In this episode, we're diving into the nitty-gritty of organizing and automating your business.

As a fellow mompreneur, I know how challenging it can be to juggle family, home, and business responsibilities. That's why I'm sharing six simple but powerful strategies to help you streamline your business operations and reclaim precious time.

First, we'll explore three ways to get your business organized. Then, we'll tackle three time-saving automation techniques.

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You are now tuned in to the mom CEO suite podcast.

I'm your host, Felicia, wife, mom, and

entrepreneur. In this podcast, I'll be sharing my mompreneur

journey along with strategies that will help you build your online

business operations in a sustainable way. The goal is

to help you build a business that fits into your lifestyle as a mom who

values putting family first. We will also hear the

experiences and expertise of other moms with service

based businesses. You'll get a peek into our journeys so you'll

know that you aren't alone. Motherhood gets hard.

Entrepreneurship gets hard. But together we can

do hard things. Welcome to the suite.

Hey, Fran. Welcome to another episode. Thank you so much for being here. So

today I want to get into six ways.

To organize and automate your business.

And I'm going to break this up into two different parts. So first I'm

going to talk about three ways that you can organize. And then I'm going to

talk about three ways that you can automate. But why is this even

important? Right? The whole point of this organization and

automation. Is so that you, as a busy mom in business,

you can maximize your time. Right? we're

already kind of strapped for time between trying to run the

business, managing things in the household, taking care of

the children. Right. And so we don't want

to waste time. In our business getting

lost in the chaos and the messiness of an organization And then when

we automate, we're able to save time because we're not

manually, you know, performing specific tasks in our

business. And so this is all about saving time for you

as a busy mom in business. Okay. So the first thing let's talk

about organizing. The first. Area that you

can organize with the first way that you can organize is

by creating a business hub. And

when I say business hub, this is just like an area.

This can be in your project management tool. I have mine and click up,

you know, you can do it in a Sinai Trello, wherever you can just have

a Google doc, but this is a business hub that really

houses. All of your important business

information and links. And so based on what your

business is, you can decide what you actually put in there.

Um, you know, if you have landing pages for all of your

offers, you can put them in this hub. You know, if you

have links to your social media

accounts, You can put them in this hub, just so things are.

Easily accessible. And when you need them,

you know where to go to find them. And you're not scrolling

through a bunch of different random folders. Or you're not

scrolling through., a bunch of links.

trying to remember what the link for something is. You

go to your hub, you find the category that you're looking for and

you grab the information that you need. Okay. So the hub that I

have, actually, I'm a part of a, uh, like operational

membership called the workflow studio. but she

has lots of templates. And so in

my. Hub. There's a category for

sales and landing page. There's social media, um,

appointment schedulers, lead magnets, affiliates, website links, client

links. So whatever makes sense for you and your business, whatever those things

are that you always are needing to grab. The

information you want to create categories for that.

Okay. The next, uh, area or the next way that you

can organize is by having a press

folder. Okay, this is super helpful.

If you are participating in things like.

bundles summits. If you are pitching yourself to be

a guest on podcast, if you are doing guest blogging,

any type of collaboration, this press folder will

come in handy. And what you're putting in the press folder.

Are your Bibles, so you can have different versions of your

bio, like a short bio along by yo.

Um, you can have. Your approved

photos that people can use in promotional materials.

You just have that all in the folder instead of again, If

somebody asks you for this information, instead of having to

scroll through all of the downloads on your computer, or,

you know, trying to find the most recent version of your bio,

it's already just in one place is in this press folder.

And you can just send the link to that folder, to someone.

Um, if they request your information, Or you

can actually have this as a page on your website.

And this will save you lots of time. Okay. Um,

the next area that you can organize. Are your

SLPs. Or a standard operating procedures.

And you guys have heard me talk about SLPs here on the podcast.

And so if you are in a place where you're needing to jumpstart,

getting your SLPs created, you definitely want to check out

my simple SLP toolkit that will be linked in the show

description. But when it comes to your SLPs,

Um, you definitely want to have some type of database and

my database again, I use click up to kind of as my business

up, like a mix between click up and, um,

Google drive. And so.

With my SLPs. Let me see if I can actually pull it up

here. I have like there's a master list

and. the master lists kind of just has all

of the SLPs in one place. And then there's

different categories and subcategories. It lists

out. Um, Like the due date for when it

needs to be updated. The last time it was updated who the

process owner is, and then links to the actual like

SOP document. And if you have any other

accompanying, um, You know,

documentation or support like video or screenshots or anything like

that. But if I am. You know,

looking for a particular SOP in the business, I know to come

to the SOP master list, right? So instead of

them just kind of, again, being in a bunch of different random places,

your SLPs are in one central location is easily

accessible and this is going to be super important. when you are.

beginning to, or you might already be delegating

tasks. Hiring contractors, hiring employees,

having SLPs and having them organized in a central location is

going to be very important and helping you in

saving and maximizing your time. All right. So

those are the areas that you can organize.

and this wasn't on my list, but one of the things that I did recently,

I organized by, um, My

Google drive. And so again, this is

another area that can get really cluttered really quickly,

especially if you just create documents.

And you forget to name them. I had a bunch of untitled documents.

but it's really helpful if you create folders.

For again, different categories based on the types of

documents that you have creating different folders that

will help just to keep your, your information. Just

organized and in one place. So when it comes

to automating. All right.

There's tons of things that you can do. With automating

your, your business, but I just want to talk about three quick

things today. So number one now I

know flow desk is super late to the party with this

one. I use flow desk as my email marketing.

Tool and they just, uh, released the

feature. Not too long ago, link actions. So

basically what link actions does is you

can, uh, put a particular link in your email. And

if someone clicks that link behind the scenes, specific

actions can take place. So if somebody clicks a link, you can

add them to a particular segment. the first time I

used it, I, uh, announced.

What was it? Oh, the prayer and connect call that I was

thinking about doing. For moms and business. And

so I sent an email to the list and I said, if you are

interested, in this prayer and connect call, just click

here. That's all you have to do. And once I

decide what I'm going to do with this, you'll be the first to know.

So what happened on the back end is that once they clicked Yvette

particular link, There's an automation set up.

Where their edit to a specific segment

in my, um, email marketing. Uh, software.

And so they didn't have to do anything once they clicked

the link, though it redirected them. I created a page on my

website. Um, which was a thank you page and,

and then, I put the, podcast player on there.

And so you can do this. For your

business. If you already have people on your email list and you

don't want them to. Have to sign up

again, like fill out a form to sign up for something, right? This

is reducing the friction.

And getting a sale or a sign up. Okay. It's, it's

less steps for, the people that's when your email list, all they have to

do is click a button. You can add them to a particular segment

or add them to a particular list and then redirect them

to a thank you page. And you know, this could be, if you're having a

webinar, Um, or, you know, you just have some

other freebie. Or it's just some, something else of interest

to them instead of having them sign up. Putting in their

name, putting in their email address, they can just click a link. Okay.

And then of course, you know, once someone is added to a particular segment in

your email list, then from there, you can create a whole another set of

workflows based on that segment. All right. So that's the first thing,

link actions. If you want to try out flow desk.

There will be a link in the show description. for you to receive

50% off your first, uh, it's either your first

month or your first year. but the details will be in the show description.

The second way that you can automate in your business is to

send. Automated surveys. And I

included this one because. I've seen a

lot of social media people. Forget this

part in there. Client experience,

right? You can, when you are off boarding your client, you

can. just based on whenever their

project date closes, you can set up some type of workflow.

Or an automation that. However many days,

right? Based on your preference, it could be three days. It could be a week.

It could be the next day. Um, however many days after their

project ends, you are sending them some type

of survey or it could be. That it's included

in the, um, you know, the final delivery email,

or you can put this through. Wow. It doesn't have to be an offboarding. It

could be. in the middle of the project at one of the,

milestones. But you can

automatically get feedback from people. You can embed that in your

client experience. instead of just later on

you know, six months after the project has ended going back

and asking them for their feedback, right. You can just

automatically include it. And receive the information, create a

form. They can easily fill it out and you'll have that information when you

need it. Okay. And then finally, I

want to talk about Zapier.

So Zapier, if you're not familiar, it is a.

Tool. Um, so on my tool. That

connects different apps to each other. And so.

Through Zapier, you can connect things like Google drive and your

email marketing software. Um, it's pretty much like if this, then

that. So, for example, with the harmony private podcast,

That is through, my podcast, host captivate.

And so in order for people to actually get the emails,

to get access to it and all of these things. Um,

it's a paid product. So when people are paying through flow

desk and so I have an automation set up through

Zapier that says If somebody is added to this segment and the segment

is attached to that particular paid product.

Then add them to the, private

podcast in captivate, and then that will trigger them to

get access to the private podcast. Okay again.

Instead of me having to manually see, oh, this person signed up or

this person paid, let me go in and manually add them to

the private podcast so they can listen. No, it's all automatically done

through Zapier. And so there's tons, tons of things that you

can do. through Zapier. I use it a lot. Um, connecting,

dub cyto and click up. I use it a lot for my Podcast guests

management workflow. I've talked about that already before previously here on the

podcast. But as an example, what are some things that you

can do? Um, with Zapier.

So. Let's just say you are a service

provider, you can do something like, when a new project

is created in your CRM. Right. Or if a

contract is signed in your CRM. Then you can create

a task. In click up

or whatever your project management tool is. Okay.

And so for me, for example, in click up.

There's also automations within click up. itself

that if a task is created, then you can do something like apply

a template to a particular task. When a task is created in a specific

list. And one of the templates that I have is like a checklist

for, my podcast production. So anytime I create a

task for a new episode. The

Ms. Checklist is automatically added. And so now I know

for each episode, all the things that I need to do well, you can do

the same thing for your clients, right? Once you get a new

client, then you can have a checklist of all of the things that need to

happen for that particular client and automatically apply

that to the task in your project management tool.

Okay. Um, And then you can

take a step further if you really want to get advanced. And

once that task is created in your project management tool.

Thing, you can create a Google folder,

right. And that is done through Zapier. So lots of

connections, lots of things that you can do

through that tool. And I would really encourage you to just sign

up for a free. Um, a free plan there's

limitations on the free. plan, but that's the plan that I'm using

right now. And it does what I needed to do. There's a few

things that I'm able to do. On the free plan.

And so just go set up a free plan and test and play with things

and see what the possibilities are. I know they've added like

this AI feature. Where you can just kind of type in what you

want to do, and it will create the zap.

Uh, for you and then you can test it out.

Just right there instead of you having to like already know what the

zap is that you need to do. All right. So.

Again, Just wanted to give you some quick ways that

you can organize. Or automate your business.

Um, with the ultimate goal of saving and

maximizing your time. So just to do a quick, just to

do a quick recap, if you want to organize. Um, you can create

a biz hub. You can create a press folder. Or you can create

SLPs. And if you want to automate. Some of the

automations that you can implement are link actions,

sending automated surveys or using Zapier to connect

your different apps. So I would love to hear

if you are doing any of these things. If so

DME on Instagram, let me know what you're doing. And if not,

I still want to hear from you. I want to know which ones are you.

Most intrigued by which ones do you want to

implement? Okay. So shoot me a message on Instagram.

I look forward to hearing from you. And I will see you in the

next episode. Thank you for listening to the Mom CEO

Suite Podcast. If you enjoyed this episode, can you do us a

favor? Leave a review on iTunes and share with other

moms in business like you. Help us spread our message and empower

others who are at this intersection of motherhood and

entrepreneurship.