 2023
SYS 119: Streamlining Video Editing: Our Experience Using an AI Video Editing App for Short Clips
🎙 Steve shares his experience using an AI video editing app to repurpose his long-form podcast videos on Instagram, TikTok, Reels and other social media. Find out how Vidyo.ai fared when maximising the use of recorded media to create short clips. KEY TAKEAWAYS 💡 It has traditionally taken quite a lot of manual editing time to chop up a long video into usable short clips. 💡 Short clips are required for apps like TikTok and Reels as the run time permitted is curtailed to short 1 to 2-minute videos. 💡 Currently, Steve uses Descript, an all-in-one video and podcast editing app that allows video editing via transcribed and edited text. 💡 Using Vidyo.ai, Steve and his team learned that it cuts out individual talking points from a long-form video which can't be used as stand-alone short clips. 💡 With a large amount of uploading and downloading required, plus the time to quality control the clips, Vidyo.ai did not provide a time or quality benefit over Descript. 💡 The key lesson learned is that as a business owner, do not waste time testing new apps and processes yourself. Instead, delegate the testing to the staff member responsible for that task. BEST MOMENTS 1:43 - 💬 ‘We looked at Vidyo.ai as an alternative to hopefully speed up the whole process of editing and creating short clips and use artificial intelligence to do all the hard work for us.’ 05:59 - 💬 ‘Vidyo.ai produced stuff that was possibly useable, but it wasn't really at the standard we want it to be.’ 09:58 - 💬 ‘If you're going to test new apps, don't waste your time. If this is to improve an existing process, get the person currently doing it to do the testing for you and get them to come back to you and provide feedback with a report. In that way, you're not wasting your time trying out an app you may never use.’ 11:37 - 💬 ‘Don't get sucked in by all the hype about all the AI stuff. I'm not saying there's no place for AI apps doing amazing things, and we're using it now to help us to craft blog posts based on our episodes. So we're using it cleverly to save huge amounts of time and reduce our costs.’ 12:03 - 💬 ‘Don't think that every AI app will solve every problem; be sure you test things before spending time and money into rolling them out.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: <a href="http://linkedin.
Wed, April 26, 2023
SYS 118: From Business Owner to Business Leader: Strategies for Succession Planning - Interview with Dr Rachael Coates, Founder of UNA Nannies
🎙 In this episode, Steve interviews his long-time client Dr Rachael Coates, Surgeon, Entrepreneur, Author and Founder of UNA Nannies, to gain insight on making the most of your time by considering the way you work, who you work with and the systems you use. Rachael is a full-time Surgeon but also runs businesses parallel to this in property and healthcare and now a busy childcare sourcing agency, UNA Nannies. She talks to Steve about how she created her businesses, her development of UNA Nannies, personnel development, systems and training and her plans for the future. KEY TAKEAWAYS 💡 Through rent to rent and then into serviced accommodation, Rachael set up her own property company, which began her busy lifestyle with multiple business interests. 💡 Each stage of growth requires more personnel and improved skills and, more pertinently, a more comprehensive link with efficient systems. 💡 Efficient delegation is essential in a growing business, and systems can help this process with precise notation and explanations of the task at hand. 💡 Rachael hopes for the future that instead of the fragmented service that parents find when sourcing childcare, UNA Nannies will be a ‘one-stop shop’ for all quality childcare services. BEST MOMENTS 4:04 - 💬 ‘Systems are important when working in a hybrid or remote team, so I went back to work and ran it with a VA. It grew a little bit, and at that point, I got an office in the UK and expanded the business.’ – Rachael 10:48 - 💬 ‘Steve gave me extra clarity on creating systems to get consistent results, and also it made me accountable to delegate appropriately and provide the information required to remotely and successfully complete a task.’ – Rachael 11:43 - 💬 ‘I used to throw stuff at people and expect them to be able to just deal with it, and when it came back not the way I wanted it done or took 10x longer than I expected, you got to just look internally and blame yourself because there is no one else to blame.’ – Steve 14:29 - 💬 ‘You don't need a team of innovators; you just need to be able to get everything done and then spot someone who's really switched on and excited about improvement and then bring them up and focus a different amount of energy on to that person.’ – Steve GUEST RESOURCES LinkedIn: https://uk.linkedin.com/in/dr-rachael-coates-39934214b Twitter: @DrRachaelCoates Website: www.unanannies.co.uk VALUABLE RESOURCES<
Wed, April 19, 2023
SYS 117: Revolutionize Your Client Comms: Top Reasons to Get a WhatsApp Business Account
🎙 In this episode, Steve explains why you should use a WhatsApp Business Account, what you need to know, and what mistakes to avoid when you get started. Many people use personal WhatsApp accounts and miss out on the advantages of WhatsApp Business. KEY TAKEAWAYS 💡 Using your personal WhatsApp account for business can get confusing and messy and appear unprofessional. 💡 To avoid sharing your personal phone number, create a new virtual number to set up your WhatsApp Business. This virtual number will not be tied up to a specific device. 💡 WhatsApp Business can be plugged into other apps such as Facebook, LinkedIn or websites, and you can then receive messages from these platforms. 💡 Keeping a separate WhatsApp Business allows you to delegate business communications without granting access to any personal WhatsApp files or information. BEST MOMENTS 02:15 - 💬 ‘One of the key things for me why using WhatsApp Business is a good idea is the separation of work and personal life and being able to switch one or the other (WhatsApp Personal and WhatsApp Business) off at will.’ 07:31 - 💬 ‘Another advantage of WhatsApp Business over WhatsApp Personal is the ability to link it to multiple devices simultaneously without the need for your main account to be logged in.’ 10:06 - 💬 ‘Nowadays, you can get a virtual number much cheaper than getting a SIM deal from a mobile phone network provider. A company like Twilio is the one that I know that you can do this with.’ 13:36 - 💬 ‘Setting up WhatsApp Business is super easy. It's free to do as long as you have a second number. Setting up a second number costs peanuts, and it's super easy to do using virtual things like Twilio.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing hi
Wed, April 12, 2023
SYS 116: Mastering the Art of Effective Communication - Interview with Steve Bustin
🎙 Steve Day’s guest today, Steve Bustin, is all about communication, from the stage, in the media and online. He is an award-winning professional speaker, named UK Speaker of the Year in 2015, a public speaking coach and a sought-after event emcee. Previously he ran a PR agency for 11 years after starting his career as a BBC TV & Radio news journalist. He's the author of two books, The Authority Guide to Presenting and Public Speaking and The Authority Guide to PR for Small Business. He has an unusual and unwanted sideline as the 'face' of an international online dating scam. In this episode, Steve Bustin discussed his beginnings in communication and media, how he trains his clients in public speaking, and tips on mindset, audiences and pitching. KEY TAKEAWAYS 💡 Steve Bustin has extensive public speaking experience, provided media interview training, and interviewed celebrities and politicians such as Margaret Thatcher and Tony Blair. 💡 Steve Bustin helps individuals and organisations get their public speaking heard by those who matter and coaches his clients in fees and reaching the right market. 💡 An audience wants you to do well. There should always have to be a definite purpose for public speaking. An audience's attention is a privilege that has to be earned. 💡 Make time for proper rehearsals of your speech. It would be best if you were prepared for every presentation. 💡 Know your audience. Find out as much as you can about the people in the room, especially when pitching. Gear your talk towards their interests and personalities. 💡 If you are not enjoying what you are doing, you will never execute it to the best of your ability. BEST MOMENTS 09:57 - 💬 ‘Having a real purpose and a reason for being there (speaking to an audience) and a call to action are the things I got wrong so many times in the beginning.’ – Steve Day 10:42 - 💬 ‘Another classic mistake I see people make when speaking is opening with an apology. If you're presenting to an audience, you're the most important person in the room because they can't make decisions until they know what you're going to tell them.’ – Steve Bustin 18:00 - 💬 ‘My key lesson is knowing who you're pitching to and adapting. Do as much research that you possibly can about who's going to be in the room.’ – Steve Day 22:25 - 💬 ‘If you get Sunday night blues, CHANGE! Something's wrong. If you're employed and get Sunday night blues, you're possibly in the wrong job. If you're running your own business and getting Sunday night blues, you've got a problem.’ – Steve Bustin GUEST RESOURCES <s
Wed, April 05, 2023
SYS 115: How To Organize Your Business (and yourself!) Using a Task Manager
🎙 Want to increase efficiency, organise yourself, gain more insight into your staff and what they do with increased visibility, and easily create a plan for setting up systems in your business? This episode highlights the incredible advantages of using a Task Manager to keep all aspects of your business under close accountability without succumbing to micro-management and hours of precious time lost by you. KEY TAKEAWAYS 💡 When creating task boards for our teams and business, we should also include ourselves. 💡 All of your recurring work can be setup on a task board with a daily, weekly, monthly, and periodic column. Within a couple of months, you should have all your tasks recorded. 💡 You can use Toggle to time all your repetitive tasks, which integrates directly into your task management app. Once you have all your tasks recorded, you can decide who else could do these tasks to free up time. 💡 Keep all the conversation about the task as a comment on each task. This allows you to see the whole history of the task. 💡 Add all recurring tasks in your business to another project so you can go to one place to check progress rather than checking each of your staff member’s separate boards. BEST MOMENTS 0:39 - 💬 ‘Organizing your Business using a Task Manager is incredibly easy to do, and doing this will change how you think about task delegation and management.’ 11:10 - 💬 ‘Keeping all the conversation about the task on the comment section of the task itself allows the team to collaborate and communicate far more efficiently.’ 17:32 - 💬 ‘Organizing your Business using a Task Manager creates a blueprint for your entire business, creates a plan for offloading your work, and will help you indicate which tasks or processes in your business require streamlining.’ 18:03 - 💬 ‘By knowing how long stuff is taking and being aware of your team's capacity, you can get them to sharpen their tasks by empowering them to have the authority to go away and be your 'Internal Process Optimizers'.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced
Wed, March 29, 2023
SYS 114: Protect Your Business - Backup Essentials and Unlimited Zoom Cloud Storage for Free
🎙Avoid the nightmare of lost data by ensuring you backup your content, data and tasks effectively. Plan for all the disasters that can happen and put your mind at rest with unlimited zoom cloud storage for free! Steve gives you all you need to know to achieve this and provides some of his cautionary tales to incentivise you to start regular backups of your business. KEY TAKEAWAYS 💡 Save yourself the stress, and back up all your data, including all your task management data. 💡 Zoom allows you to back up your video, but this is the most significant amount of data and can add up to thousands of cloud storage fees. 💡 With Google Drive, you can sync all your desktop data to their cloud drive. Backing up your video data to the cloud will help save space and avoid clogging up your physical drives. 💡 Pro Backup can easily back up most task management apps. Many inexpensive options are also available to back up your task management apps completely. You can take double backups by utilising your Google Drive secondarily. 💡 When referring video files, images or files within Task Managers, rather than uploading the whole file, reference the link to your video cloud storage. This will save you money on data storage fees for your Task Manager app. 💡 Double down on your backups as much as you can. You can use tools like afi.ai, which offer a backup separate from the original data. BEST MOMENTS 1:26 - 💬 ‘I’ve had a few disasters over the year regarding my files and folders, and these things you think will never happen until they do.’ 03:58 - 💬 ‘Back up the most critical apps in your business as cheaply as possible by trying to find cost-effective ways to get the best level of service or protection without breaking the bank in the process.’ 4:47 - 💬 ‘We record a massive amount of video daily and have terabytes of stuff. If I use the zoom option, the cloud storage would cost thousands of pounds monthly.’ 11:20 - 💬 ‘If you are uploading videos and images and files to something like Asana, it increases the amount of storage you’re using on their cloud storage, and when it comes to backing that up, you pay per gigabyte of storage.’ 20:04 - 💬 ‘Just doing these simple steps of backing up your data will give you absolute peace of mind, which means you don't have to stress anymore.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn:
Thu, March 23, 2023
SYS 113: Behind The Scenes: How We Decide When to Recruit Staff and What They Should Do (Small Business)
🎙 In this episode of the Systemize Your Success Podcast, Steve will take us on the behind-the-scenes of how he recruits new staff for his business. When is the right time to hire new people, who should you employ, and what work should you give them? This hiring process works for all businesses and all types of roles, and getting this right the first time is a massive advantage for any company, big or small, new or established. KEY TAKEAWAYS 💡 The signs that you may need a new staff in your company are that you, as a business owner, are starting to feel stressed, doing more tasks than you should be delegating, feeling uncomfortable or dissatisfied with the progress, or running out of work capacity in your current team. 💡 If your staff are working longer hours, this eventually will begin to wear on their lives, and you could potentially lose valuable people and skills due to burnout. 💡 Do you create an entirely new role for the position or delegate from someone existing and use the new staff member to create more capacity? Detail what the new project will entail and create a clear goal, but a new position will need a lot of onboarding and hand-holding. An existing person is already accustomed to your values and work methods. 💡 If you can choose current tasks that are well systemized, then you can use the new person to take on these tasks and free up an experienced staff member for the new project. 💡 Task boards are invaluable in identifying which tasks can be chosen to hand off to the new staff. If you haven’t got a task board system, now is a great time to start. Your existing team know how to train people for these tasks, freeing you up from any training requirements. 💡 Pick tasks that fit one personality type. Craft the job posting around those tasks to attract that personality type. BEST MOMENTS 13:19 - 💬 ‘Look at what your existing staff are already doing and ask, "of all the stuff you're already doing, what is well-documented, well-systemized that we could easily hand over to somebody else? Doing this will free up our existing team members to focus their time on this new project.’ 17:24 - 💬 ‘Freeing up your existing team members and giving them new opportunities is allowing them to develop themselves into new areas.’ 19:31 - 💬 ‘Be conscious of the time you will need to help your new staff deliver your vision. Even though they're bringing the skills, you need to communicate and manage them for them to be able to deliver what you want.’ 27:13 - 💬 ‘When you are thinking about taking on a new project, or your team is just at capacity, then think about bringing somebody in to take off some of the pressure of
Thu, March 16, 2023
SYS 112: Creating the Perfect Elevator Pitch - Interview with Industry Expert Mike Verret, Founder of Verret & Associates
🎙 When communicating a product, service, idea, or presenting oneself to a listener, it is best to keep the description simple, concise, comprehendible and relevant. An Elevator Pitch is the industry name for an introduction or opening gambit, your initial conversational selling point during a social or networking engagement. Steve’s guest in this episode, Mike Verret, has spent over 25 years in the brand marketing business, and the hallmark of his career is his ability to understand an audience. Now he shows businesses and people, through his company Verret & Associates, how to talk about themselves and to precisely denote how their company is an incredible opportunity for THEIR audience. Steve and Mike discuss what he teaches his clients, the perfect structure and content of an Elevator Pitch, the many ways an Elevator Pitch can be used and his ideas of success. KEY TAKEAWAYS 💡 When selling your business, an audience’s attention is captured by you being first, best or different. Mike specialises in precisely identifying how your company is different so you can communicate this concisely to your customer. 💡 Your audience needs to be intrigued by the first part of your story or pitch. This is where your difference comes in. Give your audience a reason to engage and a common ground. Then present your solution and how it works concisely, which they can simply comprehend. Then explain the benefits of your service and validate your service with testimonials and examples. 💡 Many bosses in business become detached from how people communicate outside of their company and don’t realise that they lose an audience with jargon and technical language. 💡 The Elevator Pitch structure or narrative can be used for all sorts of presentations to help you connect with your target audience. All advertising or PR can use this process. 💡 Mike offers ‘The Elevator Pitch Construction Guide’, which he uses to work through with his clients to create their definitive elevator pitch. BEST MOMENTS 1:30 - 💬 ‘It all starts with the fundamental understanding that we want and need to talk about our business to get people to engage, and we think 100% everything about our business is important. The truth is only 5% matters to our audience, and finding that 5% when you know everything is extremely difficult.’ - Mike 3:32 - 💬 ‘You can't be a business owner and have not heard the words "You need an Elevator Pitch". All marketing books talk about this and try to make it sound easy to come up with your Elevator Pitch, but it's so hard.’ - Steve 16:59 - 💬 ‘75% of businesses fail in the first few years; a big reason is that business owners get stressed, overwhelmed, and fail to delegate. We help small bu
Thu, March 09, 2023
SYS 111: How to Create Strong Passwords and Expert Hacks for Keeping You Safe Online (when working with a team)
🎙 If you have sites, data and software that you need to protect, then it is crucial to have strong passwords to circumvent modern decryption and hacking software and prevent anyone from guessing your password. In this episode, Steve will explain why you need to perfect your passwords and how to do it and pass on some practical and simple advice on password creation. KEY TAKEAWAYS 💡 Remembering multiple passwords for various apps and sites can be a nightmare; writing and listing all of them down is tempting. Do not do this!! 💡 Do not use the same password for all your sites because your entire system can be accessed if one is compromised. 💡 Browser password vaults seem like a good idea but are not shareable to staff, browser-specific, and often only accessible on one device. 💡 Use an app like LastPass or Bitwarden to consolidate your passwords and share access with staff securely. 💡 Most password-sharing apps have a password generation tool allowing you to select the length and what characters you use to fit the requirements of the gateway. The app will save that autogenerated password, so you don’t have to remember it. 💡 The one password that you have to remember is the master password for the password-sharing app. Remember, you lose access to all your passwords if you lose this password. Think of a phrase for length and complexity with numbers or characters added. 💡 Try using the first letter in a long sentence to create a memorable password. This way, the password is complex enough, especially if you add capitals, numbers and symbols. 💡 Change your passwords regularly because it is always possible for staff to view a password as it is entered. BEST MOMENTS 02:04 - 💬 ‘Remembering a multitude of passwords for the hundreds of different apps you have is an absolute nightmare!’ 4:09 - 💬 ‘You can leverage using LastPass and Bitwarden not only for the convenience and the security for sharing stuff across the internet and working with a team but also to have brilliant, unique passwords for every single one of your sites.’ 11:07 - 💬 ‘I encourage you to use a password-sharing app and use the password generator to create unique, completely random passwords for every site in your business and change those regularly.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/</
Thu, March 02, 2023
SYS 110: Step Beyond Your Expertise and Build A Better Business – An Inspiring Interview with William Buist, Author of Intentional Mastery
🎙 Steve interviews William Buist, speaker, business mentor and author of “Intentional Mastery: Step Beyond Your Expertise and Build a Better Business”. He is a keen photographer, walker and skier. William enables business owners to become the masters of their markets, operate more effectively, and stand out from all their competitors. William has been running his business for 20 years. He has a lot of insight into finding the right clients for your business and effectively utilising your skill as a business owner and leader. Steve and William talk about his journey through the business world and into mentoring, becoming a true master of your field, what process he takes to guide people, and what he feels is the true meaning of success. KEY TAKEAWAYS 💡 William helps practitioners in their businesses take that extra step and become real masters in their field. 💡 Masters draw insight from all aspects of their life. These aspects reveal different perspectives, and William explores the history of his clients to get to know all their skills and motivations. 💡 Identify your skills and passion and concentrate on those. For tasks where your skills are not focused, try to identify those whose core skills speak to those areas and utilise them. 💡 Be sure that your priorities are correct. Ensure you don’t have tunnel vision in areas that result in ignoring others. 💡 When encountering a problem, search your experience for a similar problem to extrapolate from. Identify someone that you can consult effectively for a different perspective. 💡 Practitioner to an expert is about doing the work and seeing how the work operates in different environments and contexts. Expert to Master is about appreciating everything you have and seeing how all your knowledge and experience fit together. BEST MOMENTS 2:44 - 💬’ The difference between an expert and a master is that the masters appreciate the extent of their knowledge across everything they do. They know how to pass that on as well to other people. They’ve made the unconscious competence conscious again so they can pass it on, and that’s part of what leaving a legacy is all about as well.’ – William 03:51 - 💬 ‘All the hard work we put in as business owners is worth nothing the day we die or quit our business unless you've managed to find a way to pass on that knowledge for your legacy to continue without you and to continue to grow without you as well.’ – Steve 10:48 - 💬 ‘I think the mindset shift comes when people say this is not my core skill and I should have somebody for whom it is their core skill to do it and finding a way to make that happen.’ – William 13:08 - 💬 ‘Ou
Thu, February 23, 2023
SYS 109: Costs and Benefits of Taking Real Time Off as a Business Owner
🎙 Steve reflects on the time off taken over the Christmas period and pinpoints the benefits and the cost of downtime. He consults his staff on what vacation means to them and shares his feelings on the eighteen days off work he took. KEY TAKEAWAYS 💡 Even if you take time off, as business owners, some form of communication is typically left open to troubleshoot or provide decisions, especially during extended periods. 💡 The lead-up to time off can often be busier because of tasks required to facilitate absence, which can cause stress that needs to be recovered from at the start of the vacation. 💡 Steve’s decision to take time off was tremendously worthwhile and successful, and he had quality time with his friends and family. He credits this to the planning and preparation done beforehand. 💡 During the holiday season, Steve's team took time off, and the business was closed for two weeks. The benefits have far outweighed any lost business or progress. 💡 The staff’s time off was equally as beneficial as having time for family, especially at that time of the year can be invaluable. BEST MOMENTS 3:04 - 💬 ‘For me, taking some serious time off was important because, with Covid, I’ve not been able to go home and see my family very much. I live in Sweden, and my family and long-term friends all live in the UK.’ 10:45 - 💬 ‘What it did for us as a business when the whole team took time off for two weeks during the holiday season, the benefits far outweighed any negative impact on the progression of planning or strategy or closing deals. ’ 14:15 - 💬 “Imagine working, but your mind is on your family. It’s hard to focus. Enduring and being unable to concentrate on your work and forcing yourself to go to work is definitely not a dream job.” – said one of Steve’s VAs. 15:23 - 💬 “One of our company values is that we are a team, and we look out for each other and our family, health and happiness. Knowing that Steve really stands by these values and does not just print them out makes me think so highly of him and the company.” – said one of Steve’s VAs. 15:46 - 💬 “I feel valued. Being able to take time off allowed me to recharge and regroup. In my previous company, employees were rarely allowed to take time off, so this is a benefit that I really appreciate.” – said one of Steve’s VAs. VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutso
Thu, February 16, 2023
SYS 108: Maintaining Your Team's Values, Culture, And Purpose As You Scale Your Business - Interview With Daniel Viduya, Head of Growth, Support Zebra
🎙 Steve interviews Daniel Viduya. As an adolescent, sleeping on park benches and eating out of trash bins was the norm for Daniel, who learned the importance of hard work and determination while growing up with hardships in the Philippines. Now living in Mexico, Daniel has mastered the art of Customer Service and Sales for over a decade. For years he worked under sweatshop-like conditions in call centres and is passionate about educating brands on how to scale high-performing teams in both an ethical and efficient manner. Daniel firmly believes that sales are not just simple sales. Instead, sales are about consulting and recommending what best suits a brand's needs. He applies these principles in his work with SupportZebra, the technical support and sales outsourcing company. Steve and Daniel talked about the work culture at SupportZebra and how that translates into better sales, the importance of accurate metrics and SMART action plans as part of scaling up, thorough documentation to support outsourcing, identifying a company's difficulties and needs and finding a solution, and the future of customer sales and support with the growth of Artificial Intelligence. KEY TAKEAWAYS 💡 Daniel wants to help customers ethically scale their customer service teams through outsourcing and discuss why outsourcing can help companies and their leaders. 💡 Daniel works with SupportZebra, the customer support and sales outsourcing company based in the USA and The Philippines. 💡 SupportZebra’s care for its employees is one of the reasons for the high retention rate and employee satisfaction in their company. This is refreshing for an industry well known for its toxic workplaces. 💡 Customers reciprocate a caring attitude when they know it is a culture in the company they are dealing with. They know when the employees genuinely care for them. 💡 By accurately tracking metrics such as customer satisfaction and call timings, it is possible to put together a specific action plan to improve a company’s Sales and Customer Service performance. 💡 An action plan has to be Specific, Measurable, Attainable, Relevant, and Timebound (SMART). 💡 SupportZebra make sure they fully familiarise themselves with their customer's systems to integrate the support staff into their assigned company. They also help companies document their systems. 💡 In his role, Daniel identifies the customer's needs and problems and, from the outset, can assess if SupportZebra is the right fit for the task. If not, Daniel has connections to refer a customer to a brand that will better suit the customer's needs. BEST MOMENTS 4:42 - 💬 ‘What makes SupportZebra different is the SupportZebra promise to care for one another, to care for people.’ – Daniel 9:40 - 💬 ‘One of
Thu, February 09, 2023
SYS 107: Team Building Activities for your Remote Team - With Georges Verdis
🎙 In this episode, Steve interviews one of his clients, London Estate Agent Georges Verdis, who has reduced his workweek of 50-plus hours to approximately 10 hours, leaving him more time to spend with his friends and family. As a true example of how to Systemize Your Success, Georges operates his remote team to facilitate his newfound freedom and is here to talk to Steve about creating bonding and celebratory experiences for your team that can make all the difference to their working dynamic. KEY TAKEAWAYS 💡 Once a month, Georges had the whole office team get together and celebrate outside of the office, but this could not include the remote team. And so he had to rectify this. 💡 Georges's office and remote team cook simultaneously through a video call as one of their team building. 💡 Team building outside working hours allows teams to share their more frivolous side and become more familiar with each other's personalities, an aspect of working so often lost with remote operations. 💡 The zoom calls socials in Georges’ team expanded to game nights such as charades, pub quizzes, and cashflow, further revealing people's personalities and business strategies. 💡 If you have groups in the exact location, you can set up several cameras in the group room to capture the atmosphere and interaction of the event more effectively. BEST MOMENTS 2:00 - 💬 ‘I love what you try and do to make your office and remote team into one team. It’s not 'The Remote staff' and 'The Office team'. You put a huge amount of thought and effort into how you can make that team get together as one.’ – Steve 6:54 - 💬 ‘It can be possible to share a moment as a team where we all cook the same dish, get on with it, and do it. When we finished cooking, we literally ate, all of us, at the same time over zoom and commenting about the highs and the lows of the cooking class.’ - Georges 9:23 - 💬 ‘Your virtual team, especially if they share the same language, the same culture, the same tradition, have those get together without your knowledge, not that there's anything wrong with it, but I think it's more important to be immersive and all enjoy and see each other's culture.’ - Georges 14:50 - 💬 ‘In the book called Business Made Simple by Donald Miller, he talks about how to become so valuable to your employer that they're forced to give you a pay rise. And again, some people might be scared about that, but I'm not now! If you can prove to me that you are adding value to my company, why wouldn't I pay you more?’ – Steve 15:08 - 💬 ‘If you can show your team that you care enough about them to invest in
Thu, February 02, 2023
SYS 106: Using Experienced Virtual Assistants To Accelerate Your Business - Interview With Richard Evans, Founder of Awaken 2 Business And VaVaVoom
🎙 This episode's guest is Richard Evans , founder of Awaken 2 Business, through which he provides a range of solutions and services to help entrepreneurs and SMEs take their businesses to the next level. And VaVaVoom , a Virtual Assistant company providing skilled personnel sourced from the Philippines to small businesses to help them systemize and free up their spare time. Steve and Richard discuss the advantages of hiring VAs from The Philippines, the common mistakes made when using a Virtual Assistant, effective communication with your Virtual Assistant, the importance of values in business, and security when using a Virtual Assistant. Richard also shared the service VaVaVoom offers and his favourite software or app in his company. KEY TAKEAWAYS 💡 Most Virtual Assistants from the Philippines have a good work ethic and are honest, loyal, ambitious, and willing to learn. 💡 VaVaVoom have around 350 applications from Virtual Assistants per month, of which only 10 to 15 get through to the comprehensive training and join the team of nearly 100, so the quality of staff available is very high standard. 💡 Common mistakes made when using a Virtual Assistant are not having the correct processes and software, being unfamiliar with the culture, being reluctant to delegate, not correctly identifying which tasks to delegate, and failing to monitor staff progress and tasks. 💡 Keep communication at the highest level possible via zoom or through a video rather than email or text, as these are not interactive enough to keep communication efficient. 💡 VaVaVoom have General Virtual Assistants who operate with generic work and Premium Virtual Assistants with unique skills or specialisation to offer to a business. 💡 It is vital that both your staff and clients share the same values that you have in your business. 💡 The right process of hiring and training a Virtual Assistant, using secure password software like LastPass, using a Virtual Private Network (VPN), and having a clear privacy policy will make it more secure for a business to use a Virtual Assistant. 💡 Richard’s business gives to the charity, 'The Purple Community Fund', which works with child workers in The Philippines to provide food and education, so they don’t have to work to support their families. BEST MOMENTS 02:30 - 💬 ‘ I love the Philippines and the Filipinos. They have a really good work ethic. They're honest. They're loyal. They're hard-working, want to do well, and want to be part of your business. There are so many good reasons for taking people on from the Philippines.’ – Richard 03:07 - 💬 ‘I’ve got a big team in the Philippines doing various tasks for me. And there’s no need
Thu, January 26, 2023
SYS 105: Using Artificial Intelligence to Write Contents For Social Media And Podcasts
🎙 In this episode, Steve introduces Apps that completely change how you consider and approach social media and content creation. This astounding breakthrough technology will transform your handling of all online content, from Facebook posts to podcasting. This is a live scripting of a potential podcast episode to demonstrate the abilities of two incredible Artificial Intelligence (AI) apps. Prepare to be amazed as this technology is like the ones you see in sci-fi novels and movies! KEY TAKEAWAYS 💡 OpenAI is capable of writing an entire podcast based on any suggestion. It can write scripts, stories, thesis and even poetry. 💡 Steve asked OpenAI what topic he should cover in a podcast episode about Operations Manual. OpenAI then provided a list of suggested titles about the Operations Manual that can be discussed in the podcast. 💡 Steve asked OpenAI to write an entire episode for the Systemise Your Success podcast using the list of topics that it also provided. OpenAI then produced an entire podcast episode based on the criteria and subject titles provided. 💡 Descript is an all-in-one video and editing app. This app can be ‘trained’ with the user's voice to produce spoken word content for any written document provided. 💡 The OpenAI written podcast episode is copied and pasted into Descript. Then Descript created an audio file of Steve’s voice reading the entire script that OpenAI had created. 💡 For video content, Descript can create subtitles and add images and sub-videos. 💡 OpenAI can also create pictures and paintings based on input criteria. BEST MOMENTS 2:36 - 💬 ‘OpenAI is an app developed by Elon Musk, and it allows you to tap into an Artificial Intelligence machine that sat there, waiting for you to throw questions at it.’ 7:14 - 💬 ‘To train the Descript app with my voice, I’ve read out some stuff that the app gave me, and it learned how I speak.’ 9:11 - 💬 ‘For those of you who don’t know, an Operations Manual is a comprehensive guide that outlines the procedures and processes for running a business.’ – Artificial Steve created by Descript reading a podcast script created by OpenAI. 12:50 - 💬 ‘That’s scary! With OpenAI and Descript, I created a podcast episode without doing anything! Ah, that was awesome!’ 15:51 - 💬 ‘It doesn’t mean you have to use OpenAI to write the contents and it not be your words. You can use it for inspiration, or you use it and then paraphrase it.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com
Thu, January 19, 2023
SYS 104: Productivity Tip: Create a Culture of Accountability and Continual Improvement in your Team
🎙 Steve has a new method of holding company meetings that have had excellent results bringing his team together and keeping them goal-driven and motivated. It also highlights possible changes that can be made to streamline his systems further. Even though he has been utilising this method for only a month, it has been so successful that he will share the details with you in this episode. KEY TAKEAWAYS 💡 Each week, set aside a portion of your meeting for Value-Based Accountability. Each person must identify one target, goal or activity that they will complete before the next week’s meeting. 💡 The task must be related to your company's core values, and it has to be a SMART goal (Specific, Measurable, Achievable, Realistic and Timed). 💡 At the following week's meeting, the success or failure of the task is detailed, and its outcome is discussed. It is crucial to identify the reason behind failures as well as successes. 💡 When we state to a group of people that we will complete a task, we are more likely to be held accountable for accomplishing it. 💡 If we share our mistakes, including ourselves as leaders, we can create a culture of continual improvement and turn errors and failures into positive learning opportunities rather than stigmas to be avoided. 💡 Week after week, get your staff to rate their success from 1 to 10 so you can measure your people's ability to judge SMART goals. BEST MOMENTS 2:09 - 💬 ‘We identify goals specifically linked to our values. So it’s about bringing that "values culture" into our business, reinforcing people's beliefs in the values we stand for.’ 4:10 - 💬 ‘Discussing my staff's Value-Based Accountability helped us realise that the target chosen was unrealistic to achieve in a week and would involve multiple team members.’ 6:46 - 💬 ‘It brings the team together in a hive-mind context. When things haven’t worked out, everybody is chipping in to talk about how we could achieve it in the future.’ 8:36 - 💬 ‘Having your team share their Value-Based Accountability at your weekly company meetings helps them become more realistic about what can be done. VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABO
Thu, January 12, 2023
SYS 103: How to diversify your portfolio by Investing in online businesses - Interview with Michael Bereslavsky, Founder of Domain Magnate
🎙 Steve interviews Michael Bereslavsky, founder of Domain Magnate, a Private Equity firm with a 15-year history of buying, optimizing and selling profitable online businesses. Michael helps sellers exit their businesses quickly and efficiently and allows investors to invest in this new industry of online businesses and revenue websites, with high potential and high returns, through a reputable and experienced firm. Michael also has his podcast, The Domain Magnate Show, through which listeners can learn about this area of investment with guests and experts, providing invaluable insights and extensive experience. In this episode, however, Michael switches roles and becomes the interviewee, with Steve asking him about his aims with Domain Magnate, the potential gains and risks with Domain Magnate, the different kinds of investment opportunities, and the advantage of selling a specific and well-systemized business. KEY TAKEAWAYS 💡 Online Businesses are suitable investments as they can be purchased at approximately three times the company's annual profit, providing a return much greater than similar investment opportunities. 💡 Domain Magnate bypass the need to manage and turn the investment passive for the user, operating and developing the businesses. 💡 Investors can contribute to a Group Fund, a passive investment, perfect for the inexperienced investor, or buy an individual website and be more involved in operations and development. 💡 If the company already has systems and all documentation and tasks are already operating, this will make an acquisition much more attractive to the buyer. The business can swap owners relatively painlessly. 💡 When selling your business, you should ask yourself which areas will not function well in your absence and systemize those areas to reassure a potential buyer of an easy transfer. BEST MOMENTS 3:01 - 💬 ‘It’s hardly a passive investment. If you buy an online business, you still have to manage it, operate it and understand how it all works.’ – Michael 8:17 - 💬 ‘You can sell anything with revenue or profit. If your business is profitable, there is a chance that there are people who would be interested.’ – Michael 12:06 - 💬 ‘If the business is systemized, it genuinely becomes a lot more interesting to potential buyers.’ – Michael 13:59 - 💬 ‘When we acquire content businesses, it’s easy to take over. We know how to do content - that's what we specialize in, so we can take our system and apply that to the business.’ – Michael 20:51 - 💬 ‘One of the things I've learned over the years is the more systems yo
Thu, January 05, 2023
SYS 102: Increase the value and impact of your existing audio content/ Incredible Interview with Alan Brunton, Founder of Cymatrax
🎙 Steve talks to Alan Brunton, the Visionary and Developer of the software platform Cymatrax, which enhances digital audio files to remove frequencies that interfere with the brain’s decision-making function and increases others that improve focus, and energy and reduce stress. It has various applications, including podcasts, music, corporate training, online education, audiobooks, and many others. Cymatrax is already being used in healthcare to treat PTSD and Autism and is aimed at enhancing optimal performance and human potential through target frequencies in audio to achieve a healthier body, mind, spirit and environment. Steve and Alan discuss how the idea for Cymatrax was conceived, the mental and physical effects of unhealthy sound, medical and professional applications for Cymatrax, possible applications for small businesses and how you can try out Cymatrax for yourself. KEY TAKEAWAYS 💡 Alan initially used to be an Opera Singer, so he is no stranger to the subject of sound! He has also opened 33 different restaurants, hosted and produced his cooking show on TV, and has been interested in digital sound since its inception. 💡 After self-testing the theory of frequency difference effect on himself for five years, Alan found his I.Q had increased by ten points. 💡 There are many frequencies available that are better for you than what is currently commonly utilised within digital audio, so Alan created the software Cymatrax to remove the old frequencies and replace them with the new healthier ones. 💡 The Department of Communications Science and Disease at James Madison University, Virginia, has completed a trial that shows the positive nature of Cymatrax Software when used as a daily therapy for PTSD and Autism. 💡 There are applications for this technology amongst small businesses in Corporate Training Audio by reducing white noise, which can decrease concentration and increase tiredness. 💡 Not having optimal use of the brain’s functionality can cause other physical illnesses in the body. 💡 Cymatrax offers access to their filtering software so you can try it out yourself. Go to Cymatrax.com to filter your digital audio to experience the difference. BEST MOMENTS 2:34 - 💬 ‘I knew that something was very, very different with certain music and certain notes and frequencies, but I didn’t start looking at it until 2009 when I saw some reports coming out about the differentiation of the brain's cognitive abilities between concert A at 440hz and 432hz’ – Alan 6:09 - 💬 ‘It took me about a year to find somebody that could write the code for acoustic-based software. It took another three years to get it patented and a couple more years to find a university that was actually into the field of using a sound
Thu, December 29, 2022
SYS 101: How to Get Business Grade Features From Your Task Management App Without Paying Business Rates
🎙 In this episode, Steve will share cost-saving tips when using apps for business use. Most apps have a lower cost level of access, often free, for light users, so the service costs can dramatically increase when more business-level software aspects are required. These costs can all add up, especially as you scale up or utilise a large staff team. Keep your outgoings down by using these tips. KEY TAKEAWAYS 💡 Acquiring access for all your staff members when required can add up to multiple payments of the high-level access packages for all the apps and software. 💡 When you upgrade your account to a business-level account, all the sub-users under your membership are also charged at the business level. 💡 Set up your Task Management app in one domain but add your staff as guests. Create a new domain for this purpose, and you will not be asked to upgrade and pay under this domain. 💡 Having one super user account and all the others under a separate domain name is more secure because by doing so, you can protect that account from possible misuse or misconduct. 💡 A simple redirect of all critical emails from the new domain email address to your regular email can keep you notified of anything happening without logging in and out of two different email accounts. BEST MOMENTS 1:36 - 💬 ‘Often when you upgrade your subscription from a basic level to a premium level, you have to upgrade every single team member, and so it can add tens, if not hundreds of pounds each month to your subscription.’ 4:47 - 💬 ‘I wouldn’t recommend ever sharing your super user account for any critical app. You want to have that control so no one can lock you out or delete the whole account.’ 7:16 - 💬 ‘Get more value out of the apps you're investing in and get more done without breaking the bank in the process.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree
Thu, December 22, 2022
SYS 100: The Hidden Value of Staff Time Tracking
🎙 Following the previous episode on time tracking (Episode #092), Steve refers to real-life examples of tracking staff's time to demonstrate the advantages of doing this and responds to an online troll who was tempted out from under their internet bridge. Far from being a bind to your staff, time tracking is an efficient way of freeing their time from low-value tasks to more exciting and lucrative jobs which make you more money and keep them happier in your employment. KEY TAKEAWAYS 💡 Steve’s new and very first troll on TikTok believed that time tracking was about companies saving money. Apart from the standard trolling swears and insults, Steve agrees! Time tracking is all about saving money, but not quite in the way Mr Troll means. 💡 By tracking individual tasks, you can identify those that take time to complete and remove any work block. This can free up your staff from hours of unnecessary low-value tasks and save time and money. 💡 If you do not track time and have basic timesheets, you will never know where improvements are needed or tasks that could be streamlined along the process. 💡Tracking targets are beneficial, but targets can only be reached with the information that time tracking can provide. BEST MOMENTS 1:42 - 💬 ‘I have saved hours and, therefore, money not only in the wages that I’m paying my staff but also in the opportunity costs of them not doing higher value work because they’re spending too long on tasks that were assigned to them.’ 4:46 - 💬 ‘I’ve saved hours of my staff's working week each week, and I can use that time and apply her brain and skills to another part of the business.’ 07:13 - 💬 ‘Knowing how to increase the efficiency of someone's work, to increase their productivity, to streamline our processes, I believe strongly, that can only happen if you know how long things are taking.’ 7:29 - 💬 ‘Tracking time is also important for workload balance.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing th
Thu, December 15, 2022
SYS 099: Using a Virtual Assistant for Organic Social Media Marketing
🎙 Systemize Your Success is in the top 3% of all podcasts globally. A considerable part of that success comes from having a consistent plan and method for getting content published across different Social Media platforms. In this episode, Steve will detail the systems used and how to effectively utilise a Virtual Assistant to ensure that your Organic Social Media Marketing is as widespread and consistently presented as possible. KEY TAKEAWAYS 💡 Steve produces a podcast recording, and his team creates different types of contents from that video that gets published across all Social Media platforms. 💡 Pick one channel and get that content produced. The rest can all happen organically by creating a system to convert that content to different formats and publish those content to as many other platforms as possible. 💡 Steve used his Perfect Process Pipeline Methodology to map out complex, multi-person, multitask and multi-app processes to delegate and manage the dissemination of the social content efficiently. 💡 All the processes must be fully documented to be actioned by any of your staff. This will allow you to delegate tasks effectively throughout your team in case of any absences or if your staff leaves the company. 💡 Identify a member of your staff who is enthusiastic about social media and wants to learn about the core subjects involved while creating your processes. 💡 Identify some key content creators that you would like to emulate, that perhaps have a similar target audience, and research all their content, including how they promote their content and use their methods to create your own. 💡 Don’t ignore your existing lists and contacts. If you are producing valuable, informative content relevant to your clients and customers, do not hesitate to inform them where and how they can access it. 💡 Place a taster of your content on controlled content outlets like Facebook, Instagram or Twitter, which directs the viewer to your website for full viewing. In this manner, you have access to view counts and analytics that will keep you informed of which marketing is the most effective. 💡 When you want to increase your traffic and are moving into complex areas like Search Engine Optimisation, you can use apps and software such as Yoast or Semrush. Tools such as Storychief or Hootsuite will help you standardise and automate social media publishing. BEST MOMENTS 2:19 - 💬 ‘We've got to this point of having huge amounts of content produced to a very high standard, published across all the channels that I want to, and done entirely without my input.’ 5:20 - 💬 ‘The problem was, I was doing it all. I was the person that was going on to social media and commenting and posting. I didn’t think I could afford for an agency to do that.’ <stron
Thu, December 08, 2022
SYS 098: Business Apps I Can't Live Without: Grammarly Pro
🎙 Grammarly is an app designed to monitor your copywriting as you work and make suggestions to grammar, syntax and structure to make your communications and presentations the best they can be. It works across all platforms, including email, Word and Pages, and Social Media. Steve explains how it works and its advantages to your business. KEY TAKEAWAYS 💡 Grammarly sits on top of all your other apps, software and browsers and watches everything you are writing, making corrective and grammar suggestions as you write. 💡 It will examine your writing and rewrite your message more naturally, often reducing word counts and offering alternative vocabulary. 💡 You can eliminate the need for someone else, in most cases, to read your work. 💡 Grammarly can be used by international staff to produce natural-sounding, consistent English documents and communication. 💡 The Pro version looks for more errors and gives more alternatives than the free version, and Steve suggests you try it. BEST MOMENTS 1:10 - 💬 ‘I suffer from dyslexia, so I have a keen interest in finding good apps that help me with my spelling and grammar because it’s not something that I find easy. It’s not something that comes naturally to me. However, that doesn’t mean that tools like Grammarly aren’t useful for everybody.’ 4:01 - 💬 ‘Using Grammarly Pro - It's a bit like having a really good proofreader watching over your shoulders!’ 7:16 - 💬 ‘When hiring new people, we want people who can write good English. Grammarly allows you to look at a piece of writing and gives it a score of 100.’ VALUABLE RESOURCES Website: www.SystemizeYourSuccess.com Facebook Group: Facebook.com/groups/systemsandoutsourcing/ LinkedIn: LinkedIn.com/company/systemsandoutsourcing/ Instagram: Instagram.com/systems_and_outsourcing/ YouTube: YouTube.com/@drsteveday42 ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his tea
Thu, December 01, 2022
SYS 097: Transform Your Company's Internal Communication and Collaboration
🎙With text messages, emails, and social media or instant messaging, communication within a company can quickly become complicated and confusing, with decentralised conversations resulting in missed information and time-consuming trawls through apps to keep up with ongoing interactions. Steve is here to show you his method of keeping things simple and easy to follow. KEY TAKEAWAYS 💡 Have a standardised, central place to delegate tasks. In this manner, you can communicate about the task within the task manager app. 💡 Steve uses Asana, designed as an online Task Manager and Workflow tool to allow you to delegate tasks from the repetitive to the one-off project. 💡 Create a staff policy to ensure all communication regarding a specific task should be done in the comment section of the task itself within the Task Manager. This way, you will avoid conversing about that task over different messaging apps. 💡 The advantages of this centralised approach are avoiding long searches through multiple messaging apps for data regarding the task and future access to a comprehensive audit trail regarding the task for problem-solving. 💡 Instant Messaging Apps can still be utilised to inform your staff that a new comment has been added or an update has been made on the task. This is done by getting the task link and sending it through an Instant Messaging App. 💡 Traditional communication methods contain distractions. You avoid this with the specific nature of Task Managers. 💡 Slack is a communication app designed for businesses with specific organised spaces for people to discuss work without distraction or disruption. It allows for easy cross-departmental communication regarding a project and includes comprehensive integration with other apps and software to centralise tasks and discussions. BEST MOMENTS 1:22 - 💬 ‘We’d have a nightmare managing people's workloads. What are they working on now? How do I prioritise task A over task C without confusing the person over task B or giving feedback? It was just a total mess.’ 3:07 - 💬 ‘People like using email. They like using instant messaging apps. They’re used to it, and it’s convenient for them. And that's why you need a policy to force people back into the Task Manager to make this work.’ 8:54 - 💬 ‘If you remove people from going in their inboxes regularly to check up on conversations, it removes people from getting distracted by other stuff. Effective communication between your team should happen away from all distractions.’ 11:20 - 💬 ‘Slack is a stand-alone business app, away from any social media and away from any distractions. It allows you to have group conversations and collaborate effectively. One key feature is that if you add someone to a chann
Thu, November 24, 2022
SYS 096: Building a Better Brand to Connect with Your Ideal Clients – with Jane Bayler, The Smart Connector
🎙 Jane Bayler is a brand and business growth expert. Her Company empowers consultants and experts to stand out for their difference and create relevant, exciting offers. With a 20-year global brand marketing and media history, she grew London's brand identity business from £1m to £6m, quadrupling profits and selling to a US communications group. Jane is a breast cancer survivor. She is passionate about connection - transforming purpose into passion, creating relevant, engaging offers and attracting a high calibre following who make her clients their #1 choice - whilst repelling tyre kickers, time wasters and those who are the wrong fit. Steve and Jane chat about marketing and the application of systems in the online environment, Jane's ‘Messaging Waterfall System’ and how it generates leads and the importance of an online presence on social media. They also talked about how online media is an essential touch point for clients, connections and support in life and business and the complexity of marketing. KEY TAKEAWAYS 💡 In the online environment, you need to show your audience the value you can provide to drive them into your business. 💡 Funnels are offerings such as YouTube videos, podcasts, reports or articles that identify the interested party as a potential client and then target them with custom email sequences and text reminders related to the content to gain their business. 💡 Without a presence on social media in the modern digital age, it is quite possible you will become invisible. Present yourself in a way that your clients immediately know your expertise and services are for them. 💡 Connections are essential for business and life. No one person can be everything and fulfil another person's needs. A rich network of connections and support of different types and interests is essential. 💡 Marketing is incredibly complex. Keeping track of changes in technology and culture in marketing is a full-time job, so the funnel products that Jane offers to gather clients are beyond the abilities of the layman to set up. BEST MOMENTS 2:06 - 💬 ’It doesn’t matter where you’re at; we could all do more with better clients. Clients that appreciate us for the value that we can give them, and we do what we’re good at, and it just seems to resonate with them, and they get great value from us just being who we are.’ - Steve 4:18 - 💬 ‘That is the whole purpose of having online assets like podcasts or funnels because it brings people into your world and it educates them about the possibilities of working with you.’ - Jane 11:11 - 💬 ‘People consume content in different ways, and they’re obviously in different places at different times. So the whole point of this particular funnel, which
Thu, November 17, 2022
SYS 095: Why do you need a Virtual Private Network (VPN)?
🎙Steve explains Virtual Private Networks and how they can prevent you from getting banned on Facebook. They are apps or software on your browser that tricks the internet into thinking you are located somewhere you are not. The advantages of this, aside from keeping your location secret, are numerous. KEY TAKEAWAYS 💡VPNs encrypt all the data that you send from your device. This is an extra layer of security in countries where a standard level of security is unavailable. 💡Facebook detects your location and flags up a security alert if you try to log in from two countries at the same time or even within a close timeframe. 💡 When you need to delegate access to your Facebook to your staff, using a Virtual Private Network (VPN) will trick the social media platform into thinking that they're in the same location as you when they log in. 💡If your staff ever need to use an Internet café, a VPN is a security essential. 💡NordVPN and TunnelBear are two recommended apps that Steve uses. BEST MOMENTS 2:15 - 💬 ‘You can get yourself inadvertently banned or locked out from Facebook whenever someone tries to log in from another country.’ 2:59 - 💬 ‘The Virtual Private Network can add a layer of security. It could encrypt all of the information sent to and from someone's computer, and therefore, it stops people from being able to hack into your computer and maybe steal your passwords.’ 7:31 - 💬 ‘Speed is the only negative side I can think of with using a Virtual Private Network because it throttles the speed of connecting to the internet..and therefore, we use them selectively.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: YouTube.com/DrSteveDay ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don’t know ho
Thu, November 10, 2022
SYS 094: Options, Freedom, Mental Health And Happiness - Interview With Sebastian Schaffer
🎙This episodes guest is Sebastian Schaffer, founder of Dofollow.io , a company helping Business to Business companies build links on the most desired publications in the world. They build links that not everyone can acquire and which pass through an editorial process to help create long-term measurable growth. With a demonstrated history of working in the marketing and software development industry, Sebastian has developed strong business development professional skills in Link Building, Search Engine Optimization (SEO), Content Marketing, No-Code Tools, Managing Remote Teams and Digital Marketing. Like Steve, Sebastian has a love for all things Automation and Remote Team Working and this facilitates a lively discussion on the actual fundamental reasons behind Systemization for the business owner and what it offers in terms of leadership, values, freedom, choice, improved mental health and, of course, happiness. KEY TAKEAWAYS 💡Through his early experience with startups Sebastian became skilled in systems, structuring and scaling a company which facilitated him becoming an entrepreneur. 💡Systemization allows for ‘optionality’ rather than ‘freedom.’ It allows you to have commitment but be able to change your focus, values and function as they alter naturally through life. 💡The awareness of mental health within your company that comes from self awareness is more accessible if you have time to broaden your interests using Systemization. It allows you to become a better, more supportive, focused leader. 💡It helps to be aware that not everyone appreciates a loose, expansive area of responsibility that can allow changes of interests. Some employees prefer a strict, prescribed structure that provides them with rigid boundaries and clear guidelines to work within. Bear this in mind when hiring people for specific positions. 💡Therapy for Mindset and Systems Coaching is priceless support for running a business. Find your support tool, be it Counselling, Coaching or Literature to help you. Self awareness is key. 💡 Sometimes you just need somebody who knows about your business but is not invested in it to provide an external opinion on something you need advice over. Having a confidante who is also in business and can empathise with the situation can be incredibly useful and can be a valued alternative to paid for support. BEST MOMENTS 02:29 - 💬 ‘I had very normal jobs, I grew up in a very normal family. No one was an entrepreneur, I didn’t sell lemonade when I was young. I worked the first 8 to 10 years in startups here in Germany and enjoyed it quite a bit.’ – Sebastian 6:34 - 💬 ‘One of the things I talk about is freeing yourself from the day to day grind and creating time and headspace in your business, and that’s why I’m a massive believer in systems and g
Thu, November 03, 2022
SYS 093: How To Use Small Business Apps The Smart Way To Reduce Operational Costs
🎙 If you are in business, you will most likely have several apps you use for your daily operation. With the proliferation of functional business apps on the market, paying for all the ones you need for your staff can become complicated and expensive. Steve explains how to get the best out of your business apps to get all the features you need to make your operation run smoothly without ending up paying a fortune for individual licences for each staff member. KEY TAKEAWAYS 💡 One of the main problems is understanding the difference between email versus logins. 💡Provide your staff with a free email address (Gmail, Hotmail etc.), which you can then use to set up all software accounts. 💡 Set up one customer contact email for your business, and you can share the login credentials via LastPass so that all your staff can communicate with customers as required. If necessary, you can also create an alias for each staff member. 💡You can also share the login credentials with your staff via LastPass for non-mission critical apps. This saves on multiple licences. 💡Use a 'super user' account for your purposes with an admin licence for operations delegation and one more licence for all your staff with access that are only limited to the tasks delegated to them. This protects you from possible malicious access in the future. BEST MOMENTS 3:44 - 💬 You can still give people access to the apps but not pay for them. And that’s simply by not using 'domain name' email addresses.’ 11:57 - 💬 ‘Using LastPass, you can share access to multiple people but never share your login to any of your mission-critical apps because if somebody went rogue, it could be devastating to your business.’ 16:04 - 💬 ‘Doing this and being clever and savvy about it will keep your cost down but give you a better functionality.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: YouTube.com/DrSteveDay ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and r
Wed, October 26, 2022
SYS 092: Staff Time Tracking - The Good, The Bad and The...
🎙Is time tracking the right thing to do with your staff? Regardless of whether they are remote or local, what approach should be taken, if at all? Should you be tracking clicks, time, shifts or projects? Steve has tried a number of approaches to this problem and this episode will share with you his experience and successful solutions. KEY TAKEAWAYS 💡Many feel that tracking a staff members time can result in a loss of trust and that the finished project and result is more important that counting hours worked. 💡If someone has a mixed job which requires them to shift roles often or perhaps even daily, tracking their time is going to be difficult. Non repetitive workload can be difficult to quantify. Also, tracking time means more work for you and extra software costs on top of your systems. 💡However, if you have good staff that are efficient they will not mind being tracked as they will want you to be aware of the amount of work they produce over the time allotted. This will only be of concern for those that feel they are not reaching the standard you require. Evidence to identify these people is to great advantage. 💡What you measure you can improve. With the data gathered you will be able to identify work blocks, misunderstandings or too heavy a workload. This is a way you can identify time consuming tasks to possibly automate or streamline. 💡If you ask your staff to keep a task board with all their regular tasks on it and keep you informed of how long it takes, you will have a good idea of their capacity and and spare time they have for extra work or projects. 💡When someone is absent a good record of their tasks and how long they can potentially take is essential for redistributing their work. 💡New staff can be assessed much more quickly with expected task times available to measure their progress. 💡You can install software to take screenshots of your employees working so you can keep track, or with sites like Upwork, actual key strokes can be recorded. Apps like Toggle and Harvest allow a clock in, clock out type arrangement. Asana, for instance, allows you to link directly to tasks and adds it into the staff's timesheets. 💡You could use a spreadsheet arrangement on which people log their tasks, start and finish, and then they can add notes on any problems they encountered. Most apps do not include a simple method for this and for troubleshooting this is a helpful factor. BEST MOMENTS 1:56 - 💬 ‘There is a belief about not tracking people's time because you don’t want to lose a lot of trust.’ 8.04 - 💬 ‘Our staff all have task boards and on their task boards is all their recurring work, whether its daily work, weekly, monthly or periodic. We ask them to, every month, have a look at the time it took them to complete all their tasks over the past month.’ 12:32 - </em
Wed, October 19, 2022
SYS 091: Behind the Scenes - Live Recording of Us Using That 'Simple Meeting Hack'
🎙 Following on from the last episode in which Steve informed you how to create a bonded, united remote team that cares about each other and your company’s values with a simple meeting hack, in this episode, he will share the actual meeting itself. With this behind-the-scenes episode, you can see the evidence of how applying simple changes to your weekly meeting can improve communication, relationships and function of your team while ensuring all are pulling towards the same shared goal. KEY TAKEAWAYS 💡 This episode was recorded live and is the actual meeting that changed the dynamic of Steve’s team and improved their relationship with each other. 💡 The meeting started with a review of company values. Then, Steve asked his team to share any instances where they believed anyone, including themselves, displayed any of their company values. 💡Sharing their thoughts about how their team members displayed their company values allows them to focus on their teamwork and express gratitude for the support shown towards each other. BEST MOMENTS 0:50 - 💬 ‘This was one of those moments in my business career that I will remember forever. It showed me that it is not only possible but can be absolutely nailed. You can grow a team remotely and a team that cares about each other, wants to help, wants to collaborate and work better together.’ – Steve 5:51 - 💬 ‘And kudos to you, Steve, for allowing us the freedom and the space to find our feet when you were not here. You weren’t a helicopter boss and weren’t looking over our shoulders.’ - VA 09:27- 💬 ‘You’ve just got to accept that the learning process is about making hundreds, if not thousands of mistakes.’ – Steve 09:35- 💬 ‘They're not mistakes. They're just things we tried that didn’t work.’ – Steve VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: YouTube.com/DrSteveDay ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remo
Wed, October 19, 2022
SYS 090: A Simple Meeting Hack That Insanely Improves Teamwork and Morale (and Profits!)
🎙In this episode, Steve explains how to dramatically increase your morale, teamwork and collaboration amongst your staff, even if you never actually meet each other, other than virtually. This simple hack will ensure that you are all focused on the common goal you work towards as a business and thus increase your productivity and profits. KEY TAKEAWAYS 💡A daily meeting can increase communication on ongoing tasks and updating but offers no time or opportunity for social interactions that can cause closeness within the team. 💡Steve has introduced a new plan for his company's weekly meeting to look at the company's mission and the company values so that people can refresh in their minds what it is that binds the group together, the shared values and goals. 💡People are then asked to share occurrences that they have experienced that exemplify and demonstrate the company values. This shows appreciation and a shared positive experience. 💡If your staff display your values, that will lead to your business being more successful and profitable. BEST MOMENTS 1:10 - 💬 ‘It was just remarkable. It was such an incredible experience that I wanted to dedicate a whole episode to this and share why that meeting was so important to me.’ 6:56 - 💬 ‘Now the emphasis of our company meeting is looking at our company's mission and reading it out.’ 10:38 - 💬 ‘It became the most positive uplifting experience where, as the business owner, I got to hear what other people thought of each other in the business positively.’ 18:43 - 💬 ‘The fact that you are sharing positive things about how people are behaving will reinforce those behaviours, and they will do more of them.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: YouTube.com/DrSteveDay ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business
Wed, October 12, 2022
SYS 089: Team Management: How To Handle Staff That Aren't Doing Their Job
🎙 When a staff member is not doing their job properly, how do we fix the problem without undermining trust in the team and pointing fingers while achieving the desired result of the work being completed in the way you intend? Steve takes an in-depth look at this common problem and explains his company's steps to rectify the situation. KEY TAKEAWAYS 💡 You need to standardise procedures across your business so the expectations of your clients are met consistently. One way to address staff you feel are not doing their job right is to document the process by creating an Operations Manual. 💡Blame and ask yourself first, what could I have done to prevent this scenario from occurring? How could the system have been improved to create a higher probability of correctly completing the task? 💡If you can identify the expert in your team to do a specific task, have them create the system so everybody in your team can emulate their behaviour. 💡To complete a comprehensive Operations Manual, use the DIDACT system. It denotes everything an OM has to contain to delegate effectively. DIDACT stands for Description, Inputs, Deliverables, Access, Checks, and Time. 💡Make sure when you describe the task, indicate why it is being done and the consequences for the success or failure of the task. Clarifying the importance of the task will motivate your staff to prioritise it correctly. 💡When specifying a deliverable, try to pick one that demonstrates that the staff member has completed the task successfully. 💡Specify the things that need to be checked to avoid mistakes and ensure the task is done successfully. A checklist can make standardisation more explicit. 💡Increase your staff's ownership by making them responsible for flagging future problems when doing the task. 💡Hold a monthly meeting for your team to share any problems or processes they feel need improving to create a cycle of constant improvement. BEST MOMENTS 1:57 - 💬 ‘You need to understand that you must standardise how stuff is done across every team member so that your client's expectations are consistently met.’ 4:49 - 💬 ‘Instead of pointing the finger at the person, think about "what else they could have had in their arsenal of tools?", "what guidance could they have had?" or "how could the system be improved?" to mean that there was a higher chance of this being done right.’ 28:10 - 💬 You've decided that your business will be run in a standardised and systemised way. Still, if your team isn't on board with that and refuses to adhere to your created guidelines, they are a rogue in your business and a liability.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: <a href="http://www.systemizeyoursuccess.
Wed, October 05, 2022
SYS 088: The 3 Biggest Outsourcing Mistakes I Made - And How You Can Avoid Them
🎙 Steve explains three mistakes he made when he started outsourcing and how they cost him dearly in money, time and opportunities. Listen in as he explains how to avoid these pitfalls, from expensive staff to costly software. KEY TAKEAWAYS 💡 Never assume that it is quicker and easier to complete tasks yourself. As a business owner, your time is incredibly valuable, and you are your business’ best employee. 💡 Delegate your low-value tasks to people in your organisation, and dedicate your time to high-earning critical tasks which require your expertise. 💡Be careful not to pay too much to delegate your tasks, especially at a startup phase when every penny counts. 💡Lower the bar to entry in a way that you’re not lowering the quality and efficiency of the work that’s being done, so you do not need to hire an expensive professional. Do this by creating operations systems that train new staff and maintain the standards. 💡Do not overcomplicate your operations and systems. Be sure not to spend on expensive apps and software that you don’t need. 💡Minimise your requirement for extra staff by thoroughly studying your systems and only spending on apps essential to your operation. BEST MOMENTS 1:10 - 💬 ‘You have to understand that your time is valuable, you are your business’s best employee and every minute you waste doing the wrong things is time you could have spent doing the right things to make your business a flying success.’ 3:36 - 💬 ‘Paying someone to do your lower value, entry-level work will make you money.’ 5:32 - 💬 ‘What if there’s a way that you can increase the efficiency, increase the quality, increase the speed but keep the costs the same or even reduce them?’ 12:15 - 💬 ‘I decided I was going to focus on how to get my work done to a high standard consistently without my involvement and without using any unnecessary app. And literally, overnight, we went from losing thousands of pounds each month in the business to having a profitable business.’ 13:02 - 💬 ‘We cut down my staff from 14 at the time to 4 just because of this big move of simplification, getting rid of the noise, getting rid of the complicated apps and expensive apps.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing Instagram: Instagram.com/SystemsAndOutsourcing YouTu
Wed, September 28, 2022
SYS 087: How Systems Increase the ROI of Your Star Employees
🎙 Do you live in fear of key staff leaving the organisation or feel you cannot promote the best people due to the void they will leave in the main volume of your core work? It could be that the business you created to give you the lifestyle you truly deserve may actually be keeping you trapped. In this episode, Steve will explain how to get more out of your existing team and find and promote the best employees to amplify the great work being done. KEY TAKEAWAYS 💡 Like an orchestra tied together by sheet music and a conductor, your business functions on your organisation’s systems and guidance. With these working in harmony, you all can produce your best work. 💡 Look for the best people or the best characteristics of your people within your organisation to document their jobs and functions. You are effectively getting them to write the music for your orchestra. 💡 Create a standard on which you can rely to deliver a consistent outcome, regardless of which staff member is dealing with, whether for a client, any task or even with communication. Always have your best practices documented. 💡 Before promoting someone, ensure they can delegate their jobs effectively to others without you having to train them. You can then replicate the systems that have been efficient and leave them in place, leaving no work void. 💡 If you have a small staff and are just starting with documentation, keep it simple. Documentation, video capture and task management apps are a good start. Record, pass on systems, and keep track of them. BEST MOMENTS 04:12 - 💬 ‘Most small businesses are actually being used like an orchestra without any music whatsoever. So what we need to do is to figure out how actually to change that.’ 05:10 - 💬 ‘Yes, you want to get somewhere new, you want to progress further and quicker and faster and all the rest of it. But we’ve got a baseline; that is your business right now.’ 08:35 - 💬 ‘You may find people to document and create systems for everything, and they do. You realise these key people are absolutely amazing at what they do. They just get it. You then go and promote them to the systems lead or the systems architect.’ 12:27 - 💬 ‘If you get stuck into the improvement stage too early, then you waste all your time on improving one process, at the cost of everything else not being systemised.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: <a hr
Wed, September 21, 2022
SYS 086: How To Avoid Wasting Time And Money On Courses Or Coaching Programs
🎙 Steve has spent well over £100,000 on courses, training and books and has been running his courses for over six years. During all that time, he has learnt a few lessons, which he will share with you in this episode. Set up this systemised approach to getting the most out of the money spent on courses, books and coaching programs. KEY TAKEAWAYS 💡 Being able to make the most out of courses, coaching and training require a mindset shift. You have to realise that it does not mean that you have to implement the changes in your business. 💡 Training is often seen as a cost when it should be perceived as an investment. If you source the right motivated staff at the outset, that investment is a permanent asset to your team member. 💡 Business is too broad and too wide for you to have knowledge and skill at everything. You cannot implement all your learning personally. Pass the resources to your team and let them implement the knowledge in your business. 💡 It is almost impossible to condense a whole learning volume to a two-hour meeting. You need to provide context and background and allow them to access the material. Explain your vision clearly to support its implementation. Explain the context and reason behind given tasks. 💡 Keep records of links to resources, materials, videos and articles your staff use while learning, so you then have a record of reapplying when the learning needs to be repeated or refreshed. 💡 If you want your staff to train up, remove work from them, so they have time to prioritise and complete the course of learning. 💡 Split the learning into smaller sections that still offer value when individually completed so that if the course gets interrupted, you still have gained from those individual parts. Check-in with your staff at the end of each section to keep on top of any problems or changes with a debrief. 💡 Implement the course outcomes as you go through and set up relevant KPIs to monitor the value of these systems to your business. It would be best if you had lead indicators to assure the implementation of the system and lag indicators to prove the value and quality of the new system. 💡 Your newly trained expert should now be in a position at the end of learning and implementation to delegate this work effectively using their documentation and operation manuals. 💡 Always get lifetime access to the course and its materials to maximise your investment. The ability to return to access training for new staff is essential. Try to get online training courses with coaching and support. 💡 Don't skip the course onboarding because they can assure you that you are getting the maximum benefit from the learning. Choose courses with exams and quizzes so you can track your people's progress. BEST MOMENTS 3:33 - 💬 'I learnt what makes a great course to invest in and the key
Wed, September 14, 2022
SYS 085: Small Business Owner: How To Free Your Time By Relying On Systems And Not People
🎙 Steve explains how relying on people can sometimes become a pitfall that slows down your business. By recounting his own early experiences with delegating and the failures of doing so, Steve illustrates how systems can be much more efficient and freeing when used efficiently. KEY TAKEAWAYS 💡 Steve did not ask his first assistant to document everything she did while she was working. So when she left, Steve was back to square one, doing all the tasks himself. 💡 Get your staff to document each task they're doing so that you can easily delegate the task to someone else when you promote them or when they leave, or if they go on holiday.💡 Documenting and creating a system will help reduce the cost of hiring, onboarding and training new staff. BEST MOMENTS 3:32 - 💬 'When we had the next person in, I wasn't left trying to train that person up. The systems we created allowed us to get that person up to speed in record time.' 6:42 - 💬 'It's a brilliant way of lowering the barter entry, of getting non-experienced staff to come in and do a high-level work without formal training or having years of experience so you can reduce the cost significantly.' VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: YouTube.com/DrSteveDay ABOUT THE HOST Steve used to be a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don’t know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.
Wed, September 07, 2022
SYS 084: Small Business Security : How To Safely Share Logins With Your Team
In this episode, Steve will explain how to share access with your team as affordably and safely as possible, how to avoid the risks of using software like LastPass, and how to ensure you stay within the General Data Protection Regulation as you do so. KEY TAKEAWAYS LastPass is software that allows you to share access with multiple people without sharing a password over the internet, and they also help you organise your access sharing. With multiple software access requirements for one task, apps like LastPass allow you to share access with multiple apps to multiple people grouped into teams. Once added to a team, that staff member has instant access to all the password-protected resources needed to complete their job. Remember that the ‘view password’ reveal function on most login forms allows your staff to see the actual password despite the software circumvention. You still have to change passwords when people leave your groupings. There are cases where LastPass is not a good idea. High data sensitivity is one as GDPR, depending on your operating country, requires you to have traceability in case of any data breaches. If you combine it with a VPN which will make your team appear in the exact access location as you are, you will only have to purchase one license using LastPass for each app or software that you use. For anything with sensitive data, you can add individual users. Business grade apps have a number of users you can add with different access levels. You have to pay for some, so bear this in mind and never share your access to super user accounts. BEST MOMENTS ‘This is really good for you if you are just getting started with a team, or you’re still using things like post-it notes to share passwords with your team, or if you are emailing or texting a password openly over the internet, and obviously there are security concerns about that.’ ‘It minimises the number of user licenses you need to buy for some of your apps.’ ‘LastPass is great for things where you want your staff to log in as you. You actually want to give them access to your user account, so the main account.’ ‘Anything generic that doesn’t give the person access to do anything really bad, that’s the kind of things we share via LastPass.’ VALUABLE RESOURCES Facebook: Facebook.com/SystemsAndOutsourcing/ Website: <a href="https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsystemsandoutsourcing.com%2Fpodcast%2F&data=05%7C01%7C%7C1de3dc21be8040a3fc0308da70779cde%7C84df9e7fe9f640afb435aaaaaaaaaaaa%7C1%7C0%7C637945956271244068%7CUnkn
Wed, August 31, 2022
SYS 083: How This Simple Mindset-Shift Brings Your Small Business to The Next Level.
Steve explains how to automate your systems creation. He will expand on the points you need to focus on to achieve this and how you can make systems improvement a habitual and automatic task in your organisation. This will involve a mindset shift on your part and the development of culture within your team of continuous development and improvement. KEY TAKEAWAYS Identify which systems require your team’s attention. Think about what isn’t working in your business right now. Where are the bottlenecks? What is taking too much of your focus? Change your mindset and also that of your staff. Stagnant systems create workforces that are afraid of change. People are often fearful of disruption and offer resistance. Improvement and development shouldn’t ever stop. It should be an accepted and constant process within your business and value systems. Congratulate all attempts to systemise, even failed ones, to encourage the culture of constant improvement. Apply this method even if you dislike systemisation and technology, and learn to see the value in the process and results. You don’t have to be the one carrying out the implementation. You have to be the one who can see the value in it. If you start early with a small business, you will have these systems in place that will allow you to scale up and run when you do. You can expect happier staff invested emotionally and valued in your business, less burnout and pressure, increased profits, and more time for passion projects and favoured tasks if you consistently apply all these principles. BEST MOMENTS ‘You can spend hours, days, weeks or whatever just basically putting too much time and effort into the wrong parts of your business. Maybe it’s part of the business you really enjoy. Maybe it’s the parts of the business you do every day, and you think this would be so nice if it were nicely polished and systemised.’ ‘It’s about creating your operations manuals and all the other bits that fit together to make it happen without your involvement. Suppose you have stagnant systems in your business, things that aren’t being developed or just sitting there, not actually being looked at. In that case, those stagnant systems can really drag your business back.’ ‘We have a monthly task about people identifying tasks they are currently working on for them to say, look, this could be done better.’ ‘You need to realise that it doesn’t need to be you that does all this stuff. You’re the person that values it. You value the result you’re going to get from having systems. That’s your role in this.’ VALUABLE RESOURCES Facebook: Facebook.com/SystemsAndOutsourcing/
Wed, August 24, 2022
SYS 082: SOP’s For Small Business : 21 Compelling Reasons Why You Need Standard Operating Procedures
Steve details the 21 benefits of having an Operations Manual in your business. Standard Operating Procedures are key to systemisation and are your method to more freedom and flexibility. Even if you have an Operations Manual already, check out this episode to see if there is any way you can improve it to gain all the benefits Steve outlines. KEY TAKEAWAYS With SOPs in place, you will retain staff by reducing their stress, reduce reliance on key individuals, simplify handover of procedures on personnel change, maintain quality and knowledge on staff absence or loss, increase consistency in quality, be able to take on less trained or experienced staff and employ internationally, and empower staff to work independently. By standardising the Operations Manual, you can direct your staff to detail their procedures in a certain format so you can achieve consistency in your documentation. You will be able to delegate quickly and effectively, be free from repeated staff enquiries, have more time for important tasks or leisure, enabling iterative improvement, scale up by easily delegating or employing more staff, reduce onboarding time and decrease training costs. Standardisation allows you to reliably meet your clients' expectations, reduces errors with checklists, increases creativity by simplifying mundane tasks and will increase the value of your business to a potential buyer or inheritor. EPISODE RESOURCE To access the SYS PROCESS to create the ideal Operations Manual, click the link below; Https://bit.ly/sys-006 BEST MOMENTS ‘Staff get stressed when they don’t know what they need to do. They procrastinate, and stuff takes longer because they have to try and figure too much stuff out. They end up not hitting their targets and feeling undervalued because they’re not performing at their best.’ ‘The vast majority of the questions that I ever get asked have been asked. Because I’ve got an Operation Manual, I’ve been able to capture that question and the answer I’d given in the Operation Manual, and it will never be asked again.’ ‘Once you’ve got stuff documented, you can get other people to do more of it. If you’ve got one area of your business that you realise is a bottleneck, get it documented and then put more resources on it.’ ‘As somebody goes, that knowledge, you just see it walking out the door. Everything that is in that person's head I’ve paid for them to get.’ ‘The Operations Manual would be doing the training for you, and that is massive in terms of reducing the opportunity cost of having to train somebody one to one.’ VALUABLE RESOURCES Facebook: <a
Wed, August 17, 2022
SYS 081: Behind The Scenes – Did My Team Cope Without Me?
Get the inside story on Steve’s debrief with his team after his seven-day absence from his company. He details what worked and what didn’t, what’s changed as a result of his being away, and what changes will be made in the future. You can use the lessons from this meeting to apply to your business, avoid some of the pitfalls, and learn some of the lessons his team discovered during his absence. KEY TAKEAWAYS The fact that things did not go particularly well has resulted in some significant improvements, better communication and cooperation in the team and a better understanding of each other’s roles. As a result of the last-minute enquiry, changes have been made to the call booking process, the link itself and a new suitability questionnaire. As a result, a mistake was made, which caused a staff member to become unsure. One thing that has become clear is that having a boss in situ and having someone to consult makes a huge difference to the team’s stress levels. Bringing up a task that is overrunning in a daily meeting is a good opportunity to look at the task and fix the problem quickly. When meeting over a member’s high workload, the team offered to take daily tasks off them to decrease their hours worked and correctly prioritize the jobs. A ‘stand up’ meeting is named to denote the brevity of the meeting. The team undertook this meeting in Steve’s absence, so clearly, they understand its importance and benefits. BEST MOMENTS ‘It’s very hard to make people believe that when they make mistakes, good things happen, and sometimes they just have to see a proof before they really believe it.’ ‘The first few days were a bit all over the place. We had one of my team members stressing about the deadline for a bunch of slides, and then it actually worked out she was doing them in far too much detail and far too high quality to what was actually needed.’ ‘If you know you finish a task in ten minutes and the estimation was four hours, then perhaps that’s worth flagging up as well.’ ‘By that person opening up, sharing that they were struggling with prioritizing their work and that they didn’t have enough hours in the day even at ten-hour shifts. Could people possibly help her out? And by doing that, everybody chipped in, bringing the team together massively. The feeling in today’s meeting was just fantastic.’ ‘I stand by this; I think it’s one of the most effective meetings you can do, especially if you’re a small team and you don’t feel like doing a whole big team meeting.’ VALUABLE RESOURCES Facebook: Facebook.com/SystemsAndOuts
Wed, August 10, 2022
SYS 080: What Tasks Can You Outsource in Your Property Business? Interview With Asset Living CEO, Andy Gaught
Steve interviews Andy Gaught, a property investor, mentor and coach who has been running his own property investment business, Asset Living, for the past seven years. Andy has been interested in technology from an early age, from upgrading computers in his teenage years to studying mechanical engineering at Southampton University. In 2014, after a couple of years working for TV post-production companies, he joined the 2-year Sky TV technology graduate programme. Then, he became a project manager for Sky’s online TV services, Sky Go and Now TV, where he was responsible for delivering technology change projects. He is now a full-time property investor with a portfolio of single lets and HMOs across the South. He continues to invest in high-quality rental accommodation. KEY TAKEAWAYS Andy has built a portfolio and outsourced and systemized his business Asset Living for the past seven years. Outsourcing and systemizing can improve speed and efficiency and reduce errors. Once you’ve captured and documented a task, you are then free to improve its process. It doesn’t have to be complicated to make significant differences. It can be small systems where you store or save files or a simple checklist. Systemizing and outsourcing repeated tasks frees up your creativity. When sourcing Virtual Assistants, be very clear and specific about the role you are offering. Don’t rush the process of finding a VA. Make sure you get the right person the first time. Be wary of app recommendations because people have different tastes in what they like to use, and what suits them may not appeal to you. BEST MOMENTS ‘By using technology or other people, it frees up your time, it enables you to scale, it enables you to do so much more in your business.’ – Andy ‘It doesn’t matter how complex the stuff gets, the simplicity of just noting down “this is what I am doing today”. Because it’s just the act of documenting the thing that I’m doing, the steps involved.’ – Steve ‘It was simply a checklist, my first system. This is what I do once a year, so I don’t forget to do anything important.’ – Steve ‘People may sometimes think that systems are restrictive or that they prevent creativity but by having systems in place it, then gives you structure and you can be more creative and have more inspiration than other times.’ – Andy ‘I think also, don’t rush into it. You want it to be a long-term relationship, and it’s such a painful process and time-consuming process to find people, you don’t want to onboard them, spend a couple of weeks and realize that it’s not right.’ – Andy ‘Seek out help so
Wed, August 03, 2022
SYS 079: Marketing Essentials For Small Businesses. Interview With David Kyle From FitPro Lead Generation
Steve talks to David Kyle, the FitPro Lead Generation Specialist. Through his experience as a fitness instructor and gym owner David has set up FitPro Lead Generation to help other fitness instructors and fitness based businesses stream line and expand their marketing to reach more clients. Steve and David chat about Marketing, business growth, generating leads and the fitness industry. KEY TAKEAWAYS David's experience as a gym owner makes him an expert on marketing for fitness instructors and gym owners through his own successfully applied methods. Be unique in what you do and differentiate yourself from your competitors so you can offer, and charge, more. When posting a Facebook ad, your headline is the most important thing. You have to stop them from scrolling. Perfect your headline and chosen image. Introduce people to your business with free appointments or offers so then you have completed the main task, making them aware of who you are and what you do. As your business grows, be confident enough to hand off the responsibilities you initially gathered from startup to others. If you don’t like or are not confident in a certain area, be confident that you can hand that task to someone who is proficient and actually enjoys that task. Do not underestimate how efficient video is for training people in systems. The written word can be read subjectively but a video demonstration is the closest thing to being in the room with someone as they train. The flow of information and comprehension is much faster. BEST MOMENTS ‘I learn mistakes here before I then tell the world about what not to do and what to do at the same time.’ – David ‘That’s the thing with marketing you just have to be turning up in all these just slightly different places so people start joining the dots.’ - David ‘Give us your top tips. If we were just to have a go ourselves what are the top tips you could give for having a punt on Facebook?’ – Steve ‘The hook is so important with the ad copy talking to a specific audience you then need the hook as well.’ – David ‘Nobody that you are going to take on is going to do it as well as you can.’ – David ‘Money isn’t really one of those motivating things I thought back in the day when I was at school that money is everything. As long as you enjoy life.’ - David GUEST RESOURCES FitPro Lead Generation Website ► https://www.fitproleadgen.com Social Media ► https://www.facebook.com/fitproleadgen or https://www
Thu, July 28, 2022
SYS 078: When is the Right Time to Hire a Virtual Assistant?
Steve has worked with hundreds of businesses of different sizes and types over the years and has concluded that NOW is the right time to hire a Virtual Assistant no matter what stage you are currently at. In this episode he explains how the first step into investing into a Virtual Assistant can set any business on the path to increased productivity and profit. KEY TAKEAWAYS There is an incredible abundance of talented and dedicated VA’s internationally waiting to be hired by you that will be great, motivated and supportive members of your team. The lifestyle difference you get from having someone to delegate to, can exponentially increase your free time by allowing you opportunity to further problem solve and systemise within your business. The barrier to taking the step to employing a VA is simply not knowing how to do it, but be prepared to make mistakes on your way. Use resources like Systemize Your Success to avoid many of the pitfalls. Use Upwork or Fiver to hire VA’s by advertising your task singly and often coded tasks can be done for you as one off jobs. When you hire people it should make you richer. The time you save can be utilised by you in more lucrative tasks. BEST MOMENTS ‘To me it is a bit of a strange question but that’s only because of the knowledge I now have.’ ‘It doesn’t have to be anything about being selfish and thinking I’m just doing this to save a few quid, it’s not about that. It’s about building a business that’s sustainable, that’s lasting that can actually live through the difficult years when there isn’t an abundance of cash.’ ‘There’s loads of resources. Go through this podcast you’ll find out how you actually hire a Virtual Assistant and what you do with them when they arrive and how you know what task you need to outsource. Its all in here.’ ‘If they are brilliant you are going to find work for them because brilliant people are hard to find.’ VALUABLE RESOURCES Facebook: Facebook.com/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com LinkedIn: LinkedIn.com/SystemsAndOutsourcing/ YouTube: YouTube.com/DrSteveDay ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same
Wed, July 20, 2022
SYS 077: How to Attract Staff Who Contribute to Your Success
At Steve’s quarterly meeting he tried a little something new with his staff which was such a resounding success he has vowed to include it in every meeting from now on. He set out his values in a clear and understandable way and asked his team to be either in or out. KEY TAKEAWAYS Values are a complex consideration in business but in his first discussion with his team he concentrated on Personal Development, getting the full potential from everyone. When it comes to motivation and buying into the core values of an organisation it should be non-negotiable that people get on board. It is difficult to conjure enthusiasm and drive when you don’t believe in the end result. Invite your staff to return to you in time and state their case in why they are being underpaid and explain why they are of increased value to the company. BEST MOMENTS ‘It’s something I hold very close to my heart, I’ve spent my life learning it, I’ve got two degrees and read more business books than most people I know.’ ‘If you understand that the value that you give to the company is what you’re worth then you’ll be in a position to know if you are of value to that company and you’ll be in a position to know if you can increase that value.’ ‘If they can prove that they’ve had a factor of five increase on my revenue based on the work they’ve done, it's not a cost. I’m gaining profit by actually keeping them in the company.’ VALUABLE RESOURCES Facebook Group: Facebook.com/SystemsAndOutsourcing/ LinkedIn: LinkedIn.com/company/SystemsAndOutsourcing/ Website: www.SystemizeYourSuccess.com YouTube: YouTube.com/DrSteveDay The RIGHT Assistants For Your Business by Dr Steve Day: http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to
Wed, July 13, 2022
SYS 076: Use a VA to Convert Leads on LinkedIn Without Annoying People or Getting Banned! Interview With Scott Cundill
Steve interviews Scott Cundill, published author, international kung fu medalist and owner of My Most Trusted plug-in for LinkedIn. Through his chrome plug-in My Most Trusted, you can form a trusted business referral and introduction network around you, see other people’s trusted connections and ask for a referral, speed up LinkedIn by 300%, use My Most Trusted Circles to replace WhatsApp groups, separate trusted LinkedIn connections from ordinary connections, get a LinkedIn CRM/ prospecting tool and get additional features like quick message templates for LinkedIn, super-fast LinkedIn invitations, connection messages and tracking. As well as providing this tool to turn LinkedIn into a sales prospecting tool, Scott offers coaching sessions on how to use My Most Trusted and how to formulate a sales strategy for yourself or your organisation. KEY TAKEAWAYS If you have a really strong core group of people who like you and trust you, you will always stay relevant to that group of key people. Build your relevance as someone who is really good at diagnosing, listening and presenting a solution, and then people will start to come to you with their problems. This system is not just an automated bot which targets random people. This is a network-creating tool. The free ebook “The Captivating One-Liner” will instruct you on how to create that one opening line in your communication that will capture and focus your potential client’s interest. Scott’s organisation helps you to target and streamline your message and work with you to fully utilise his software’s potential for an optimum return. In your message, make it clear who you are targeting with a series of messaging to build your reputation, and then you can really create traction over time. BEST MOMENTS ‘I chat to Scott Cundill all about how to convert people on your LinkedIn profile into being customers who really want to do business with you.’ – Steve ‘Usually, the magic number comes down to 150. It usually changes a little bit, but what that means is if you’re really relevant to 150 core people, then you will get 30 deals out of it, and you will have a really successful business practice.’ - Scott ‘You reach out with their pain, and you just let them know “, I understand you, I get your pain.” You don’t ask for anything in return.” – Scott ‘You want your end goal to be relevant to 150 people. In other words, you’ve got 150 people, not just on your LinkedIn. I’m talking about 150 people that are clicking, that is opening, that is interested in following you.” - Scott GUEST RESOURCES The My Most Trusted site ; https://maj3.c
Wed, July 06, 2022
SYS 075: How Using Digital Whiteboards Will Increase Your Profits
Steve loves a good flow chart! In fact, he’s pretty psyched about process mapping, brainstorming and digital whiteboards too! In this episode, he explains why mapping your ideas visually can increase efficiency and why it’s an essential skill to master to get the most out of your time and energy. KEY TAKEAWAYS When you have a multimodal approach to your sharing of information and your learning you are more likely to be reaching the highest number of people in the ‘room’ with you as possible. Use a brainstorming approach to your goal planning. Think of everything that could be a goal and throw it onto a digital whiteboard that is visually accessible to everyone and together it is easier to prioritise those elements. Using diagram and flowcharts make it easy to express the complex processes and parts involved in a particular task. Marketing planning suits visuals particularly well due to its complicated nature and, in terms of automation, covering all the different eventualities and formats that landing a client can encompass. BEST MOMENTS ‘I am a very good visual learner which means that if I picture a diagram, that’s how I learn. That’s true for about 65% of the population.’ ‘You can do this on a digital board, I know some clients that have teams in an office do this literally on a whiteboard and get post-it notes and do exactly the same thing.’ ‘If you can get your team on board, to understand the vision that you have for your company and understand why you ‘park’ certain things and escalate things to a higher priority and you can get that over to them quickly, then they can get on board and start working towards your vision.’ ‘Ours is a very simple marketing funnel in the big picture and there are probably about 20 different moving parts and elements to it.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ LinkedIn: https://www.linkedin.com/company/systemsandoutsourcing/ Website: http://www.systemizeyoursuccess.com YouTube: https://www.youtube.com/c/drsteveday Find the RIGHT Assistants For Your Business http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small b
Wed, June 29, 2022
SYS 074: What is the Best Small Business Bank? Revolut, Tide, HSBC or Metro?
Steve has tried four different business banking apps in the last few years trying to find the best for all the requirements of the small business. In this episode he explains which one comes out in front and why. KEY TAKEAWAYS The business banking world for small businesses can often be archaic, clunky and backward in its approach and operation. HSBC are difficult to get an account with, it can take three months to get one. Metro required visits to the actual bank to set up and Tide was a difficult process to complete. Revolut was by far the simplest to apply for. One of the key functionalities you require as a small business is the ability to authorise other people to operate the account. HSBC allows for this but is not ideal. Tide does not even allow for this. Metro facility is long, archaic and difficult and expensive. Revolut was extraordinarily easy. Revolut allows for multiple currencies to be managed by giving you the ability to open multiple accounts under the one app. Their charges are less and their exchange rates are better. Authorisation is achieved by using biometrics within the Revolut app which speeds things up tremendously and allows for app integration. Revolut offers ‘one off’ payment cards. You can create cards which you can send to staff with authorisation for one fixed payment. BEST MOMENTS ‘And without a doubt, the winner out of those four, I’m not going to hold you in suspense for the entire of this episode for you to find out what this is, the winner without a shadow of a doubt is Revolut.’ ‘They (HSBC) shut down entirely over the COVID period, you could not even apply for an account. It took me three months to open an account.’ ‘Its pretty painless. Its not as quick as it could be but its actually not too bad. I did that remotely, I live in Sweden and my member of staff lived in the UK.’ ‘Ive got a US dollars account, I’ve got a Euro account, Ive got a British Pounds account.’ VALUABLE RESOURCES Revolut Referral Link: https://www.revolut.com/referral/stephe34e!JUN1-22-AR Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/ YouTube: https://www.youtube.com/drste
Thu, June 23, 2022
SYS 073: Get More Out of Your Team in Just 3 Minutes A Day
Steve holds a daily meeting with his staff called ‘the daily stand up’. This takes only 3 minutes a person and the resulting benefits are substantial. Having refined and streamlined it to its most efficient functions, Steve shares how this how it can benefit upper business or organization. KEY TAKEAWAYS Cycle round each person and ask them a very specific set of questions which will give you confidence that your team is on the right track. This can be a great opportunity to bond with each other and discuss events company wide. Knowing your team will allow you to coordinate and facilitate interaction between the various personalities in your working group. The questions are ; What challenges did you have yesterday and how did you overcome them? What is your plan for todays work? Do you have any concerns or do you foresee any challenges that you need addressed by anyone in the team? BEST MOMENTS ‘We have typically in our meeting 5 or 6 people depending on whose around for the departmental meeting for that particular day. If you have a big organization you might spread this out into a number of departmental meetings.’ ‘We’ve had these meetings run into 20 minutes, 40 minutes or an hour in the past. We’ve done everything wrong before we figured out how to do things right.’ ‘You can talk about a lot in a minute if you’re very focused on what you want to say. People get good at this and they practice what they are going to say in their heads.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/ YouTube: https://www.youtube.com/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the rig
Wed, June 15, 2022
SYS 072: Tete-a-Tete : Small Business KPI’s With Georges Verdis
Key Performance Indicators are measurables within a business that can be used to assess the current position of an organization. Steve chats to Georges Verdis about the essential nature and collation of KPI’s, which to use and how to interpret them. KEY TAKEAWAYS Georges is a busy London estate agent who has managed to systemize his work with the help of Steve. For Georges KPIs are completed tasks applied at the beginning of the week, reviewed at the end. His KPI’s are based on the core of his business, which is acquiring clients. Georges addresses the state of the KPI’s in his daily meeting so everyone knows what has been achieved. BEST MOMENTS ‘In all the good books they talk about them. Whatever book, any good book on business talk about KPI’s, KRA’s and all the rest of it.’ - Steve ‘I refer to them as a score card, and the reason why I refer to them as a score card is just to have a reflection back on the business. On Friday for example, did we win the week or did we lose the week?’ - Georges ‘It’s all about new business. Truth of the matter is that you cannot have that literally across all areas of your business, from a maintenance perspective, you know, the people that are literally looking after the team from a customer delivery perspective.’ - Georges VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/ YouTube: https://www.youtube.com/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhe
Wed, June 08, 2022
SYS 071: 2 Million Virtual Assistants!? Meet John Jonas, Founder of Onlinejobs.ph
Steve interviews John Jonas, founder of onlinejobs.ph , which is a Philippines based job board providing virtual assistants to businesses internationally. It is a simple recruitment process that enables the user to source suitable and skilled workers and for job seekers from the Philippines to find the right online employment. He also teaches how to hire Virtual Assistants and how to make the system work well for your outsourcing. KEY TAKEAWAYS The culture of the Philippines is honesty, loyalty, good technology and internet access, low salaries, good English language skills, they appreciate the good working conditions offered by working at home and are glad to work for foreign bosses. To get the right assistant for you John recommends checking out Www.OneVAAway.com . It is a comprehensive guide to getting the right VA for you. Define correctly the role that you want to hire for. Hire someone for a job that you already know how to do that you can teach to someone else. Search for the skill and find out how much you have to pay and if the skills exist to fulfill your role. When you get your applicants you will find that if you have advertised for a general position, like a VA, you will get hundreds of applicants. If you don’t feel free to contact possible recruits. Use email to get an initial interview going. In this way you can bypass the initial shyness common amongst the people of the Philippines. The amount and the quality of training and feedback is important. Its part of the culture to expect on the job training. They see it as their boss investing in them. Also, they require regular feedback on their work. Software like Snagit can help you provide feedback easily as it records your screen and video of you so you can communicate not only training but notes, corrections and congratulations on your VA’s work. Building trust is essential with your VA’s so you can recognise and communicate with them on what is occurring in their lives so you understand any potential problems. BEST MOMENTS ‘ We also advocate the Philippines as a great place but I wanna hear it from you. What is it about the Philippines particularly that you think makes it a great place for people in The States or U.K or Europe or whatever to actually hire people from?’ - Steve ‘In the Philippines they look up to foreign bosses as opposed to other cultures where like “oh, my stupid American boss”, you know?’ – John ‘Hope fully you’re gonna work with this person for the next 15 years. I didn’t say this already
Wed, June 01, 2022
SYS 070: Why Do Some Small Businesses Fail to Systemize While Others Succeed?
Why do some business owners make such a success of systemization, while others fail to grasp the opportunity to free themselves and create the life that they dream of? What are the differences between these two types of people? KEY TAKEAWAYS A reason for failure is when a single leader of a business is loathe to take that first step and hire an assistant. They may also fail to hire the right type of person for their needs. Hire a dedicated staff member for documentation. Some people aren’t convinced by the systemization model so, when they hit a barrier, they revert to old ways of working. Existing staff sometimes feel that if they notate their tasks in a way that can be completed by anyone, that they are no longer going to be necessary. The best way to sell to someone is to believe in it 100%. This is how you can see systemization past the early stages, buying being convinced of its efficacy. To facilitate the effective adoption of the systems needed to automate, Steve’s company hire a staff member familiar with the systemization model and also with the software and applications involved. Experience the benefits of systemization yourself. Hire your systems creator, record your task and get them to document it. You then have an example of how much quicker and easier your job is, to demonstrate to your existing staff. Show them how their mundane tasks can be offloaded from them and they can spend more time doing what they like. BEST MOMENTS ‘Its overcoming these challenges for our clients and obviously for myself as well over the years, that I think I’ve got a pretty good picture now about what the key things are that actually make the biggest differences between someone being successful or not.’ ‘Whatever it is that comes along, in the hundreds of different possible obstacles that you’ll be hit with while you go through this journey, if you haven’t totally convinced yourself that the Holy Grail of business is to systemize then you will give it up and you will go back to your old ways.’ ‘Any idea you’re trying to sell to somebody, if you don’t believe it yourself, you won’t sell it.’ ‘The ones that find the path the easiest are like me, the ones with no staff so anyone coming in can just come into this new world of systems.’ ‘If someone can step in help while they’re away because their works been documented that person wont come back to chaos.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveda
Wed, May 25, 2022
SYS 069: Ethical Ways To Increase Your Client Lifetime Value – Interview with Stephen Somers
Steve interviews Stephen Somers who is cofounder, with his business partner Robert Rickey, of a business consultancy called Marketplace Superheroes. Alongside his team he helps people sell branded products on Amazon effectively and profitably. Stephen began his company after selling products in Amazon for several years, and after meeting Robert and working together they created Marketplace Superheroes. Stephen has now turned his attention to ways to increase a companies clients lifetime value through his new company Grow My Reach. Steve and Stephen discuss how Grow My Reach helps its clients market their training platforms to a wider audience and maintains that client relationship at a higher level. KEY TAKEAWAYS There is a massive need for those with online courses and coaching platforms who do not know how to market themselves. There is a gap in the market for someone to teach the business community to enact one of its guiding principles, selling to your existing clients more frequently. After running Marketplace Superheroes successfully and being mentored by Jay Abraham, a world leading executive, conference speaker and author, Stephen and Robert created a process called ‘Perpetual Launch’. Stephen analyses a businesses current relationship building systems with its clients and advises them on significant improvements. Stephen produces a show called “The Wednesday Wealth Show” as a facebook live with his partner Robert, which tackles half a dozen points around a common question amongst business owners. The ‘Perpetual Launch’ is the idea of producing constant campaigns for your existing clients that offer them value and contents that keeps their attention and encourages their purchases. BEST MOMENTS ‘ One of my big passions is talking about this sort of stuff, like, how do you grow a company? Really, the big thing is, how do you build, what they call, a back end in a company?’ – Stephen ‘I was particularly excited about this interview because the type of client that you aim your business at is me, is what we do. As in, I am a coach and, in inverted commas, expert, and I sell my services in terms of courses, knowledge, expertise and training.’ - Steve ‘What are the typical obstacles people face when implementing your days process?’ – Stephen ’How do we make it that we re taking as much as the risk as possible off the shoulders of our clients?’ – Stephen ‘We even sign agreements and things like that to say “look its in writing now, if this doesn’t happen”, you know, stuff like that.’ - Stephen GUEST RESOURCES Grow My Reach https://growmyreach.com/gift <p
Wed, May 18, 2022
SYS 068: How Not To Bore Your Team To Death During Company Meetings
If you have a focused and productive meeting at regular intervals you can ensure that throughout the intervening period your necessary contact with your team will be kept to an efficient minimum. However, meetings can be complete time drains with never ending debating and arguing that can suck the energy and enthusiasm out of everybody present if they are executed badly. Steve’s here to tell you how to avoid this and get it right. KEY TAKEAWAYS When setting up a regular meeting stick to the same time and the same invite list and also the same agenda. In this way your team knows that their question will be addressed at the regular appropriate time. Be very clear on the length of the meeting and stick to it. This gives people confidence that they can fit the meeting in and it’s not going to overrun and leave them short of time. At your first meeting, brainstorm on everything that is going on in your business that’s warrants a discussion or solution. You can then rationalise all that into grouping by subject or department, time required or urgency. You can then create specific goals from this list for each quarter. Anything that does not pertain to the goals on the list you can leave for the next quarter. You may decide that once your list is complete, not all staff need to be present at the meeting for the issues that do not pertain to their function. Before the meeting starts, a quick session is completed to go through any issues that have been voiced during the week and prioritise them. This is done in case time runs out. Then there is an update stage, an information sharing stage to keep everyone informed of relevant information and celebrate good news. The next stage is the KPI review where all the team claim the items on the list that they are responsible for and what progress they have made. Then a goal review is undertaken that any tasks that are being progressed are in line with the company goals. Next is a to do list review, then a issues and questions section then penultimately, this weeks to do list is decided and assigned. The final task is each team member rates the meeting to ensure its ongoing effectiveness. Five stars are awarded based on 1 star each for ; Did the meeting start and finish on time? Was everyone relevant present? Was the agenda covered? Was the schedule kept to? Were there any unnecessary tangents or subject overruns? BEST MOMENTS ‘ We got to a point in our business a few years ago where all our meetings was just taking over and I never felt like we got anything done in those meetings.’ ‘Because there is a bit of a delay between them actually asking a question and getting them answered they’ll often go and figure stuff out for themselves in the meantime .’ ‘The idea is that this list of issues, that you’
Wed, May 11, 2022
SYS 067: Automate Your Customer Onboarding – Interview with Joe McNee
In this episode Steve talks to fitness expert Joe McNee about how he helps other people with client based small businesses like personal trainers, coaches and driving schools to automate their on boarding and client progress processes. He is a schoolteacher and fitness coach and has three children, and this left him without enough hours in the day so he has utilised systems, apps and software to reclaim precious time back from laborious manual procedures and processes. His methods were so successful that he now shares them with others through his business Fitlogic Systems. KEY TAKEAWAYS Joe can aid any business with regular repeated tasks. Anything that requires information transfer can be automated. Fitlogic Systems trace and standardise the client journey from the very beginning to identify what happens on initial contact, centralising client data, tracking sign up progress or client follow up. This centralised data is then used to trigger automations during this and future processes. Joe gets his clients to identify repetitive tasks which, when looked at as a group task, become clear that they are taking up too much time and detracting from the business owners original function and purpose for starting the business in the first place. Apps like Mailchimp can be used to automate email tasks. Stripe can be used to automate payment processing. After the on boarding process, the service delivery can be automated to keep track of the clients progress via automated emails that can provide you with feedback from the client. Systemizing can also mean outsourcing tasks to allow you to concentrate on your most valued function in the business. BEST MOMENTS ‘I just started talking to my network of people online and more and more people were asking me to do it for them and then this grew into a viable legitimate business where I automate the marketing, onboarding and delivery of coaching programs for personal trainers.’ – Joe ‘The stuff you teach, the stuff you help people do is not just applicable to gyms and coaches is it? It’s applicable to any type of business.’ – Steve ‘I would ask probing questions. So, what happens when they message you? What do you do? Do you book a call with them? How do you do that?’ – Joe ‘The next thing is getting them over the mindset of “personal training needs to be personal”. They may personally send an email, but it’s not a personal email because it’s just copy and pasted off their notes, but because they’ve personally sent it it ‘feels’ personal. Get them onto that mindset of people signing up for personal coaching, not personal information passing.’ – Joe ‘Then it comes into what I call service delivery. The emails that they’re going to get throughout the time they’re working with you. The biggest one is a recurre
Wed, May 04, 2022
SYS 066: Is $3 An Hour a Fair Wage?
When employing a Virtual Assistant how much should you pay them and do you have any other responsibilities towards them? What is the best way to structure reward and praise? Sometimes in the world of VA’s the rules and regulations can be a little unclear so Steve is here to summarise what you should be putting in place to pay and support your team and fulfil your obligations as an employer. KEY TAKEAWAYS Sometimes the payment that people ask for in other countries can seem low. However, if you pay them the normal wage for your country, you may be significantly overpaying them in relation to the economy where they live. Bear in mind that VAs will be paying all their own taxes so you need to bear that in mind when deciding how much you are going to pay them. When advertising a job ask the applicant what they expect to receive then you can eliminate them based on your range you are deciding to pay. You can hire at a lower rate if you recruit at a base level and train the employee up in your specific systems. You can then give pay increases as their skills improve in line with your company policy. You can give bonuses based on performance or provide payments like Christmas bonuses. Paid time off can also decrease burnout. Health insurance, depending on the country, can be a good incentive for employees. BEST MOMENTS ‘We’ve learnt a lot in all of those experiences and a lot about how to bring people on board, how to pay them what they are worth so they feel they are getting good bang for their buck in terms of the time that they actually give to you, and that you’re getting good return on your investment for the amount you pay them relative to where they live.’ ‘The way that I chose to go was to pay people a good wage, above the average based on the country that the person lives in.’ ‘We are looking for people who have the aptitude and the ability to learn and progress and that’s why most of the people we start at general assistant level.’ ‘We actually reward people in terms of their appraisal if they are the type of person who brings solutions rather than bringing problems.’ ‘I used to have staff, they just work and work and work and never ask for a day off. Then you realize the reason they’re not asking for a day off is they don’t want to lose their wage. So we actually force people to take time off.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday
Wed, April 27, 2022
SYS 065: You Don’t Legally Own Your Virtual Assistants Work
Did you know you don’t own any of your Virtual Assistants intellectual property that they create for you? Steve gives you the method for transferring ownership to you when receiving your team members work. KEY TAKEAWAYS If you are a creative, whether that be graphical design, technical design, speech, music, art or prose of any kind, you own the copyright, by default, of any of your work. If you do not have, as an employer, an agreed employment contract in place as is often the case with VA’s, the rights of ownership of the work handed to you does not automatically revert to you. Have all of your new staff sign a short document called an Assignment of Intellectual Property Rights. You can get this document for free listed on the link under Valuable Resources. You can use a digital signing service if you are completing this over distance and need to avoid meeting the person or the inefficiency of snail mail. BEST MOMENTS ‘This specific topic is so simple to fix and so important for you and your business.’ ‘That means any work that they create for you, while working for you is theirs. They have the rights to it even though you pay them to create it.’ ‘Once you’ve got that document you simply send that over to your new staff and say “hey, can you put your name and sign this.” Put the date they started working for you and you can backdate this as well, by the way.’ ‘Even if your logo becomes a home brand and everyone knows it the person who designed that logo is the one that actually owns it and they could actually ask you to stop using it.’ VALUABLE RESOURCES Intellectual Property Assignment Document ; http://seedsummit.org/intellectual-property-assignment/ Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the wor
Wed, April 20, 2022
SYS 064: Outsourcing - What, Why, and How
In this episode Steve details how you can improve or get started on your outsourcing while avoiding common pitfalls, myths and mistakes that can plague your efforts. What should you outsource, why does it need outsourcing and how can you go about doing it? He uses the example of social media to clarify what is required when outsourcing your everyday tasks. KEY TAKEAWAYS You don’t have to completely hand over a task for outsourcing. You can slowly build up your outsourcing with the help of a general assistant or existing team, task by task. Rather than produce layers of social media content, time is better spent producing one quality piece and promoting that to its fullest extent. One piece of content can be used in various forms to produce more different kinds. Make sure your time is utilised at its highest value to your tasks. Outsource everything else and then you will be giving your best to your best tasks, utilising your skills to the most efficient extent. BEST MOMENTS ‘Because I believed I had to get it all done, all outsourced in order to make it effective, I never really got anywhere.’ Rather than me thinking “ok, how can I do more?” I just decided to say “ok, how do I do less myself but keep the same amount going out?”’ ‘You create one piece of content, or that maybe a collection of pieces of content all around one subject so you only have to think about it once and plan it once. I’m recording a video but I’m also recording an audio here and I’ve also made some notes and we are going to make some posts in the near future.’ ‘In our first year we hit almost 10,000 downloads in 61 different countries and I’m pretty proud of that.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based busines
Wed, April 13, 2022
SYS 063: Simple Trick To Save 40 Hours A Year
Steve reveals a quick trick for you to save one working week a year for the rest of your working life! Utilise this simple advice to free yourself up for more fruitful or fun tasks. KEY TAKEAWAYS Next time you come to a task and think “it will only take a few minutes, I should do it myself” consider this. It may appear that the time taken delegating that task seems like a waste of time, but over the year, those “few minutes” add up. Change your mindset to think of the task over the long term, add up those tasks over a year for instance, and delegating will suddenly begin to make more sense. Record yourself completing the task. This is an easy and quick way of producing a tutorial to pass to your staff. In this way the task can be passed from staff member to staff member with no intervention from you. BEST MOMENTS ‘ There will be something else tomorrow that will take you ten minutes and something else the next day that will take you ten minutes. A lot of those will be something that repeats over the course of a week, or a month, or a year.’ ‘If your on a computer you can use an app like screencast-o-matic and record your screen of yourself actually doing the work.’ ‘Your time must be more valuable as a business owner than 3,4,5 dollars per hour.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start maki
Wed, April 06, 2022
SYS 062: Your Staff Will Love This Monthly Meeting
A ‘Task Board Review’ is a monthly meeting Steve has with his staff which allows everybody to get on target and make sure they are focusing on the right task at the right time. Listen to how Steve holds his meetings to see how this could benefit your organization. KEY TAKEAWAYS Steve has a regular one to one with each of his staff he manages. In this meeting the tasks undertaken are discussed to pinpoint which jobs on their task board need prioritising. Lost or under prioritised tasks can be rescued in this manner and the staff members focus can be standardised with others through Steve’s overview of the whole business. With monthly comprehensive meetings such as the ‘Task Board Review’ the staff can be offered a degree of autonomy with minimum intervention yet still be kept on an even keel, heading in the same direction as the rest of the business. BEST MOMENTS ‘ Doing this is one of the best things I do for the teams productivity, motivation and for getting people to work independently but all heading in the same direction.’ ‘So these meetings, we call them ‘Task Board Review Meetings’ are really, really essential part of being able to delegate work out and to let people get on with stuff, to have a bit of autonomy, a bit of independence, but not just letting it continue indefinitely so you end up getting resentful..’ ‘So now she’s walked away from that meeting feeling calm, feeling ready to actually crack on and knowing exactly what is the highest priority thing for the company that she should be working on.’
Wed, March 30, 2022
SYS 061: Productivity Hack : Organize For Sharing Not Searching
Organizing your files and folders for easy access is essential for time saving and ease of operation. Steve has some advice on how to not disappear into a cloud of data chaos and increase your productivity by rethinking and modernizing the way you store your files. KEY TAKEAWAYS Grouping can be cumbersome due to the ambiguity of classing files by specific criteria. Labelling things to make them easy to find by file name has been superseded by advanced search tools like google. Think in terms of a role based organisation which involves giving the right access to files and passwords relevant to their work. Department managers will need complete access to files, videos, apps and all data relevant to their role. This results in only a small number of parent folders within your organisation per department with subfolders divided by permitted access depending on sub-roles within said departments. Prefix your files with a standardised department based label. You can then search within files with that department prefix for relevant keywords. BEST MOMENTS ‘ This is something that I struggled with for many years. I tried loads of different variations of ideas that I read about. Should it be done by department? Should we be doing it by role? How granular should you go? How many different folders should you have?’ ‘How do I delegate stuff easily? Ultimately that’s what your business should be about.’ ‘ Stop trying to organize things for the finding of it and instead think how can I organize it so its easy for me to share. That’s really the big take home from this’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help
Thu, March 24, 2022
SYS 060: Know it, Want it, Hate it!
🎙 Steve describes a technique where you create a chart of everything you do in your business and find out if your employees want to do it, learn about it, or just simply hate it. This will increase the rapport you have with your team and increase their productivity. KEY TAKEAWAYS 💡 Create a spreadsheet and list all the activities that go on in your business in one column on the left hand side. 💡 In the next columns place ‘Do You Want It?’ and ‘Do you know it?’ You can detail that further by denoting ‘Do you know it well?’ and ‘Do you want it?’, ’ Are you ok with it?’ or ’Do you hate it?’’ 💡 This will make sure you get most out of your existing team by finding out where their skills already are, giving the team an opportunity to express the roles they don’t enjoy fulfilling, showing that you care about them and what makes their role better and increasing your likelihood of retaining well motivated, skilled and happy personnel. BEST MOMENTS 💬 ‘What you want to do is find the activities in our business that our existing team, or our new team as they are coming in, what they actually already know something about or what the areas are they would like to learn about.’ 💬 ‘You may find and may be surprised that the person you hired to maybe be an admin person happens to have an interest in graphic design and has spent the last four years in graphic design college.’ 💬 ‘Finding new people, training them up, that is a massive drain on resources for any company, and expense both in time and the cost of actually hiring somebody as well.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day: http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to creat
Thu, March 17, 2022
SYS 059: Don’t Automate Your Business!
Automation tools, used correctly, can revolutionize parts of your business, streamline your operation, reduce errors and save costs in terms of time and wages. However, used inappropriately or incorrectly they can be a substantial drain on your time and resources. Steve is here to denote correct application of these tools to help you avoid the pitfalls. KEY TAKEAWAYS Apps such as Zapier or Integromat are web based app that allow two or more different apps to talk to each other. For instance, someone submitting a form into your system could trigger a range of actions in different apps, such as informing a staff member, disseminating the data into your database, sending marketing emails or creating a time slot in your calendar. They do take a long time to set up, however, and need maintenance regularly and are not error free. If you have high frequency repeated tasks in your operation such as repeated purchases or high volume communications they are invaluable. Only look to automate processes and tasks that are already tried and tested. Once something is automated it cannot be improved so any intrinsic error present in the process will be repeated ad infinitum until you intervene. Make sure you are not replicating something in an automation tool that can be easily actioned elsewhere. You may spend time setting up an automation that can manually be completed once a month in five minutes. These apps require a fair amount of IT knowledge and skill to get the most out of them, but are accessible immediately to new users. If you want comprehensive usage, you will need to be, or source someone tech savvy. Bear in mind, with complicated automations, your specialist staff member could leave the company and you have no information on how the automation works. Zapier has good training backup, so train internally and then get your trained staff to document their automations. BEST MOMENTS ‘Anything that’s prone to human error or time consuming, like moving files around or creating documents or templates, all that sort of thing. Anything that’s really repetitive and doesn’t require a brain to think of subjective things, just following a very strict process, that’s the sort of stuff that is really good.’ ‘I had a client the other day and we were speaking about setting up a Zapier. The idea was simple. Every time somebody booked into accommodation he would pull that data from the website and put it into a spreadsheet so he could than total up revenue for all his properties and split it out by property etc.’ ‘That is the problem with setting up automation, it’s set and forget, out of sight out of mind, you’ve got to keep that forefront of your mind.‘ ‘Sometimes automation is just because you can, it doesn’t
Thu, March 10, 2022
SYS 058: Eliminate ‘E-mail Tag’ And Supercharge Your Scheduling
In this episode Steve is going to teach you how to avoid the annoying back and forth chaos that is scheduling a meeting with a busy client or employee. By using calendar scheduling apps you can eliminate the often time consuming e-mail cat-and-mouse game of allotting time and automate and simplify your appointment calendar. KEY TAKEAWAYS Using these apps you can book calls and meetings of different types, charge clients at point of booking, set up group meetings and classes and manage subscriptions. The apps Steve has used are Calendly and Acuity and are quite similar and simple in operation. You can try these out for free for literally hours of time saved. You can sync your app with multiple calendars, so appointments booked over various calendars for different tasks, be them personal or business, are all cross referenced making it impossible for you to double book yourself. They provide the ability for people to reschedule or cancel their appointment without having to contact you. The app will remove that appointment for you and free up that time slot for more scheduled tasks or meetings. You can set up appointment reminders that not only act as memory joggers but can also inform and educate the client about your company or the nature of the upcoming meeting. Appointments can also be automated to start other tasks such as follow up emails or passing on a purchasing client to the next appropriate contact point. You can use these apps to make yourself look busy. By clicking a few settings, the app will remove a reasonable looking amount of calendars appointment slots while still offering the client a reasonable variety of dates and times to book. You can integrate apps so, for instance, schedule zoom meetings and include the zoom link in the communication with the client. When choosing which app to use, make sure to look at all your requirements, for example, its compatibility and integration with your current CRM or if it improves on the abilities of the calendar your CRM already provides. BEST MOMENTS ‘I’ll also explain how to pick the right apps for your business because there are a few options out there, and I’ll hopefully guide you on some principles you can use when deciding which one to go for.’ ‘It’s like having a personal secretary who is doing all your scheduling for you on your calendar without you having to worry about it or without paying a secretary to do it.’ ‘If they cancel, you can even set it up so it will automatically send them an email saying ‘hey, you canceled your appointment, would you like to rebook? Here’s the link to rebook.’ Or just to follow up the way your business wants to follow up people who cancel.
Thu, March 03, 2022
SYS 057: Who Runs The World? Interview with Kevin Brittain
Steve interviews Kevin Brittain, successful entrepreneur, marathon runner and philanthropist, who is running barefoot around the world! While doing this he fits in being a husband and father and holds two Guinness World Records for ‘Fastest Marathon Runner Dressed As a Ninja’. Currently vlogging his round-the-world virtual journey of 40,075 km he is also raising money for needy children as he goes. Steve gets to the bottom of how Kevin believes running is the ultimate stress busting tool for the modern businessman and entrepreneur and how none of it would be possible if he hadn’t systemized his success. KEY TAKEAWAYS Kevin and Steve met on one of Steve’s first ever courses for systems and outsourcing and this resulted in him being able to utilise Steve’s methods to step away from his property business through systemization. Kevin has been raising money for children’s charities since he was 11 and lost a friend to myeloma and witnessed the suffering it caused to his friends and family When using running to raise money, sponsorship often drops off after the first few challenges, so Kevin found he had to always go bigger and better. It is how he came up with the idea of running around the world and vlogging his experience at the same time. He created the brand Runpreuner and a charity to raise one million pounds for Great Ormond Street Hospital, Children and Cancer UK, BBC children in Need, Operation Orphan, Internet Watch Foundation, Phab Kids and Long Covid Kids. Running has reduced Kevin’s stress immensely and he believes it can do the same for you. You can join his RED challenge where you run or walk at least a mile every day for either 30, 90, or 365 days. If you want to donate go to ; ► https://challenge.runpreneur.co/ BEST MOMENTS ‘I was a bigger landlord back then, I had 96 houses at the time and around 250 tenants and I built this up from scratch. I had a team of people in place but for all of the glamour that the property industry had, it was anything but glamorous. It was getting involved with maintenance, getting involved with tenant management. I was doing 60 to 80 hour weeks’ – Kevin ‘It was such an incredible life changing experience for you as you said but for me it was one of the reasons, you are one of the reasons why I decided to go all in on this and make this my mission in life.’ – Steve ‘I thought ‘how would I fundraise?’ and I used running because it was something most people fundraise for and its quite an easy way to fundraise because it’s putting yourselves through some incredibly hard challenges.’ – Kevin ‘I’m going to set a crazy challenge. I’m going to try and run, on consecutive days, whilst vloggin
Thu, February 24, 2022
SYS 056: Why You Need A Comms Assistant In Your Life
This episode is all about the Comms Assistant (CA) position. What is a CA? Why do you need one in your life? When should you be considering hiring one? Steve advises a CA to be sourced early on and he details exactly why a CA is an essential member of your team. KEY TAKEAWAYS A Comms Assistant is a gatekeeper between you and any incoming information be it e-mail, social media messaging like Instagram or Facebook, instant messaging like WhatsApp and SMS, or even voicemail or old fashioned post. There is only a small percentage of this flow of information that urgently needs attention or action by you. Your CA will filter all of the data and make sure you only receive all that which is pertinent . Your CA will ensure your clients and other messages receive a reply in a timely fashion, setting a reasonable expectation for an action on their request. As the role expands and the CA becomes familiar with your systems and organisation, they can then assign tasks appearing via communications to the appropriate member of your team. A task management app can be utilised and your CA can input all those actionable communications to assign them to the correct staff in the correct timeframe. Set up rules for all the different types of communications and within a few weeks your CA will be fully able to circumnavigate you with unnecessary messaging. BEST MOMENTS ‘Have somebody, a gatekeeper, between you and all of that noise.’ ‘The main role that I see the person having, especially in the early days, is that they literally get rid of all the rubbish that comes in.’ ‘Every problem that comes in to your inbox that you look at will take your attention away from the thing that you should be doing that day.’ ‘We do this by bringing those messages into our task management app. We have a systemized method for doing this. We know how they are assigned priorities, who they’re assigned to, if there’s any actions that need to be done before we pass things over and then making sure those are chased up, and then the person is replied to in an appropriate time frame.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was fo
Thu, February 17, 2022
SYS 055: Visual Prioritization of Quarterly Goals, YAY!
When you have a quarterly or annual meeting and all the tasks and goals that have been previously put on the back burner are discussed and brought to light, how do you take that daunting incongruous list and present it in a way that is easy to manage and avoids “cherry picking” of the more desirable tasks? Steve has a simple way of visualizing even the largest list of jobs into an easy to prioritize chart. KEY TAKEAWAYS Imagine you have a blank sheet of paper split into four equal quarters. On the vertical line you have impact scale and on the horizontal you have effort. Place your listed tasks as follows. At the top of the paper place the tasks which are going to offer the biggest rewards, or have a close deadline. From left to right, place the tasks which take the most to least effort. Use a brainstorming approach, as until a good number of your tasks are represented on the chart, it will not be clear which are truly high priority or high effort. You need to use a method for the chart that allows you to move things around as you go, so don’t just use pen and paper. There are digital versions and colour coding can increase the clarity, especially if you have different departments or task types. BEST MOMENTS ‘What typically happens in my business is you sort of end up cherry picking.’ ‘What’s the impact of that being delivered and also from an internal point of view is there a high need for it?’ ‘You put it relative to something else that’s on the board. So then you put something else on, and based on my opinion or those other people in the meeting, is that more or less impactful than those two things that are already on there?’ ‘It was one of the most useful and productive meetings I’ve ever had and it was a meeting with myself!’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-ti
Thu, February 10, 2022
SYS 054: 5 Ways To Help Staff Cope with Fluctuating Workloads
A fluctuating workforce is a real headache that seriously affects your overall efficiency. Steve shares his five golden rules with you that can create a much more productive use of time for both yourself and your employees. KEY TAKEAWAYS Throughout any type of business, time management is a key factor in keeping productivity at a premium. It might seem simple, but create an operations manual. The more that your people know and understand how your business works at any level means the less you need to do. Although they’re designed to upgrade and augment your workforce, API systems have a high learning curve that then has a potential to do completely the opposite if you’re new to them. Think about what your business needs and what works best for it. BEST MOMENTS ‘One of the biggest challenges I’ve seen people have or the mistakes they make is that they take people on maybe on a full time role, but they’ll not really have enough work for them.’ ‘People can do all the work that you currently do so that you don’t have to do it.’ ‘Nine times out of ten, actually from experience, people do want the extra work. They will be able to take that extra capacity’ ‘Get your staff to become experts and then just make sure that they’re creating documents for what they’re doing so that then when they leave, someone else can pick up where they left off.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelm
Thu, February 03, 2022
SYS 053: Turn Your Dreams Into Reality. Interview With Justin Esgar
Steve interviews business guru Justin Esgar who works guiding business, organizations and individuals through the world of Apple IT via his company Virtua Consulting Group. He also works as a business consultant and discusses his take on modern outsourcing, his career as an technical and children’s author and utilizing the correct personnel and IT for your company’s needs. KEY TAKEAWAYS Justin has used virtual assistants and outsourced programming and sales tasks quite often in his career so far and has been impressed by its scope and ease. He uses Upwork, Fiverr and Guru, all online outsource personnel sites to find people for his technical, editing and writing requirements. Chief Technology Officers manages all your technology including your inventory, software, hardware, online presence, data flow and security, literally everything your organisation needs in Information Technology. Justin recommends them highly as the organiser of your outsource IT. Good employees cannot bring you better results without the correct tools to do the job and that’s a good IT system with reliable security and data backup. To create backups of data Justin uses Backupify as a cheap and simple solution to keeping your data safe. BEST MOMENTS ‘I outsource a lot of marketing efforts, whether it’s a sales company or a company who’s going to do my LinkedIn, or outsourcing my blog posts or stuff like that so I’m a huge proponent of it.’ ‘Even though he’s outsourced I still talk to him on a regular basis, we have zoom calls like normal people and I still talk to him like he’s an employee but he doesn’t actually work for the company. I think of him like a contractor, he charges me by the hour, but I have no ties to him and if anything happens I can just get rid of him and find another programmer through that same system.’ ‘We do a holistic overview of their entire system. We are talking computer, network, printers, scanners, phone systems, software, connectivity, electricity, wi-fi, and all of that gets encompassed in that role.’ ABOUT THE GUEST Justin is the founder and CEO of Virtua Consulting Group, a New York City-based company in its second decade of operation. VCG divisions include the Apple-certified consultancy Virtua Computers, the business-focused ACES Conference, and the software development group Virtua XYZ. With a bachelor’s degree in Business Administration from the University of Rhode Island and over 15 years of industry experience, Justin focuses on empowering businesses, organizations, and individuals with the judicious application of technology. GUEST RESOURCES Appitalize on Your Idea: Bringing Any Idea to Fruition <a h
Thu, January 27, 2022
SYS 052: Outsource The Stuff You Love And Are Good At First.
Up until now the usual way of thinking when deciding which tasks to delegate and which staff to hire has been to try to employ someone opposite to you who compliments your strengths and weaknesses and to pass on tasks which you find unrewarding or difficult. However, Steve disagrees with this and shares why it's often a good idea to relinquish responsibility for doing tasks you enjoy and are good at. KEY TAKEAWAYS When you are hiring it is often difficult to find someone to do tasks that you are unfamiliar with yourself as you cannot pinpoint the strengths and weaknesses required to complete the task successfully. Remember you are a business owner not an employee. You are not someone who should be actually doing the work. The only way to grow your business is to let go and allow other people to come in and take over producing product so you can concentrate on the overall operation. Take a look at the tasks you and add up how long it all takes. Identify the tasks that are relatively easy and delegate those tasks first. BEST MOMENTS ‘If you try and get other stuff done, that peripheral stuff, all the stuff you just don’t do very often because you hate it or you’re not very good at it that’s just going to add to your existing workload.’ ‘I am a bit of a systems geek so I can easily find people who are good at systems because I know what to look for. I’m basically looking for someone who’s a bit like me and I want someone who likes a lot of the stuff that I like because then they’ll be good at it.’ ‘Being a great plumber isn’t a skill you need to run a successful plumbing business. You need time to be a business leader and to grow the team of plumbers.’ ‘You can always take it back later when you’re rich and famous and you’ve got a big team and you can selectively do whatever you want, but you’ll probably have found more fun things to do in business than do what that one thing was right now.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same.
Thu, January 20, 2022
SYS 051: Big LastPass Security Issue... And how to Fix it!
If you use a password sharing tool like LastPass Steve highlights a security issue you may not be previously aware of. If you provide passwords to your team via these apps Steve instructs you on how you can use them safely so this is no longer an issue. KEY TAKEAWAYS When running any business the number of passwords for sites, apps and software son mounts so apps like LastPass allow you to share all the required passwords with your team. When you share a password you can require the password to be masked. However, if there is a view password button available then the user can still see the full password by using it. When someone leaves the company it is a daunting task to change hundreds off passwords. Using LastPass you can put all your passwords into specific folders labelled available or unavailable. In this way you can classify all your passwords in groupings for individual team members usage. When someone leaves you only have to change the passwords in the unavailable sections, the high security ones, to which they had access. BEST MOMENTS ‘In fact there is a major security issue and that is what I want to just talk about today.’ ‘We have about 300 passwords and about 150 of them are used pretty regularly and so the management of that if we didn’t have a app to do that for us would be a nightmare.’ ‘You’ve got to assume that when you share a password with somebody that they can view that password and therefore they can write that password down so even if you switch their access off in the password app they could still potentially have access.’ ‘This keeps the changing of passwords to a minimum but makes sure we are staying secure.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday The RIGHT Assistants For Your Business by Dr Steve Day http://bit.ly/sys-10 ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses re
Thu, January 13, 2022
SYS 050: Hiring a Robot to Handwrite Letters to Your Clients : Interview With David Wachs
Steve chats today to David Wachs, CEO and founder of Handwrytten. Handwrytten provides solutions to communicating with your customers in pen to provide a more personal touch than mass printed type written notes and letters. Steve finds out what such a service can offer your organization in improving your relationship with your clients. KEY TAKEAWAYS Handwrytten is the largest provider of hand written communications currently and achieves this by operating robotics to hold real pens to produce an authentic finish to letters, notes and envelopes at larger volume and scale. People receive an average of 145 emails per day in their inbox and spend 24% of their time just managing it. Attention to physical mail is often overlooked. To get the customer or client to open the mail it has to stand out and they rarely receive a hand written communication and are therefore less likely to put the letter straight in the trash. Handwrytten can use all your customer data to produce communications by simply converting it to an excel format and uploading it into their system but they have the ability to use most formats that your organisation utilise. You can automate your system to instruct Handwrytten to action your written letters. Handwritten notes perhaps at the end of a sales experience cement your relationship to the client and are more likely to result in a loyal repeat customer. For international customers Handwrytten can send overseas individual communications or send them to you in bulk for you to use your home countries mailing network. However, Handwrytten is coming to the EU in 2022 so will be offering direct service to Europe and the UK. BEST MOMENTS ‘Having looked at your website and the examples on there and watched your videos on YouTube it is remarkable and I am totally blown away by it.’ ‘It’s not just the envelope that’s handwritten its can be the letter as well. I work with a lot of property investors that actually get people to handwrite their envelopes so at least they get it opened.’ ‘The reason I started doing this was I started seeing handwritten notes on the desk of my employees, behind my desk, on my refrigerator so the retention rate is tremendous.’ ‘Handwritten notes signify an investment in time that can’t be replicated.’ ‘By automating it you get a higher level of compliance and a more consistent customer experience than you would if you left it up to a sales rep.’ ABOUT THE GUEST David's latest venture, Handwrytten, provides scalable, robotic solutions that write your notes in pen. Used by businesses in all industries, Handwrytten changes the way brands and people connect. Prior to Handwrytten, David founded
Thu, January 06, 2022
SYS 049: Why Most Job Adverts Fail and What To Do About It
In this episode Steve discusses job adverts and how writing a job advert in a particular way can drastically improve the chance of people applying for your position. How can you get the best people to apply just by crafting the job posting the right way? Steve details the ideal method to approach potential staff using his experience of filling over 140 different positions for himself and his clients. KEY TAKEAWAYS Your job posting is the same as a product or service advertisement in that it requires a compelling headline to draw the attention of the reader. Then you need to make the next paragraph compelling, and so on, to keep the readers eye for the entirety of your posting. Finally, you issue a call to action, (buy this product, get in touch, apply for this job ) to complete. Think about inaccurate phrasing and jargon that are going to put people off by being non specific or misleading. Fancy titles often put people off by making them either under qualified for the position or creating the impression that job entails duties that it does not. Initially talk about what its going to be like working for your company. Detail what opportunities are going to be open to them and how they are going to be part of friendly cooperative team that allows them to grow and learn and do their best work. Offer them a position that will make them feel welcome and compliment their personality. Talk about your values. Make clear what your company stands for and what you don’t stand for and what behaviours you prize and those you don’t. It’s important that your potential employee has compatible values to yours. Describe the importance of the role and what the responsibilities mean to you as the employer. Make it clear that this is an important role in which they will be valued and have status. This will make them move on to your call to action. Have a singular action to apply for the position, one click. If you redirect them to a website or give them an email address to apply to they are more likely to get distracted or overwhelmed with too much information. BEST MOMENTS ‘If you go on to any job website you’ll see loads of adverts with really boring headlines ; “ Virtual Assistant needed for small business. Admin clerk needed or guest manager.” You might know what a guest manager is, but will the person who is applying?’ ‘Our initial job advert is designed to get as many people as possible, the right type of people, to click and it’s what we call “casting our net wide into the recruitment funnel.”’ ‘Who is going to say they haven’t got integrity? But what we are going to say is something like “ we own up to our mistakes” or “ we take pride in our work”. T
Thu, December 30, 2021
SYS 048: Different Ways to Hire Virtual Assistants – Pros and Cons
In this episode Steve shares his experience of using different methods for hiring virtual assistants and staff. He covers using agencies, recruitment consultants and also hiring direct. He also discusses the recruitment system that has enabled him to hire over 140 virtual assistants and remote workers over the past few years. KEY TAKEAWAYS Steve has created a recruitment system which allows his clients to source and recruit their own staff. You can access this guide in the links below. The agency model involves renting staff from the agency by the hour and they supply a relevant assistant to complete the work for you. This is the most expensive option if you are thinking of hiring long term as you are paying two or three times the going rate for that person. The agency model also means you are effectively training someone else’s staff member in your system and have no control over who that is as the agency can change them over to someone else at a moment’s notice. You cannot build a team loyal to you and your needs in this way. The key thing to recruiting your own staff is your initial training. Make sure they have the right apps for the task and that they fully understand the task and the use of those apps so you don’t have to intervene further on. Give them support and feedback. Talk about your company values, who you are as a business, how you look after your staff and how working for you will help them in developing their career in your recruitment advertisement. Make your job advertisement stand above all others to get the best of the best to come and apply. Start that relationship on a highly positive note. Use rounds of tests and interviews to look at the largest pool of applicants you can. As you move through those levels to the final candidate, be they skill based or character based, that employee will feel a sense of achievement and will be more keen on achieving employment with your company. BEST MOMENTS ‘You can’t actually build rapport in the same way as your not actually their direct manager, they’re working via somebody else. It’s not a model that I enjoyed working in and not one I recommend working in.’ ‘Going forward you’re then beholden to keep returning to agencies to find staff. What I decided to do was invest time in learning how to actually do recruitment and build my recruitment system.’ ‘That is how you can turn even the most normal ordinary employee into an absolute superstar.’ ‘I want people to care about that stuff because that’s what I care about. I want people to engage and be part of a team who are growing, who are looking out for each other, who are helping each other be better people in their private l
Thu, December 23, 2021
SYS 047: How to Safely Get Your Staff to Make Online Payments For You
In this episode Steve details how you can get your staff to make online payments within your organization without putting yourself at risk. Steve covers card purchases, PayPal, Amazon, standing orders, BACS payments and paying your overseas staff their wages. KEY TAKEAWAYS Do not give your staff a debit card or credit card that is linked to your main account. Set up a prepaid card which is in their name or a company name and provide them with that. There are service providers available that provide payments cards which have small pools of funds attached to them to prevent fraud. These individuals cards balances can be topped up or reduced by you as you see fit. To use Paypal accounts you can then set up an individual account for your employee and then use their limited prepaid card to fund that account. This way the Paypal account has access to the same limited funding provided by the debit card. Amazon offers a service where you can load the account with gift vouchers and then your employee can use that fund to purchase. Be sure to remove your payment details from the account before you pass it back to your staff. BACS payments can often be lengthy and time consuming. You can delegate this task to your staff using banking apps such as HSBC Business or Revolut which allow you to limit the amount of access to, for example, leave the final approval of the transaction to you only. When you have international staff keep your fees to an absolute minimum by using Wise which allows you to transfer anywhere in the world and pays in the employees home currency keeping those costs low. This can be linked to a dedicated bank account for staff wages. BEST MOMENTS ‘This how you can give that work to somebody else without risking them rinsing your bank account’ ‘We use FairFX Business, there are loads of others available, that allows me to set up users, as many users as I want and each of those can have a card assigned to them.’ ‘Therefore you can at least sleep soundly at night knowing they don’t have access to your main bank account.’ ‘You limit you liability by limiting the amount that that person can make per BACS payment.’ ‘We were very conscious of the need to pay people in their own currencies. Obviously they want to receive payments in their own currencies so they can go out and spend it without them being charged a fortune.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube:<a href="https://www.youtube.com/c/drste
Thu, December 16, 2021
SYS 046: Google Vs Microsoft. And the winner is...
Steve tackles the often posed question of which is the best platform to work with, Microsoft or Google? When you are setting up your business there is no doubt that high grade efficient software is essential so which way should you go to give yourself the best steps forward? KEY TAKEAWAYS When it comes to free apps for personal use the difference is not so important but when creating your company you need business grade software. Microsoft’s complex systems can create an administrative nightmare for most small businesses. You wont have time to deal with the hundreds of settings Microsoft requires if you are a small business and unless you employ a Microsoft specialist, which is expensive, you will lose time tweaking menus to get the results you want. Google is so simple to use it totally cancels out the micro management of IT. Instructional videos and good tech support is of a much higher quality with Google so your team will be able to solve their IT problem themselves. BEST MOMENTS 'This question of Microsoft versus Google is one I’ve debated with people on both sides of the fence.’ ‘You need to have people in your business to work with you therefore you need business grade software.’ ‘Here follows the little rant I had about this in our Facebook group chat the other day.’ ‘I’ve been a geek all my life, I’ve done a degree in computing and I was basically Microsoft, Microsoft, Microsoft.’ 'It is just like night and day. It is so simple to do the administration that I get one of my team with no IT experience to do all of my operational back office admin.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create s
Thu, December 09, 2021
SYS 045: Are Bonuses for Virtual Assistants a Good Idea?
In this episode, Steve details how to reward your employees with bonuses as yearly payments, achievement rewards or time off. He points out the possible pitfalls of bonuses and how your employee's personal circumstances, culture and family can all affect the appropriateness of the types of rewards you offer. KEY TAKEAWAYS In some cultures, bonuses are expected or even mandated by law. Familiarise yourself with this to avoid causing resentment and possibly damaging your rapport with your employees. Structure your bonuses to reward for more work, longer hours and loyalty to your company. Put 10% of your wage bill aside so whatever financial circumstances bring you can still provide your staff with their expected bonuses. Reward the whole team when they do well. Make sure everyone beyond sales also receives a bonus for success. Try offering bonus days off based on the number of hours worked. Those days can then be used however your employees wish bypassing any difficulties caused by differences in national bank holidays, illness and personal fatigue. BEST MOMENTS 'If you don’t do the same as everyone else there may be ill-feeling.’ ‘We want people to stick around and we don’t want it to seem like we don’t care for the people that give us their loyalty.’ ‘It’s a really good way to celebrate the successes we have in the business, that is driving the business forward and giving those people the careers they want.’ 'It’s not just the sale that made the sale.’ 'If I was a Swedish person working for a British company and they forced me to work on the 24th and gave me the 25th off i'd be pretty annoyed.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to cre
Thu, December 02, 2021
SYS 044: How to Define Your Values and Transform Your Business Interview with Chet Morjaria
Steve Day interviews Chet Morjaria, author of "Work Worth Doing: Align Your Value with Your Values and Make a Meaningful Mark on the World." https://www.amazon.co.uk/Work-Worth-Doing-values-meaningful/dp/1781335079 And "The Right Clients: Choose who you work with, reclaim your energy and lead with authenticity" Together they discuss how knowing your core values and having them clearly defined can help you grow your business, attract the right people to work with you and the right client for your product. KEY TAKEAWAYS Including a values system in the presentation of your business allows you to create true meaning and value in what you do. Keep life on your terms by running your business how you wish and avoiding letting your business run you. If we are purpose-driven entrepreneurs, our values are at the root of our setup so it is advisable to not lose touch with them as you progress. If you can place your values front and centre of your recruitment process you can achieve a better fit of personnel for your operation. Anti-values, or things you don’t stand for, can be used to clearly define your values. BEST MOMENTS 'Meaningful work. Powerful words.’ ‘What makes this work meaningful to me is when clients feel aligned to their work, to their words and to their world.’’ ‘What do you not stand for?’ ‘Work on your terms doesn’t have to be against your people.’ 'Value inclusion leads to fulfilment.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE GUEST Chet Morjaria is a business and communications coach, and founder of Realign Global, which coaches entrepreneurs who love what they do but struggle to create meaningful offerings and marketing that are a true reflection of their value and values. Over the course of his career, he has taught hundreds of coaches and business owners to do this over the last 10 years. He is also ex-Managing Editor of Breaking Muscle, a health and fitness website, with 8-million monthly visitors, 8 editors and 200 writers, so he knows how to align a business, its people, and its communications, towards a common goal. Chet has written a book on th
Thu, November 25, 2021
SYS 043: Business Apps I Can't Live Without: Screencast-O-Matic
Steve introduces you to his essential software for business beginning with Screencast-O-Matic, a versatile video editing tool and sharing platform. This software can be utilised to streamline your team communication and training requirements within one easy to use platform and Steve details the advantages it offers to your business. KEY TAKEAWAYS The simplicity of Screencast-O-Matic is key. It is accessible by all of your team by using the Team version of the software. There is no need for the recipient to install software or download. Your video is sent via link with instant sharing. Screenshots can be easily taken and edited into video, enhanced with graphics and text or sent instantly to highlight exact points or problems for specific attention. Video projects are saved to the cloud in project form meaning all changes and edits are still accessible so no re-recording. Tutorials are included in the software, meaning your team can familiarise themselves with the software with minimal input from you. BEST MOMENTS 'I use video for ninety percent of all our communication, it’s so much quicker than writing.’ ‘It also builds up rapport with your team. People can get to see your face, see your body language so things aren’t misinterpreted.’ ‘It’s just one platform to learn.’ 'The Team version of the software is what I recommend you do as a business owner.’ 'That flexibility to do that all after the fact makes it the best course creation video editing software out there.’ VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help.
Thu, November 18, 2021
SYS 042: Marketing Essentials For Small Business - with Gareth Bain
Gareth Bain is the CEO of Got Legs Digital, and a marketing growth consultant who helps small business owners to get off the ground in terms of marketing and make their businesses rapidly successful. Steve talks to Gareth about where to start with marketing, what the best strategies are to use in the short term, how to implement these strategies effectively and how to accelerate growth even if you don't have a considerable budget. KEY TAKEAWAYS Many see marketing as difficult and time-consuming. Therefore, demonstrating marketing automation into the business can rapidly accelerate growth while also freeing up more time for other crucial areas. When people think about marketing, they often think about it in too broad a set of terms. As a starting point, you must formulate a strategy, examining where you are, where you'd like to be, and how to get there. When looking at messaging, there are two main factors to consider: what are the customer's pain points and challenges, and look for ways to differentiate your prospective message. Lead generation companies focus on the simple acquisition of leads, but not necessarily quality leads. Digital marketing companies focus on awareness, clicks and traffic, but not necessarily retention. Growth marketing companies focus on growth and the quickest way to do so. Once we have a better understanding of our business, our product and our messaging, we must look inside ourselves as a business, and look at what we can create as an asset - a free offering. BEST MOMENTS 'Those people who are really needing marketing - we're here to help' 'Building up that marketing strategy first is the most important thing you can do' 'You combine the hurdles with the pain points as part of your messaging' 'Very quickly we can start moving people into different journeys' 'Create that asset of value' VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday 27 App Guide for Small Business: https://go.systemsandoutsourcing.com/27-app-guide-free-download Got Legs Digital Website: www.gotlegsdigital.com Got Legs Digital Website Facebook Page: https://www.facebook.com/gotlegsdigital/ Got Legs Digital Website LinkedIn Page:
Thu, November 11, 2021
SYS 041: How To Unlock Value Through Effective Communication - with Jim James
This week, Steve is joined by PR expert, Jim James, the founder of the EASTWEST Public Relations Group, as well as the host of the highly successful UnNoticed Podcast. Jim joins the show to discuss how you can unlock the value in your business through effective communication, and how knowing your audience can help you to deliver far higher levels of value, and increase your success. KEY TAKEAWAYS Content is the backbone of creating engagement. We all create information, but the key to helping that to find its audience is to find a way to allow different audience to empathise and connect. Storification is not about providing a service. It is about recognising the problem that a client is trying to solve. A useful exercise is to record our "pitch", and examine the ways in which we present our offering Engaging content is about creating content that is new and interesting, but also recognising the right time at which to deliver that content so as to maximise its impact and reach. Businesses, while growing, always reach a point whereby our personal influence begins to bottleneck. To grow, we must build a brand and a funnel that is consistent. This can only be achieved by communicating consistently. When we create something that can positively benefit the world, it should be incumbent upon us to share this with the world, whether in business or life. This is why asking for endorsements should never be shied away from. BEST MOMENTS 'I focus on content, consistency and channels' 'Personalisation is about taking the message we've got and making it relevant to individuals' 'Content is king, but context is queen' 'The reason that we need to have a brand that's consistent over time is because that's what builds trust' 'If you genuinely believe you add value to the world, it's your duty to share it' VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday www.Aiwriter.com Lumen5 Video maker: https://lumen5.com/ Desript All-in-one audio & video editing https://www.descript.com/ www.Grammarly.com www.Aiwriter.com Lumen5 Video maker: https://lumen5.com/ Desript All-in-one aud
Wed, November 03, 2021
SYS 040: F Work, Let's Play! Interview with author John Williams
Steve is joined by author, John Williams, the writer behind 'F Work, Let's Play!', and other works. Steve and John discuss the ways in which you can create a systemised approach to choosing the right business for you - one that you both enjoy and profit from. The discussion also focusses upon the process of idea formulation, marketing, selling, and establishing a profitable business that's also a pleasure to operate. KEY TAKEAWAYS There is a prevailing perfectionism problem, where people are far too anxious about things being exactly right before they take action. There are many sectors and markets to conquer, but willingness and keenness are only half of what you need to get there. Establishing your brand and business is also the art of identifying what makes your voice unique in that space. In order to create leads in the short term, we must seek to run campaigns that give people a strong connection to us, and a better sense of our skills and expertise, and ideally an interactive experience. When starting out, an effective way to gain traction is to focus on your chosen sector and establish category creation on a small niche. This marks you out to potential clients as the expert in that field. BEST MOMENTS 'People prevaricate far too much because they feel everything has to be perfect' 'What are you bringing to that idea beyond just the idea?' 'The most successful people don't have five days to give to you' 'That's the power of category creation - if you can zoom in and ask how you can super-niche within a sub-category' VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE GUEST John Williams is founder of The Ideas Lab, the company that has helped thousands of people to find something they love, get it started, and make a living out of it. He is the author of 'F**k Work Let's Play: Do what you love & get paid for it', a WHSmith Business Book of the Month. John started his career in creative technology as a developer on pioneering special effects software (including on-site work at Disney Feature Animation, LA) and became Digital Media CTO at a startup before moving to head up a media technology consultancy team at Deloitte. John quit, declaring he never wanted another job for the rest of his life. John consulted independently to the BBC and other broadcasters around the world before finally founding The Ideas Lab, running a popular London event called Scan
Wed, October 27, 2021
SYS 039: Starting, Systemising and Running a Successful Podcast - Interview with Jeff Mendelson
Steve is in conversation with Jeff Mendelson, the host of the One Big Tip podcast, and a champion of scaling through systemisation. Jeff talks to Steve about how to start a podcast, the advantages and benefits of doing so and how it can positively impact your business and brand, building authority through doing so, and the ways in which podcasting can be used as an effective tool for networking and growing your audience. If you're thinking about starting a podcast, or want to energise the reach of your existing podcast, then this show is a must listen! KEY TAKEAWAYS Podcasting is an incredible way to get your message out into the world, and to attract like-minded thinkers, so as to grow and fortify your valuable network on a global scale. One of the biggest barriers to people entering the world of podcasting, is that they fail to see the potential benefits that can come from the medium. Podcasting is not about equipment or even expertise. It's about identifying the message you wish to broadcast, and finding your unique voice and place in the world. One of the most powerful ways in which to control your listener's experience, is to have a website as your hosting platform. This allows you to create and facilitate the entire listener experience. BEST MOMENTS 'Podcasting really is the ultimate networking tool' 'The second you put a microphone in front of your face, it gives you instant authority' 'The most important aspect of this is what do you have to talk about?' 'You can offer more in addition to the episode, than just the episode itself' VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday Jeff Mendelson - https://jeffmendelson.com/onebigtip/interview-jeff/ Jeff Mendelson LinkedIn - https://www.linkedin.com/in/jeffmendelson/ The Agents Of POD Accelerator - https://agentsofpod.com ABOUT THE GUEST Jeff Mendelson is the host of the One Big Tip Podcast and he also runs a digital marketing company located in Miami, FL. With deep international business experience, Jeff has successfully transitioned from various tech and sales positions to becoming a consummate entrepreneur. He started and built his company with a foundation that include
Wed, October 20, 2021
SYS 038: How Georges Verdis Used Systems to Reconnect With His Family and Became a Business Leader
Steve is joined by Georges Verdis, for an inspirational journey through a story that began with Georges as an estate agent in London, sometimes working upwards of fifty hours per week, which caused his personal life to suffer. However, in the space of six months, Georges had built systems into his business that allowed things to function without him. In this show, Georges talks to Steve about the ways in which he overcame the many challenges involved in creating these systems, how he restructured his mind-set and why it matters, and the importance of ensuring that we strike a healthy work/life balance at all times. KEY TAKEAWAYS Freeing ourselves from the pressures of business in order to spend more quality time with family, means not just less visits to the office. It means cutting the cord completely. It is about being totally present. Breaking down every available individual task is crucial. Once this is done, we can assign each task to an individual member of the workforce, along with instruction on how to perform it. If no instructions exist, then they are created as the task is performed. You do not need to know the outcome of something you are attempting in order to get help in doing it. It doesn’t matter who attempts the task. All we need to know is if it is achievable, and there we find the win. When we seek to implement systems that free us from a business, there is always generally a fear of letting go. This is accompanied by an excitement at the possibilities that are ahead if the systems work. Implementing systems and creating the instructions for others to follow, may seem like a daunting task, but once a task has been systemised and documented, we never have to do it again. If we build incrementally, then all tasks can be documented and systemised in a very short space of time. BEST MOMENTS “It was a gradual process, to let go of things” “It’s all about recording whatever is being done in your business” “If I’m able to focus and spend my day in these three areas, it’s a win” “Sometimes I pinch myself and say “This thing is really working by itself”” “You see the world from a very different perspective” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday London Executive - www.london-executive.com ABOUT THE GUEST Georges Verdis is a London
Wed, October 13, 2021
SYS 037: Which LastPass Account is Best for Your Small Business and Why?
Dr Steve Day summarises the five types of LastPass accounts and why he recommends the Teams account for small business owners and entrepreneurs. KEY TAKEAWAYS: There are three types of personal accounts (free, premium and families) and two types of business accounts (teams, and business) that LastPass has to offer. Teams is the most efficient for entrepreneurs/owners of small businesses because you can share folders easily, there is a secured dashboard, and you can share to non-users by simply “dragging and dropping”. The cost of Teams is like Premium, but has unlimited amounts of users while Premium is limited to six With Teams, you can download Lastpass onto an unlimited number of devices BEST MOMENTS: “Teams gives you enough control, in my opinion, to keep things safe, to keep things secure, give you the control you need, but without having the extra admin hassle of learning it.” “You can add people to shared folders even if they’re not in your organization, so you don’t have to pay for license for everyone you add to a shared folder.” "You can access all your personal Lastpass items from a Teams account. " “When you can share folders in their entirety, they get added to every single site in that folder. It makes sharing that much easier on a role-by-role basis.” VALUABLE RESOURCES: Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ YouTube Channel: https://www.youtube.com/drsteveday LinkedIn: https://www.linkedin.com/in/dr-steve-day/?originalSubdomain=uk Website: https://go.systemsandoutsourcing.com/misc-402598531597919700461 ABOUT THE HOST: When Dr Steve Day moved to Sweden in 2015, he was forced to change the way he worked to maintain the businesses he had started in the UK. He switched to running his businesses remotely, and after totally nailing this concept, he decided to focus his time consulting other small business entrepreneurs to help them do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and methodology with the world. He still lives in Sweden and continues to run his businesses remotely with the help of his team of Filipino and UK-based virtual assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.
Wed, October 06, 2021
SYS 036: How To Outsource Your Sales Calls- Interview with Robert Poole
Steve is joined by Robert Poole who specialises in helping small businesses sell to other companies. Together they discuss the value of calling people over the phone to help sell your business, why it is important to tap into the emotional side of marketing and why systems are critical to your business’ growth. KEY TAKEAWAYS For a small company when you begin to make some revenue it makes sense to outsource somebody to cold call because let's face it, most people aren’t at that level. You can get brilliant results by making direct contact with companies and this technique is still as brilliant today as it was 20 years ago. Having clarity on who your target audience is is very important. Narrow down your dream audience very specifically before you begin to call potential clients. Whilst, social media marketing is beneficial and effective in some scenarios, one of the benefits of calling people is that they have to make a decision right there and then. We’re so separated from person to person communication and so over the phone and via video is a very effective way as people appreciate they are talking to a human versus talking to an online machine. You’re 70-80% of the way to getting a sale when you go through all the marketing aspects of the phone call first. It is a lot easier when dealing with somebody who knows what they want and what you offer. The sales aspect is about urgency and helping them get over those final questions. All sales and marketing is emotional. In the B2B world, there is a misconception that emotion doesn't come into it which is simply not true. We are all emotional beings and so we need to tap into that. Systemizing things is so critical. Everything has to be duplicable and repeatable, you cannot depend on a person's skill set, you have to have those systems in place if you want to grow. If something is not systemise-able, then it is not worth doing, just because you are a one-man show does not mean that you don’t need to systemise things if you want to grow. BEST MOMENTS “We started as a company because we needed to expand our cold calling.” “With the right business at the right time, the time to get started is now.” “We’re all emotional beings and so we need to tap into that emotion” “Systemising things is so critical.” ABOUT THE GUEST Robert Poole “Do you have a small business that sells to other businesses? If so, you probably know that there are plenty of resources for companies that market to consumers or companies who sell to large, Fortune 500 type companies. But what about the small businesses in the middle who sell to other companies. Where do we go to get answers? How do we grow our companies consistently while still k
Wed, September 29, 2021
SYS 035: Tips For Successful Project Management
By having a clear vision, mission and business objective you’re more likely to achieve in succeeding your goals. In this episode of Systemise Your Success, Steve dives into the need for structured project management, creating milestones and aligning your business with your vision. KEY TAKEAWAYS Having a clear vision of your company's vision and mission allows you to know whether the project is taking you one step closer to reaching the company's goals, if it is then continue with the project. If it does not align with your company's vision, you need to either get rid of the project or adjust it so that it does take you closer to your vision. When you are starting a project and you are wanting other peoples’ involvement in it, it is tempting to start instantly. By doing this, you may not have a clear vision for the project and be left unsure of which direction it is going. One of the best things you can do is to introduce a vision board for your projects. Before you start the project think about who is using your new project and the problems that you can solve. The four things to consider in a project are The target users; the problems you need to solve; the solution and what is the business objective. Overriding all of that is what the vision for the project is. When planning a project you need to ensure you have deliverables that are going to have short time intervals. These will allow you to assess where the project is up to. These are stepping stones towards the end goal. Creating milestones that allow you to assess where you are in the project allows you to test things to see if you are on the right track, or whether you need to change the direction of where the project is going based on the feedback of those who are involved within the project. BEST MOMENTS “Put time into thinking about your company's vision so you can put it into everything you do.” “What is the overall objective and desired outcome.” “Make sure everybody is 100% clear on why you’re doing it, what the problems are that are going to be solved, the solution and what the business objective is.” “It’s not the tasks that matter, it is what you are going to do at the end.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. H
Wed, September 22, 2021
SYS 034: Building Your Dream Life - Interview with Bronwen Vearncombe
Property Investor, #1 best-selling author and property coach, Bronwen Vearncombe joins the show today to share how she quit her corporate job for a life where she became her boss and found financial freedom. Together they discuss the importance of networking and systems and how to value your own time. KEY TAKEAWAYS Using Zero Accounting for your bookkeeping gives you control and supply great bookkeepers who can provide you with the right data in the right format. Any issues you may encounter will be solved by several experts. Having the right people is crucial and so is having the right reporting systems in place so that you can measure your success and see whether you are achieving your goals. People and systems combined will grant you success. You cannot rely just on systems if you want time freedom as well. You may have to go through the lengthy process of testing things out yourself before you can train people up to make sure they are implementing processes the way you know best. If you have a high hourly rate, you need to look at the tasks you are doing and see whether or not they are bringing in the same as you would charge per hour. Just because you enjoy doing something, does not always mean it is a good use of your time. To ensure you are successful in your field you need to become good at finding great people. Networking, working alongside great people and trying to find experts to help in highly skilled areas will help you on your way to success. BEST MOMENTS “This book was not easy. It was probably one of the hardest things I have ever done.” “Always try to work with experts.” “You have got to go around that loop a few times before you can be confident that things are working in the way that you need it to.” ABOUT THE GUEST Property Investor, #1 best-selling author and property coach, Quit corporate job 5 years ago and invested in property. Within 2 years, had replaced income, travelled the world, lived in NZ for 6 months. Currently in Namibia wildlife conservation since October. Bronwen Vearncombe has built a successful business over the last few years and has been able to give up her full-time corporate banking job and find freedom. Having been told she’d not be able to retire until age 67 – she knew there must be a way to escape and to spend more time with her husband and two children, and maybe even be her boss! In just two years she and her husband replaced their corporate income with property rental and left their jobs. Inspiring many people each year through her success, not only does she have a great property business, but she teaches others through her online learning platform established in 2017. Just two years later they set out to f
Wed, September 15, 2021
SYS 033: This Simple Technique Will Change The Way You Share Company Files
Have you ever had somebody leave your company, and months later discovered they still have access to company folders and files? Join Steve as he shares how creating ‘groups’ within your company can simplify the process of granting or removing access to new and former employees. KEY TAKEAWAYS The idea of a ‘group’ is that it is a collection of users or email addresses, these may be users of your company or contractors. The benefit of using a group is that you only need to add the group email address to a folder or file to give access to everybody within the group instantly. When you want to remove access to a specific person from the folders or files they had access to once they have left your company, you can remove them from the group and they will lose access to every folder or file they once had access to. When someone new joins the company, all you have to do is look down the list of roles that that person is going to undertake when they’re working for you and add them to the corresponding groups that you have already set up. Those groups will already have access to the files and folders the new joiner will need access to. Therefore by adding them to the group, they have instant access to the files and folders they will need. Set up a spreadsheet and list the shared drives or folders and the groups you have set up. Then tally up what groups need access to which folders or shared drives. Next, create a list of everybody within the groups so that you can remove individuals from groups when they leave the company. Using groups simplifies lives, makes you feel more secure and makes new joiners feel welcome when they come into your company as they have access to everything they need straight away. BEST MOMENTS “It makes it so much easier to share all your folders and files.” “Using groups simplifies this process.” “You have now got total organisation of your sharing.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden
Wed, September 08, 2021
SYS 032: How Hiring A Virtual Assistant Is Transforming Lives - Imogen Cook Interview.
Outsourcing expert and coach, currently making her mark as Founder of The Freedom Geek, Imogen Cook joins the show today to discuss her journey to being the go-to person for Virtual Assistant assistance. Together, they discuss how the virtual assistant industry is going from strength to strength, the importance of doing your due diligence when searching for a VA and how with the right training, a VA can do almost anything. KEY TAKEAWAYS The virtual assistant’s industry is going nowhere, in fact, it is only getting bigger and bigger. The remote working world has accelerated during the pandemic. A virtual assistant is a smart person who works remotely. A smart person can do almost anything, they just need training and experience. Don’t limit what a virtual assistant can do and then it will open up a world of opportunity. You will then need to figure out how easy it is for a virtual assistant to fit into your business. A virtual assistant is a remote worker regardless of region or speciality, it is a huge term that encompasses a lot of different things. A virtual assistant can range from assisting with short term, ad hoc projects to longer-term projects. There is no one task in a business owner's day, you are always spinning plates and have always got to limit the time you have got to spend on things. That is not the case when you hire somebody else. As the cost of hiring from countries like the Philippines is so low, the virtual assistants can take their time with things to ensure it is done right, and to a high standard. If you filter and do a lot of due diligence when hiring a VA, it is much less likely that you are going to encounter problems. After that, be very close to your VA’s and talk to them every day because when something does go wrong, you will be able to feel it. On day one, don’t get too overwhelmed and try to start simple. Don’t give the virtual assistants the ‘self-destruction’ button to your business empire, give them something easy and simple that does not have complex data implications and then take it from there. BEST MOMENTS “Nobody wanted to talk to me about anything else, nobody even wanted to talk to me about raising money, they just wanted to talk about Filipino virtual assistants.” “It’s transforming peoples’ lives.” “It is no wonder that people are confused by the term ‘virtual assistants’. “I learned and got good by messing up on day one.” ABOUT THE GUEST Imogen Cook: Imogen Cook is an outsourcing expert and coach, currently making her mark as Founder of The Freedom Geek – a dynamic company leveraging talented individuals (Virtual Assistants) in the Philippines to assist overwhelmed Entrepreneurs with delegati
Wed, September 01, 2021
SYS 031: How To Develop Trusting Relationships With Your Remote Team
When managing or working within a remote team, it may be difficult to build trusting relationships. Join Steve as he shares his tips and tricks on how you can develop a brilliant relationship with your remote team. Steve discusses how the trusting relationship begins at the hiring process, how to hire people with the same values as you and why regular meetings can help you get to know your team members. KEY TAKEAWAYS There are key things that you can do when you bring somebody into your company that create a lasting professional and productive relationship. This process needs to start at the hiring stage. In your job specification, talk about why your business is different, show that you care about your employees because you want to attract people that are attracted by the values that your company stands for. By doing that, you are going to put off people that aren't on the same page as you. Have a short team meeting every morning whereby you review the previous day, any challenges that were faced and what is on today's agenda. That allows everyone to know what each other is up to in the team, gives people the chance to get to know one another and also lets everyone know what each other is working on. This is helpful when sharing knowledge. Have a weekly one to one meeting with each of your team members so that you can allow them to share any concerns that they have and can build a relationship. This should be done via video chat so you can build a rapport. Knowing the stuff that your employees love doing as well as the stuff they hate doing, can benefit you and them in the long run. Have company meetings whereby you go through a structured agenda, allowing people to go through any issues they may face so that each week they know that they can get their problems answered. Talk about KPI’s, goals for the quarter and revisit previous meetings to ensure tasks have been completed. BEST MOMENTS “Don’t overwhelm them and throw thousands of tasks at them in one go.” “They’ve come to work for you because they believe in what you believe in and therefore they are the right type of person for your company.” “You keep the cogs moving forward.” “That is an opportunity for you to come together as a team.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday AB
Wed, August 25, 2021
SYS 030: How You Can Use An Assistant To Save You Time When Sourcing Property.
Discover today how you can use an online assistant to save you time when sourcing property or other admin-based tasks, allowing you to focus on the high-value tasks and make more money. Join Steve as he discusses how you can create replicable systems for virtual assistants to utilise, how outsourcing can speed up the buying process of properties and how to work out your value to ensure you don’t spend your time earning less than you are worth. KEY TAKEAWAYS When you are looking at a big process such as property sourcing, there are upwards of fifty tasks involved to achieve it. You have to think about the research that needs to be conducted, considering things such as schooling, house price statistics, and local demographics. This has to be done each time you need to research an area. Systemising the researching process so that other people can replicate the process can allow you to outsource this task to a VA. Once you have conducted your research and sources properties within that area, there are certain preliminary things you need to know such as EPC, planning regulations and conservation information. Getting somebody to do this for you will speed up the buying process. When you outsource, you gain time. Gaining time will allow you to make more money because you now have the time to do high-value tasks. You don’t outsource to save money, you outsource to make money. When outsourcing you have to understand your value and how much you are worth. Look at everything you earn, including interest and dividends and divide that by the number of hours you work annually. Whatever that figure is, is your hourly rate, if you are spending time completing tasks that earn you less than that, you have to consider outsourcing. The moment you free up your time, you can focus on tasks that will bring you a higher value. BEST MOMENTS “Your life is so much easier.” “Getting someone to do this for you can make your buying decisions much quicker.” “I don’t outsource to save money, I outsource to make money.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do
Wed, August 18, 2021
SYS 029: Why Intellectual Property Is Essential In Creating A Brand: Shireen Smith Interview
Intellectual property lawyer, branding expert and IP business advisor, Shireen Smith joins the show today to share her IP secrets that you can utilise to protect your business. Together they discuss the importance of understanding IP, how IP often acts as a container for your brand's values and why focusing on having unique branding will help separate you from your competitors. Shireen's latest book 'Brand Tuned the new rules of branding, strategy and intellectual property' is available on Amazon KEY TAKEAWAYS One of the big problems within branding is that people are not trained in IP which is of central relevance to brands because all the identifiers by which a brand is recognised are intellectual property. This intellectual property needs to be protected and the business can often be uniquely identified by a name or other identifiers. Intellectual Property (IP) acts as a container for the brand value. So using a name that is uniquely yours, helps contain the value of your brand. When you are using a name that other people can use, you have a colander rather than a container. Other competitors can use the name and customers may find other people when looking for you which will therefore lose your business. Don’t choose a name until you know the business is viable. Therefore you do not have to get into all the costs of trademarking. When you are ready, register a name and trademark it immediately. Understanding IP at the same time as creating a brand or when trying to grow your company will allow you to develop the right strategy. Instead of focusing so much on how you can be different to your competitors in terms of products you offer, designers should be looking at coloring, branding and how they can visually stand out. They cannot copy your distinctiveness. There is a tiny percentage of people who find themselves in a situation where another company begins using the same name as them and they are unable to fight back. You have to decide whether to take the risk of not trademarking your company name. Try to protect yourself within your home market and try not to worry about international companies unless you have a more substantial business. BEST MOMENTS “It is important to find a name that can be uniquely yours.” “In the 21st century we have the internet, which has changed everything.” “Distinctiveness is what you can protect.” ABOUT THE GUEST “Shireen Smith is an intellectual property lawyer and business advisor specialising in trademarks and brands, and founder of IP law firm Azrights. Her interest in business and entrepreneurship led her to in-house positions at Coopers & Lybrand and then Reuters. S
Wed, August 11, 2021
SYS 028: Company Email Accounts
Understanding the different types of company email accounts available to you can save you a lot of money, join Steve today as he lets you in on some tips and tricks that can help keep your costs down. Steve discusses understanding which staff member needs their license and who doesn’t, the convenience of a shared inbox and the benefits of using Alias’. KEY TAKEAWAYS Getting company email accounts right can save you a lot of money and there are some tricks that you can use which you can use to help avoid you having an account for every single one of your staff. Whether or not you need a licence for every member of staff you employ depends on what it is that they do within your company. Giving every employee their email account means that you have complete control over the account and therefore it can make it easier to manage. However, there is a lot of cost to doing that, with Google, the cost is around £10 per employee. Using Alias can allow you to create email addresses such as ‘help@mycompany.com’ which can allow all emails to come into a shared inbox. You may want to have the ability to have people respond from their accounts. Alias’ allows any name that you want, linked to the shared inbox to respond. This can reduce the number of licenses that you require significantly. Be specific about who it is that you give licenses to, which is usually dependent on the different roles they have. Take into consideration if they will need offline access or if they will be managing the accounts as this would be the main reason they would need a license. BEST MOMENTS “There are a few tricks that we use to reduce the number of licenses but still maintain the control that we want.” “You can think things personal.” “It can make it appear that people are talking to a single individual.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting
Wed, August 04, 2021
SYS 027: How To Prioritise Your Outsourcing
Discover today how you can prioritise your outsourcing by creating your personalised ‘Systemization Plan’. Today, Steve discusses how creating a ‘Systemization Plan’ can allow you to think about the future of your business, how putting processes into place will see a lot of your urgent stuff disappear and why tracking your time enables you to be more accountable, encouraging you to focus on the important tasks. KEY TAKEAWAYS What you need to outsource first is different from what anybody else needs to outsource first because what you do in your business is unique to you. You need to create a clear plan that will enable you to go from being that person who is running around like a headless chicken, to being that person who is organised and delegating. Creating your systemization plan can allow you to think about what else you should be doing in your business. The point of the plan is to look at the work you are currently doing and decide what you can offload to others so that you have more time to think about the future. When you start, you may not have anyone to delegate to so it is probably going to be you that is doing everything urgent or nonurgent. As you identify your recurring jobs, you can think about how you can delegate that role in the future. When you start putting processes into place, a lot of that important or urgent stuff will disappear because it will be automatically done by people or systems in your business. This can reduce the workload on you and make it easier to focus on the high-value stuff. The hidden benefits of tracking your time mean you become more conscious about the stuff you are doing. It enables you to focus more on the important stuff because you have got to hold yourself accountable for everything you write down on your timesheet. It is a great way to improve your productivity without changing what you are doing. Focus first on the stuff that is taking you a long time and is easy or is not taking you a long time and is easy. As you develop this you will get better and you will begin to see how you can outsource more and will be able to think about the none easy stuff and how you can outsource it. BEST MOMENTS “This is all about creating your personal systemization plan.” “You need to free your time first.” “Only focus on the important things.” “Focus on the easy stuff now.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website: https://systemsandoutsourcing.com/welcome-1 YouTube: <a hre
Wed, July 28, 2021
SYS 026: “You Can Systemise Anything!” - John Paul Interview
Entrepreneur, Author of ‘Stress To Success’ and owner of award winning sales and lettings agency, Castledene Group John Paul joins the show to explain how he went from working in his business, to stepping back and working on it. Together they dive into all things systems and discuss the importance of nurturing your staff, how to start creating processes to systemise and why letting go and trusting people to systemise for you, can help boost your company's success. KEY TAKEAWAYS A good staff can write the systems for you. However, you can have the best system on the planet but if you have got staff who cannot understand it, then the systems are just going to fail. It is equally important to train and develop your staff as it is to implement successful systems. When you have really good systems you need to be able to manage and measure the staff based on something. If they follow the systems and trust the process, they will do well and you will get the results you want. However, if they don’t then things go wrong, it could be a case of their skillset or motivation. One important question to ask potential staff during their interview is about their values. This way you can see if their values align with your businesses’ values. It helps to weed out those who are not suitable for your business. So long as you are training them to the best of your ability, they have the best possibility of succeeding. The most vulnerable time for a new starter is right at the beginning. Do not just give them a manual and leave them to it. You have got to nurture that person to make sure that they know and understand your processes and help and support them throughout their career. Business owners tend to be more emotional whereas creating processes is a very logical thing. It is sometimes hard for people to understand the importance of a system and how to process and map it. It can be as simple as writing things down on a post it note and developing them deeper. It is important to use smart objectives. Make things measurable, specific, achievable and timebound. Success is achieving whatever your goals are. Whatever you want in life, so long as you achieve that, then you are being successful. You can systeminse anything. If you surround yourself with good people, you have the knowledge and the desire to systemise things by letting go and trusting people, then you can systemise any process. BEST MOMENTS “I have got an amazing MD who is far better at managing people than me.” “The only two things that can go wrong in a business are, is it a person issue? Or a process issue?’” “You systemise businesses to operate in a certain way.” “Once you get definition into a process, then it is a lot easier to measure and manage that process.” ABOUT THE GUEST John Paul is an entrepreneur, lea
Wed, July 21, 2021
SYS 025: How to give feedback that actually improves future behavior
Giving constructive feedback is a skill which often needs perfecting if you want to positively affect behaviour within your business. Join Steve as he discusses a four step model which can help you deliver feedback in the most impactful and professional way. Learn the importance of ensuring you always use the present tense, encouraging future behaviour and never giving written feedback. KEY TAKEAWAYS Giving good feedback is an art and a skill which you need to practice. Using the right tools can make this much easier. Feedback has one purpose, and that is to improve future behaviour, with that in mind it is important that you deliver feedback in a structured way. Nobody can change the past and if you talk about an incident in the past tense, the person you are talking with could become defensive and come up with excuses as to why something didn't work. Instead, talk in the present tense. There is a four step model to giving feedback. Firstly, you ask the person if you can give them feedback. Secondly, state the behaviour in the present tense. Then, state the impact of the behaviour and finally, encourage future behaviour. By using this same structure to give both positive and negative feedback, you are training yourself to give good feedback for both scenarios. Try to avoid ever giving feedback via written text. Written text is time consuming to write and can easily be misinterpreted. Recording videos that the person can go back and review is a much better option, that person can see that no matter what the feedback is, your intentions are good. BEST MOMENTS This is an absolute make or break. It is something you have got to learn how to be brilliant at.” “Nobody can change the past.” “That person can see that your intentions are good.” “It will have a positive impact on future behaviour.” Link to the book: The Effective Manager VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website : https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he
Wed, July 14, 2021
SYS 024: It Is All A Numbers Game - Josh Keegan Interview
Property entrepreneur of the year, creator of Fast Track Finance and chartered accountant, Josh Keegan joins the show to share his wealth of knowledge about how you can make your business profitable and manageable. Together they discuss why too many entrepreneurs focus on growth and neglect their profits, why finance is an investment not a cost and why every decision you make needs to be financially backed. KEY TAKEAWAYS Too many entrepreneurs only focus on growth and end up not making a profitable business. One thing to remember is, always ensure that your growth is considered. There is nothing wrong with considered growth if growth is a means to an end. Growth is fine, but it can mean your profits do not match your growth. When you create your business model, start at the bottom before you get to your end game. Firstly you should ask yourself how much you want to draw from your business on a monthly basis. The most important thing, which is often the last thing entrepreneurs think about, is how they are going to get clarity on their numbers. Finance is an investment, not a cost. You need professionals to do your finances, whilst a VA can do some stuff for you, they are not financial experts. Every decision needs to be financially backed. Decisions should never be based on an emotion, they should be backed on hard financial information. You need to know your current profits in order to increase your revenue. Everybody is scared about the potential tax they may have to pay if they do not hire a tax accountant. Pay for a tax accountant that will do a one off appointment who can give you start up advice. BEST MOMENTS “Don’t think of the top line number, think of the bottom line number and the top line comes as a result of that bottom line.” “It is all a numbers game.” “If you cannot measure something, you cannot improve it.” “The best time to hire a virtual assistant is yesterday.” ABOUT THE GUEST Josh Keegan - “Having successfully scaled numerous high margin property businesses, I help property entrepreneurs transform their underperforming start up into a highly lucrative, industry leading business. I believe entrepreneurs only ever achieve life changing success when they have total financial clarity in their businesses. We empower entrepreneurs to make bigger, better, and bolder decisions. We are passionate about seeing an entrepreneur's hard work finally pay off as their business shifts from an underperforming start up to high performance business. Our award-winning business programmes focus is on achieving total financial clarity, maximising margins and developing scalable profit-led business models. I personally own a portfolio of trading and investment companies which achieve margins in excess of 35% all based in the property sector. I have won sever
Wed, July 07, 2021
SYS 023: You Can't Run a Successful Business Without These Seven Apps
Discover today the 7 essential apps that will help you run a successful, efficient and productive business. Join Steve as he talks through the importance of ensuring you have a decent screen recording software, why it is more efficient to use a smart virtual meeting software and why investing in good cloud based office apps can allow you to access your important documents from any device, anywhere in the world. KEY TAKEAWAYS You cannot run your business without decent screen recording software. A screen recording app allows you to record your screen and your voice at the same time as well as allowing you to include your webcam in it. This allows you to produce guides by demonstrating things on the screen whilst narrating. To run a successful business you need to ensure you have decent cloud based office apps. These are things such as spreadsheets, word type documents and online presentations. It is available in Microsoft and Google and it allows you to make sure you do not have conflicted copies and means you can access documents from any device. If you have harddrive corruption or you lose your laptop, it doesn't matter since you have saved everything to the cloud. It is important for the smooth running of your business to have smart meeting software. Without online meeting software you are forced to meet in person or talk via telephone, these are nowhere near as efficient as using online software. Have a compulsory policy that everyone has their cameras on in every meeting, this helps your team gel and increases the team working capabilities which is massive for productivity. In a modern business you need an internal instant messenger app. There are circumstances where you need to get hold of people quickly and instant messengers are the way to do that. It allows you to create groups and have individual conversations. Try not to discuss tasks in the instant messenger app, instead use your task manager app to discuss tasks and ping the reminders within your instant messenger app. BEST MOMENTS “You can build rapport and people can see your facial expressions, 70% of your communication is non-verbal.” “It just makes life so much easier.” “The world has seen over the years that a huge amount of work can be done remotely.” “This increases productivity.” VALUABLE RESOURCES Facebook Group: https://www.facebook.com/SystemsAndOutsourcing/ Website : https://systemsandoutsourcing.com/welcome-1 YouTube: https://www.youtube.com/c/drsteveday ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to chang
Wed, June 30, 2021
SYS 022: The Product Mentor - Interview with Mike Corradini
In demand startup mentor, consultant and dedicated entrepreneur Mike Corrandini joins the show today to talk about how he has helped over 2,000 entrepreneurs grow their businesses into the successful, systemised machines they so desperately desired. Together, Steve and Mike discuss the importance of having a mentor, the benefits of customer and business surveys and why following a specific framework can allow you to systemise your success. KEY TAKEAWAYS Most people want push-button profits and do not want to work hard for them. Whilst the appeal to have people do everything for you is understandable, you have to learn how to do it yourself. Once you get your framework ironed out, you can run the business alone with the option for additional advice. A lot of entrepreneurs will make something and then hope and pray that it sells. In some cases, there are a lot of existing business owners with mediocre sales but something is not perfectly aligned. In that case, you can always go back and challenge your assumptions and see if there is a better product-market fit out there. Most entrepreneurs out there do not have the ‘sweet spot’. A great way to get feedback is to run consumer or business surveys. Survey Monkey is a great tool to use because it is virtual and also has demographic selections built-in. If you do not have a coach, you are selling something that you do not believe in, it is a no brainer to be mentored. Find yourself a coach appropriate for the level you are at now and who has already walked the path that you are trying to get on and listen to their advice. Letting someone else make the mistakes first is a wise decision. You absolutely can systemise your success. There are people out there who have never started their own business before, who have followed the system and get their desired result. Some people are inexperienced when they start out but they have faith in the systems and are able to put their egos to the side and admit that they need the help of systemizing to get them their results. BEST MOMENTS “Let's get some systems in place so that you don’t need me forever looking over your shoulder.” “We want to find the best product-market fit before you actually finish or create that hiring curriculum.” “Plug in with the right systems for your own benefit.” ABOUT THE GUEST Mike Corradini is a highly sought-after startup mentor and consultant. For the past 20+ years he has dedicated his life to the art of entrepreneurship. He has successfully launched numerous seven figure businesses and has helped over 2,000 entrepreneurs develop, fund, and grow their businesses. He has launched a multitude of successful business ventures himself from product development, to financial lead generation, real estate investing, international seminars, and a brokerage.
Wed, June 23, 2021
SYS 021: Don't Trade Your Time For Money - Interview with Kevin Whelan
Wealth mentor, Author and podcaster, Kevin Whelan joins the show today to discuss his motivation behind ensuring he no longer was reliant on trading his time for money and how he created the simple process to help people become financially free in as little as five years. Together, they cover everything from pushing back on traditional financial viewpoints, how to create a self-replenishing bank account that will last for generations and how to create recurring income whilst continuing to give recurring value. KEY TAKEAWAYS Recurring income is at the heart of wealth. Business and assets are the real skill when aiming to be financially independent. Anyone can follow a step-by step process to financial freedom, whilst it may be an easy process, it is not a quick one. The road to financial independence is about five years. There are many people discovering new ways to live their life financially free and not having to wait until their sixties or die without seeing any form of retirement. Kevin is keen on pushing back on tradition and encouraging people to be empowered by themselves and get enough knowledge, support and connection. This is to ensure people do not feel isolated and do not feel they cannot trust people. Wealth Builders is a thriving community of like minded people with a singular focus, of becoming financially independent and enjoying the journey along the way. The money doesn’t die, the money perpetuates. Traditionally, when you build your nest egg you create a legacy and then you distribute that legacy. However, people typically do not get around to discussing money with the next generation. It is hugely valuable to treat the next generation with respect and give them the chance to use the money you have accumulated to give them choices and options as well as giving them the wisdom to carry on with your thinking and perpetuate your wealth into a self-replenishing bank account serving the next generations. As long as you have the ability to satisfy and solve the problems of other people there is no limit to the amount of return on your investment you can make. You can turn your investments into an infinite return particularly if you do not need to be in the business. Business is as much of a trap as any other activity because when people pursue their passion, people can get caught in the trap of trading time for money. If you have a business which consistently solves the problems of your customers, and you continue to focus on adding value then the longer your customers will stay. Therefore they continue to get recurring value, and you continue to get recurring income. BEST MOMENTS “I had the chance to not have to start and trade my time for money.” “That would have been so much more valuable in how I live my life.” “It is all about leaving a legacy within people not leaving a l
Mon, June 21, 2021
SYS 020: Escape The Rat Race - Christian Rodwell Interview
In this episode, Steve is joined by director of WealthBuilders, best-selling author and successful podcaster, Christian Rodwell who discusses his decision to leave the comfort of his 9-5 job and start up his own company helping and advising others to do the same. Together, they discuss how it has never been easier to start up your new business, the importance of creating assets and why waking up and feeling happy is the definition of success. KEY TAKEAWAYS When you do something you are not passionate about, you kind of wake up and think ‘I am just going through the motions’. You may feel as though you are on the hamster wheel that so many others find themselves on. Many people find themselves trapped by work and end up spending the next 20 years doing the same job which they are unhappy in. Thankfully, things are changing. The entrepreneurial spirit is alive and kicking these days. It has never been easier, with the help of technology and systemisation to be able to start up a business and connect to people all across the world. In order to stop trading your time for money you need to learn how to build and create assets. This way, your assets will begin to work hard for you rather than you working hard for money. For anyone who is in business on their own, if you are feeling pain definitely look at who is around you that you could collaborate with. Becoming a partnership in business is a big help however it is important to find one that lasts. Finding skills that compliment each other's weaknesses is a great way to share the workload which can have a huge impact on your success. Pensions are one of the most overlooked assets that exists because most people have got a pension and most people have got a sizable sum. Many people think that it is locked away and that they are unable to access it until they are 55 but that is not the case. There are certain pensions for business owners which allows you to access your pensions and start to use them in your business and property portfolio. It is a way to leverage that money that you think is locked away. Success means different things to different people but if you wake up happy then you are successful. BEST MOMENTS “I decided that yes, now is the time for change.” “We could work together to create something bigger.” “You can transform your pension right now.” ABOUT THE GUEST Christian Rodwell - I am the Membership Director for WealthBuilders and we help corporate employees and business owners to break free of the time-for-money trap by learning how to create recurring income from assets. We teach this through our online membership programme which is called the 7 Steps to Wealth. I'm the Founder of Escape The Rat Race [#ETRR], Author of t
Wed, June 16, 2021
SYS 019: Do Virtual Assistants Benefit from Attending Your Company Meetings?
In this episode, Steve talks about the benefits of having a weekly company meeting from the perspective of a virtual assistant. KEY TAKEAWAYS KPI’s & Goals – Having an overview of what the company KPI’s and goals, especially if specific can be incredibly useful for virtual employees, it provides clarity and context to the work they are doing and can also help them prioritise. Issues – Going over issues in the company meeting with virtual employees present means that they can get their questions answered, weekly. This means they do not feel like they are hassling managers or stressing as they know each week they can ask questions that will be answered. BEST MOMENTS “They don’t work for the company, they work with the company” “It’s a time for us to connect and build rapport, build trust and build relationships” VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.
Mon, June 14, 2021
SYS 018: Hiring the right people Step 7: How To Onboard a New Employee Like a Pro
In this episode of SYS Hiring the Right People, Steve talks about how he on boards a new employee and the benefits of taking the time and effort to do this well. This is an essential step to ensure they become a productive team member as soon as possible, but it also creates and sets the tone for building a trusting, strong and long lasting relationship. KEY TAKEAWAYS It’s worth spending the time and effort in on boarding your new employee. You want to start the relationship off on a high and give yourself a stable platform to build on. One of the first steps you can do is send them an email where you invite them into a welcome meeting as well as getting them on your task managing software. You can also use this email to include all necessary info they will need to get started, such as their contract, manager info etc. It is also worth outlining your expectations, in terms of hours of work, communication and company policies too. Next you want the staff member to set up all the systems they will need to use, in a sense they are on boarding themselves. It saves you time and means they will gain some confidence and experience within the systems. You can ask the employee to complete all training before they start. It’s as simple as giving them training videos showing them how to use systems, how to communicate etc. It means you will create the video once and you can use that again and again with any new hire. Then, when they have their first day, they are all set-up and know how things work already. It makes you look very professional and efficient as a company as well as saving you time and money. Structured weekly 121s are invaluable. Not just in a work-related sense but by providing a space that if an employee needs to talk about something they can. This builds trust and a great base for a strong and long-lasting relationship. BEST MOMENTS “You don’t want this person to leave in 2 months’ time and go off and find another job…you want them to stick around because of that investment of time you spent on them” “When you are everything in your business these are often the last things you think about” “Having the space, the opportunity to let that person let you know what’s on their mind pays back in dividends for building trust and long-lasting relationships” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE
Sun, June 13, 2021
SYS 017: Hiring the right people Step 6: Essential Checks Before Making Your Final Decision
In this episode of SYS Hiring the Right People, Steve talks about how to make your final decision when hiring, an essential step to get right or you will have wasted time and energy on on-boarding the wrong person. Steve goes over some last-minute checks and tests you can do to ensure you get the right final candidate! KEY TAKEAWAYS Two things you can implement to ensure you make the right decision with your final candidate(s) is to give them either a paid test tasks or a trial period. The aim of a paid test task or trial period is you give them a piece of work that is going to give you an actual example of what it would be like for them to work for you. This isn’t the time to ‘trick’ people or push them, you want to give them clear and easy instructions to follow to ensure they can perform. You can help them grow and develop once they work for you. It can be worth hiring someone with less experience that you can then tailor to your way of working – making them a cheaper overall hire as well as working in the style you want them to. Collate all the information you have about the candidate and look at it all as one big picture. It can be helpful at this point to also read through their CV and check their references. BEST MOMENTS “You can never be 100% sure but you can be 99% sure” “You want people who are asking you questions so they don’t do things wrong” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
Sat, June 12, 2021
SYS 016: Hiring the Right People Step 5: How to Run the Perfect Live Interview
In this episode of SYS Hiring the Right People, Steve talks about how you can run the ultimate live interview. By this point you have had your candidates go through multiple checks and you are fairly certain they have the right skills, attitude and experience to work with you, but it’s still key that you do a live interview otherwise you risk wasting both time, effort and money on-boarding someone who might not be right. KEY TAKEAWAYS Giving half an hour of your time at this point might save you hours of wasted time further down the line if you get this wrong. You will have your own set of questions you will want to ask but it’s worth thinking about asking the candidate where they would like to be in 5 years. This question reveals if they have ambition, what kind of commitment level they have to your business as well as giving you a broader idea of what their future goals are. BEST MOMENTS “Doing a live interview is something you miss at your peril” “Live video is very telling” “You’d be surprised of some of the answers that actually come out when you start asking people” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
Fri, June 11, 2021
SYS 015: Hiring the Right People Step 4: Interview Anyone in 2.5 Minutes
In this episode of SYS Hiring the Right People, Steve talks about how you can interview ANYONE in just 2 and a half minutes! KEY TAKEAWAYS When you are trying to narrow down candidates you just want to know if this is the sort of person you want to work with, can they communicate and if they present themselves well, you can do all of this in 2.5 minutes. You want to eliminate anyone who isn’t happy to do a video interview, if you are hiring someone to work remotely for you then you need to be able to communicate via video, so you need them to be comfortable and confident with this medium. All you need to do is create your own video with your questions, ask them to video themselves answering these in 5 minutes, then just listen at double speed- there you have it, you are interviewing someone in 2.5 minutes! BEST MOMENTS “This is an absolute game changer when you’re trying to sift through that final shortlist” “Recruitment is about elimination” “This is a chance for even people who may get nervous in a live interview situation to actually shine and perform at their best” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.
Thu, June 10, 2021
SYS 014: Hiring the Right People Step 3: Test Task
In this episode of SYS Hiring the Right People, Steve talks about the test task you can set your applicants so that you can objectively measure their skill set. Creating and setting a task in this way means you can save both time, money and investment on someone, who ultimately, is unable to do the job you want to hire them for. KEY TAKEAWAYS When thinking of the task to set make sure it’s short and simple. Half an hour is the perfect length of time, it’s not supposed to be a barrier or a way to get ‘free work’ done. Remember you are checking they are able to do the type of work you would hire them for, in a timely manner with a high level of detail, accuracy and that they can deliver it in the specific way you asked them. It will take a bit of time to create the test in the first instance but you can then use the same test time and time again with future applicants. BEST MOMENTS “It will save you masses of time in the long-run” “We literally tell them exactly what we want them to do…we give them everything they could possibly need to get this done 100% correctly” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.
Wed, June 09, 2021
SYS 013: Hiring the Right People Step 2: Process any Number of Job Applicants in Less Than 10 Minutes
In this episode of SYS Hiring the Right People, Steve talks about how you can process any number of applicants down to a shortlist in a matter of minutes! KEY TAKEAWAYS You could spend days sifting through applicants and still miss the gems. Using a applicant funnel form (eg via google docs) can save you so much valuable time. Once your applicants have filled in your form, you can then export the data to a spreadsheet then filter and sort accordingly! All your questions bar one will be numerical or yes/no which makes filtering out and sorting to meet your criteria simple and easy. However, for your one long-form question you will need to use the app grammarly, which will give you a score on how good their grammar is as well as any errors. It’s an objective way to score applicants on their written English. BEST MOMENTS “Eliminate anyone who doesn’t meet your criteria” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.
Tue, June 08, 2021
SYS 012: Hiring The Right People Step 1.5 Create a Recruitment Funnel to Find the Perfect Person
In this episode of SYS Hiring the Right People, Steve talks about how you can create and use a recruitment funnel to find the right person for the right role in your business. KEY TAKEAWAYS Using a recruitment funnel means you can cast your net wide and give yourself the best chance of finding the right person for your business. Doing it in a systemised way means you can whittle down and create a shortlist in a matter of minutes rather than spending wasted hours going through CVs and application forms. You don’t want to limit the amount of applications, you want everyone who wants to apply to apply. You can then adjust your criteria so you reduce it down to the amount of people you want to actually choose from. You can process as many people as you want when you use this technique as you can increase or lower the ‘bar’ depending on the calibre of applicants that apply. All questions on the form Steve creates are drop downs of tick boxes but he always includes one long form question, to ensure that the applicant can converse in written English to a standard he is happy with and can follow simple instructions. BEST MOMENTS “By doing this you can have the best chance at finding the right person for your business” “The bigger the population the bigger chance you will find someone who is the perfect fit for your company” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants.
Mon, June 07, 2021
SYS 011: Hiring The Right People Step 1- Create the Perfect Job Posting
In the first deep dive episode of SYS Hiring the Right People, Steve talks about how you can create the perfect job posting, to attract the right type of candidate for the job and your business. KEY TAKEAWAYS When you are putting up a job posting it’s so important to remember that you are in competition with everyone else out there who are also looking to hire. How can you make yourself stand out? When thinking about the role you are hiring for, what kind of person will work for that role? Do you need to appeal to an extrovert or an introvert for example? Also spend some time considering what level of experience you want. Make all of this very clear in the job description. Start your job posting with an eye-catching title and some detail on why the candidate would want to work for you and your business. When talking about the role, provide some context of how it fits within the business, the part it plays and the value it adds. BEST MOMENTS “Most business owners should start with hiring an introvert, someone who is detail oriented admin person firs,t as that’s often where you can save the biggest amount of time” “Put them in the picture, what is it they are actually going to get out of being a part of your company” VALUABLE RESOURCES SYS Recruitment Series Resources: Bit.ly/sys-10 Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.
Sun, June 06, 2021
SYS 010: How to Hire the Right People
How do you go from having poor staff retention and success rates to finding the right people, for the right job who produce great work and want to stay working with you for the long-term? Welcome to the first in the Hiring the Right People Systemize Your Success mini-series! Learn everything you need to know about getting the right people in your business by listening into each episode in the series, where Steve deep-dives into the system you can use to consistently get the right people in the right roles! KEY TAKEAWAYS If you are unsure which tasks you will want to be asking your new employee to do you can quickly and easily figure this out by making a note of each task you do each day and how long it takes you. Anything that you know well or is taking you a long time you should try and outsource. You then need to write a job description/profile that will want people to work for you. Think about the kind of person you want and what you can offer them to make yourself stand out. To save yourself time and to ensure you are starting with the right kind of people to begin with you can create a ‘recruitment application funnel’. One way to do this is by coming up with a list of eliminations questions that you ask each candidate to answer. This will give you a good shortlist. You can then whittle these candidates down further by asking them to do a task related to the job you are hiring for. After these two tasks, you should have a good amount of the right type of candidate who you can then ask to do a video interview, answering set questions you give to them. This is a good way to see the candidate in their own environment, you can then grade them as objectively as possible. You can then have your final list and ask people for a live interview where you can find out more about them and their aspirations. If you are still unsure after the live interviews, you can offer candidates a paid task, to see who is best at the job you are actually hiring for, to check they can do more than just follow instructions and if they will be a great fit for your company before all the investment of time and money for onboarding them into the company. Onboarding is just as important in small companies as big ones but often isn’t prioritised. If you can show you are professional and a great company to work for you will have more invested employees who produce great work for you. The work does not stop here. Ensure you have a structured way of keeping in touch, managing and coaching your new employee so you can make them feel valued as well as ensure they are developing and producing high-quality work for you. BEST MOMENTS “When you take someone new into your compa
Wed, June 02, 2021
SYS 009: GDPR and Privacy, your questions answered - Interview with Punit Bhatia
In this episode Steve interviews GDPR and privacy expert, author, podcaster and data privacy consultant Punit Bhatia. They discuss GDPR in depth, attempting to demystify some of the misconceptions and help any business owners listening understand and know what they should be doing. KEY TAKEAWAYS When Punit was looking to change careers, he knew he wanted to go into something in the regulatory space. When he began to research opportunities, he heard about a project which was sold to him as ‘systems’ but was actually around GDPR, he hasn’t looked back since and has gone on to write four books about GDPR. Often smaller business do not realise the importance of GDPR. It’s just as legally important as taxes, and audit of your business can happen at any time. Not being compliant and taking it seriously could put you out of business. You need to be aware of GDPR even if you are just starting out with a website, particularly your privacy statement and what data you are collecting. It is worth investing some time in researching the steps you need to take, such as following Punit’s 12 steps to being GDPR compliant or doing one of Punit’s free courses. When using freelancers, whether they are in or outside of the EU, it’s important to set up a contract around data processing, to ensure they are compliant. You, the company collecting the data, are liable for any breeches but if you can prove you have a solid contract this can help protect you. Other ways of protecting yourself when using freelancers, particularly when outside of the EU, is using a VPN, allowing them read only access to sensitive data on a drive or keeping the tasks that require sensitive data to remain in-house rather than being outsourced. Sometimes it’s not just about taking GDPR and legalities into consideration. When collecting information about someone, for instance from social media, ask yourself what are you doing with that information, is it ethical? Just because someone is on your mailing list, that doesn’t mean every email you send out should go to them. You could limit the emails that go to everyone and ask people to ‘opt in’ to emails for certain campaigns. This serves three purposes 1. You are less likely to irritate customers with lots of unnecessary emails 2. You get a more fine-tuned list of potential clients for each campaign 3. It helps protect you in terms of GDPR. BEST MOMENTS “It’s complex and I love complexity” “I can’t think of a single business that isn’t heavily affected” “Refresh your consent” “You can keep asking them if they want to be
Wed, May 26, 2021
SYS 008: Managing, Delegating and Operationally Developing a Remote Team
In this episode of systemize your success, Steve talks about how to manage a remote team, delegate your tasks effectively, how to avoid pushback and how to get your team to develop your operation manuals for you. KEY TAKEAWAYS When you are working with people remotely, having a really good task management system in place can be the difference between chaos and success. It doesn’t matter what app you are using but it needs to work for you and meet your needs. Steve recommends the task manager Asana, as the free version still has great functionality. Avoid using emails or instant messengers to assign tasks as you cannot easily share what is happening with others. It can also get quite incoherent and confusing very quickly. How you approach asking a freelancer/VA/contractor how they do their tasks for you is a delicate thing. You do not want them to think you are asking because you are going to stop working with them, but you also need this information to protect your business. One way to do this is to sell it to them, by pointing out without documenting it they will not be able to take holiday or progress. Steve and his company use the Didact framework to create systems easily and quickly for great results. For your free version go to http://bit.ly/sys-006 BEST MOMENTS “I have total visibility of what anyone is doing at any one time” “If knowledge is in somebody’s head and not documented outside of that it isn’t knowledge that’s part of the business” VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business
Wed, May 19, 2021
SYS 007: The Disruptive Entrepreneur – Interview with Rob Moore
Steve was at a pivotal moment in his life when he read the book Life Leverage by Rob Moore. This opened up his eyes to what business could be like when you don't do everything yourself. It set him on a path that led to him founding the Systems and Outsourcing Company and ultimately this podcast. This is why it is such a great privilege for him to interview Rob today. Rob went from being heavily in debt in his 20’s, to a self-made millionaire by the age of 31! As well as a business owner Rob is a best selling author, podcaster, property developer, speaker and more! Rob and Steve discuss criticism, mindset, self-worth and the power of outsourcing in this eye-opening and inspiring episode. KEY TAKEAWAYS Rob’s mission is to change the way people think about business and he aims to support people around the globe through the Rob Moore Foundation, helping young and underprivileged entrepreneurs and start-ups and small established businesses to gain valuable support, investment and mentorship from some of the best in the business. Rob’s book, Life Leverage, came at a crossroads in Steve’s life and it is what led him to where he is today, launching his own company and helping others learn the benefits of using outsourcers, creating systems and how having a great mindset is key to success in business. It’s easy to fall into the trap of thinking you have only been productive if you have been busy. But that isn’t the case, it’s far more beneficial for you to focus on your key result areas or income-generating tasks and make way on those, then outsource the admin and other tasks to others, whether that be actual outsourcers or employees. You have to let go to grow. It’s a false economy saving on paying salaries as when you have someone to do those other tasks you can focus on the ones that will make you grow and make you money! If you have a vision that is greater than you, then you will be able to push through the challenges along the way to achieving that vision. You can endure the difficult issues and problems in the short term because you know where you are heading. People can do the tasks you are doing better than you. People can do it cheaper than you, people like doing it more than you. Then you’re free to do the things you’re good at, the high value tasks. It’s easy to be intimidated by people who are further in their journey than you or who are better at something that you. But that doesn’t make them better than you. We are all human, we are all equal, we just have differences and we all have our own 'wealth' in some form. BEST MOMENTS “We should never let the menial get in way of the meaningful” “That vision transcends me, it t
Thu, May 13, 2021
SYS 006: How To Systemise Your Business
In this episode, Dr. Steve Day walks you through the process he and his team take clients through to enable them to outsource most of their workload in an affordable and efficient way. He covers what to outsource first, how to get rid of all those tedious tasks, and explains how to manage a remote team effectively. If you follow Steve´s how to systemise and outsource guide you will have a massive head start on your competitors. So, please click through and spend 10 minutes listening to what he has to share with you. KEY TAKEAWAYS About three-quarters of businesses don´t take on any staff. Around 90% of firms last less than 10 years. Often, because their owners spend too much time doing mundane tasks instead of marketing and growing their business. Spending a few hours working out which of your tasks you should outsource is a sound investment. Offloading just 1 hour of work a day frees up 6 weeks a year! Systemising your business is the key to successful outsourcing. Recording yourself doing certain tasks is an easy way to create instructions for your team. Steve explains exactly how to do it in this podcast. It is also possible to get your outsourced team to do a lot of the systemisation. Steve briefly explains how in the podcast. Empowering your staff is essential to keep the work flowing and ensure processes and systems are adapted, as the business changes. Task assignment and tracking platforms are a really easy way to manage workflow. Steve shares several usage tips in this podcast. Your focus should be strategy, leadership, and growth. Getting stuff off your back gives you the headspace and energy you need to enjoy life and grow your business. BEST MOMENTS ‘If you can outsource, say an hour a day, that´s six weeks’ worth of time, over a working year. ´ ‘Empower your staff.’ ‘Just scale by getting your team to do the hard work and create your systems, moving forward.’ VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting
Wed, May 12, 2021
SYS 005: How to Overcome Your Fears and Start Outsourcing Your Work
In this episode, Dr. Steve Day looks at why many of us overwork ourselves instead of hiring people to help us. Something that frees up time to focus on doing the things that will grow our businesses fast. As well as provide enough spare time to relax and enjoy life. He explains where to hire capable people and pay what they will feel is a good wage without having to spend a fortune to do so. The advice in this episode is designed to enable you to hire someone right now. Allowing you to refocus your efforts immediately and focus on the things that will make the biggest positive difference to your business. KEY TAKEAWAYS Most people believe that they cannot afford to hire an assistant. In reality, virtually everyone can actually find the cash to hire help. If you are smart about who you hire you need not commit to paying out a lot of money. Hiring freelancers means you do not have to pay NI, sick pay, or buy their equipment. With a freelance arrangement, should the work dry up, you will not be left having to pay wages regardless. Freelancers who live in India, the Philippines, and some other countries are more than happy to work for a relatively low hourly rate. Many entrepreneurs believe that they cannot spare the time to hire and train an assistant. It need only take you a few hours to find workers and get them started. There is no excuse to put off hiring an assistant for another day. Steve explains how to get it done today. If you free up just 10 minutes of your time per day, that adds up to over 40 extra hours you have each year. As a business owner, you should not be doing any of the low or no value tasks. When you free yourself from doing mundane tasks the profitability of your business soars, which easily covers the cost of paying the people you hire. All the time you are stuck doing simple tasks in your business you are missing out on opportunities. Which is costing you money. BEST MOMENTS ‘By hiring an assistant, you not only create more time you actually create more profits as well. ´ ‘Setting yourself up to be able to outsource your work only takes a few hours to do.’ ‘If you are earning £15 an hour, it makes sense to hire someone for £4 an hour to do low-value tasks for you.’ VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to
Tue, May 11, 2021
SYS 004: How Not To Fail Like 90% Of Businesses Do
In this episode, Dr. Steve Day starts by briefly explaining why 90% of businesses fail. This despite their owners spending years working so hard that they do not have time for family. Steve explains why so many people do that and how you can avoid doing the same by using the power of outsourcing. He shares his Four S´s Standard, which anyone can use to identify the tasks that can be outsourced and hire the right person to do them. This episode also helps you to understand why delegating does not come naturally to most people and how to overcome this negative behaviour pattern. KEY TAKEAWAYS Most business owners work far too hard, and never get time to enjoy the fruits of their hard work. Trusting someone to do the work for you is the only way to free up your time. Don´t let fear stop you from trusting someone to do a task for you without your involvement. Fear of loss of status stops people from trusting others to do their work. Steve explains the connection in the podcast. Identify the things that only you can do and spend your time on that, delegate the other tasks. Start by outsourcing those simple tasks that take up the most of your time. Initially, don´t outsource mission-critical stuff. New recruits need support, but you get back that time once they start working autonomously. BEST MOMENTS ‘The act of actually getting somebody else to do your work for you…That is the one challenge to overcome, then the rest falls into place. ´ ‘The chance of failure is far, far higher if you are trying to do everything alone.’ ‘I worked in the business far too much, I never put my head up to see where the opportunities were.’ ‘To work out what to outsource start by jotting down everything you do every single day.’ EPISODE RESOURCES Poke the Box by Seth Godin VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners
Mon, May 10, 2021
SYS 003: Common Mistakes with Outsourcing and How To Avoid Them
In this episode, Dr. Steve Day talks about some of the mistakes he made when he first started outsourcing his work. Explaining how you can avoid the potential pitfalls of delegating tasks to freelancers and virtual assistants. Steve covers several of those potential issues. Including, the cost, providing clear instructions, paying a fair wage, as well as training and retaining staff. KEY TAKEAWAYS Every business can benefit from outsourcing. Even hiring a VA for an hour a week, frees up several weeks’ worth of your time each year. When it comes to hiring freelancers and virtual assistants there are pitfalls you need to avoid. The wages you pay are an investment. Without that initial outlay, you cannot grow your business beyond a certain point. You can keep the costs down by hiring from places like the Philippines. Invest in the people you hire and pay fairly to retain them. Spend time creating proper recruiting, training, and task assignment systems. A framework that ensures everyone works efficiently. With the right framework and processes in place, your business will run without much involvement on your part. BEST MOMENTS ‘Thinking it will just be cheaper to do it myself is a real problem, it will prevent you from giving work to somebody else.’ ‘Frameworks make sure that you always get your work done the way you want it…without your direct involvement.’ VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start m
Sun, May 09, 2021
SYS 002: Don´t Be Afraid To Hire The Right People To Enable You To Build A Business That Transforms Your Life
In this episode, Dr. Steve Day speaks about why, after years of study, he gave up being a doctor and changed the type of work he did. He shares how several terrible events led to a wake-up call that transformed his life. Steve explains how running his business pushed him beyond his limits and what he did to solve that problem so that he could continue to grow and prosper. KEY TAKEAWAYS Most of us find ourselves in the wrong job at some point in our lives. Anyone can stop doing work that they do not enjoy and start doing something that they excel at and find fulfilling. Sometimes the wake-up call that alerts you to the fact that you need to make a change comes out of traumatic events. Working for yourself is incredibly liberating. If you want your business to grow and reach its full potential, you must be prepared to hire staff and delegate. Hiring other people to do mundane tasks enables you to leverage your time and your abilities. Being ready to relinquish control and trust others to do the work for you is essential for success. BEST MOMENTS ‘Once you see the power of owning your own business…the idea of working for somebody else, you can never do it again.’ ‘My life was changed, and my business exploded as a result.’ VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day EPISODE RESOURCES Life Leverage by Rob Moore ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assi
Sun, May 09, 2021
SYS 001: The Systemize Your Success Podcast
In this first episode of the Systemize Your Success podcast, Dr. Steve Day demonstrates why creating simple, yet robust, processes and systems for your business is so important. He explains how he has used systemization to enable him to outsource much of his work. Something that has led to him being able to grow his businesses at a fast rate and serve an ever-growing group of customers. KEY TAKEAWAYS Now is the perfect time for small businesses to take advantage of a global workforce. Leveraging the fact that the cost of living is lower in other parts of the world enables you to hire talented people at an affordable price. By leveraging technology and affordable, yet skilled, virtual assistants you can run a profitable business using just your mobile. Systemizing your business provides the framework you need to be able to successfully use virtual assistants to do everything for you. Outsourcing the mundane tasks frees up your time and energy. Business owners need to focus on doing the things that will make their businesses grow quickly. BEST MOMENTS ‘The ability to access a talented workforce at a price I could afford was a total game-changer. ´ ‘I believe now is the perfect time for business owners to take advantage of a global workforce and affordable technology.’ ‘Carve out that time out of your day to make sure you do focus on the stuff that’s gonna make you successful.’ VALUABLE RESOURCES Facebook Group: Systems and Outsourcing Systems and Outsourcing Website YouTube Dr. Steve Day ABOUT THE HOST Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants. Most business owners are overwhelmed because they don't know how to create systems or get the right help. Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling over
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