Welcome to our weekly entrepreneur newsletter! Is there anything in your business that is keeping you up at night? Let us know! We’d love to help and provide our advice/experience in future newsletters.
Main takeaways for today:
- Systematization drives growth without the added stress.
- Document processes so the business runs smoothly without you.
- Delegate and automate to streamline routine tasks.
- Focus systems on your most profitable clients and services.
- Refine systems regularly to keep pace with business growth.
Scaling a business should bring freedom, not more work. But if you’re like most business owners, it can feel like growth just means longer hours and more stress. Being transparent, we are dealing with the exact same issue at our firm. We want to grow, but being in a service industry often means we “trade hours for dollars”. What we have learned (and are working to apply ourselves also!) is that we don’t have to do it all ourselves. When we build the right systems, we can scale without sacrificing our time or sanity.
Here’s how to make that happen:
1. Document repetitive processes
If you’re handling repetitive tasks yourself, you may be working harder than you need to. Every process that happens regularly—like billing, scheduling, or client onboarding should be written down. This way, any member of your team can handle it, giving you room to focus on growth, not the day-to-day grind.
Example: Our firm does bookkeeping for a handful of clients. We found recently that every time we bring on a new bookkeeping staff, we spend a large amount of time walking them through each client and training them on all the many steps involved in managing their books. We are now going through the process of documenting these processes in Standard Operating Procedures (SOP’s) for each client so that any new staff can easily reference the document and skip the hours of training. This will free us up to focus on serving our other clients and growing the business!
2. Automate and Delegate
You don’t need to be involved in every little thing. Once you’ve documented a process, take a step back and ask, “Does this need a human touch?” Many tasks can be automated—like sending reminders or tracking expenses. Those that can’t be automated, consider if you can delegate them to your team.
Example: Sales can take up a lot of time for business owners. We know this is a crucial part of growing the business, but we often spend a lot of our time vetting and emailing incoming leads, setting up calls, etc. And as our business grows, this would only take up more of our time. Recently, we invested in a CRM and set up automated sequences so that when new leads come in, the system automatically sends out a tailored email to them with links to set up a call. When they set up the call, the system sends scheduled reminders and follow-ups. The process that previously took several hours each month is done automatically and has had an amazing impact on our business!
3. Build Systems Around Your Best Clients
Not all clients are equal. If you’re spending time and resources on low-value customers, your systems are helping the wrong part of your business. Focus on creating systems that help serve your best clients, the ones who bring in the most revenue and truly align with your vision. You will find that your ability to provide value to these clients increases, they are happier with you, and you become much more attractive to potential clients (not to mention you are now much more profitable by spending less time providing more value!)
4. Continuously Refine Your Systems
Your systems should grow alongside your business. As you expand, make it a priority to regularly assess and refine your processes. Whether it’s streamlining something further or automating new steps, evolving your systems helps you stay efficient and maximize profitability as you scale.
The key to scaling without losing control or becoming burnt out is having the right systems in place. Systematizing doesn’t just reduce stress, it gives you the freedom to step back, work on your business rather than in it, and pursue the growth you want. You will be actively leading the business in the direction you envisioned when you first opened the doors!
We can help you build the processes that drive growth without sacrificing your time or quality of life. If you’re ready to systematize your business and prepare your business to scale effectively, reach out to us! We’d love to hear your ideas and provide our expertise! Click here to schedule a call with us!
Thanks for reading and have a great weekend!
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Adam Litster
Certified Profit First Professional and Pumpkin Plan Strategist
(816) 500-5779
