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Business Habits to avoid burnout - time tracking, lead source audit, conversion rates
Episode 6 • 1st August 2024 • Growing a Deeply Rooted Business • Jessica Walther & Rachel Lopez | Rooted Business
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In this episode of the Deeply Rooted Business Podcast, Jess and Rachel discuss how business owners can avoid burnout by implementing effective habits and systems.

Jess shares her personal experience of managing her business despite being seriously ill, emphasizing the importance of robust operational systems. Rachel and Jess explore three main types of business stress—financial worry, mental overwhelm, and energetic burnout—and provide actionable advice on how to address these issues.

Key systems discussed include time tracking, lead source auditing, project management systems, and quarterly planning. They also highlight the importance of outsourcing and delegating tasks to improve productivity and maintain a healthy work-life balance.

Timestamps:

01:41 The importance of systems to avoid burnout

02:37 Essential systems: time tracking and lead source audits

04:22 Addressing financial worry through better systems

08:31 How to manage mental overwhelm with project management

12:59 Combating energetic burnout with time tracking and planning


Resources:


Connect With Us:

Jess Website

Rachel's Website

__________

Work with Us 1:1

Rachel's Services

Jess's Services

__________

Learn with Us

Get Jess's Sustainable Success Systems Starter Kit, a Notion Business Management Systems that takes your business from overwhelmed to organized with 4 foundational workflows. <<Learn More Here>>


Diagnose Common Launch Problems and Fix Them Fast! Get the Launch Cure Guide : https://www.thelaunchcollaborative.com/launch-cure

Get Rachel's Guide to a High-Converting Email list to learn 4 shifts to elevate your emails & embrace sustainability in your marketing. <<Get it Here>>

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Transcripts

Speaker:

jess_1_07-15-2024_141222: Hello, and

welcome back to another episode of

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the Deeply Rooted Business Podcast.

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My name's Jess, your operational expert.

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And I'm here with Rachel,

our marketing mastermind.

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Today, we're going to be talking about a

timely and relevant topic, how to avoid

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burnout in your business and habits

and systems that you can implement

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that allow you to not only thrive

in your business, but take a break.

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in your business when necessary.

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And when I say that this is relevant this

is something that I experienced last week.

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I was out of commission, suffering from

both strep throat and the flu recently.

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And I literally could not

lift my head off the pillow.

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And was so grateful that I had many of

these things that we're going to talk

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about established in my business because

it allowed me with a couple of Slack

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messages to be able to just disconnect

from my business and allow my body

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the space it needed to recover without

having, it impact my clients work without

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having it have any long term impacts on

my business and not too long ago before

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I implemented these things, like A flu

might've knocked out my entire business.

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So I'm very thankful that I've got

these things in my business and I'm

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going to make a case today for you

to implement these things as well.

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rachel_1_07-15-2024_141222: I love that.

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Yeah.

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Jess messaged me.

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We were supposed to record last Friday

and I was like, no, we got things covered.

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Like we're totally solid.

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Like be a good business owner.

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Cause that's the habits we

were trying to build here.

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But honestly, so many business

owners kind of fall into this trap

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where Burnout is it's one of those

things that's unavoidable because

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you don't have these systems set up.

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You end up working so, so many hours and

we'll kind of talk through like some of

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the various types of burnout, but These

habits really do lead not just to avoiding

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burnout, but they lead to like better

productivity to business growth and really

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seeing things in a different perspective.

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Jess and I were on a client

call right before this.

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And I think you said something to

the fact like what students were

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doing and you're like, Oh, is this

what like delegation feels like?

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Is this what outsourcing feels like?

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this is the reality of having

Good business habits, which is

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easier on your nervous system.

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And you can take the pressure off

of all of these external factors

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that might be beating your brain up.

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So we're going to be going

through some essential systems

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to help you avoid burnout so you

can keep your business thriving.

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Some of those systems are going to be.

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Jess's absolute favorite time tracking, my

favorite of lead source auditing, and then

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really kind of going through the various

ways of financial worry, mental, overwhelm

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and all of those different things.

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So let's get into the episode.

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jess_1_07-15-2024_141222: I kind of just

want to backtrack a little bit and Kind

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of what inspired these three pillars

for me is I came across Excellent.

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I came across a statement by the offer

Her name is Jenny Blake And she has a

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book called free time and it's about how

to free your time as an entrepreneur she

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says business Stress is a systems problem

and I got to kind of thinking about it.

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I was like, yeah, like business

stress is a systems problem.

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And like, what are the different types

of business stress that I see the

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clients that I work with experience?

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And they basically come down to these

three buckets of financial worry, where

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you're worried about the money coming

in, in your business, you're either

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experiencing inconsistent revenue or not

enough revenue to cover your expenses.

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Mental overwhelm, that feeling that

you're trying to like keep everything in

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your brain and you're waking up at night

wondering if you sent like that invoice

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off to a client or if you delivered like

that deliverable or scheduled that email.

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Or energetic burnout, where basically

you're just feel like you're in

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reactive mode and you're constantly just

firefighting in your business and you're

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not able to set the goals or complete

the projects that you're setting out

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for yourself at the beginning of the

year because you feel like you're just

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in this constant state of catch up.

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So those are the three different

types of stress and they all come

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down to a root cause is that there is

an inefficient or inadequate system.

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So moving into that first system that

I talked about, if financial worry,

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really what this comes down to is

that you have poor marketing sales and

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delivery systems or poor marketing sales

and delivery habits, because habits

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kind of are the same thing as systems.

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If you like, think about it.

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And just like in your daily life

as habits and routines kind of keep

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you regulated, keep your nervous

system regulated, keep your body

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regulated, keep you calm in life.

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These systems can keep

you calm in business.

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So going back to one of the ones that

Rachel, I'm going to let her talk about

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it because I'm running out of breath

because I think I'm still the flow.

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So why don't you take it away?

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Some of your lead source audits.

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rachel_1_07-15-2024_141222: this

is one of those things that with a

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lead source audit, it's such a great

business practice to just have in place.

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if you listen to our episodes, you

know, we just beat this topic to

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death where lead source audits,

having visibility on what is actually.

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Bringing in things to your business.

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In my last episode where I talked,

the solo episode where I talked

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about the marketing ecosystem.

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So many business owners spend

exorbitant amount of time on.

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Platforms that aren't actually

generating leads for them.

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your time is your money here, right?

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And like, if you are spending X amount of

hours trying to make a system work for you

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when it hasn't actually delivered anything

That can lead to this financial burnout

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state where you're just putting all of

your eggs in one basket and saying, we're

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doing social because we're doing social

and social actually hasn't proven itself

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as a profitable lead source for you.

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When you have these kinds of

inefficiencies in your marketing and

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sales, it's really powerful to take a

step back and Just get visibility on

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what's working, because when you are

teetering on that edge of burnout, and

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you're kind of in that worry of stress,

and Jess and I are both like energetic,

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spiritual type people, that is not

the energy you want to be existing in.

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you do not want to be existing in a

place where you are, grasping at anything

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and everything, and so your time, your

energy, that's all very, very precious.

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So really having that lead source audit

is going to give you visibility into

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what you should be taking your time

on instead of kind of like forcing

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those square pegs into the round holes.

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jess_1_07-15-2024_141222: Yeah, and

when we're talking about habits, we're

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talking about, you know, this lead source

audit, approaching it from a habit.

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you're going to want to be looking at

this quarterly along with conversion

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rates as well, because these are going

to show you 1, your lead audit is going

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to show you where to zero in on your

time and what's worth making it to your,

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weekly creation cadence, which you should.

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That's a good marketing habit is

having like an established schedule

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of how you what you create each

week and when you create it.

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But also monitoring your conversion

rates for each point of your

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customer journey as well, because

that's going to show you maybe where

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you need to go in and optimize.

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So it's all about both of these.

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Things are about making sure that

you're using your energy effectively

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and most efficiently to be able

to really grow your business.

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rachel_1_07-15-2024_141222: Yeah.

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In those conversion rates too, this

is something that I talked about in

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that marketing ecosystem podcast,

the episode where if you have not

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listened to it, go back and listen to

it because it is one of those things

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that it's so powerful to not waste time.

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On places that the

conversions aren't optimized.

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So really, if you have that financial

worry and you're teetering on that edge

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of burnout, looking at your lowest hanging

fruit, which is this isn't converting,

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how can I make it actually convert

versus let me start on a new platform.

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Let me do this.

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Let me do that.

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So really honing in on saying,

this is my actual conversion rate.

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it can be better.

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I don't need to increase

the amount of leads.

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I don't need to do anything else.

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I just need to focus on this.

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So a lot of clarity in

just a very small action.

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jess_1_07-15-2024_141222: So

moving on to our second area of

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business stress is mental overwhelm.

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So mental overwhelm as a small

business, we can all agree

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that we have a lot to remember.

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We have client to do's, we have personal

to do's, we have business to do's, we have

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ideas, content ideas, things to track.

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And when you're trying to remember

this, All in your mind, like

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no wonder you're overwhelmed.

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So one of the greatest reliefs

that you can have is by developing

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an external business mind.

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a project management system or

a business management system.

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I call the business management

system that I sell my sustainable

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success business dashboard.

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And it's a place to get everything

out of your mind and into a system.

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So you don't have to worry

about forgetting anything.

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And then nothing has to

live in just your mind.

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This system is critical not only for

just giving you mental clarity, but Being

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able to outsource, being able to delegate

effectively, being able to take time away

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from your business and not have to worry

about, you know, is anything going to get

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missed or slipped or through the cracks?

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So building a habit of using this, even

before you begin to bring on a team.

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Is critical.

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And then when you start bringing on a

team, I think you really start to see

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how valuable this system really is.

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So Rachel, I set you up probably at the

beginning of the year with a like, You

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had been using Notion for a while and

I kind of set you up with a new system.

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So you want to share about using

it and how you're using it now

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and like the evolution of that.

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Cause a lot of my clients, I'll

set them up with it, but it'll take

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them a while to kind of start to

integrate it into their business.

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But then once they do, they're

like, Oh my gosh, this is like

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the most organized I've ever been.

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rachel_1_07-15-2024_141222: literally.

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Yeah.

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Jess is my entire saviors in the

sense of I was the epitome of

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everything living in my brain.

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And I had tried every single

project management tool.

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And literally until Jess implemented

Her system into my business.

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I was like, Oh, this is what it's

like to not have stress dreams in the

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middle of the night about tasks that

I previously had forgotten about, but

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lived documented in my brain someplace.

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And the SOP database that we have

implemented has really been so impactful

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for me bringing someone on and getting

them up to speed significantly faster

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than in my previous ways where.

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I was like that typical excuse of

like, it's just going to take so

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much more time to train this person

because then I have to take, like,

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it's just easier for me to do it.

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Like every single business owner

has probably said that, like,

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it's just easier for me to do it.

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And I can't even like.

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explain the lack of mental overwhelm that

I now have because of this new system.

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And I was never a systems girlie.

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Never.

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I mean, I, I am, but I'm not right.

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Like I'm not a routine person.

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ADHD is like, my brain gets

trapped in that, but it really

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is such an impactful thing.

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And yeah, I can't even.

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I could go on for an entire year

about how amazing it's changed

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my business, which is wild.

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jess_1_07-15-2024_141222: I think you

kind of just hit the nail on the head

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because a lot of my clients when I'll

first show them, they're like, oh my

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gosh, I wish I could be this organized.

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And I'm like, no, here's the thing.

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I am not organized.

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I have ADHD.

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This is like my safety net of having this

system in place so that I do not forget

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or if something happens last week and

I have to like, forget everything that

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I'm supposed to do, I can come back to

my desk on Monday and all the tasks that

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I had laid out, I can go through really

quickly and like, kind of reorganize them

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and replan and reset my week versus if

I didn't have a system like this last

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week, I would have had all these to do's

in my brain and nowhere to go with them

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and like, just worried and probably not

been able to actually relax Being able

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to like sign off, know they're all there.

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And then like, here's Monday, let me

check off everything that like got

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done by my team, move everything around

this week and what needs to get done.

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And like have everything just

like there and waiting for me.

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the ability to just be able to brain

dump it and like know that it's, going

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to be there when I'm ready for it.

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It's like.

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Such a treat.

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And it does take to get into the habit

of signing on and like seeing that

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but it doesn't have to be perfect.

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You don't have to do it every day.

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Like if you abandon, like I abandoned

my notion systems, every time I hit

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my ovulation cycle, my cycle, because

my ideas just start going crazy.

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But then the great thing is when

I go back and need to reset, it's

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there waiting for me and like ready

to get back into the process again.

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rachel_1_07-15-2024_141222:

Totally love that.

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Okay.

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So then next one, which

is energetic burnout.

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This is something I'm sure

everybody's kind of felt, whether

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it's in your personal life or your

business life, where you're just

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kind of like stuck in reactive mode.

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Like your business is in fight or

flight energy Which does not create

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any space to continuously be proactive.

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So really shifting away from

reacting and shifting into being

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proactive is really important.

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the solution here.

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I have yet to nail this first one,

but I know that it is such a powerful

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tool, which is that time tracking

and knowing where your time is going.

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I am a victim of picking up my phone

to do a task and I'm just scrolling.

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And then my time tracking

is like one hour later.

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And I'm like, Oh, document that

is wasted time kind of thing.

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But Jess has time tracking

down to a fricking science.

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It's pretty amazing.

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Everybody just.

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jess_1_07-15-2024_141222: I mean,

another one of those things where

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it's like progress, not perfection.

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And it's really the goal is

like to build awareness of how

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long things are taking you.

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One, that's going to give you a

better, like, When you need to

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outsource to make sure that you're

charging the correct amount of money.

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There's a really easy tool called

Cmetric that you can integrate with

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Notion that when you start a task,

you can just start your timer.

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You got it.

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Sometimes you forget to turn off the

timer, but at the end of the day,

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like I try to go back and reconcile

my time sheet every day and really

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reflect and see how I've spent my time.

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And to be honest, I don't work more than

like 20, 25 hours a week in my business.

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And it's because I, have a, like,

keen eye on how, I'm spending my time.

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And, like, when I start that timer,

I, seem to get, more focused.

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So it really, sounds like it's, like, a

bad thing, like, I got away from corporate

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because I don't want to track my time.

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But, like, it really is helpful to

you in the long run because you build

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this awareness around your time.

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Another Great tool that I

harp on all the time to avoid

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energetic burnout is planning.

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And then Ari Veda, there's this

like notion of like, to be able

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to instill balance into your life

or bring your like body back to

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balance, you apply the opposite.

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So if you're finding yourself heading

towards burnout and you're stuck

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in this reactive action mode, to

be able to bring yourself back in

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bone balance, you need to pause.

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Or you need to stop.

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And that's where this idea that I

have of seasonal resets is what I

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call them or quarterly planning.

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If you want to like speak

corporate come into play.

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It's this chance where you're going to

purposely interrupt the cycle that you're

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in of action to take time to reflect and

review every part of your business, to

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reprioritize and to develop an action

plan for the next 90 days so that you can

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move forward with focus and intention.

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And This allows you truly to shift from

that reactive state to that proactive

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state of operating in your business.

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And it's again, a skill that you

build the more times you do it,

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the better that you get at it.

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But it's kind of the number one

thing that I think helps me stay

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ahead of, working too much or

just finding myself overwhelmed.

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rachel_1_07-15-2024_141222: I think that

is such an important habit as someone

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who can act as a CEO in their business.

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Because typically when you're teetering

towards burnout, you've been acting too

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much like an employee and not enough.

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As the CEO and kind of like doing the

planning, setting up these systems

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and really ensuring that the company

as a whole, and whether it's just

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you, you're acting efficiently and

really prioritizing growth and going

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towards like efficiencies and stuff.

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And so, it is one of those things

that like, it is, you know, It's hard

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to start, but once you've nailed one

quarterly plan, like the next one is

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just kind of review, adjust and add.

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And then if you haven't done anything

from your first quarterly plan,

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just update the dates and try again.

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jess_1_07-15-2024_141222: Yeah.

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I mean, I think it's perfectly,

I still do it myself.

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It's like you take on too much the

first time you do it and then you

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realize, okay, I can only do one project

a quarter on top of client projects.

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So it just helps you build almost

compassion towards yourself because you're

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giving yourself a realistic idea and

just building awareness around what can

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really get accomplished in your business.

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rachel_1_07-15-2024_141222: So

three burnout pillars are the

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financial worry, the mental

overwhelm and the energetic burnout.

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So in that financial worry, the

root cause of this financial

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worry is the inefficiencies in

your marketing and sales system.

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So fixing these and kind of going into.

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Observing and having visibility on what's

actually converting where your leaves

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are coming from, and then establishing

like good creation habits to keep you

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kind of involved into that where you're

spending your time is more efficient.

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Time is your money kind of thing.

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The next 1 is mental overwhelm where

the root cause is just like you keeping

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everything in your brain, aka meme.

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And so, to cure this or get you closer

towards avoiding mental overwhelm

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is really project management.

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Like, it's so, so simple of just

getting everything out of your brain

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brain dumping and building the habit

of utilizing that external system.

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That external brain of yours to start

in getting visibility on these tasks,

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creating a better client experience,

I think has been the biggest thing for

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me when I'm like, why am I doing this?

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Why am I putting stupid tasks in the

stupid project management system?

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And it's like a client experience has

hundreds of time improved because of this.

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Then that last one.

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It's just that energetic burnout where

you are stuck in fight or flight and

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you really need to transition towards

a more proactive approach to your

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business, which is getting awareness of

where you're spending your time and then

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getting ahead with quarterly planning.

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So these are all really, really.

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I would say simple tasks, but they

come with such overwhelm in themselves.

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So I would say, start with kind of

where you're at with which pillar you

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live the most in and then start with

the tasks that we've laid out there.

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If you want a little bit more of

like, a directional takeaway from this

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episode is really understanding where.

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Your most leaning toward, whether

it's that financial, that energetic,

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or that just complete mental bogged

down overwhelm and everything.

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So, yeah, anything else to add to that

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jess_1_07-15-2024_141222: No, that's

all I have for this episode, because

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I am struggling, you couldn't tell.

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I did want to add if you are feeling

the mental overwhelm, my sustainable

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success business dashboard Is available

for purchase will link it in the notes

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and it comes with to like training and

customizations sessions to so I can

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really teach you my system because I'm

sure you've maybe either tried other

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templates out there before and not been

able to stick to them similar to Rachel.

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I think the magic.

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is like learning how to integrate

these into your business and customize

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it to your specific business needs.

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So that's why I include those two

sessions and don't just like hand you on

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a template and send you on your merry way.

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If you enjoyed this episode, be

sure to share it with a friend and

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:

make sure you leave us a review.

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We'd love to hear from you.

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Make sure that you tune in for next week.

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We'll have another Great episode.

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We're going to be covering our

five favorite business tools.

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I bet you can guess what one of mine is.

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And until next week,

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rachel_1_07-15-2024_141222: where

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jess_1_07-15-2024_141222:

we're rooting for you.

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We're rooting for you.

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rachel_1_07-15-2024_141222:

I thought we nailed it.

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