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Business Systems for Self-Care
Episode 5 • 25th July 2024 • Growing a Deeply Rooted Business • Jessica Walther & Rachel Lopez | Rooted Business
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In this episode of the Growing A Deeply Rooted Business podcast, hosts Jess and Rachel dive into building effective systems for self-care and business management at every stage – starting, scaling, and stretching your business. They discuss the importance of time management, planning systems, and why systems can transform from being a mere to-do list item to a pivotal support system in your business growth.

The episode also covers targeted inbound flows, the significance of live launching and evergreen funnels, and creating standard operating procedures (SOPs) for scaling your business.

Tune in to learn how systems can create predictability, reduce stress, and enhance your entrepreneurial journey.

Timestamps

00:43 The importance of systems in business

02:35 Phases of business and relevant systems

03:17 Time management and planning systems

06:32 Connection and outreach systems

09:11 Marketing habits and client onboarding

14:47 Stretching Phase: Targeted inbound flows

20:02 Scaling Phase: SOPs and team building

22:38 Advanced Sales Systems: Live launching and evergreen funnels

Summary of 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>>

_________________

Hang Out & Say Hi!

Deeply Rooted Business Instagram

Jess Instagram

Rachel's Instagram

Transcripts

:

Hello everybody and welcome back to another episode

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of the Deeply Rooted Podcast.

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Today we are gonna be talking about

something near and dear to Jess's heart,

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and something that I need to be tapping

into a little bit more the systems for

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self-care, how to Manage in whatever

phase of business you are, whether that's

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starting or scaling or stretching, and

we'll go through all of that so you can

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understand what areas of support you

should be systemizing, how it actually

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helps you as you embrace this craziness

of entrepreneurship and how when you

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add these systems to your life, it's not

just another to-do on your list that it's

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a supportive element in your business.

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Are you ready, Jess?

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jessi--she-here-_1_02-07-2024_131435:

I'm ready because I feel like systems

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get such a bad rap in the online space.

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They're definitely from someone who tries

to sell systems as one of our offers.

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They're definitely not the

easiest, most sexiest thing to sell

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because their benefits are more.

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I don't wanna say intangible, but yeah.

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More intangible.

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when you invest in marketing, you want

to immediately see like an ROI in terms

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of sales and revenue that is coming

into your business where systems have

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this like sneaky underlying, where

if they're a mess you're not gonna be

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supported and you're gonna feel the

chaos, but it might not necessarily

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be as easy to connect the dots.

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So today's episode, I really wanna help

you flip the way that you think about

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systems in your business from just another

to-do on your to-do list to really being

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something that can support you, not only.

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Your business, you and your business,

not only as you grow, but really one

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of the best things that you can do

to protect your mental and emotional.

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Wellbeing yourself as a business owner

because the goal of the systems that I

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put in place are create more peace in your

business to create more predictability

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in your business so that you can be

less stressed and really live in your

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zone of genius and do what you do best.

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So one of the places that I see people get

pulled off course is trying to implement

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the wrong systems at the wrong time.

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Maybe systems that they're not ready for,

evergreen Funnels, which is a system,

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it's one of the more sexier systems

because there's a revenue tied to it.

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And it makes it sound like

you have passive income.

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But in reality, that's maybe one

of the last, that's like a level.

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Three system when you need to be

starting with a level one system.

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So today we're gonna go through

the different phases of business.

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We've talked about these before about

starting stretching and scaling your

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business, and we're just gonna discuss the

systems that we think are most beneficial

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to focus on and get in place at that stage

of the journey so that as you're moving

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through your entrepreneur growth you're

creating this cascade of calm and you're

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not having to double back and go redo.

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Or reinvent a system that

you've already created.

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That's probably gonna happen inevitably,

but we're gonna, as best as possible,

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go in a streamlined and way to.

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Track 1: I love the cascade of calm.

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That's, I'm like trying to inter

embody that energy this year.

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. jessi--she-here-_1_02-07-2024_131435: So

let's get into the first system that I

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think anybody should get in place when

you begin working for yourself, especially

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if you're moving from like a corporate

job or working for someone else, is your

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time management and planning system,

because you're probably going from someone

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or some company at least giving you a

general direction of what to do to now.

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As, see, Charlie says, you're

the CEO, you've gotta put your

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CEO, is it hat or pants on?

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. Gotta put your CEO.

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Pants on and come up with some

sort of planning system so that

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you can determine your priorities.

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We did a whole episode back in season one

about the five different planning meetings

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that I think that every business should

have, whether you have a team or you.

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It is periods of time where you're

gonna sit and reflect and identify

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your priorities and figure out, what

needs to get done on your to-do list.

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Along with that I also

think figuring out your.

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Weekly work cadence.

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So what days are you taking calls?

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What days are you doing admin work?

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When are you doing actual client work?

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When are you doing your marketing task?

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I think figuring out different time blocks

of when you need to do that actually.

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But, a video on my YouTube channel

about how to figure out a schedule

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that works for you based on are you

being energetics if you're into that.

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But it'll take some finagling.

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But those are the two places that I

think if you can get, you're working

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on your right priorities and you're

working in a efficient manner, you're

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just gonna set yourself up for success.

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Do you agree, Rachel?

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Track 1: I completely agree, but it's

also from a layer of business development,

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because when you're starting out, you

may have no idea how to price yourself

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hourly or you're not gonna initially

just go from a retainer perspective.

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I've seen a lot of people who

create these kind of packages

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when they're first starting out.

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Like I'll use like a social media.

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Person as an example.

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And they end up losing money because they

put so much time into this package and the

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hourly rate just doesn't compute properly.

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So really making sure that when you're

starting and when you're offer Suite

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is developing, you have the data

to back up, your hourly rate, your.

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Packages, make sure you're actually

making a profit from, the retainers

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that you're setting up and all of that,

because it is the fastest way to burnout

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if you don't have that understanding

when you're starting, because you could

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easily be undercharging and overworking

yourself from the start, and then you're

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just digging yourself out of that.

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Whole from the get go.

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So a hundred percent agree.

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Time tracking, time management, all

of that is so crucial in that kind of

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zero to one year timeframe as you're

getting new clients and all of that.

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jessi--she-here-_1_02-07-2024_131435:

Yeah I'm so glad you brought that

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up because thinking back on, like

me just starting out, I definitely

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underestimated the amount of time that

just admin and marketing would take to

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get my business out there, and that is

definitely a factor in how many hours

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of client work you need to be doing.

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So how much you need to be charging

for those hours to ensure that you're.

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A profit, so I completely agree.

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The next system that I think is

really important to have in hand,

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and I actually saw a question on

Thread the other day and it was like,

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how did you get your first client?

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And the majority of the answers

were from pitching to my network.

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But I think establishing some sort of

connection system where you're actively

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outreaching to potential clients

or collaborators to really get your

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business out there, seen and heard.

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it can be tempting to start on

social media because that sounds like

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that's what you're supposed to do.

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But in reality, I think

it's a slower growth.

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And if you're jobless today, I would

definitely recommend emailing like.

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When I got laid out during the

pandemic, I emailed 40 people that

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I was doing this new business now.

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And that was a lot faster than me trying

to figure out my marketing message

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on social media because I reached

out to connections that I already

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had that no and trust factor with me.

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And I was able to get, maybe it wasn't

like my ideal scenario clients, but

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I was able to get some experience of

working as a freelancer in the business.

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Would you agree?

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Track 1: Yeah, I think that the

community aspect and that connection

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side in year one is so important

because it just makes it less lonely.

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And even if it's just there

from a perspective of.

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Getting new clients or whatever that

looks like, there's still that layer

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of true relationship building that

is crucial to developing a business.

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And yeah, I think the loneliness in

business, especially that one year

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maybe where your friends aren't in

business and you have no friends

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who are in the same situation,

having someone that you can like.

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Tap into and say, Hey, have

you struggled with this before?

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Or, Hey, I'm experiencing this.

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How do I overcome Is lifesaving totally.

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jessi--she-here-_1_02-07-2024_131435:

And if you didn't know if you're a

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new listener, that's how Rachel and

I met is through a random group in.

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And if you don't have a network

that you can tap into you know where

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I said I emailed 40 or 50 people?

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If you don't have that network, I

think the next place I would recommend

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going to is like a Facebook group

Finding your niche there to be able to

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start to build those connections and

just, adding value into that group.

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Relationships aren't often something

that you think of systemizing it

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and the way that you systemize it.

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It doesn't have to be anything crazy,

it's just maybe it's setting aside 30

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minutes each morning to interact in

your Facebook group or interact on your

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Instagram or send out those pitches.

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Maybe if you wanna level up a little

bit more, setting up some sort of

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tracker where you're tracking names

and connections and all of that, that's

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how you put the system behind it.

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Track 1: Yeah.

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Yeah.

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For the third system that I think, I'm

so adamant that this is one of the most

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important things and what Jess said

Two minutes ago is so accurate about

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how you shouldn't go full force into

building out your marketing systems.

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I completely agree with that.

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But there is a layer where you

should be building marketing habits.

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So this is, doing market research.

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This is developing messaging,

trying to understand how to.

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Speak to people as you are growing and

getting to the next phase in business.

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So whether that looks like having

consistent posts or consistent

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engagement, really making sure

that you're building those habits.

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I always say that it's so much easier

to start an email list when the

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people that are on your list are.

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Not the dreamiest most aligned clients,

but there are people who are still

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going to give you the data that is

going to formulate and evolve your

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messaging so you can make some of those

mistakes of not having emails that

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convert and you can build the habit

of sending weekly, monthly, quarterly

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emails and still make sure that you're.

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Getting comfortable with

that aspect because it will

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take some time away from you.

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And like just said earlier,

you don't realize how much

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time in that first, even now.

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I would say this year, going into year

five of business where I'm over here or

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year four, I don't actually, I think it's

year four where you're going into spending

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so much time on your own marketing.

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And trying to balance client work.

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When you build those good habits

early, from a posting, from a content

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development, all of that, it really

does save you the headache of trying to

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figure it out once you've gotten some

clients and are drowning in client work.

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jessi--she-here-_1_02-07-2024_131435:

And then from an email marketing

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lens, like what would you say is.

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way that you would recommend to get

inbound flows of people as a starting

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out business, setting up a newsletter.

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Track 1: Yeah, I definitely

think a service guide

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is the lowest hanging fruit.

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that's definitely step one because as you

are evolving your services, you can start

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to get that out easier than like a lead

magnet or something along those lines.

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But then as your list grows in whatever

that looks like, you're probably not gonna

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get a lot of growth with just an email,

like a newsletter form on your page.

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But just by structuring it and saying,

I'm giving out, monthly tips on how

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to do X, y, z, join my list, that's a

step in a better direction than just

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like not having an email list at all.

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And so during that time, you're not

necessarily having to create . New

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content or anything like that, you

can really just be building authority,

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familiarity, and really growing that

know, like trust with the people who

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are engaging in your current space.

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So whether that means sending out

client testimonials or like case studies,

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that's an lower hanging fruit than

having to come up with some marketing

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structure framework to constantly

be talking about in your newsletter.

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jessi--she-here-_1_02-07-2024_131435:

Yeah.

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So along that same vein would be client

onboarding, which I view client onboarding

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as how potential clients find you.

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So part of your lead generation.

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So maybe your service guide is part of,

that kicks off that Onboarding funnel.

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How do you connect with them?

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Probably when you're just starting

out, you're gonna do discovery calls.

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One, it's, that's your market research

right there is actually talking to people

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that wanna hire that's so beneficial.

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And two, it's not scalable, but it's

probably one of the fastest ways to get

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to profit when you're just starting out.

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so how are they finding you?

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How are they connecting with you?

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How are, you're booking a call with them?

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Okay.

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What does it look like after, you

get off that call with them is

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their proposal sent, figuring out

, contracts, invoices, all of that stuff.

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And even if it's not automated yet, you

at least have the steps written out.

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Your first systems are

just there to support you.

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So if it's overwhelming to put

like a bunch of tech in place.

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Just write it all out as a checklist

so that you don't forget anything , or

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create a checklist and notion that you can

duplicate every time you have someone new.

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And then once you've got that

system worked out, and that's why

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I don't actually recommend going

straight to something like Dip Soto

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or 17 Hats or what's the other one?

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Everyone uses HoneyBook.

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Because.

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If you set all that up and then you

realize you need to change something

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because you are just starting out, because

it's a lot of like spaghetti throwing

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when you're starting out, then you

have to go and redo the entire system.

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So I actually recommend

getting rudimentary first

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and just using checklist.

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And then once you've got the system

figured out, then you know you

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can put it into a system that's

gonna help you, automate it as.

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Track 1: I love Deto 'cause it

really does streamline things.

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But I'd made that mistake of

going straight into building out

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complicated workflows and then.

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Every single time I went into it,

it was like almost an hour and a

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half of me redoing things because

baby business owner, Rachel didn't

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know the things that she knows now.

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So totally hear you on that.

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Start small, start simple.

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Build a system that supports

you so you can create that

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client experience effortlessly.

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jessi--she-here-_1_02-07-2024_131435:

Believe me, as a systems girl, I

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got Stuck in the systems at first.

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So just to recap those before

we move on to stretching.

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So working on your planning and time

management system, working on your

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connection system, building your

marketing habits, and then starting to

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streamline your client onboarding process.

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Do you wanna take us into stretching?

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Track 1: Yeah, so stretching

is in that you figured out your

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own process to bring in clients.

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You're doing consistent, like you have

some consistency in your business,

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you have a clear ideal client.

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So I would say like year one to three

is in that stretching zone where you're

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getting a little bit more established.

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You have some know trust all of that.

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So really that next phase

from like a marketing side of

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things, I always call them like.

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Targeted inbound flow.

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So this is not the same as just throwing

up a free guide, attaching it to a form,

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and like doing a general welcome sequence.

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This is really specific to hitting

certain goals in your business.

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So a targeted inbound flow

would be like, I want to.

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Reach, ideal client A, who

is gonna support offer A.

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So this is as you're getting into your

business, you may have different levels of

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support if you're a social media manager,

you may have a intensive where you do

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people's content creation in a call.

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Or you might have an actual

package where you do five, 10

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posts a month kind of thing.

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So whatever that looks like, getting

really focused into building a system

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that does the work for you and calling

in that particular person, I always

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say start with one ideal client.

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Then expand out into kind of a customer

journey, which we'll get into that

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in the scaling phase of this, but

really making sure that you're like.

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Getting clear on, pulling in people.

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And one of the biggest tips

that I say with this is that.

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Do it for the thing that's not as easy.

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Let's say you have tortoises and

hares in your audience, which

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everybody does, and all of the hares

are booking the five package or the

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five posts package in your business.

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if you have more difficult time selling

those intensives, create a system that

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helps you and closes the gap on that.

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You can turn the dial up, but it like,

if that's working, let that keep working.

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So always using your marketing to

fill in the gaps on certain areas.

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Typically, if you have a little bit

harder to, of conversion time from a an

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offer perspective, it means that needs

a little bit more nurturing, a little

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bit more education some support, getting

them from problem to solution awareness.

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And that's exactly what a targeted

inbound flow can do for you.

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That's one of the things that I

always am adamant on saying, if you're

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getting into that space where you're.

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like reaching two to three

offers within your offer suite.

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Don't expect social media to just

do everything for you by segmenting,

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'cause that's not a thing on social

media, but like really embrace systems

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that can actually segment and actually

nurture per a particular offer.

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So I'll get off my high horse about

inbound flows because I could go

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on and on, but so important as

you're in that phase of stretching.

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jessi--she-here-_1_02-07-2024_131435:

Yeah, and this is when you can

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really start to tap into that

benefit of predictability in your

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business because you can look at,

okay, I'm getting this many new

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leads and this is how everything is.

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Converting as far as through my

funnel and once I get someone on a

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call, so that's when you can really

start to begin to like project out.

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how many more people you need or

if you eventually wanna start to

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hire, but everything just becomes a

lot more predictability when you're

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doing the same thing consistently.

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Track 1: So from a content creation

perspective, especially in this stretching

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phase of year one to three, to kind of

like get that conversion messaging solid.

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So understanding how to sell is so

absolutely crucial during this phase

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because if you don't figure out

that kind of like magic messaging.

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Now scaling is gonna be 25%

harder, probably even more.

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So really understanding the message

that is, like the nurture message, the

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message that can convert how to grow

your audience is really really important.

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So really creating those content I always

do an exercise with my new clients in any.

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intensive clients that I have

where we break down like the why

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do they need you, how does it

help them, and what do they get?

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if you kind of break down that section,

why do they need you is the problem

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awareness side of your messaging.

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The how do you help them is the

solution can be kind of pulling from.

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And then the, what do get is kind

of like those less sexy of like,

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they get this, this, and this.

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So always breaking down your ideal

client in those phases and then creating

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pillars of what works I would say that's

definitely from a content creation

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perspective, how to systemize it.

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Rather than just like posting

when you feel inspired.

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'cause when you're doing that, you're

not creating long-term You're kind

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of creating like, I need to do this

now have to make a post this week.

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Which kind of sets you a little bit

further back in the plan of productivity,

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sustainability, and all of that.

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jessi--she-here-_1_02-07-2024_131435:

And once you've determined what to post

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through your content pillars, then you

can begin to move into things like.

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Batching or outsourcing and creating kind

of a flow of how you do your work, but

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always start with the strategy first, and

then the system supports the strategy.

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Track 1: Yeah, a hundred percent.

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jessi--she-here-_1_02-07-2024_131435:

All right, so moving into scaling.

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So unless you're superwoman like me,

some support probably to help you grow.

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I'm so kidding because I so need a team.

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I think there was a couple episodes back

where I was like, I don't need a team.

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:

That seems more stressful now.

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:

I move into camp, give you

a freaking team right now.

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:

But once you're maxed out in your

clients chances are you're gonna wanna

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:

start bringing on some team members.

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:

And this is where it becomes really

important to, once you've got

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:

those foundational systems set up.

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:

You're gonna wanna start

to create SOPs around them.

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:

So your content creation, workflow,

your onboarding workflow how you deliver

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:

your services to your client workflow.

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:

And then once you have

all of those laid out.

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:

Ideally documented somewhere, maybe

with a video you can drop them

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:

into a project management system.

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:

I am a giant notion nerd, but there's

other ones that are just not as fun,

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:

like Asana, clickup you can use.

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:

I've been in all of 'em.

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Like I've been in Monday.

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Monday was horrific.

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Monday, Ana, click up.

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:

Notion because it is very forgiving,

I think, when you are scaling,

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:

because you can just drag and drop

things around and move 'em all and

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:

make it really messy and clean it

back up and change the way it looks.

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:

But anyway, getting it into some

sort of knowledge management

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:

system and one centralized place.

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:

And really the goal when you're starting

a team is you wanna Fiji proof it.

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:

Or in Rachel's case, you're proof

it where you can close your laptop,

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:

sign off from your computer, and

everything that needs to be done in

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:

your business for those two weeks

that you're gone can get done because

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:

it's all written out and systemize.

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:

The who, the when, the how, the when, and.

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:

.

Or if you get sick or something like that, these are, things

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:

that help, with continuity.

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:

And then also a project management

or client management system.

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:

I also use Notion for this, but basically

this is just a system where, all of

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:

your team can be aware of, what status

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:

each piece of the project is at and

have all the resources related to

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:

that project in one central location.

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:

I feel like people make project

management systems seems so like crazy and

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:

complicated, but it's really like you're

creating a space where everything for

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:

that one thing lives and what stage it is.

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:

That's it.

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:

So yeah, creating those

two things I think are key.

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:

Other things you might wanna think

about is, like setting up like password

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:

managers and that sort of thing as well.

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:

But yeah, anything to add on that, Rachel?

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:

Track 1: No, I'm just absorbing

'cause I need to absorb.

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:

jessi--she-here-_1_02-07-2024_131435:

All right.

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:

And then moving into just some more of

the like more scalable sales system.

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:

We have live launching and evergreen

funnels, so I'll let you take that away.

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:

Track 1: Yeah, in this point of like

scaling to systems and income cash

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:

injections and things like that,

like launching an evergreen are so

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:

so They connect almost immediately

into the customer journey, which is

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:

the next system that you should have.

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:

So it's imagining.

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:

you have three ideal clients that all

operate at different awareness levels

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:

and are perfect for different offers

in your business kind of like targeting

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:

specifically to and really making kind

of like integrate, evergreen Funnel one

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:

to down sell two, and really making sure

that you're streamlining passive income.

397

:

And I say passive very loosely because

there's so much effort that goes into

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:

Evergreen funnels and having the systems

that support traffic to those funnels.

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:

analyzing and optimizing those There's

just so much that goes into it that,

400

:

I've seen a lot of people who are

starting, I would say, in that zero

401

:

to one year, try to launch Evergreen,

try to launch these kind of like live

402

:

launch funnels fail very sadly at it.

403

:

And it's really because it's made for a

a certain stage of business to do it well

404

:

and to do it In a way that is actually

worth the energy that goes into it.

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:

jessi--she-here-_1_02-07-2024_131435:

Yeah, and I feel like

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:

live launching too, gets.

407

:

A bad that it's like some sort of very,

complicated thing, but it can also

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:

be really simple as a more targeted

approach to doing the sales process that

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:

you're already doing it, you're just.

410

:

Batching it now.

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:

So you're doing all of your sales calls,

maybe in a more concentrated period.

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:

You're enrolling everybody at the

same time, and then you're closing off

413

:

your books for the next three months

or so until you reopen it as well.

414

:

So it's like you're still doing all

of that sales process, but you've

415

:

got it figured out to a way now and

you know how it's gonna convert.

416

:

That works, that you can do it in like a,

417

:

.

Track 1: Yeah, the episode of like the rest, the creative and

418

:

the promotional seasons in your

business is exactly speaking to

419

:

that kind of person who's in that?

420

:

Live launching phase.

421

:

There's so much that goes that

calendar side of it where your

422

:

annual plan has all of these

different seasons built out into it.

423

:

But live launching of the cash

injection consolidated efforts

424

:

into your marketing calendar.

425

:

jessi--she-here-_1_02-07-2024_131435:

Customer automation, anything to.

426

:

Track 1: that, stretching phase where

you've created one targeted inbound

427

:

flow to sell a particular offer is

kind of creating multiple of those

428

:

and like connecting the pieces on it.

429

:

It's really embracing the metric

of customer lifetime value and

430

:

conversion rates so that you're

doing a lot more in an automated

431

:

This is, can be tacked on too.

432

:

A live launch or two, an evergreen funnel,

but it's really saying, I'm taking this

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:

one subscriber a very, very curated path

because you have this deep understanding

434

:

of your customer journey, and it's kind

of taking, like it's doing it all on the

435

:

backend, so you're not going on social

or sending newsletter type emails.

436

:

These are all automated journeys that

are happening when event takes place.

437

:

So it is definitely designed for

that person who's in that scaling to

438

:

kind of optimize customer lifetime

value because you're scaling, but

439

:

you're not do like so much promotion

on the front end 'cause your systems

440

:

are on backend, like taking over.

441

:

So that's the only thing I have to add.

442

:

There's so much more we could

talk about from a customer

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:

journey, but that's its own.

444

:

Other episode.

445

:

jessi--she-here-_1_02-07-2024_131435:

All right.

446

:

So we wanted to leave you just with

some tips when you're starting to

447

:

integrate systems into your business.

448

:

And I think the number one thing that I.

449

:

Is that systems are there to support you.

450

:

So you don't need to be looking outward to

what system to create for your business.

451

:

Typically, if there's a point of friction

or frustration or you're setting a

452

:

goal and you're just not hitting it, or

something's consistently falling through

453

:

the cracks, that's where you need to look

first to create a system to support that.

454

:

Do you have any that

you would like to share?

455

:

Track 1: From a tip perspective,

456

:

jessi--she-here-_1_02-07-2024_131435:

any system tips.

457

:

Track 1: just go into it with an Like Go

into it knowing that one thing is gonna

458

:

change and the next thing is gonna like.

459

:

setting a system up doesn't mean

that it's stuck in stone or set in

460

:

stone, but there's always this kind

of evolutionary process that happens

461

:

with your systems as you become more

familiar and like embracing of And

462

:

then I guess that's the last thing.

463

:

Just embrace systems.

464

:

jessi--she-here-_1_02-07-2024_131435:

Yeah.

465

:

Yeah, I definitely don't

be afraid to start small.

466

:

Like I see people go all in and

all like the tech and the bells and

467

:

whistles, and then what happens is

like tech drag because they don't

468

:

know how to use that tech properly.

469

:

So start small.

470

:

Build, look for the friction points, and

that's where you're gonna focus on first.

471

:

Track 1: Totally.

472

:

Anything

473

:

else?

474

:

jessi--she-here-_1_02-07-2024_131435:

all I have.

475

:

Track 1: All right, until

next time, we're root for you.

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